Got memorabilia?

Here's an idea for saving all the precious artwork and memorabilia your children create. Scan the pictures, then create a collage. You can then display the artwork in a beautiful frame. This way, you are honoring the things you've saved rather than putting them in a box or a drawer.

Save only the things you love that bring you joy!

Here's a picture I've saved...

Don't you love this 5-year-old's drawing of me?!! He captured my features so well!

Medical Records At the Ready

Using a 3-ring binder, you can keep your medical records up-to-date and easily accessible. Here are sections that will be useful:

1. Doctors and Clinics:

• Name and specialty
• Address
• Phone Number
• Fax Number

2. Summary of Doctor Visits (very brief)

• Date
• Name and specialty
• Nature of visit

3. Notes about Doctor Visits (more detailed)

• Purpose of visit, recommendations, etc.
• May include a log of phone calls made, the date, who you spoke with and what was decided

4. Copies of test results

• Keep in chronological order

5. Regularly taken medications (up-to-date)

• Date you begin taking it
• Name and dosage
• Reason for taking
• Side effects/Problems experienced

6. Billing and Insurance Papers

• Match insurance notifications with corresponding bills
• Keep a log of calls made including the date, name of person you spoke with and information received.

7. Family History

• Continually update with significant family illnesses or medical problems

8. Immunization Records

Keeping a binder for each family member makes it easy to file and locate the information you need. Place empty page protectors in the binder so you can easily file papers you receive. Update the binders as information changes.

You will have all the information at the ready if a medical emergency arises. Let family members know where the binder is kept. No need to rely on your memory or the memory of your loved ones!

If you are looking for a great gift idea, help someone you love create a binder that will provide peace of mind!

A System of Support

Notice anything interesting about this tree?

I recently had someone come look at a cherry tree in my backyard. I saw something that concerned me. According to the expert, there is nothing to be concerned about. The tree is very healthy and doesn't need attention at this time. But while he was here...

He noticed a problem with another very large tree in the yard. It's a tree that provided hours of fun for two of my grandsons this summer. We don't want to lose this tree. But he pointed out something I never realized before.

The tree is actually two trees that grew together years and years ago. As it grows larger and its limbs spread farther apart, there's a risk the tree will split. Oh, no...

But the news is not all bad. He built a support system for the tree by stretching heavy wires at strategic points across the branches. Now the tree has added strength to deal with wind, ice, and all the other natural forces of life.

What does this have to do with being organized? Well, as we continue to grow and change, we need systems of support to give us strength. How do you know when you need a system?

If something is bothering you over and over, you need a system! Here are four questions to ask yourself about what you're doing now:

1. Does it work?
2. Do you like it?
3. Does it work for others?
4. Can you recover quickly when needed?

Look again at the tree...The wire is almost invisible unless you specifically look for it. It's a great system for added strength. Do you need a system that better supports you?

Putting Things Off?

Everyone struggles at one time or another with putting things off. I need to get my car emissions checked, and I have been putting it off for a month. Why?

It's not hard. It doesn't take a lot of time. I just don't want to do it...so I put it off for another day. The fact that there's a deadline will ensure I get it done. What are you delaying?

The Procrastinator's Handbook by Rita Emmett has great suggestions on getting things done. For example, Emmett suggests you create a "portable project center" for your current projects. You need a folder with pockets plus a spiral notebook the same color for each project.

Designate a place to keep the folders where you can grab and go. If you're working on a remodeling project, you could use a red folder and notebook. Keep receipts, drawings, brochures, photos, charts, and bids in the folder. Use the notebook to make lists of things you need to do...one item at a time. Check off each item as you do it.

You'll have all the information in one place. You'll know exactly where it is. And best of all, you can grab it quickly as you go out the door. No more excuses!

Have a productive day today!

Keeping Up

Blogs and websites offer information that all of us can learn from and that bring us joy. However, it can be time-consuming checking each of these sites for updates.



Are you using a web-based aggregator to keep up with what's happening on your favorite sites or in a particular field of interest? The information you want is available at a glance in one place. Google Reader is one such aggregator. It's free. Try it. Use the tools that are available to help you spend your time the way you want to spend it.

The Best Decision

Have you noticed that using the Productive Environment Process™ can be used to accomplish anything you want to do? I’ve been thinking a lot about time lately.

It is hard to maintain a positive outlook in the current environment. I have written many articles on the importance of attitude. I believe choosing to focus on the positive is essential to success and enjoying your life. So how can the PEP help you with that?

Let’s take a look. First, let’s look at the vision. My vision is to be someone that instills hope and helps others see the good in life.

The next step is to eliminate the obstacles and excuses. What deters me from feeling hopeful? Do I spend too much time around those who have lost hope? Do I allow fear to guide my actions?
Now let’s look at available resources. My faith is my greatest resource. Inspiring people with great ideas must not be overlooked. I enjoy reading about the power of the mind and the power of right thinking. There are many different kinds of resources to draw on.

When thinking about choosing and using the right tools, my religious beliefs will be important in my positive focus. I will implement some of the ideas that aid positive thinking, like affirmations.

Finally, I will need to constantly assess my thinking and interactions with people to evaluate first, whether I am choosing hope over fear or despair, and second, whether I’m helping others feel better. Becoming more hopeful is great, but maintaining that hope is what matters.

This process will help you in every aspect of your life. Use the Productive Environment Process™ the next time you have something important to do or decide. You’ll have more clarity.

The Power of Less

Have you ever visited Niagara Falls? It is one of the most amazing places to experience the majesty of God's creations. Ice, wind, and water created this magnificent and powerful area. But did you know that man now controls the rate of erosion of the falls to a great extent? Why is that necessary?

Well, prior to 1942, it is thought that the Horseshoe Falls eroded about 5 feet per year. Now, by diverting the water to power plants and using other methods, that rate is less than one foot a year. Projections are that the rate will be reduced to one foot every 10 years through continued efforts. Of course, there's no way to "control" nature, and a major rock fall could change everything.

But the point I'm trying to make is that water represents great opportunity to harness power for electricity. That's not to mention the chance for each of us to experience the beauty of the area. However, the water must be controlled as much as possible to preserve its usefulness. What does all this have to do with being organized?

Well, I think we need to step back and look at the amount of information or things we're allowing to come into our life. Though they may be useful or add value, sometimes it helps to divert some of those things so they don't erode our quality of life and work.

Is there something in your life that needs to be restricted a little? Could you set up rules in your email so that some messages are eliminated or put directly into a folder that you can look at when you choose to?

Do you need to designate a "Productive Environment Day" and get rid of some of the clutter in your life? Schedule it today...don't put it off. You will experience the power of less in your life that erodes your strength and energy. Though only about 50 percent of the water flows over the falls daily, just look at the beauty, majesty, and power of it. We can all learn something from those falls!

Tunnel Vision?

When you think about tunnel vision, you usually think of confining, narrow-minded thinking. But is having tunnel vision ever a good thing?

Well, statistics show that about 40 - 45% of us make at least one resolution each year. But did you know that only about 46% of those resolutions are kept for six months or more? It seems to me that many of us are teaching ourselves we aren't trustworthy since we know we aren't going to do what we said we'd do. How can we change that?

The most obvious answer is probably to stop making resolutions we're not going to keep. However, if we don't set goals, we may never go anywhere. Maybe a better answer is to remove some of the distractions in our lives...develop tunnel vision of a sort.

Now, we need to make our goals meaningful. In Drive: The Surprising Truth About What Motivates Us, Daniel H. Pink suggests that goals that help us grow and develop are more meaningful than monetary ones.

Pink explains that when trying to get yourself or others to focus on a specific goal, "carrots and sticks" are often not the way to go. It's a good read with suggestions for applying the principles in a family, at work, or in an organization.

Once we have set the course, we need to focus on where we want to go and constantly move forward...So sometimes, having tunnel vision is a good thing!

Have You Seen My Glasses?

The environment you live in and work in is directly related to how much you get done everyday. It just makes sense that having a space that supports what you are trying to do helps you do more in less time. But sometimes we get so used to seeing things that we become blind to small change that could make a big difference.

With age, I have begun using cheap drugstore glasses for reading and other close-up work. Although I can see letters on the page, the glasses make everything more clear. I get more done in less time when I wear them. Sometimes we need to look at things through a new lens. A good friend can help.

I recently took some pictures of my home. Those pictures gave me a new perspective on my environment. I became aware of simple changes that would produce a more productive environment.

A productive environment extends beyond physical surroundings. What about your brain? Studies have shown the negative effects of stress on our bodies and our minds. Have you considered how important a positive mental attitude is to getting things done?

If you're stuck in a rut, take a minute to look at things through a new lens...

Where's Your File Index?

Although many are choosing to use less paper at home and at work, most people still have some paper to work with. When the "paperless" idea first came up, it was difficult to put into practice. Technology didn't really support finding files and making them easily accessible to everyone that needed to use them. Things are changing now.

Going completely paperless is probably still out of reach for most, but technology is making going "almost paperless" a reality for many. This article, for example, talks about the reasons BMW is encouraging dealerships to go paperless. The article also discusses the reasons it may not be possible to do away with paper completely. So how do you keep up with all the paper necessary to success?

The answer is a file index. I recommend using a numerical filing system. I'll talk about the reasons why in another post. However, whether you choose to go alphabetical or numerical, a file index is an important piece in your organizing strategy. Barbara Hemphill, founder of the Productive Environment Institute, makes this comparison...

A file index is to a filing system what a chart of accounts is to an accounting system. Using a file index allows you to quickly see what files you have and where they are located. For example, if several are using the files, one might file something under "car" while someone else might use "automobile" and yet another person might use "Ford". Using a file index will eliminate duplicate files. Of course, if your system is numerical, the content of each file can be determined quickly with your index.

Don't have an index? Create one now...Watch your productivity improve!

Changing with the Times...

The days of going to one office and working from 9 to 5 are over for most. Easy access to the information you need wherever you may be working is crucial to staying competitive. However, converting to an electronic format can be daunting. Creating and carrying through with record management policies is key to success.

Barbara Hemphill, of the Productive Environment Institute, suggests six questions that should be asked when thinking about establishing those policies...

• What information do I need to keep?
• In what format?
• For how long?
• Who is responsible for filing the information?
• Who needs access to it?
• How can we find it?

Often it is helpful to schedule a day to eliminate unnecessary paper in your office. Giving yourself and others permission to get rid of things that are no longer useful frees you to focus on the things that matter.

Is Your Inbox Flooded?

Many areas of the country have been devastated by too much rain recently. All work stops as people struggle with clean-up efforts and dealing with the after-effects. Many businesses are dealing with a flood of a different nature...

The ever-growing flood of information threatens to bring some business to a halt. At the very least, it is a drain on productivity. We all know that email is the source of much of that information. I highly recommend reading "The Hamster Revolution" by Mike Song, Vicki Halsey & Tim Burress.

The book has a chart that details the amount of time you can save be reducing email by 20%. Did you know that if you receive just 30 emails a day, that's 7,200 emails every year, or about 30 days every year spent dealing with email? What if one-third of those emails are a waste of time? Well, you're wasting 10 days a year on email.

What if you reduced your emails by 20%? Can you see how your productivity would automatically improve? During the time you have freed up, you can focus on a personal and professional goal that will take you to a new level.

A More Organized Family

Do you struggle with coordinating schedules within your family? Are you frustrated when you get to the store and realize your shopping list is on the counter at home? Wish you could easily sync your Outlook and family calendar? If any of these questions strike a cord with you, this tool may interest you!


Cozi is a free tool for busy families to use in lots of ways. There's a place to record funny things your kids say or do. You can even link a picture and send a quick email to someone, sharing a great moment in a more private setting as opposed to more public venues.


Easily create to-do lists that can be accessed from anywhere. See at a glance who needs to be where at any given time with your color-coded family calendar. Sync your Outlook calendar from work with your family calendar. Here's another fun feature...


Send reminders about appointments or important events to other family members by text or email...This really is a tool that will help everyone in the family get the most important things done every day.


Check it out! Cozi might be just the thing you've been looking for!

Where to Start...

I often meet people that feel overwhelmed by the things they need to accomplish and the constant barrage of information that has become part of everyday life. Some comment, "There aren't enough hours in the day to do everything I need to do. I don't even know where to start." Often, the answer is simple.

To accomplish the things that are essential and most important, we need to identify those things. There is a difference between important and urgent. Each person must decide what's most important and set goals regarding those things. Others may try to get you involved in their urgent requests...

Have your goals written and review them often. Your goals should be specific and measurable. Break down milestones into smaller tasks that must be done to achieve the larger objective. Schedule specific times to get those tasks done. We've all heard the joke about the dog and the squirrel...

My dog Molly loves chasing squirrels. In fact, sometimes if you just say the word "squirrel" as she's going outside, she takes off running...there may or may not be a squirrel in the yard. She will sit under a tree looking up for a half an hour before you can get her attention again...What does that have to do with you? Well,...

Have you ever noticed email, the Internet, or the phone can do the same thing to us humans?

Money-Saving Ideas

In my work, I am in contact with many that are overwhelmed and discouraged. I like to remind them that the past is gone. We must focus on going forward.

In that vein, I’d like to suggest 3 things you can do now to save money…

First, if you haven't already done so, designate a place to keep all of your tax information for 2010. It may seem early to be thinking about next year's taxes, but this small step will save you lots of stress next year when it's time to file. Here are some suggestions for files you might keep in a tabletop file labeled "Tax Info for 2010"...

When you make donations, keep the receipts and a detailed list of the donations in a "Donations" folder.

Keep receipts for supplies, stamps, etc. in folders with your tax info.

You also need to keep a log of your business miles, along with where you went and what you did every day, in your planner.

Next, have an “Out” container near the door you use as you leave home every day. Save money on gas by making fewer trips running errands every week.

Keep coupons in a file or envelope in the "out box" so you take them as you leave. If you decide to go to that store, you’ll have the coupon you need.

Put letters and bills in the "out box" to be mailed while you’re out.

Keep items you need to return in the "out box."

Finally, establish a place for tools, then keep them there. If you can never find tape or scissors, designate a place to store those items. That way, you won’t end up with 5-6 rolls of tape scattered around the house.

Small change leading to rich rewards!

Need a Purse?

Do you or someone you know waste time looking for things you've dropped into that black hole otherwise known as your "purse?" Well, this is the solution you're looking for.

Here is a picture of my purse...

Check out the current styles. For the next 48 hours use promo code SAMPLE40 and receive 40% off the current inventory!

Tickled to Grow

Sometimes after using the most up-to-date technology and offerings we realize that the best solution to accomplishing what’s most important is not new. Old ideas may just need to be tweaked to fit our needs.

For example, a tickler file can produce amazing results when used regularly. Read about the history of the office tickler file here. As early as 1888, Frank E. Smith recognized the need to be reminded of tasks that need to be performed on specific dates.

Here's the thing. A tickler system not only helps you remember things you need to do, but it also helps you prioritize and set realistic expectations for daily tasks.

My personal favorite is the SwiftFile . This is more than a product or tool...it is a solution for better task management. Get in the habit of checking your SwiftFile every day and you will feel less stress and get more done every day.

Focused Time

Do you ever feel like there aren't enough hours in the day to do all the things you need to do? It's a common complaint we all have at one time or another. The solution is a more focused attitude every day. Since I work with business owners, I will use business as an example, but the principle applies to all areas of life. Here's the rub...

Think about the two activities in your business that bring in the money. For example, most businesses need to focus on:

• building trust with prospects that are a "good fit"
• adding value to current clients

In a day where money is tight and there are many choices, these two things are crucial. But how much time do you spend on these activities each day? If someone watched you work today, would they say that's where you spent the bulk of your day?

If you're like most people, you are often bogged down with phone calls, emails, paperwork, and other tasks that although necessary, do not qualify as the essential part of your business. So what's the solution?

Make a plan to focus your time. Look to CEOs for your model. A CEO's time is spent designing a vision of success, planning how to accomplish that vision, then enlisting the help of others in carrying out the plan.

While it may be scary to think of hiring others to work for you, it does make sense. Let's look at an example. After looking at a typical day, you see you are spending 4 hours a day on the two most productive parts of your business. You're bringing in $100 a day. Hiring an assistant for 4 hours a day would allow you to spend 8 hours daily on the money-making parts of business and probably double your earnings. If you pay the assistant $40 a day, and you bring in $200, that's a 60% increase in earnings.

This principle works at home and other places as well. Begin thinking and acting more like a CEO and see immediate results!

Buried under Mountains of Paper?

Remember the time you had an important appointment but couldn't find your keys? You felt confident as you were ready to go on time. However, when your keys weren't where you thought they were, you were frustrated. As minutes passed, anxiety changed to anger. Feeling a little uncomfortable just thinking about it?

Statistics show that people waste as much as 2 days a week on non-work related activities, like searching for things they have but can't find. There's a simple solution that will eliminate this stress..

Develop a systematic approach that fits into your life and work. The system should support the things you need and want to do...You shouldn't work for the system.

For example, if you put your keys down as soon as you walk in the door, don't designate a place to put your keys in another room in the house. You won't do it. Designate a place by the door that you will use consistently. Here's a way to get started dealing with the paper in your life today...

Begin with today's mail. Find a box, basket, or decorative container to use as in Inbox. Put things you haven't had time to open or look at there. Designate another place for things that need to be filed. Throw out or shred things you don't need. Find something to use as an Outbox for things to be taken elsewhere.

When you pick up a piece of paper...make a decision about it. You'll never know more about that paper than you know right now. Remember..Piles are nothing more than delayed decisions!