“Visual organizing” group think (and contest)
April 24, 2008 by Jennifer Hofmann
(www.myorganizedbiz.com) – If one person’s said it, a thousand have. I’ve said it myself. Does this sound familiar to you?
“I’m really visual. If I can’t see something, I’ll forget all about it and it won’t get done.”
At its worst, people who are strongly visual end up piling things on their desks because they need to be able to see it all. This creates a cramped, cluttered feeling they dislike. Unfortunately, if life gets busy or there isn’t an effective tracking system, things can get out of control and as lost on the desk as a file cabinet.
Visual people hate file cabinets.
However, vision is the strongest of the 5 senses and it can be used to advantage when organizing. I’d love to hear about the ways you accommodate your visual sense to help you stay on track.
What kinds of files or other separators do you use?
How do you remind yourself to do things?
What tips do you have for other struggling visual organizers?
Chime in with an idea and you could win a $10 gift certificate to Powell’s World of Books (winner chosen at random). If you have pictures of your organizing tips, even better. All of us visual people will be very, very happy.
lots of open bookcases, lots of bookends to hold the stuff on the top of the bookcases and separate within the bookcase, lots of those open file that you can sit on your desk (not the trays, the ones that tier file folders), and a system of stacks that is designated magazine, follow-up, etc. When they start to fall over I have to do something with them. Really important stuff, right infron theof the computer screen and tasks written on dates in my calendar which is to my left hand and always open to the day (and yes I’ve forgotten to refer to it). Things I’ve printed out that need to go somewhere sit on my printer inbox until I do something with them. Certificates that I need to be able to find between my speaker and my printer. Business cards – several different places and envelopes and I haven’t made any use of them. Stuff that needs to be entered into my data base (ha!) upper left hand corner of my desk, under the shelf for my screen. =]
I have a spiral-bound notebook where I write everything down and review it periodically. This way I can put paper in a file and I won’t forget about it. I set reminds in my Outlook. It only takes about 30 seconds to create a task with a reminder. I have a step file on my desk that holds the files I use most frequently and that I need to follow-up. I go through this step file weekly so that I can take out files I don’t need to worry about any more. I have huge filing cabinets in another room for storage, but I only keep about 3/4 of a file drawer full of files in my desk. It’s easy to open the drawer and scan the files as a fail-safe.
I’m a total visual person, and have tried tons of “systems,” from boxes to cubbies, etc.
Now I use magazine boxes (vertical) to house piles.
1 – “Follow Up” – bills, people to call, forms to fill out
2 – “Maybe” – project I might decide to do, a class I might sign up for, page out of catalog of something I might buy
3 – “Magazines” – personal interest magazines
4 – “Business Reading” – Books, magazines, newsletters, transcripts of recordings
Each day I spent 15 minutes (using a timer) on the Follow Up bin (and if I get to it, the rest of the time on the Maybe bin). Since the bin is not very wide, not too much stuff can fit in it.
I do have a box to-file-personal and to-file-business — and I have someone else file that for me (because I would never do it). Business cards go in a ziplock bag, to be entered/filed by my assistant.
I also have a customized calendar/organizer from Levenger, with customized tabs, for my appointments, notes, ideas, passwords, and other important info. Everything in one place.
~ Elizabeth
Ooo!! Tammy, Rachel and Elizabeth – I love what you’re sharing. This is exactly what I was hoping for!
The thing I love is how unique everyone’s system is – and customization is so key!
What’s YOUR system like?
As I really move into my new office (from a tiny studio) this is what’s working at the moment – printouts I need to deal with roughly today or this week, in colored folders – in theory these end up back in a magazine type file thingie after they wander with me for editing.
Open book cases
Checkbook next to the two boxes of receipts on the shelf above my desk.
My “stuff” basket (all those things that get lost in drawers like scotch tape and the tiny digital recorder) currently on a long table against a wall.. table is new to me and also holds my printer… but the paper is across the room in the bookcase…. hmmm
Calendar on my computer works for me.
Oh good grief! You had to ask, which means I’m actually looking (instead of writing)
I’m loving these ideas!
99% of what I do at work is online…and relatively fast paced. I tag emails in Outlook with various colors (blue for “waiting on,” red for urgent, etc.). I add follow up reminders to emails showing when I need to do something. I make liberal use of rules and search folders to categorize my emails.
At home…I have an open shelf with a hanging filing basket with my tickler files (31 day folders and 12 month folders), magazine boxes for keepers (school stuff, dog’s stuff, etc.), and three big bins at the bottom for magazines, dog toys, etc.
Keep the great ideas comin’!
Oops. Jennifer invited me over to share my tips, but I’m a stacker. You know, we’re the ones with with severe cases of piles.
First I just wanted to say that these comments are terrific. I’m in this wonderful place where I am re-inventing my office because of a career change – so it’s the perfect time to really RE-INVENT!
This weekend I read Jennifer’s 9 page ebook “Putting the FUN back in FUNctional.” I was so inspired that I moved the desk out of my office upstairs and positioned it right in front of a window where I have a forever view.
I will leave everything non-essential for daily work downstairs in my “office” where the set up will be more like a reading room or library (books are vital to my business). The desk will be simple a place to sit with my laptop – a book and a notepad – and my inspiring view!
I not only did this for myself but for a client as well -both of us received unexpected substanial business within hours of making inspiring changes.
These are some great suggestions. I will be implementing some of them soon :0)
I, too, have a calendar that write things on. I also have a whiteboard that write important items on. I erase them as they are completed. And I have a cork board that I pin important things to…
I use magazine boxes, too, and I have a label maker that I use so I know what goes where. I also take advantage of vertical storage over my desk so I don’t have to spread stuff out on my actual desk surface. It’s super handy!
And I try to straighten up my desk at the end of every day so it’s not a wreck when i come to work in the morning. That way I start out with a clear mind and it keeps me focused and makes it easier to stay on top of things and keep track of where everything is throughout the day.
This is all new for me, so it’s still a work in progress.
Miranda, Yup, got the calendar. Unfortunately, no walls for the rest. I use an 8 1/2 x 11 whiteboard for my todotoday list, only it’s hot pink so it isn’t lost. Kristen has the right idea in straightening up, fortunately I like thinking about it, since that’s as far as I’ve gotten implementation-wise:)
I use a calendar for appointments and my to do list. The calendar has worked for me forever; the to do lists often elude me, something I’m working on – and blogging about – in an attempt to get my act together. So often I get to the end of the day and haven’t done anything on my list, but that’s another topic altogether!
Regarding managing paper: after reading Jennifer’s “Putting the Fun in Functional”, I realized I didn’t want to be staring at my inbox all day; it just made me anxious.
Now, instead of my wire basket, I’m using a brightly-colored canvas basket. It’s nice to look at, and I can’t see what’s inside, so it doesn’t prey on my mind. (I’m proud to say that I realized on my own that looking at my “to file” tray was bad and had already moved that out of sight).
I process (David Allen-speak) what’s in the inbox basket once a week, usually on Thursdays. It gives me comfort to know that whatever is in there will be seen (and dealt with) eventually.
Hmmm . . . maybe this is the opposite of visual organizing . . .
I am an artist working with Jennifer in a teleconference ‘”Inspired Office” group–it is certainly working for me. The “visual tip” I have is to affix little colored sticky strips under the clear vinyl tabs used with hanging folders–I wanted a “color coded ” system, but didn’t want to invest in new hanging file folders since I tons and tons of old green ones and already had clear vinyl tabs for the folders. The little pack of sticky tabs for less than $2 gave me a way to see five big categories at a glance–pink for all the shows, competitions, paintouts, commissions, etc–(anything to do with actually painting, in my mind)– green for anything marketing related , yellow for anything that was a “resource”, etc. This visual system has already helped my “splitter ” mind to see “lumper” categories. Also I organized stuff in mylateral files so that the top drawer is what I’m working with currently or this year, or need ongoing, and the bottom drawer is “archival.” That way there’s not too much stuff in what I need to to find to actually work.
Claudia – Yay! This is huge progress and the “lumper categories” sound like they’re working for you.
As many hame mentioned, organizing really is more a process than a destination.
To keep visual distractions to a dull roar, it is helpful to regularly maintain your space as Kristen and Ann mentioned.
Several of you have mentioned my freebie, Putting the FUN in Functional. If you’d like it too, here’s the link to visit: http://www.inspiredhomeoffice.com/funinfunctional.
It’s really geared toward making your visual sense happy (and is actually is fun)!
If you want that link above to work, delete the period at the end of it in your nav bar. (Sorry!)
The need for inspiration where you sit has struck me quite a bit, both in Jennifer’s wonderful “Inspired Office” class, and in Melody’s and Ann’s postings. Two years ago, we had someone build two cottages in our back yard for the Reiki Center–one cottage for Reiki classes and treatments, the other for the office and bathroom. The desk in the office sits right next to a window that looks out on a lovely lilac bush and a beautiful redwood tree. Yum! But the window facing the desk looks out onto a fence. From the beginning, I imagined some kind of lovely growing thing out there. Still haven’t figured out what and of course, haven’t planted anything. It has taken a back burner. Reading the blog makes me move it up higher on the list of priorities. Actually, it is a whole corner of the yard that need some decisions. Clearly, inspiration is important!
For paper organizing, lots of stickies–but they get as piled up as the loose paper.
Another thing, not directly related to visuals. If I am too tired, I can’t think clearly and can’t decide what to do with the many pieces of paper and information that comes in. So, getting enough rest–and fun time–have become priorities for me.
Sandie, you have a whole facility with computers that amazes me. I’d love to learn how to do some of the things you mention (I don’t have Outlook, so can’t do exactly what you do). But thanks for the ideas. Stirs my mind.
Thanks for this blog, Jennifer!