Published: July 3, 2000

Does your office look like a tornado just blew through?

Do you spend hours looking for something you know is "around here somewhere?"

Do you just lay piles of papers anywhere you can find space, and rarely ever put them away?

Do you have piles of papers all around your office, desk and floor?

Then you may have a condition referred to in the Professional Organizing industry as
"Chronically Disorganized (CD)." Although it is not a medical or psychological disorder, it can cause you real problems. You may be shaking your head in agreement at this point, because you may fit this description, or you know someone who does.

According to the National Study Group on Chronic Disorganization (NSGCD) of which this writer is a member, being chronically disorganized is officially defined by the following:
• Severe disorganization over a long period of time, often years
• Disorganization that adversely affects your life on a daily basis
• Marked by failed self-help efforts to get organized, indicating the need for
professional help

Characterisitics
A chronically disorganized individual exhibits some or all of the following characteristics:
• Accumulates large quantities of objects, documents, papers or possessions beyond their apparent necessity or pleasure
• Has difficulty parting with things and letting go
• Has a wide range of interests and many uncompleted projects
• Needs visual "cues" to remind one to take action (leaves things laying out)
• Tends to be easily distracted or lose concentration
• Often has weak time management skills

Someone who is chronically disorganized, can have adverse effects on those around them, as well as to themselves. They are rarely prepared for meetings, appointments, paying bills on time, deadlines, finishing things they start, or any combination of these. They live from one crisis to another. They may feel they have little control over their lives as life tends to control them.

Can a person be chronically disorganized at work, and not at home, or vice versa? The answer is "Yes." It can also show up in time management. The reason for this can be in lack of motivation. Once one gets so far behind in their paperwork, clutter and disorganization, they tend to avoid it more and more. They are willing to put up with the stresses and frustrations the mess and the loss of items and papers cause due to the overwhelming appearance of the situation.

Disciplining ones self to get organized can be as simple as taking the time to do so. Many of the CD's I know, are constantly on the run. They are "too busy" to take time to get organized. Ironically, taking time to organize can be one of the most valuable uses of a CD's time. Generally, their time is spent compounding the problem. In the "being busy," they are avoiding attacking the problem head on. While in their office, they continue the avoidance by stepping over and working around the piles, not realizing the stress they feel is due to the surrounding disorganization and the inability to easily locate things. It is a vicious cycle until intervention is sought.

I've had clients whose own spouses would not set foot into my clients' offices due to the mess, the clutter, the disorganization, and the stressful feelings it brings on. It is a quality of life issue.

The Solution
The good news is, getting organized is not a painful process. It is a matter of breaking some old habits and disciplining ones self to create new ones. And there are people out there (professional organizers) who can help guide you through the process. They not only will help you clean up and get caught up, they will teach, coach and train you in how to get organized, then set up individualized systems customized for your specific needs, that will help you stay organized .

Soon you will be on your way to a new found sense of freedom and control when you are in your office, a rejuvenation. You will then begin to notice how it is positively effecting other areas of your life as well.

Self-Help Solutions
Make a commitment to put in a few hours at a time to get organized. Find a home for each item and discipline yourself to put new papers and items away when you bring them into the office.

You will be guaranteed to reap the rewards of that effort. When you are organized, you have more time for proactive projects such as providing customer service, sales and marketing efforts, and for spending with your own employees. With that additional time you acquire the peace of mind to enjoy business meetings, lunches, and maybe even an occasional round of golf .

Think about simplifying your life. Busy is great, but can actually result in a loss of productivity if you are not organized.

Diane Hatcher is a professional organizer, and owner of Timesavers Services in Cooper City. She can be reached at 954-252-7511, or at diane@timesaversusa.com.

copyright2000 - Diane Hatcher

Published: Oct. 10, 1999

Is it any coincidence that so many successful business people are organized?

Since success equals profits, it also follows that organization equals profits. When an executive is organized, his time is spent constructively, on activities pertinent to
his business, including but not limited to sales, marketing, networking and customer relations.

When one is disorganized, time is wasted searching for lost or misplaced articles from
messy desks and files. In fact, the Wall Street Journal reports that the average American business person loses six weeks a year, searching for misplaced items. Deadlines and appointments can be missed, bills get paid late. In many cases, a request for an extension on one's taxes must be filed, generating a penalty fee. These scenarios cause stress, embarrassment, general inefficiency, and of course, a loss of productivity. Sometimes this type of disorganization is fleeting, usually it is constant. At no time is it welcomed.

What's a person to do?
Most people recognize their own disorganization. However, many are under the false impression that being disorganized is an acceptable condition, because "that's just the way they are." While this may be somewhat true, it need not be a permanent condition. Anyone can be taught a system for becoming and staying organized.

However, part of the learning curve involves dropping some old habits, and developing the new habit of "keeping organized." For example, mail arrives on an almost daily basis for most businesses. Therefore, the mail should be opened, sorted, and distributed either to others, or to a "to do" work space, with a brief plan for the contents. This needs to be done daily, or at least several times a week.

If a bill is received, it should be placed in a tickler system, or in a vertical file that acts as a
visual reminder of work that needs to be done. Other correspondence may go in a "to read" file or in a stacking tray. Mail that can be handled in 60 seconds or less should be handled right then. At least once a week, time should be devoted to "acting" on the mail that was set aside.

Catching Up
How do you reach the point where you can keep current with your mail, your filing or other general office- related duties? You will need to set aside some time on a regular basis, for a "clean up period" to get "caught up" to the point that you can keep up on a daily to weekly basis. Time management experts tell us that 10 minutes spent planning or getting
organized, saves a half hour in the execution of the task. Just as it takes money to
make money, it takes time to save time, and get organized.

Call a professional organizer for assistance, and a plan tailored to your needs.

Diane Hatcher is the owner of Timesavers Services in Cooper City, and is a Professional Organizer who specializes in organizing offices, desks, filing systems, individuals and seminars for groups of employees. For a free brochure contact Diane at (954) 252-7511 or by email at diane@timesaversusa.com.