Time to get your business organized

"I don't have time" is an often-heard refrain when the topic of office organization rears its ugly head. But procrastination can be damaging. Russ Von Hoelscher, author of several business books, says, "Procrastination stops success cold. It is an absolute destructive state of mind and being." Organization and time management go hand in hand. Procrastinating can lead to loss of customers, disrupt managerial or operational flow and, if it snowballs, weaken an individual or company.

Do any of these statements sound familiar?

"We can't do it now, too many people are out on vacation."

"It's a bad time right now -- it's tax season."

"Let's wait until after the holiday."

"As soon as this project is finished I'll handle it."

The first step in getting organized is adopting and practicing the following take action tactics:

1. Do what you've determined needs to get done.

2. Do it when it needs to get done.

3. Do it whether you like it or not.

The key to adopting the tactics is to prioritize and organize. First, get rid of the cluttered desk. Remove all mementos and bric-a-brac from your immediate work area. Set aside at least two hours (more or less as needed), grab a large trash bag and allow no interruptions. Pile all papers on the desk. Look at each paper in the pile and determine if any action is needed. If 'Yes' put it in an 'action' pile, if 'No,' file it or throw it away. Do this on a regular basis if the desk starts getting stacked up. Next, get in the habit of creating a "To do" list every day and include items such as billing. Prepare the list the night before so you can begin first thing in the morning. List no more than six to eight items to ensure that they can be completed. Finally, a few tips to keep yourself on task:

Learn to say "no" to people whose demands will force you to lose control of your planned time use.

Wait no longer then 15 minutes for an appointment. Your time is as valuable as the other person's.

Complete daily tasks, such as filling the car with gas, when it fits into your day -- don't wait until the tank is on empty and you have a meeting 30 miles away.

Clip out magazine and newspaper articles and create an "information file."

Carry writing paper, pens, envelopes and stamps with you in your briefcase.

Confirm the time and place for appointments. If you need directions, ask.

Set aside some time each day, about 20 minutes or so, for creative thinking or to update yourself on current issues in your field. This sounds trivial but it is a fantastic investment.

Remember, don't procrastinate. Do it today.