(www.myorganizedbiz.com) – In honor of leap day, I wanted to take a look back in time four years ago to see what some household names in organizing were doing. So, using the amazing WayBack Machine, I found archives of three old websites.

What you see will surprise and delight…

First is one of my favorite companies, Franklin Covey. I know everyone’s using GTD these days, but they’re a good, solid organization with admirable ethics.

Here’s the FranklinCovey site in winter 2004:

Compare with today:

A clearer message about what they stand for – and no more scary blue guy.

Next is one of America’s favorite organizers – who’s come SO far in the last few years – Julie Morgenstern:

And in 2008:

What a difference! Success becomes her – and rightfully so!

Last is my Connecticut friend that many love to hate, but whose taste and simplicity are admirable. She who needs no last name… Martha.

Here’s the Martha Stewart site in 2004:

…and her site today:

All three sites have cleaner features and are easier to access than their aged counterparts. Which, when you think of it, only makes sense considering their commitment to organization.

Maybe I’m the only one who cares, but I noted that of the three, Martha’s the only one who’s blogging.

What did YOUR site look like 4 years ago? Are you more organized now (virtually or in reality) than you were back then?

(www.myorganizedbiz.com) – Let’s get one thing clear – Melissa is not a slacker. Or lazy. Melissa is actually running three (yes, three) businesses out of her home office – as well as maintaining her personal financial records there.

Like many of my clients, Melissa is the first to admit the situation isn’t ideal, but she’s so busy that a complete overhaul of her space or her systems just hasn’t been an option.

The goal of the Wednesday Makeover is to give three ideas that will, if implemented, dramatically improve the functioning of your home office and the degree of enjoyment you get from your work.

Suggestion 1: Get rid of the stackable trays.

I honestly wish stackable trays had never been created. They seem so handy, but I hardly see anyone use them efficiently. My two problems with stackable trays are: 1. You can’t see what’s in them – so stuff gets put in there that you’re unlikely to find again. 2. There are better uses for plastic. Like sleds. Or coffee cups.

You’re admittedly not using them, so you can donate them to Goodwill in good conscience and then someone else can put ‘em on their own desk and not use them.

Suggestion 2: Get rid of the TV.

I’ve got a “get rid of” theme going now. Here’s why I think the TV should go: it has nothing at all to do with your business. If you want to be effective working from home, everything that’s in your office must align with your work and support it.

If you have a working television elsewhere in the house, this puppy needs to go. It’s not only taking up precious real estate in your office, but it’s also creating a distraction while you’re working. By watching and listening to it, this keeps you from working (and finishing). Just think – you could spend time doing things with your loved ones instead of being in the office! Crazy?

Suggestion 3: Look at your long-term goals.

What I wanted to say for suggestion 3 was something froofy – like put up a shelf on the long wall to store all of your books.

But I just don’t do froofy very well, so I’ll be compassionately honest instead: Your office is at capacity. Even though it’s tidy-looking, you’re running the equivalent of four businesses from one space, with two part-time helpers, and plans for further expansion.

You don’t need a trip to Office Depot for dividers – you need a good look at where you’re going long-term. You’re at the point where you need a space that allows you to create clear structural divisions between your businesses. Ask yourself:

• What would I love to be spending my time doing?
• What can I delegate?
• What can I cut out?

I loved how you mentioned that you do mental planning for the long term – and even when they’re unwritten goals, you still achieve them. (It’s noteworthy that Melissa is an Enneagram 3, “The Achiever”, which means she can take on the world singlehandedly without batting an eyelash.) Get this ability to work for you by defining your long term business goals for the next 5-10 years. Then you’ll know what to do in your office, rather than the other way around. You’re ready for it – and it will be worth more than 100 froofy suggestions.

I want to thank Melissa for jumping in to be my very first Wednesday Makeover volunteer - a brave soul! And as a thank you, I’ll be giving her a $10 credit to Powells Books (a better alternative to Amazon) to pick up the next thing on your reading list. Thanks, Melissa!

Would you like to receive 3 suggestions about your own office from Jennifer? More info here…

(www.myorganizedbiz.com) - Yoo hoo – dust particles are building up on your screen as you’re reading this. Can you see them? The angle of the screen and the small amount of static charge can amount to a layer thick enough to write “WASH ME!”

Here are 3 ideas that will get the job done (and one of them is free!):

Belkin monitor wipes

The tech equivalent of baby wipes, these are pre-moistened with an oil-free and scratch-free solution. Amazon notes that these aren’t recommended for screens with anti-glare coating.

Not into disposables? How about:

Softbellys Squeaky Clean toy

If you’re into cute things that are also funtional, here’s a cute screen cleaner with a chamois-like surface on the bottom that gently cleans up… while looking… um, cute.

Too bad you can’t train it to do windows, too.

Don’t want to buy anything? Good on ya. Way to save yourself a little cash.

Instead, I’ll bet you probably have an old washcloth or clean cotton rag around. Moisten with a small amount of water and you’re done – lickity split!

While you’re at it, dust off the printer… you’ll feel like you’ve got a new office!

(www.myorganizedbiz.com) - Over at TaxGirl, you can participate in a poll about how your taxes are coming along. And if you say, “Taxes? Aren’t they due in April?” – you’ll find that you’re in good company!

Creating an organized business means that you can lovingly care for your financial health – including what’s owed to the government.

Today, I’m happy to be featuring an interview with Jessica Reagan Salzman, owner of Behind the Scenes LLC which does virtual business bookkeeping for people who are tired of being in the dark when it comes to money matters.

Jessica has also been called “the marriage saver” because of the assistance she has provided to husband/wife owned companies and the amazing difference it has made in their lives. As a home-based business owner herself, Jessica understands the unique advantages and challenges of running a business from home.

Jen: Welcome, Jessica! This has got to be the Season O’Stress for business owners. Let’s start by talking about why do you think people get so overwhelmed during tax season.

Jessica: I think most people end up overwhelmed during tax season because most people put off things that aren’t fun or enjoyable. And last time I checked, most people don’t find the process of filing taxes to be fun or enjoyable!

It’s easy to end up overwhelmed when you have a huge project hanging over your head. Especially when you are not even sure what first step to take in order to get that project done and off your plate.

Jen: That’s a really great point – something as big as taxes needs to be broken down into small, sane steps.

So, what would you say are some things that small business owners can be doing right now to get ready for April 15?

Jessica: The first thing any small business owner should do right now, if they haven’t already, is pull together all of their business’s bank and credit card statements for 2007, along with any other business financial paperwork (loan statements, unpaid bills, invoices issued to customers/clients, etc.).

Many small business owners try to tackle their business’s money matters on their own, but unless they are in the bookkeeping or accounting business, it’s usually much easier (not to mention less stressful) to have outside help!

Once they have their paperwork together in one place, they can then contact a professional for assistance. If they are using financial software like QuickBooks, it’s still very important to have the assistance of a professional to ensure that the software is producing accurate reports.

Jen: Speaking of money, what things can small business owners do to help them reduce tax preparer costs?

Jessica: The best way to reduce your tax preparation expense is to have your business’s books in the best possible shape before passing them off to the tax preparer. This is where the cost of professional bookkeeping assistance immediately pays off as a return on your investment. I’ve had some clients tell me that their tax prep bill was more than cut in half and the only change they had made was having a bookkeeper!

Jen: Great tip! Now, you run a business – how are you doing on your own tax preparation?

Jessica: That’s a great question! Because I stay on top of my own business’s books on a monthly basis, I’ve had my books pretty much ready for tax prep since my December bank statement was generated and available via online banking. Other than a few 1099s that are still trickling in, I’m almost set to pass my books off to my favorite CPA!

One of the beauties of doing my books throughout the year is that I’m always “in the know” regarding how much I should be paying in estimated taxes. It’s a great planning tool to help me grow my business each month.

Jen: Great – I guess it would pay off to copy what you do! In the big picture, what can people do to prevent their Jan-April 15th stress?

To reduce pre-tax stress, it’s helpful to have a system (customized so that it works for you!) in place throughout the course of the year. That way you do not end up with a huge project after January 1st.

If tax season causes you a great deal of overwhelm, it’s time to partner up with someone who can show you a better way so that you don’t end up repeating this pattern year after year. Most business owners are surprised to learn that there are some simple and low investment steps you can take to get a handle on your business’s money matters, quickly and easily!

Jen: Thanks so much for stopping by, Jessica! I feel ready to get my taxes ready (one small step at a time)!

(www.myorganizedbiz.com) - In my previous post, I talked about the Wow Factor and how “Substantial Wow” can build a sturdy relationship with your clients.

In this article, we’re getting down to the nitty-gritty about what systems you can create in your biz to build this trust.

1. Listen to the subtle messages that clients give you. Then get more information.

People hire you or buy your products because they like what you’re doing. In most cases, they have a genuine desire to see your business succeed. When you mess up in a small way, they may drop small hints about something that didn’t work for them.

Start paying attention to hinted-at messages – and ask for more information. If you’re genuinely open, clients will tell you what they need and what you can do to better provide it. You can’t pay a consultant enough money to give you the kind of insights your clients can. Don’t make excuses or explain (e.v.e.r.), just say thank you from the bottom of your heart.

Organized Biz Tip: Write down this information. Using their ideas, create new systems that change your business into a more customer-focused experience.

2. Underpromise, Overdeliver

When you’ve been at your business a while, you become familiar with how long your internal processes take. 3-5 day delivery. 2 day turnaround. Emailed estimate by the next business day. In other cases, you may have no clue how long something will take, so you give a ballpark guess.

What happens when something comes up you didn’t plan for and there’s an unexpected delay? It means you’ve just broken a promise to someone whose trust is valuable to your business. Long-term clients might be understanding, but it’s still a breach of the trust you’ve worked hard to gain… and there can be a high price to pay.

Take a good look at what’s a reasonable turn-around time for your various products and services, and then add a “time cushion” to it. This allows you to:

• Honor your time agreement even if a contingency arises, giving you a little breathing room
• Get the job done sooner than “expected”, satisfying the customer’s need for promptness

Organized Biz Tip: Start keeping track of how long various projects actually take from start to finish. Compare the reality to what you’re telling clients to expect and match them up.

3. Communicate deliberately with customers

The regular exchange of ideas and information builds trust and understanding. Ask your clients if they have a preferred method of communicating and use it. If they prefer phone, call them. If they use Skype, get it. It may not be your preferred method, but it helps them feel more connected to you.

Follow up with your clients regularly. Instead of either hounding them or leaving them to drift, each time you speak agree to a “next check in” day and time. Even if it’s a loose agreement, it creates clarity, safety, and structure for both of you.

Organized Biz Tip: Make an appointment in your calendar for the day and time you’ll be following up with them. This helps you remember and set aside the time to do it.

4. Provide a written guarantee

When people sign up for one of my classes, they get my 90% Bookworm Guarantee. In other words, if they give at least 90% effort, do 90% of the homework, and attend at least 90% of the sessions and are not satisfied, they get their money refunded. Period. In addition, I send them a $10 gift certificate to my favorite bookstore toward the purchase of a book that gives them the information they need.

What does this guarantee do?

• Makes the customer’s responsibilities clear (90% effort).
• Conveys my commitment to their success.
• Gives them confidence in my services.

Mark Silver at Heart of Business has a fantastic article and free audio about writing a guarantee like this – in a way that doesn’t compromise profitability.

Organized Biz Tip: Write a guarantee that is both fair to your business and gives the customer complete faith in your offering. You may have some “takers” for refunds over time, but the positive collateral it gives your business is priceless.

How useful are these suggestions to you? What are your next implementation steps?

(www.myorganizedbiz.com) - This article is part of a Business Channel-wide exploration of the Wow Factor in business.

At My Organized Biz, we’re taking a look at how your internal structures and policies can create the Wow Factor for your customers.

The term “Wow Factor” has been around for a while. From the research I’ve done on the topic, I’ve created a theory that there are actually two separate categories of “Wow Factor” used in business which can be used to your advantage.

The Superficial Wow

The first kind has an air of novelty and is used by marketing departments for a new product unveiling. Think “computer in a manila envelope” ad. The Superficial Wow is a message produced by the business to persuade the consumer to buy the latest “cool” or “trendy” thing.

From my research about the “Wow Factor,” this kind of hype rings hollow and empty. It’s buzz without substance. So, what’s the alternative?

The Substantial Wow

This is the kind to strive for – the “wow” that comes from the customer herself. From the mere fact that your business does something outstanding, your customers are impressed. So much that they spread the word about what you do.

Understanding your relationship to the client

Its easy to be lulled into believing that your relationship to the client is producer-to-consumer. You produce the goods, they buy. In small business, this paradigm is erroneous – and dangerous.

The truth is, the nature of your relationship with clients is more like a trusting friendship. Even in this fast-paced, high-tech economy, people still genuinely want to feel valued and important, even (or especially) in their business interactions.

If you want to create Substantial Wow in your business, your ultimate goal must be to ensure that the customer feels completely supported throughout the transaction and beyond. This kind of outstanding follow-through takes planning and a skilled use of your limited time.

Organized Biz Tip: Create systems in your business that effectively prevent things from falling through the cracks and, more importantly, buoys the client’s trust as they float along the path of the business transaction.

Tomorrow, check in to learn the 4 ways to create outstanding follow-through and Substantial Wow in your business.

(www.myorganizedbiz.com) - Here’s a run-down of some hilarious and practical ideas from b5’s Business Channel that will make running your business easier and more fun.

Celine at Pimp Your Work writes about the perennial problem of too many mugs at the office (and what to do about them).

Ren Garcia gives practical advice about creating a balance sheet for your biz – including helpful images. Best of all it’s part of a series on accounting records!

Mary Emma Allen and Yvonne Russell at Home Biz Notes have some great tips about where to meet your clients (and a related artcle about why your home isn’t ideal).

Glen Stansberry at LifeDev talks about dreams (daytime ones) and how they can boost your business.

Phil Gerbyshak at Slacker Manager has a thing or two to say about Procrastination: 1 of the 5 Habits of Highly Effective Slackers.

Kelly Phillips Erb at TaxGirl writes about deducting books as a business expense.

Enjoy!

(www.myorganizedbiz.com) - You’ve just got to check out this interview at StartUp Spark with 10 year old Alice who has a 3-year old business selling “Frou Frou” flip-flops – and donating money to charity. Guaranteed to inspire!

Read and listen here!

(www.myorganizedbiz.com) - I’m reporting on my own organization today.

Truth be told, things are borderline chaotic! And you know what? It shows.

I’ve had a number of surprise calls from past clients, new opportunities opening up, and regular work to be done for longer-term projects. I’ve been so used to having lots of time lately, that the extra work is messing up my system.

I don’t expect any sympathy, but I’ve got miscellaneous piles around me, incompelete projects open, an unpaid bill waiting to be entered into my calendar, the phone, my camera bag… Everything is everywhere.

And if you’ll indulge me in a philosphocal moment, I start to wonder: does the external mess reflect the frenetic interior – or the other way around?

When things get busy like this, I literally don’t have time to complete every project to the point that all supplies get put away or filed. If you’re like me, you probably don’t like having incomplete projects lingering day after day. It’s depressing – it makes work harder.

And this inability to complete things and restore order makes it worse.

A relevant side-note: I’m going on a mini vacation to the coast this weekend – which I should supposedly be looking forward to. I’m dreading it – because it’s a long time before I can get back in my office to finish up all this work. Is that sad, or what?

When I look around me, I start feeling stressed. When all is in order, I feel calm. It’s kind of interesting that the visual stimulus impacts my state of being.

Can you relate? What sends you over the edge when you look around your office?

(www.myorganizedbiz.com) - Artists have a reputation for being disorganized and messy. But I have a large number of clients and friends who create visual masterpieces and I’ll tell you, how they organize their workspace is serious business.

Painters and artists know that in order to create, they must have all of their essential tool within reach.

Just think – if you have a flash of an idea for a painting, you’ll lose the it while going through piles of rags and crud trying to find your sketch pad.

No matter what you create in your business, getting to your work easily is critical to your success. OSHA, the Occupational Safety and Health Administration, agrees with this philosophy.

Here is what they recommend when it comes to setting up a work station (i.e. a desk) that is good for your body:

• Frequently used supplies and equipment within arm’s reach
• Adequate work surface to spread out without sitting in a cramped position
• Can reach most files, supplies, etc. without bending or reaching
• Workstation has sufficient adjustability for a variety of tasks
• Thighs have clearance space between chair and desk
• Legs and feet have clearance space under desk and movement not impeded
• Telephone can be used with head upright and shoulders relaxed at all times

What about your workspace?

1. Take a good look at your desk and see if there are infrequently used items taking up precious real estate. Where else could they live so that you have more flexibility and space to work?

2. Notice how much room you have under your desk and whether you’re forcing your legs into a cramped position because “under the desk makes good storage.” Well?

3. How many times a day do you force your body into an uncomfortable position to complete a task. The location of your printer is a prime suspect. If you’re doing anything repetitively uncomfortable, it needs a fix. Or else your body will need to be fixed someday. (Hint: one of these two solutions is less expensive.)