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Many of you will be able to relate to the issues brought up below. You'll possibly find a solution that will work for you too. If not, Ask Peggy. She personally answers appropriate questions and posts on the site within a few days.

SEARCH: You can search this page for a subject you're interested in. Click Edit, then click Find (or press Ctrl+F). Type your subject in the Find box, and click Find Next.

Q: Peggy, I've tried to get organized, and just can't seem to do it. I'm looking around at all these piles, and just get so overwhelmed and just throw up my hands. I know it'll help me get more done, but I'm tired, and the thought of getting organized makes me more depressed. What can I do? - Jan

A: Stop whining. And take the word "try" out of your vocabulary, and do it! As long as you have it in your mind that you can't do it, then you can't.

This is not brain surgery we're talking about here. This is about making some decisions about what you can let go of and what you need to keep, how to store it, and where to put it. You can do this. Haven't you experienced enough pain already from not doing it? Maybe you  haven't, but eventually you will.

My Website has tips, my book [Put Time Management to Work] lays it out for you step by step, and the bookstores are packed with other resources. Stop making excuses.

What are you going to do? Continue to waste 6-8 weeks a year digging through all that junk? Or are you going to take back control of your time and get this done?

It's your choice. Find a friend to help you or hire a professional. Turn off the TV, stay home this weekend. Whatever you have to do, do it! And report back to me on your progress!

Q: My question is perplexing. I have started my own company and I would like to know what suggestions you have to work a full time job, commute 1.5 hours 1 way for 5 days, run a household (take care of my dog), work my company, and take care of church duties. Please advise. - B

A: Congratulations on your new business! With your schedule, you're going to have to develop routines and systems that will eliminate all time wastage. I hope you took the time to really plan your business, including developing processes and procedures to make everything flow, and utilizing technology to automate as much as you can. If you didn't, back up and get this done. (Refer to the book list on this site for just the right help.)

Most people do not do this, and it's one of the top three reasons they fail (according to the SBA).

As you commute, learn things that will help you in your business as opposed to listening to negative talk shows or useless music and silly DJ chatter. Pop in some tapes on marketing a small business, etc., and learn while you drive.

Your household will have to be set up to run with the precision of a business. Set up routines and systems for everything so you can stay on track. Seek help on much of this. Find the money in the budget for this if you need it (e.g., instead of paying for expensive cable TV, use that cash to outsource housekeeping, etc.).

On the church duties, I suggest you turn this over to someone who has more time than you. Let your business be your ministry for now.

Q:3/9/03 - I'm sort of a visual person, for me out of sight is out of mind, so filing doesn't work well for me. I tend to hop from project to project without completing anything. Whatever I see first takes first priority, and I forget everything else. I'm not good at prioritizing because most things seem to be of equal importance. It's basically whatever holds my attention for the moment. And I often sidetrack.

This is a problem when I'm researching, because I'm constantly changing topics. I tend to store articles from many different subjects, and never seem to want to refer to them until after I've thrown them out.

I do seem to have a handle on my bills, taxes, and junk mail the majority of the time. I don't send credit card payments late, but when I'm at my most disorganized I find myself fed-exing them to get them there on time.

My worst problem seems to be keeping track of handwritten notes I take on various subjects. Half the time when I read them, I have no idea what context they're in, or they're illegible. This didn't used to be a problem because I used to remember anything I had written down, but now I seem to not be able to remember anything!

I also have trouble following up on things that can't be taken care of immediately. I tend to forget about them.

I've read a couple of organizing books - Organizing for the Creative Person - which doesn't seem to jibe with me and Julie Morganstern's book, which helped in areas other than paper.

Last month I decided to do a clearing out, which I do periodically, but basically it means take everything out and try to sort it all into piles, but get interrupted so I gather them up and shove them out of the way. Sometimes I find myself handling papers more than once because I don't know what to do with them, they don't seem to fit anywhere. So now basically I have papers everywhere and I can't find a darned thing!

Any suggestions on new workable approaches? -S in NYC

A: Your situation isn't tough to diagnose, and it can get better only if you make the decision to change, then move forward to make it happen. Here is what you can do right away that will give you instant gratification and incent you to do more.

1. You must clear your calendar and get this thing done. Don't schedule anything for a couple of days and devote it to doing this, even if you have to give up a weekend or two.
   
    
2. You need a home for your papers so you'll have to create some type of filing system, either incontainers so you can see them, or tucked away in traditional file drawers. Once you create the filing system, you have somewhere that's logical to put the papers instead of putting them in piles.
   
   
   You can probably throw away 80 percent of your papers, mainly because most anything you need can be found on the Internet. You may want to save yourself some time in developing a system for your papers by purchasing my COPE WorkPak CD with a filing system already created, labels already typed, and more. Click here.
   
   
   Clutter is overwhelming you, and if your eyes always see a mess, your mind will become one. Clutter is probably accounting for most of the reasons that you're jumping from one project to the next without finishing anything.  That and unclear goals make priorities fuzzy because you're not sure of what's important. Priorities should be based on how the work will get you closer to your goals...what are you being measured on? how do you define success? what's the most important use of your time at home or work? You have to figure this out. Just write everything down, and it'll be clearer.
   
    
3. Schedule time on your calendar to work on projects just like you do a meeting. Then stick to it. This will be easier with the clutter cleared away and your goals set.
   
   
   For a simple to do list, I suggest a spiral notebook so you can keep all your notes in one place. Don't wake up in the morning wondering what you'll do that day. Figure this out the month, week, and day before. Write everything down, and check it off as you complete it.
   
   
   For followups, I suggest a tickler file and computer reminders that pop up reminding you to check the tickler (that's what I do).
   
   
   You mentioned two great books that you'd read. Perhaps you could try mine, Put Time Management to Work. It's 99% business-related. You'll find details on tips I've mentioned here, but it's a quick-read.

I hope this will help you. Keep me posted.

Q:3/6/03 - I have been given the task of setting up a office/system for an IT Ed. Sr. Mangr. Office. I'm not a person to get overwhelmed and I think I am pretty organized in general but, I need your expert advise on what I will need and how to best sey up his filling system/e-mail so that if will be very efficient. Right now we are a blank board. I have a few ideas and have started labeling and grouping hardcopy files. How can I make his and my life easier? - TKing

A: You'll find the help you need right on this page on creating a filing system. More tips are on this link also. Just apply the information to your situation.

You may want to save yourself some time by purchasing my COPE WorkPak CD with a filing system already created, labels already typed, and more. Click here.

Q:2/7/03 - I would like to send an invitation to several e-mail address at one time. How can I do so without typing the individual addresses one at a time in the "to" box? Is there anyway I can store a list of e-mail addresses for future bulk e-mail? Can the same be done for address and telephone numbers in the event I would like to send a specific letter to a list of individuals? - AH

A: AH, computer questions aren't handled on this page because to give step-by-step instructions is beyond its scope. But all you'll need to do is put your names, addresses, phone numbers, e-mail addresses, etc., into a database format. This could be in Outlook, an Excel spreadsheet, a Word table, etc. Once the information is in a database format, you can filter it and send e-mails to specific people or to everyone on the list using mail merge.

Take the time to learn how your software works. You'll finish the work 6 times quicker. If you have a copy of my book, Just Show Me Which Button to Click!, this information is in there. Or check your software's Help, or other books you can find. You can also check the Nov 2001  and Dec 2001 issues of my Webzine for more tips on this topic.

Q:2/7/03 - Peggy, I heard you on the radio talking about staying home, keeping your pajamas on, and conducting meetings over the Internet, right from your computer. I'm on several boards and running a successful company...too, too busy. It's hard making it to all the meetings. Where can I go to get info on this? - John

A: John, you came to the right place. That info is right here on my Web site. Click here, and let me know when you're ready to sign up!

Through our strategic alliance with WorkWorlds' Human Resource Corporation, we are able to offer you full conference center capabilities plus consulting on how to pull the entire strategy together.

And speaking as a time management consultant, meetings on the Internet will definitely help, but you might still be trying to do too much. You're one person. Perhaps you could give your subordinates the opportunity for this exposure (serving on boards).

Q:1/7/03 - Dear Peggy, I have recently changed careers (14 months ago). I have moved from the corporate sector to the non-profit sector. I am working in a small office setting. There are basically four people in this agency. My boss does not keep good records of projects assigned to me for my review. I am looking for a way to document my daily activities so that I know what has been done and what needs attention. I would like to keep a "work journal/log" but I want to keep it efficient. - mary from CT

A: Mary, when I left IBM, I first worked for a small non-profit. The difference was unbelievable. I remember when they laughed at me when I asked for the time of the mail run, thinking someone in the mailroom would actually come around to bring the mail. They told me in between howls that I'd have to go to the post office to get the mail every day!

But anyway, on your work log, you want to keep this very simple or you won't use it. For regular, everyday assignments, just use a spiral notebook to make a note of everything you're asked to do. Date the pages, check off everything you complete, highlight the things you still need to do later so it stands out at a glance. I usually keep the notebooks for about 6 months after I use them up, but you might want to keep yours longer.

For more extensive projects, you can create a Word table to use to capture the key points about your projects: When assigned, date due, status, etc.

You'll need to use some type of tickler system either in your desk or on the computer so you can track due dates. I go into a lot of detail about all this in my time management book. Good luck!

Q:12/5/02 - I am a doctor, with a schedule which changes daily, but mainly it's a fixed pattern: 8am-3 pm, or 3 pm -10 pm or 10 pm til 8 am next morning.. I study for my masters and I own a small business, which I perform all by myself which is web designing and of course I have to meet clients.. I need to exercise and to do some activities, I am a big mess..please tell me how to organize my life coz it is affecting me greatly now. -Dr. S from Egypt

A: Dr. S. from Egypt, there are 24 hours in a day. You are one person. Don't you think you're trying to do too much at one time? I do.

In any person's life, you have to wait for your season to do things. Why don't you stop trying to run a business until you finish your Master's. Either get out of it or let someone else handle it for now. Replace the business with exercising. Once the Master's is finished, then perhaps you can pick up the business, but that depends on what all those other activities you mentioned above are, and how much time and effort they would take.

As far as getting organized goes, there are plenty of resources on this site to help you get started, including a list of recommended books on the subject.

You can't do everything at once. You need rest, relaxation. You're a doctor and should know better.

Q:11/30/02 - Thank heavens I found your page! My problem is that I need a filing system for my interior design resource library. I get notebooks, brochures, samples of tile, fabric, and wallpaper books, etc and don't know how to organize them so that I can easily refer to them. any suggestions? Books on this subject (interior design office mgmt)? thanks. -lc

A: lc, organizing this type of space will be a challenge, and you'll have to think creatively and put some work into this upfront, so get ready.

Let's look at the principles of organizing and apply them to your situation.

1. Purge and sort first, and keep only items you value or need. You should first go through everything. If you can get rid of anything, do it. Keeping things that you don't really use just keeps clutter around you that will get in the way of your thinking process.
    
2. Keep like items together. On the things you decided to keep, sort them by keeping like items together. In your case, you'll want your fabric swatches together in one place, perhaps separated by style, colors, fabric, or whatever makes sense to you; tile samples together; books together separated by the type of information or styles in each; and so on.
   
   Use a system that will make sense to you. Think of how you'll retrieve each piece, and store it that way. If the first thing you think of is style, that'll be where you'll start. Then once you know the style, if you need to look at colors, let that be how you break up the styles, and so on.
    
3. Give everything a home. Now that you know what you're keeping, and that you're going to store like things together, you'll have to figure out how and where you can store them. Having a set place for everything and keeping them there when you finish with them will help keep you organized.
    
4. Use the right product to store them. Get creative and think of how you can store things. For instance, on your fabric swatches, you could put them all on metal rings you can buy at an office supply store or home improvement store. Perhaps you could purchase a peg board with hooks and hang the swatches this way. Before you purchase anything, make sure you measure your spaces first.
   
   With your books, select a shelving unit that you like or build your own. To separate the books, I'd look through them first. If there're only very few pages you'd like to keep in some of them, consider taking them out and making your own book with miscellaneous info, keeping the manufacturer's contact info with the pages.
   
   You might have books that have different styles, designs, etc., that you might be able to use colored dots to let you know what's in the book. Put the dots on the spine so you only have to retrieve books that have what you need.
   
   On some of the things you have, you might be able to use shelves like the ones they use in mailrooms. Always group like things together, regardless of what you use.
    
5. Put everything near its point of use. Keep the things you use most often near you. In redesigning your space, take advantage of your walls, behind doors, etc. Visit crafts stores, floral shops, etc., to get some ideas on how they store odd items. Remember to always measure your spaces before you buy anything.

This should be enough info to get you started. If you need more, the only book I know to recommend is Organizing for the Creative Person by Dorothy Lehmkuhl and Dolores Cotter Lamping CSW. But you might be able to find more at your local bookstore (I'd do an Internet search first though).

I know this sounds like a lot of work, and it is. But just imagine how you're going to feel when it's over. You'll have more time to spend growing your business instead of wasting time looking for something each and every time you need it. Good luck, and keep me posted on your progress!

Q:09/20/02 - I want to buy a new printer. I like the HP laser combo printer, fax, scanner, copier. I'm getting a wireless network for my office and want this printer to be a part of it. Problem is is that on the HP site, the options page for this printer says it's not networkable. I just can't believe that'd make a printer that you can't put on a network. Do you have any idea thoughts on this?-jt

A: JT, I'm not a hardware person, but I asked by expert technician, Michael Jordan with www.alltechexpress.com. Here's what he says.

Your printer cannot be networked because it doesn't have a network card of its own, but it can be shared. Let me explain the difference. 

A printer is "networkable" when it has its own built-in network jack or can accept some kind of network adapter that will allow it to stand alone. If your printer doesn't come with a network card or jack, you can buy an accessory item called a print server (HP calls it a JetDirect). 

You attach the printer cable to the printer server, and the print server is attached to the network. Print servers come in wired and wireless models for $150-$200 (the brand of printer server does not have to match the brand of the printer). 

Any printer can be "shared." To share a printer, you connect it to a networked PC. You cannot access the printer directly, but you can forward your printer request to the PC the printer is connected to. 

To answer your question directly, yes you can use it on your wireless network -- but right out of the box, it can only be used as a shared printer connected to a PC, not as a standalone with computers printing to it.

Q:04/22/02 - Can you recommend a remote control for a computer? I want to operate a computer and projector from the front of the room with a remote control and run PowerPoint presentations and other multimedia as I am speaking. I need RF technology and a distance of about 100'. -md

A: Updated Answer: I now use the RemotePoint Navigator from Interlink Electronics. It's sleek, and I don't push the buttons by mistake as in my previous unit. It also has a laser pointer that comes in handy. I love the way it fits into my hand. One great thing too is that it runs on 2AAA batteries (included) so I don't have to deal with a big and bulky power unit. It saves me a lot of space in my computer bag. A dongle plugs right into my laptop's USB port, and I'm ready to go. Only negative is that its range is 40'.

You can click right here, and order from Office Depot. Use this coupon to save $10. Free delivery too! Item No. 585487 ($129.99).

Q:02/13/02. Hello Peggy, "Put Time Management to Work," what a great book. Thank you. 

I gave my son my old computer, but it has both addresses for my business and family in it. Can I transfer this information to my new computer by floppy disk and how? -cj

A: Glad you enjoyed my book! Yes, you can export your Outlook database and save on a diskette, then import it to the new computer. You can check your software's Help for details if you need it.

From your Contacts view, click File, Import and Export. Next step is to Export to a File, then save the file as a .pst. When prompted to save the file somewhere, either save to your Windows Desktop, then to a diskette, or just save it straight to a diskette.

On the new computer, you'll start out using the same steps, but instead of "Exporting to a File," you'll Import from another program or file, and follow the prompts. Special note: you can't justa .pst file the way you do other files. Only Outlook recognizes it. Take care.

Q:01/29/02: Hi Peggy, I was speaking with Jeff Zbar last week and your name came up. (btw, I love your site and just subscribed to COPE.) My wife and I are in the midst of launching our own publishing imprint to publish my second book. Jeff and I were talking about this last week and he thought you may have written something about using Microsoft Word for book page layout (as opposed to using a more traditional desktop publishing package or just outsourcing the task). I didn't see anything listed on your site regarding that, but figured I'd drop you a line and ask (and introduce myself). -jf

A: Thank you! Jeff is referring to my computer training book, Just Show Me Which Button to Click!. I created the entire book (except the cover) in Microsoft Word using its powerful desktop publishing capabilities. I used Paint Shop Pro to create the screen captures. If you set up a style sheet with heading levels, paragraph styles, etc., your book will maintain consistent formatting. You'll also be able to create a table of contents that automatically updates as your book changes. I also created an index using Word's indexing feature. All of this how-to info is in my book (click here to order).

When you get ready to go to press, make sure you add the fact that your book is in Word in your request for quote. If the printer has Word, they'll be able to go to film. Or you could create a PDF of the Word file, and send that to the printer. You'll need the full version of Adobe Acrobat to do that for best results.

Why did I do my book in Word? Because I knew the software, could format my book as I wrote it without having to pay someone to typeset. If I had done it in Word and then had someone reformat it in PageMaker, etc., as last-minute changes occur (as they always do), I would have ended up with one version of my book in Word, and one version in some other software. Didn't want that to happen. Word can do everything PageMaker can do except color separations (which is not an issue for a book whose text pages are all black ink) and print automatic cropmarks for the printer.

Hope this helps. Good luck, and congratulations on the new book!

Q:12/17/01: I appreciate the help and info I've received from your books, ezine, and website. I have an unusual organization problem. I am a motivational speaker and a personal coach and this year I added a club membership to my website and in January I will be starting a monthly ezine. I have been managing the club members manually so far, but in recent months it has gotten out of control. I don't even want to think about what's going to happen when the ezine begins (www.DoDestiny.com). Is there a distribution software or management group that can help me manage my e-mail lists and distribution lists for the destiny club and the ezine and help me save some precious, much needed time? HELP!!! - mj

A: Congratulations on your success and thank you for all your support of my efforts! I had some of the same questions when I started my Webzine, COPE. I really wanted to be able to manage my database myself in the beginning so I could actually get to know my subscribers and find out how they heard about my site, what they wanted me to write about, etc.

I have something that might be just what you need. You can purchase a white paper I wrote on the process I went through to create my zine, Websites with information to help you, places to list your zine for free, and other marketing tips, click here. (Cost is $5.95 per download. It's packed with my research and will save you a lot of time.)

Q: I run a small business and need a better alternative to buying postage stamps and making my almost daily trek to the Post Office. Any ideas? 

A: Updated Answer: I was confronted with the same problem. When I used an ink jet printer that used expensive ink cartridges, I used a product from www.simplypostage.com.

I've since purchased the Hewlett-Packard LaserJet 3330 that is a combination laser printer/fax/copier/scanner. Love it! Now that I have the laser printer that prints thousands of more pages per cartridge, I don't mind printing my own postage. For this, I use stamps.com. Click below for more info.
 

Click the Coupon and save $10. The printer is item #254738. Free shipping too!

 
For Postage and Labels Any Time You Need It!

Q: My husband's home office is visible from our front entryway. We have successfully organized most of his clutter and have invested in a computer armoire to close off the computer and equipment when not in use. However, he uses 3 ring binders frequently and keeps them on his credenza. Where can we find binders that would blend tastefully with his office decor and be functional at the same time? -ML

A: I'm glad to hear you were able to get your husband organized. Your local office supply store has binders in all colors. For another great solution for binders, check out www.bindertek.com. They offer binder storage options from shelves to desktop carousels to carts. You could also call for a catalog at . 

Q: Peggy, my question is about organizing computer cords: power, printer, etc. I have a lab top that other wise sits nicely on my desk top. The symbol of portability and simplicity. And yet, I have a printer cord, a phone cord, a ethernet cable, a firewire cable, and a power cord that all take turns attaching to my lap top and snake their way very visibly accross my desk. Any suggestions on how to A. tame these cords, and B: make them a little less visible or less cluttered? Thanks, J.

A: I had the same problem, including the firewire cable for my Web camera. I checked the office supply stores for their solutions and wasn't satisfied. So I set up a small table next to my desk for my laptop. All the cords drop down the back of it and are completely out of my way. Perhaps a combination of cord covers and small table will work for you. For different styles of cable organizers, visit www.cableorganizer.com.

Q: Peggy, You were great this morning on the radio interview did on KTAR in Phoenix. I was driving to one of clients in Tucson, so I couldn't write down the suggestions you spoke of.

How do I eliminate the junk e-mail messages from even being received if I only have Outlook Express?

Your web site gave a way to do it if I have Outlook 98 or higher.

Is there anything I can do to keep this stuff OUT of my inbox?

A: Thank you! I'm glad someone was out there. 

Yes, you can clear your Inbox of junk, but with limitations using Outlook Express. If you have the full version of Outlook, I'd use it. If you don't, I'd buy it. It's worth every penny (FYI: advice I'm getting is not to upgrade to Outlook XP or 2002. I'm sticking with 2000).

To set up Rules in OE, click on Tools/Message Rules/Mail. The options are pretty intuitive, and you should be able to figure it out. Just click your way through it. If you get e-mail from senders you want to block, highlight the message in your Inbox and click Message/Block Sender. If you add someone by mistake, click Tools/Message Rules/Blocked Senders List.

The full version of Outlook has built-in junk e-mail filters that once activated works to zap e-mail and send it packing. I have not found any indication via Outlook Express Help or the Microsoft Web site that OE has this feature.

Q: Hello Ms. Duncan I hope this letter finds in good spirits. I read about you in a article in a newspaper sitting in the waiting room at DC General. I'm wondering if you can help me start out on the right foot next time. I started my own business last summer, it never got off the ground. Can you give me any advice to put me on the right track or refer me to a book to take me through starting a business step by step. Thank you for your understanding. -wm

A: According to the Small Business Administration (SBA), the top three reasons businesses fail are: (1) mismanagement (which encompasses lack of planning, vision, leadership, infrastructure; (2) misspent marketing dollars; and (3) insufficient cash flow. Four out of 5 don't make it past 5 years, and within 18 months, 40 percent are already in deep trouble.

You made the mistake that lots of us have made, but help is out there. Click here to go to my Books page. The books listed are from my personal collection, and I highly recommend all of them. Start with the E-Myth and Getting Business to Come to You.

Here's the advice I offer everyone: 

• Plan it--don't just do it. Take your time. 

• Start a business doing something you love, something you have a passion about, something you're good at...instead of doing something because you think it'll make money. 

• While you have your day job:

  • Learn how to live on a budget as you get completely out of debt (OK to have mortgage but refinance so it's manageable).

  • Get organized and practice good time management. You'll have to wear a lot of hats and learning how to work smart will help you keep it together.

  • Learn as much about computer software as you can (take some classes or study books).

  • Learn how to network with business people.

  • Learn how to speak in public (join Toastmasters).

  • Work diligently to enhance your writing and grammar skills.

  • Research to find out if people other than your Mom will buy what you're selling.

Also, check with your local SBA office to see if they have an affiliation with SCORE. SCORE is the Service Corps of Retired Executives, and offers FREE counseling by retired executives who are tops in their fields. SCORE will match you with a counselor who has the background in the type of business you want to start.

Don't be discouraged by your initial failure. Count that time and money you spent as tuition you paid to learn what not to do. Good luck!

Q: I'm a graduating Interior designer student from the University of the Philippines. I'm currently doing a study on limited space and specialty stores. I want to find out the average area of stalls in most of the bigger commercial malls around.

Thank you very much in anticipation of your attention to my question. The information I will be getting from you will be of great value for my dissertation. Have a great day.

A: I put myself in your position and asked "who would have this information?" My suggestion is to go right to the source. You could call the property manager at a mall in your area and ask if they know. If they don't, ask for the owner/builder/architect's name/number and try them.

If there are no commercial malls in the Philippines as there are here, turn to the Internet and Search. Here in Atlanta, the "Mall of Georgia" is our largest.

Q: I am a relatively new teacher. I saw one question on your previous page but I need more information. I've been teaching for 3 years. Each year I am assigned a new grade. The school year is finished but I'm up to my eyeballs in boxes. Often, resources are helpful for more than one grade. I need to keep student examples, student records, administrative material, ideas, teacher guides, etc. There isn't enough room in my basement to keep everything I have, and I know I have duplicate copies of many resources, but it's so overwhelming that I don't know where to start. Just to make things a little more challenging, I don't know which grade I will be teaching next year. At this point, I have information and resources for kindergarten through grade 7 but nothing is accessible at this point. Helppppppppppppppp!

A: The tips I've already given here are all you need to figure out your filing system. Your broad category could start with the grade number and break your info down from there. You can set up a General Grade file for the items that can be used by several grades (break it down too). 

You said one key thing here, and this is your problem, "...it's so overwhelming that I don't know where to start." 

You start by starting! You'll have to tackle each box one by one sorting, trashing, etc., as you go. Once you sort, you'll see clearly what you have duplicates of and what can be trashed. Get someone to help you and it will be more fun. Set short-term goals and just keep plugging away.

You're keeping student records. Is this something your school has in their central office? If so, why are you keeping copies? With the student examples, try scanning items and keeping them on your computer and use a similar folder breakdown there as well. What else can be kept on the computer? Can some of this be kept in binders on a shelf?

Don't leave out the idea of dejunking the basement. Get rid of everything you don't need so you have room for things you need to keep. If this were something I were doing, this is what I'd do first. Hope this helps.

Q: I'm working in an office dealing with research work on health insurance. Our paper filing system is a mess. Please help me how to create a logical filing system. Send me tips on how to label/categorize my files. Further, how will we (officemates) able to make our files accessible to everybody in the office? Thank you so much and good day! 
-j from the Philippines

A: Other than what's already on this site, I don't know what else I could tell you without seeing your files. You'll have to make broad categories  and break them down as if in an outline. Take the info I've provided here, and apply it to your situation. 

If your system is logical and built using subjects that everyone knows, you should have no problems sharing files. Get everyone to use the same system, and create an index for the front of your file drawer. Sorry I can't help you more.

Q: I have a hard time balancing the time I spend marketing my business and the time I spend actually do the work for clients in my business. When business slows down, I notice that I have not spent enough time marketing. Do I have to turn down business to make sure that I have business in the future? -cs

A: Experts say that 80% of business is marketing so you can't ever NOT do it. If you haven't done so already, you should develop a solid marketing plan. Figure out what you want to be known for, who your target market is and the best way to reach them without going to the poor house. Knowing precisely what you should do will then help you prioritize your time. My favorite book that's loaded with ideas on how to market your business on a shoestring is 101 Ways to Promote Yourself by Raleigh Pinskey. She's an internationally known publicist and if I ever meet her, I'll bow. Click here to order.

To create more time for marketing without turning down business, you'll have to look at every aspect of how you spend your time and compare that with your goals. If you eliminate time and money wasters and organize, streamline, and automate every aspect of your life (based on your goals and values), you should be OK.

If after all this, you still feel you need more time, think about hiring someone to help you do things that are not your core business. Also evaluate your fees. A lot of times you can charge more which could lead to fewer clients, but make more money. Good luck!

Q: How do I stay motivated and get my family to get motivated without sounding like a nag? My husband thinks I am a perfectionist, but I want things to be easily found and clean cabinets and a neat house. I am frustrated when I spend all of my free time cleaning up after them and nothing is ever done right. Doing the housework comes last on their priority list and unless people are coming over they act like I am crazy for expecting them to help or do a good job (unless they have nothing else to do and that rarely happens). I know many ways to be organized but when my family doesn't support my efforts it is very frustrating. -mad mom

A: A lot of times, people have to experience pain resulting from being disorganized before they will want to change (they couldn't find an important paper and lost a major account, and so on). It's going to be hard for you because it sounds like this has gone on for too long. And your not having your husband's support will make it even tougher.

But you have a lot of power. You do things for your family all the time. Have a family meeting and try to reach some type of agreements as to the help you need. Until they start to ...., you will no longer ... and be gentle but firm. Don't say you won't clean up at all because you know you will. Say something like "no more rides to the ball game," because you know this is something you can stick to. As part of the family meeting, you'll also have to discuss different organizing styles and what will work for each person. Take a trip together to an organizing store like The Container Store. Also, hold back your criticism of how the work is done as long as they're trying. Sometimes, you'll have to teach them how to do it...don't assume they know how, and make sure your standards aren't too high.

Also, if you belong to an association or have a small group of friends you meet with regularly, have the meetings at your house (since they seem to have a sense of urgency when you're having guests). Hope this helps.

Q: I'm looking for a way to start an electronic filing system. Currently my office has about 20 file cabinets that are very full with correspondence that is needed for historical and reference purposes. I'm looking for a scanner and software package that can scan in multiple documents at a fast pace and is not too time consuming. Can you suggest a scanner that can handle this capacity of scanning? -patricia

A: To create an electronic filing system is not cheap. If you try this with a company that hasn't been around long with proven hardware and software, you could end up with scanned files and no company support soon thereafter. 

Go to www.docstar.com and check out what they have. They have resellers around the country. Their equipment (which comes with the software) will run you anywhere from $320 a month lease to $750. Will be more if you plan to network the scanner so others can use it.

On the other hand, I helped a small recruiting firm develop a system of scanning resumes. We used the Hewlett Packard ScanJet 5s and dtSearch software. The scanner is sheet-fed and can hold 10 pages at a time in the feeder. The dtSearch software allowed us to type in keywords to go right to the documents we wanted. The scanner was $250, and the software was around $100. This was about a year ago, so the scanner is probably a newer model, and I hope dtSearch is still around. It's a great product. 

Regardless of the system you use though, make sure you've purged those file drawers and are keeping only necessary papers. If you group the correspondence by subject and then chronologically, you might find that offsite storage might be the way to go.

Q: Where can I find tips to organizing a home office, like suggesting the kind of storage equipment to buy, where to place the desk in relation to something else. I am a visual person, so a website with pictures would really help. I work from my home, and I sleep in the same room I work-My brother's old room still complete with bunk bed and a five drawer dresser and hutch. This room is the same size of the average smallest bedroom in a 3-bedroom house built in the 70s, (you can visualize the space availability)

I use the top bunk for storage and the hutch for additional book space. But the room looks BLAH!! I haven't changed it yet cuz I don't know what to do next. And I'm working on a tight budget, so I need something affordable. I want my office/bedroom to feelnot cluttered but I don't know how to really achieve this. - ac

A: Have you ever been to The Container Store? They have lots of great ideas of how to get organized in limited spaces. If there is no store near you, call to get a catalog at .

As far as your desk goes, you know it'll have to be near the phone jack. I like looking out the window as I work and don't like my back to the door. If your home is busy, you won't want to sit facing the doorway. Once someone sees you in there and makes eye contact, they'll come in and interrupt you.

Hope this helps.

Q: I have several questions.

Is there a software program or call service that will provide prerecorded messages on a weekly basis to my clients? I would like to do followup calls to remind them about certain things, but it seems like I can't do it every single week?

Also, is there some software that would print up my daily schedule automatically every day. Like, when I wake up in the AM and walk by the printer, my daily schedule is already printed. I try writing everything down in a calendar I use daily, but it seems to become to jumbled with personal and work related "to-do" Im not good at handwriting stuff down, but I will use it if its printed up /... What ya think? -angela

A: I know of no software that will provide your pre-recorded messages to your clients. However, this does not mean it doesn't exist. You could check at one of the bigger computer stores (i.e., Micro Center, CompUSA, etc.). In the meantime, try e-mail if they have it.

On your schedule, I don't know of anything that would magically print overnight. But you could use Microsoft Outlook for your calendar. You can type your meetings and your task list and print them out together. Plus, reminders pop up to remind you of what you have planned.

Q: I need a home filing system that lists the categories for me. Can you help? A list of broad categories and then subcategories. Do you know of a list or a go-by list that I can follow to start creating a filing system. thank you, A filing mess.

A: I'm happy to report that www.filesolutions.com has exactly what you need.

Q: I've been purging old papers, and notice that I have a lot of old papers that I'm afraid to throw out--in case I ever needed it if I was audited. How long do I need to hold onto old bank statements, bills, and cancelled checks--especially if in those years I filed the short form and did not itemize. -w

A: W, I'm glad to hear you're throwing out old stuff. Always ask yourself, "Can I get this info somewhere else?" Probably. "What's the worst possible thing that could happen if by some remote chance that I would need it again?" Not a whole lot, if anything. Then ask yourself, "If I throw this out and then by some miracle I need it, can I live with the consequences of having thrown it out?"

How long you keep things depends on whether you're talking about you personally or for a business you own. I always advise my clients to check with their Tax attorney, CPA, or the IRS with these questions. That way, if any laws have changed, they would know about it.

For me personally, once I get a new bank statement, I throw out the old one. For regular bills, I dump that as soon as the check clears. For cancelled checks, I don't get those from the bank anymore. If I need anything, they have it on film, so I would say to dump all of them. If you didn't itemize, I don't see why you're keeping any of that stuff. They wouldn't have a reason to audit you if you didn't claim anything.

If you're talking about business-related issues, definitely check with the people mentioned above. The only thing I keep forever are client files. Tax returns I'm keeping for 7 years. Everything I have for my business is on the computer, and I back up everything onto a rewritable CD-ROM drive. Then I keep the CD in a fire-proof safe in my office.

Here is a Website with a detailed list of general retention guidelines. (But even with this, check with your accountant or tax preparer to be sure.)

When I'm working with my clients and watching them throw out, I can see the stress actually leaving their body. It's a very liberating experience. Keep it up! Hope all this helps.

Q: Many aspects of my life are a mess. I think it's because of growing up in a large but unorganized family way. My sister seems to have some organization, always has...wish I could have had that priority when I was growing up. Anyway, my car looks like I live in it. I don't. I just throw things in back and it will be there for months. Always vowed to keep it clean when I first got it. My house, even though there isn't much decor, I seem to get lazy and just let things sit....Trouble is, I'm a "want to be that right now" kinda person. If there were a majic potion to take to get me on track I'd take it. Being unorganized has caused me more havoc in my life than just not being able to find something when I need it. Though that is a big problem too. I am up for just about any suggestion. This may be more of a challenge than you are up for. -t

A: T, you make getting organized seem so hopeless. Well, it's not. No one is hopeless. I must tell you though that your problem will not go away overnight. Living an organized life takes commitment, practice, and constant maintenance. Live it until it becomes habit.

I really think you're going to need help from a professional organizer to coach you and work with you. The main thing is that you want to change, and accept responsibility for it. Please try calling the National Association of Professional Organizers hotline for your area at . Also, another organizer, Julie Morgenstern, has a great book out that gets into attitudes towards getting organized and how you can get started. Her book is Organizing from the Inside Out. Click here to order NOW! Good luck.

Q: I recently took part in an assessment center as part of a job interview. I scored low in the organizational skills area of the test in an "in basket exercise." I am looking for ways to improve in this area. Are there any courses or seminars that are available that address this area?. -ds

A: The main thing here is that you want to change. That's great! Organization is a skill that can be learned. It just takes practicing a new way to do things. The hardest part in all this is getting started.

You might be able to find an organizer in your area to help you one-on-one (check out www.organizerswebring.com to see if you can find someone). This might be out of your range since you were seeking employment. There are some great books out there to help. Click here to visit my books page for a book that will fit your needs.

As far as courses go, you could check with your local colleges' Continuing Education Programs. But I think you'll do just as well reading a good book. I hope you took some time and read the tips I have here on my site. The principles are basically the same--you just have to take the concepts and apply them to your situation. I wish you much success.

Q: Peggy, I run a small business and have acquired a steelworks letter size 2 drawer filing cabinet. There are so many hanging file folders out there that I don't know where to start. My Business folders would be used on a daily basis. Also, folders for personal contacts, home and legal papers. What Brand name and type of folders would you suggest to help me out. I found your info page thru Office Depot. -gtw

A: Smead makes good, sturdy file folders, hanging and interior. The edges are reinforced, and the interior folders set low enough once inside the hanging folder to be visible without hiding the file label. 

If you follow my tips on this site when you create your filing system, you'll be able to find what you need the instant you need it. Good luck.

Q: I am a second career teacher overwhelmed by all the paper!! Between classroom resources (potential handouts, primary source documents, maps, cartoons, newsclips, ad nauseum) and the administrivia, not to mention the day to day paperwork generated by student assignments... Well, you get the picture. Can you recommend a system? a text? a workshop? I'm not the only one to have travelled this road. Can I get some help along the way? jws

A: Regardless of what your job is, the way to deal with paper is with a good filing system. Tips for this are already on this page. You should have a filing cabinet at the point of use, whether it's in your classroom or in your office.

You'll want to start with very broad categories, then break down everything from there. For instance, for some of your paperwork, you might want to break down your categories by each season of the year, then by the subject matter or vice versa. Or you might want to create a breakdown based on what it teaches the child. For instance, you might have cartoons that depict behavior, punishments, etc. You would want a broad category that says Cartoons, then break them down from there.

Another example: You could set up a hanging file folder for each student, then have a manila folder for each subject for that student. So, you'd have a broad category that says Student Files (hanging file folder). Student Files would then be broken down by each student's name (hanging file folder). Within each student's folder, you'd break down with more folders for each subject (manila folders).

Just remember to keep all like items together, break everything down by category so you never have to dig through piles, establish a home for everything and keep everything near its point of use, and always put things back when finished.

I know it sounds like a lot of work, but you're either going to make the time to do this (you only have to do it one time) or you'll continue to lose time by not doing it. Give it a try.

Q: My life is chaotic! I am an avid recycler. From junk mail to my children's clothing to magazines, I find a place where it can be used again. For example, magazines go to the next doctors appt that I have to go to. Of course, the problem is the time it takes to get the stuff from point a to point z. any suggestions? I don't want to give up recycling. By the way the recycling truck comes every Wed.-mb

A: Good for you! This is what I would do. Set up a recycling center in your home or garage. For clothes, you could have a bin for each type of clothing you have that would go to a different place (i.e., if you take children's clothes to a consignment shop for children, I'd separate that from your clothes that go to the Goodwill, etc.). Reduce the number of trips you're taking and just go when the bins are full. If you label the bins, the family can help put things in them.

For the items that get picked up, just have a separate container for each item type to be recycled. Put on your calendar every Tuesday that you need to set out the appropriate recycling bins.

For your magazines, get a milk crate and keep it somewhere convenient. When it's time for a doctor's visit, carry the crate with you to every magazine stack and fill it up. I'd put the crate in the car the night before the appointment or put it by the door you go out of. When you put your doctor's appointment on your calendar, go ahead and put the recycling chore on the calendar for the day before. I use my computer calendar a lot to send myself reminders also.

Junk mail goes to the trash can immediately. I rarelyit. When I'm at the post office, I stop at their trash can and most of the mail never makes it to my car.

Have you ever thought about developing a recycling resource guide that includes where items can be taken and the phone number, guidelines, etc? You could sell it locally. Hope all this helps.

Q: Peggy, I'm an independent consultant working out of my home. I hire a part-time administrative person to help me, but it's hard to keep them. The turnover is great and I find myself explaining things over and over, and to tell you the truth, stuff is just falling through the cracks. Any suggestions? -mh

A: You must have documented processes and procedures to run your business. In fact, the SBA reported that the lack of processes is one of the top 3 reasons small businesses don't make it. You have to create and document every process used in running your business. This includes everything from how your phone is answered, to how you want your mail processed, to how you pay bills, etc. Once you do this, people coming in to work for you follow a roadmap that will reduce the learning curve and reduce the chances of something not being done correctly. Your business can then run whether you're there or not. You'll enjoy reading Michael Gerber's book, The E-Myth Revisited.

Q: I have three p/t employees. They record their in and out time in a note book for each day. How can I set up a program to key their time into and calculate their time for the week/month. I would also like to record their rate so all I have to do is write the check twice a month or at the end of the month.

How can I set up a file or sheet in my system that allows me to track my receipts daily or weekly?-a

A: It sounds like you're using a totally manual system for everything. You need QuickBooks. Let the technology save you time. QuickBooks is an inexpensive piece of software and easy to learn. You'll be able to maintain your books, checking account, and payroll all on the computer. I strongly recommend you do this now. Click here to order.

If you're not prepared to do this right now, you can create a spreadsheet in your software (i.e., Microsoft Excel) and include formulas that will do your math.

Regardless of which system you use,  I suggest you file receipts by the vendor name so you'll need a file folder for each of the main ones. Always leave the most current receipt in the front of the folder.

Q: My two year-old throws everything all around the house all the time. Even after I've tried my hardest to unclutter the place, he still always makes a mess everywhere. What can I do? -m

A: M, my expertise is with organizing businesses, but I offer this advice. Only have a few items at your son's disposal to play with. Set up toy chests, baskets, etc., all over the house and continue to work with him until he gets into the habit of always putting his toys away when he's finished. With children, it takes repetition and consistency to teach, and one day, it'll click. Hope this will help.

Q: Peggy, I'm a divorced single mother, no help with my nine yr. old. I own a successful business. My problem is that I'm trying to do it all myself. My house is a wreck at all times. I'm dangerously behind on business recordkeeping. My house is so cluttered I'd hide if someone came to the door. I stretch myself to the limit and still can't do it all. How can I get organized when I can't even find time to take down my Christmas tree?

I've read book after book and I still feel like a slob. Clutter is all around me. My car, home and business. I save papers like crazy. Piles of papers are everywhere. Junk mail, invoices, childs graded homework, coupons, paper sacks.....

I make great plans and never follow through. I keep things others would instantly pitch into the trash. I admit I'm the world's worst procrastinator but at times I think I must just be lazy.

Any advice? k

A: K, call a family meeting with your 9-year-old immediately. Let him/her know you need help. Write down everything that needs to be done and split up the work. Do this together. Also see what services you can outsource, like laundry, housekeeping, etc.

To jumpstart the effort of clearing the clutter, let’s plan a party. You need a big incentive to get started, and inviting your closest friends over for a party might be just what you need. (When my Mom is coming to visit, I think I invent places to clean!)

I think you’re going to need some outside help to learn how to let go and to set up systems for dealing with everything. If you can’t afford the services of a professional organizer, or can’t find one in your area, get a friend that you think is organized and ask for their help. Either pay for the service or barter with them. Your business services or some other talent you might have might be something they could use. If none of this works out, I’m giving you permission to throw out all that junk! Think about the misery it’s causing you. It’s not worth it! Re-read the tips on my site to help with this.

For your business recordkeeping, let technology help. I use QuickBooks, and any report I need, invoices, checks, etc., can be created almost effortlessly. It’s easy to learn too.

You have to make time to do this. You'll end up with a lot more time on your hands once you're finished. Let me know how the party turns out.

Q: I want my room to be neat and organized, but I don't seem to have the energy nor the inclination to keep it clean and orderly. I have gotten rid of most of my knick-knacks, and have tried to rid my room of all the excess clutter, but, it still looks messy even when I take the time to really clean it up.-l

A: Getting rid of the excess is the hard part, and it's great that you did it. I'd be willing to bet that you don't have organizing products to help you look neat. You need products with cubbyholes, hangers, etc., so everything will look like it has its own little place in your room. (If you stack everything neatly in piles in a closet, although they will be neat piles, they're still piles.) Visit The Container Store and just look around. Look at all the neat products they have that will help you.

Having drapes, wallpaper, and bed linen with busy patterns will make your room seem crowded too. Always make your bed and rehang all your clothes. This will make a bigger difference than anything. Keep working at it until your room feels pretty, then you'll take more pride in it and will more likely keep it up. Hope this helps.

Q: I have been managing my husband's private practice (Clinical Psychologist) with one other part time employee, for about fifteen years. Currently, I am at the office two days a week. I dread going to the file cabinets and it seems like I can never find what I need there.

The other three days I am at home but, spend much of those days conducting office business. I do some of our tax work and basically keep most very important papers at home. Still, whenever I know I need to locate an important paper I panic. Usually, I am able to find what I need, frequently in a short time. The reason for my panic is that I don't really have a reliable system. I have tried to devise one and apparently have not done so effectively since things get out of order too quickly.

Nothing around me is a complete wreck but I definitely need help.-b

A: b, check the Hot Tips page on my Web site. I give tips on how to create a good, logical filing system.

Basically, with organizing, you want to file like subjects together. Create broad categories and break your files down like you would in an outline. A good way to start is to take your job responsibilities and break them down. Example, my Accounting files look like this:

Accounting (main category)
Accounts Payable
Accounts Receivables
     A/R Closed
Bank Statements
     Deposits
Budget 1999
Sales Tax Info
Travel Expense Statements

Now, when I want a file that's Accounting related, I don't have to look any further than the Accounting section in my file drawer. Make your system logical. This is the best system I've seen. It's so wonderful because when you get ready to send files to Archives, they're already separated by media types. Hope this helps.

Q: I read your article in the Atlanta Tribune. It was great!! I realize that planning early for the next day is the key. Yet, after I've worked all day, prepared dinner, washed the dishes and assisted with the homework for a 6 and 7 year old, I'm pooped. Any tips on how to make this routine more efficient and incorporate the "The night before" mentioned in your article routine? I am a late-a-holic. I have resigned from jobs that I really loved because I could not get there on time. My employers even made allowances for me, but I still could not get there. Do you conduct support groups or know of such groups that would support people with chronic lateness/ poor planning habits?-ct:: I read your article in the Atlanta Tribune. It was great!! I realize that planning early for the next day is the key. Yet, after I've worked all day, prepared dinner, washed the dishes and assisted with the homework for a 6 and 7 year old, I'm pooped. Any tips on how to make this routine more efficient and incorporate the "The night before" mentioned in your article routine? I am a late-a-holic. I have resigned from jobs that I really loved because I could not get there on time. My employers even made allowances for me, but I still could not get there. Do you conduct support groups or know of such groups that would support people with chronic lateness/ poor planning habits?-ct

A: ct, you’re right, planning is the key. You can get better at this if you get organized and establish a routine. I’m going to assume that you are going to try the tips from the article and organize your closet, hang clocks all over the house, use a timer to time your movements and see how long it takes you to do things, and all the other suggestions that I made.

Here are some other things you can try.

• If you’re helping with homework every night, I’m assuming your kids aren’t in an afterschool program. If money is too tight for this, look at your budget to see what you can eliminate. The first thing that has to go with my clients is expensive cable TV and movie channels. Use that money to put the children into an afterschool program at least two days a week. This way, when they get home, their homework is already done, and all you have to do is check it. Spend your hard-earned money on things that really add value to your life.

• Instead of having to cook every night, cook large quantities of food on the weekend. I use a crock pot, and am a stir-fry queen. When my week is really tight, I buy pre-cooked food from Q-Time Restaurant on the West End. They realize families don’t have time to cook and offer family-sized platters to go. If you preheat only what you’re eating that day, the food will keep. The food is very light, no pork, and delicious.

• Use all disposable dishes and cutlery.

• Have a family meeting and tell your kids you need help. Let them suggest ways they can help, like setting and clearing the table.

• Set every clock in your house and your watch at least 20 minutes fast.

I know you can do this ct. It’s just that no one has ever taught you how. Give these tips a try and let me hear back from you. When you improve, start your own support group.

Q:  I hateng mail. I am a counselor and I let my mail stack up till it just overwhelms me and I end up not going through it or just stacking it on a chair. Help me.-sn

A: For the things you hate to do, try to do them first so you can get it over with and not agonize over it the rest of the day. A lot of your mail will probably be junk mail, and junk is not worth the aggravation it's causing you. To get started, always have a large trash can next to that pile. Junk mail, etc., can be thrown out withoutng (remove large items first so the pile will be smaller and less overwhelming). Then,each piece of mail and make quick decisions about what you need to do with it. Separate into piles, putting like actions together (To Trash, To Do, To Read, To File, To Delegate). Always let the waste basket be your best friend when going through this process. Take care of one pile at the time and get it over with.

Now you really need to look at the mail you're getting and stop as much of it before it gets to you. Remove yourself from junk mail lists by calling the Junk Mail Association at . If you mail order, request that your name not be distributed or sold to other companies. Cancel subscriptions to magazines, etc., that you don't read, and request that your name be removed from as many other distribution lists as you can.

You probably hateng the mail because you don't have anywhere for things to go. Check out the tips on setting up a filing system on the Hot Tips page of my site. You can do this, but you have to try. Get a friend to sit with you. Hope this helps.

Q: Peggy, what can I do with this drawer full of business cards?-mt

A: mt, if you embrace technology, you could try CardScan software. The software reads the information and puts some of it in the right spots (i.e., it sometimes knows which is the phone number and which is the fax number, etc.). Once you review the scanned info and are satisfied, trash the cards. The scanned info is in no way anywhere near 100% accurate (the company claims 95+%, but I'd say it's more like 40%). In fact, you might find that hiring a fast, accurate typist is better.

You can buy the scanner that comes with the software, or you can use any other type. I use the Hewlett-Packard 5s. It's very small and can take up to 10 pages at a time, 8 business cards at a time, or the tray will collapse to the size of one business card. I like this scanner because I can use it for more things than just business cards. Office Depot has all these products.

Or, if technology is not your thing, I still advocate a good, old-fashioned rolodex because you can separate items by alphabet.

Whichever way you decide to go, purge first. Stop keeping cards that you know you'll never need. A lot of the companies will have gone out of business or the person will no longer be employed. Hope this helps.

Q: Peggy, my dad heard you speak at a seminar last week. He said you were terrific! He told me you showed them a nifty little briefcase that had tabs in it. It sounded like something that would help me stay organized. Where can I get one? -cw

A: cw, a lot of people ask me this same question. My briefcase does have tabs in it, and I separate items that I need to carry with me all the time. I don't want to be in front of anyone digging through a pile the way I would if I carried a traditional case. My case is by WilsonJones. I bought mine at Target, but they also sell them at Davis Office Systems here in Atlanta. The Container Store has another style. It's made just like mine, but it's bigger and can hold more substantial data. Office Depot has one similar to it, but it closes with velcro instead of the stronger clasp that I prefer.

Q: Peggy, I have a lot of batteries that have come lose from their package. I never know which ones work and which ones don't. I'm keeping them all in a plastic baggie, and I waste a lot of time with this. Is there a better way to store them? -vh

A: Hi Mom, The Container Store has the perfect product for you. It's called the Battery Rack. It houses all different types of batteries, and it has its own tester attached. You can hang it on the wall or a door if you want to. Mine hangs inside my pantry door.

Q: I receive a lot of e-mails from my friends with thoughts for the day, jokes, etc.  I really get irritated by it all and wish they wouldn't do it. I have a hard enough time keeping up with the e-mails I get that are work-related. What can I do? -cd

A: cd, I understand your dilemma. Lots of ways to handle this. You could trash the e-mail after reading the subject line without reading the note.

Or, you can have a second mailbox that you set up for your personal friends to send e-mail to. If you don't have this capability, create a Personal folder to store them in so you can read them at your leisure.

Or, you can do what I do. Go into the signature function of your e-mail software and add a line that says, "In an effort to streamline my e-mail and to simplify my life, I respectfully request that you do not add my name to your distribution list for non work-related information and other blanket e-mails."

Or, you can also send this statement as a reply to the next e-mail you receive. One of my clients ended up hating tohis mail because of all the jokes he was receiving. When I checked his e-mail, he had 20 jokes from one person. I sent the above reply to one of the messages, and trashed the rest. Since I was sending the statement out after the fact, I started the reply with something like, "I appreciate your thinking about me when you come across these funny lines, but I get so many of these coming in that ...." He doesn't have this problem anymore.

Q: Hey Peggy. I really like all those great tips on your Web site. Here's my problem. I have to track potential clients through different phases of a business deal. For instance, the sales process might start out with a cold call. Then, the next phase might be that the prospect was interested and I have to send some information. Then, the next phase is a meeting with the prospect, and so on. What I'd like is a simple system to use for tracking which phase the prospect is in to include when the prospect becomes an actual client. -bj

A: bj, I had a client with a very similar situation to yours. A log on the computer might do for you. Create a form that lists all the different phases you go through and use a checklist to denote where you are with that client.

This system wouldn't work for my client because of the paper trail he had to keep up with for each phase.  I suggested that he use one color folder for all his prospects and his clients, and then use color dots to denote which phase the prospect/client is in. He got his entire sales team to use the same system too. So everyone knows which phase applies to the prospects (in case he's out, anyone would know where he stood with a particular case). This system was simple and perfect for them.

Q: Peggy, I need a clean, simple filing system. What's a good way to do this?-aj

A: Hi, aj. Check out the Hot Tips page of this Web site. I tell you exactly how to do this. Also, check out my monthly column at www.atlantatribune.com to get more info.

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