How to run a paperless office
Yikes, being a solopreneur is a juggling act. Seems we have to squeeze in client projects (actual paying work) between proposals, marketing projects, and accounting tasks.
Before we know it, our office is overflowing in files. And why does it always seem like the specific piece of information we need is at the bottom of our “horizontal filing system”? Ack!
An example of what I call “horizontal filing.”
Overall, I tend to be extremely organized. But 2014 was crazy-busy, and my office reflected it.
Starting January 1, I gave myself the gift of organization. I put “cleaning, filing, and organizing” on my priority list. Like Larry the Cable Guy says, it was time to get ‘er done!
Here are a few of my favorite tips to run a paperless office (and increase efficiency and productivity).
- Type notes versus scribbling on scraps of paper – If you’re on the phone and need to take notes, don’t scribble on a piece of paper that would need to be filed later. Instead, open an MS Word document (or other note-taking document) and type your notes. Get a good-quality, comfortable headset.
- Scan paper notes & business cards from networking events – If you do have paper notes or a stack of biz cards, scan them and file them in folders on your computer. Then toss the paper.
- Use sticky notes judiciously – I once worked with a guy who wallpapered his desk with sticky notes, plus they encircled his monitor. That would drive me crazy.
- Only touch a piece of paper once – Waay back in the ’80s – in my first time-management class – the instructor gave us this advice: When you pick up a piece of paper, you handle the matter or you file or toss the paper. This rule may feel like old news, but try applying it to your email in-box. It works!
- If your filing cabinet is full, it’s time to toss stuff out – As I conquered my “horizontal filing” stack in the photo above, I realized a big issue was space. While many papers in the stack were out of date and could be tossed, a few key items needed to be filed. I ended up cleaning out 3 file cabinet drawers, then had a shredding party.
This is my desk — an almost paperless office.
I should revise this article’s headline to:
“How to run an ALMOST paperless office.”
Why? Because my favorite strategy for keeping a paperless office is using an organization system.
I’ve put systems into place to tie my electronic calendar (Outlook) to action items in my paper-based Franklin Planner. Over the decades, I’ve cobbled together a one-of-a-kind system that’s virtually foolproof.
In fact, my NSA/Colorado Programming Committee “partner in crime” Traci Brown has commented several times that she likes to think she stays one step ahead of others – and that I’m always 2 steps ahead of her! [blush] :>
I’m not sure that’s always true, but I do like to run an efficient office. And now that my “horizontal filing” stack is gone, it’s an ALMOST paperless office.
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BONUS Time-Management Tip:
The end-of-day brain dump
At the end of every workday, organize and write down all action items, project notes, meetings, and reminders for the next day. You can do this in your time-management system (paper or electronic) or, at minimum, on a to-do list.
Allow at least 10 minutes – more if you have lots of irons in the fire. Sometimes this takes me 30 minutes!
Next, prioritize your list.
The result? The next morning, you’re super-organized the minute you walk into your office.
The icing on the cake? You get a good night’s sleep! No more waking up at 2am, remembering stray pieces of information, then “working” all night.
Conquering the Manitou Incline
My client Bernadette in metro-Denver put “hike the Incline” on her bucket list and asked me to join her. Although my husband and I are strong hikers and the Manitou Incline is nearby (I can see it from my office window), we never got around to hiking it. Why? Because of its daunting reputation:
- “It’s grueling.”
- “Your knees will NOT be happy.”
- “Did we mention grueling?!”
An abandoned cog railway that’s now famous for delivering a burning workout, the Manitou Incline ascends 2,000 vertical feet in ONE mile.
World-class athletes climb the Incline in under 20 minutes. Bernadette and I took juuust a bit longer. :>
Hiking the Manitou Incline was a surprisingly rewarding experience. Here’s why:
- Instead of “painful and grueling,” it was actually an
enjoyable experience.
Bernadette and I had agreed to take our time and have fun. What a nice way to meet a goal. - It was easier than I thought it would be.
The Boy Scouts say, “Be prepared.” Bernadette and I are serious hikers and were up for the challenge. Plus, we came prepared for the icy, vertical climb with the right equipment. (I love my MicroSpikes.) - The camaraderie among strangers was refreshing
and uplifting!
Athletes pushed upward relentlessly, yet generously shared encouragement and sage advice (“don’t be fooled by the false summit”). First-timers huffed and puffed, pausing often and chatting while catching their breath. Yet instead of pain and suffering, the very air was filled with happiness. In fact, laughter erupted all around us when Bernadette and I had a silly exchange: “Are you going to come back down a few steps, so you can take my picture from down here?” “No way!” And a fellow hiker chimed in: “Never give up elevation!” And, finally, strangers cheered our success when we reached the top, then happily took our picture.
With everyone working toward the same goal, an energizing camaraderie emerged. Hiking the Manitou Incline was a feat. Experiencing the camaraderie was a rare and memorable treat.
Top photos: Bernadette at the trailhead, and powering through a steep section.
Bottom photos: Patrice heads for the false summit. Bernadette and Patrice celebrate their accomplishment at the top — after one mile and 2,000 vertical feet!
Got a minute? Try this fun end-of-year exercise!
My client Jane Massengill, LCSW shared her unique, creative tool with me — and generously gave permission to share it with YOU!
“Yahoo-Boohoo End-of-Year Exercise,” created by Jane Massengill, LCSW, Master Certified Coach
Quick and simple, Jane’s 1-page, end-of-year exercise offers much insight.
Jane’s “Yahoo-Boohoo-Toot-a-loo” exercise invites you to celebrate the past year’s successes and quickly review goals not met. In the “Toot-a-loo” column, you get to decide to let go of certain things in your life.
While completing this exercise, I added a 4th column: “What’s New?”
This new column gave me a high-level look at what I want to accomplish in the coming year. Hopefully, my “Yahoo” column next year will match this year’s “What’s New?” column. :>
CLICK TO VIEW & PRINT Jane Massengill’s “Yahoo-Boohoo End-of-Year Exercise.” Have fun!
Happy New Year! What’s your theme for 2015?
Are you busy planning, strategizing, and doing other “heavy lifting” this time of year? Me too.
Still, I like to grab a theme for the year and hold on tight.
Like a touchstone, a theme is something you carry with you. It’s always accessible, unlike a hefty business plan.
Personally, I try not to overthink my annual theme – it’s more of a gut feel. My theme encapsulates key goals to grow my business and achieve ongoing quality of life.
In 2013, my theme was “Leap Year!” That year, I sharpened the brand for my business, created an entirely new website and marketing tools, and became clear and committed on this key goal: Become the thought leader on branding for solopreneurs.
In 2014, my theme was “Step Up!” I conducted umpteen workshops throughout the year to multiple groups of small business owners including professional speakers, corporate consultants, business coaches, authors, and self-publishers. I also rebranded my blog to “Branding Views” and added video blogs, shot throughout the West and Southwest with backdrops of breathtaking vistas.
This year, my theme is: “Expanding Horizons”
I’ve been scribbling, sketching, and mind-mapping some very exciting project ideas. (And pinpointing new destinations for road trips!) I’m not revealing secrets yet. You’ll just have to stay tuned. :>
WHAT’S YOUR THEME FOR 2015?
REPLY TO THIS POST & SHARE IT HERE! (Scroll down to the comment box)
Mike and I have been actively ringing in the New Year … here are highlights:
Patrice and Jake, snowshoeing with friends on New Year’s Day in the foothills of Pikes Peak (photo by Michael Baum)
Midnight on New Year’s Eve: Fireworks on Pikes Peak (photographer unknown)
Toasting the New Year after watching fireworks with our hosts and other guests (photo by Randy Edwards)
WHAT’S YOUR THEME FOR 2015?
REPLY TO THIS POST & SHARE IT HERE!
Marketing & Branding Views: “Referrals are golden”
THEME: “Referrals are Golden”
TIME: 2 minutes
LOCATION: Catamount Open Space, north slope of Pikes Peak
THE KEY VIEWPOINT: To grow your business, it’s important to stay top-of-mind with your referral partners (those who refer clients to you). Here are specific ideas to nurture your referral network – and even formalize and up-level your referral program.
CLICK HERE to read the transcript
The following photos by Patrice Rhoades-Baum
Shout-out to the Findability Profits Lab: My half-day workshop on website copy that helps you “get found”
Here’s a big THANK YOU to Heather Lutze and the participants of Heather’s October 2014 Findability Profits Lab.
During the 3-day Lab, I presented a half-day workshop on writing strategic, on-target marketing content for websites for solopreneurs and small business.
Heather asked me to present on the topic of website copy, since we both know from experience that writing, updating, and optimizing website content can be a sticking point for many solopreneurs and business owners. Unfortunately, this sticking point can slow or even halt progress on their website update.
If you’re looking to optimize your website – or “get found” as Heather says – I highly recommend Heather Lutze’s Findability Profits Lab.
Shout-out to NSA/Colorado: Thanks for hosting my workshop on Branding & Marketing Materials for Speakers and Solopreneurs
Photo by M.Rothschild
Here’s a big THANK YOU to the Programming team of NSA/Colorado and the many participants who attended my “Deep Dive” session on October 17. Participants included professional speakers, corporate consultants, business coaches, and other solopreneurs and small business owners.
In this mini-workshop – “Your Marketing Materials: Up-level Your Marketing Tools so They Hit the Mark and Get You Hired” – we covered:
- Why your clear brand and your specific Brand Elements™ are the foundation of your marketing tools
- How to write benefit-rich content that compels your target audience to take action
- The first step to start every marketing project: Clarify your objectives (this is your road map)
- And several before-and-after case studies of websites that (now) sport a clear brand, impactful messaging, and professional design
If you’d like to learn more about these topics or your group is looking for a marketing speaker who specializes in branding and marketing for solopreneurs and small business, contact me at Patrice@BrandingAndWebsites.com.
“Patrice, you did a great job of stepping us through a lot of very good information in only 45 minutes. Thank you!” – Workshop participant
Marketing & Branding Views: Use the “Itch-and-Scratch” approach to write your marketing copy
THEME: Use the “Itch-and-Scratch” approach to write marketing copy
TIME: 2 minutes
LOCATION: Red Rock Canyon Open Space, Colorado Springs, Colorado
THE KEY VIEWPOINT: Use the time-tested and proven Itch-and-Scratch approach to write your marketing copy – especially website copy. And see what poison ivy looks like – remember, “leaves of three, let it be!”
CLICK HERE to read the transcript.
This summer’s wildlife sightings
“All work and no play makes Jack a dull boy.” For Mike and me, this centuries-old proverb hits the nail on the head (to use another well-worn proverb).
In our road trips and outdoor adventures, we always keep an eagle-eye out for wildlife. Take a gander at these fellows. (All photos and elk-sparring video by Patrice Rhoades-Baum.)
Mike and I got to witness a surprisingly close-up look at two bull elk sparring during rutting season in Rocky Mountain National Park. Listen closely to hear their strange bugling while they spar.
From top-left:
- Mule deer with fawn (take a look at those ears!), Manitou Springs, Colorado
- Moose, Brainard Lake Recreation Area, Colorado
- Tarantula, near Beulah, Colorado
- Wild turkey, near Catamount Open Space, Pikes Peak Region, Colorado
- Frog in Lake Pueblo, Colorado
- Mountain big horn sheep, Brainard Lake Recreation Area, Colorado
- Sorry to say, I missed a shot of the pheasant crossing the road in Sioux Falls, South Dakota!
OTHER “WILD LIFE”
From top-left:
- Jake, after he got skunked and bathed — he’s not wildlife, but he smelled like it!
- Here’s Jake the Hiking Dog in his natural element, pretending to be a big red fox.
- This Longhorn charged us! It felt like being charged by a wild animal. So glad there was a fence between us!
- Some people might consider the USAF Thunderbirds to be wildlife. : ) They flew directly over our house in preparation for the halftime show during a US Air Force Academy football game.
Mark your calendar for Friday, Oct 17 — Workshop at NSA/Colorado in Denver
Topic: “Your Marketing Materials:
Are They ‘Homegrown’ or Hardworking?”
Presented by Patrice Rhoades-Baum
Friday, October 17, in Denver
Are your one-sheets, postcards, business cards, website, and other marketing tools mismatched? Embarrassingly out of date? Sporting “homegrown” designs? Does the content communicate the results you deliver – or miss the mark?
Many solopreneurs cut corners on their marketing materials, and it shows!
Join my 45-minute “Deep Dive Pre-Meeting Session” to learn how to identify your Brand Elements™, which must be consistent throughout your marketing tools. See before-and-after examples. And get a project plan that guides you through the steps to create a one-sheet, website, and other marketing tools that work hard to get you hired!
Highlights of the October 17 NSA/Colorado program include:
- Deep Dive Pre-Meeting Session with Patrice Rhoades-Baum
- Keynote with Laurie Guest, CSP: “I want to see the jalapeno coming: 93 hot ways to get booked and get paid”
- Expert panel on the topic of “Marketing to Associations and Speakers Bureaus”
To register for the October 17 NSA/Colorado program, visit NSAColorado.org
