Andrea McArthur 17/12/12 Andrea McArthur 17/12/12

Organise Me: Wrap Up

By Andrea McArthur

Coming full circle from where we started this year with Organise Me. In February I began by writing about the humble To Do List. Now in December after much research on the subject of organisation I have realised how pivotal a good To Do List is for your productivity. Writing yourself a To Do List is my number one piece of organisational advice.

Organise Me has followed alongside the mishaps of setting up a freelance business this year as I delved into the freelance world. I have hopefully shared some knowledge with posts such as Backing Up: Don't invite trouble in, It's Tax Time and Email Inbox-ification to help other creative freelancers with their businesses.

Before I wrote Organise Me, I thought that people were either inherently organised or disorganised and that being disorganised was a trait hard to change. Being organised takes time but if you have the correct advice and put into practice those skills such as list writing you can conquer the disorganisation. I have only scratched the surface of the many techniques that professional organisers use to help clients. Previous posts about professional organiser Angela from Creating Order from Chaos and David Allen Become a Productivity Ninja share some of their professional organisation techniques.

I am leaving you with some wise words in which to wrap up Organise Me for the year. Designer and Art Director James Victore has his own You Tube channel where he imparts advice. One series that he films is Q+A Tuesdays, recently he posted an apt Q+A video On time management and organisation. James Victore shares my love of To Do Lists, he says "A good day starts the day before" by making a list for today (tomorrow), a list for the month and a list for the years goals. Other ways James Victore says to use time wisely is to stay focussed and ignore distractions as well as give up the control freak title and learn to delegate. Watch James Victore's Q+A Tuesday video here.

Hitting this busy time of year both in your personal and working life, remember to take care of yourself and don't 'burn out'. In order to stay organised and focussed through this time, make sure you get enough sleep, that you eat well and also exercise. Remember things will happen and somehow it all gets done!

Andrea McArthur has a passion for all things visual and a soft spot for organisation. Type is her true love and goes weak at the knees over beautiful design. Andrea works as a freelance graphic designer in Brisbane by day and lectures in graphic design by night. You will find her sharing design related goodness via @andyjane_mc www.andyjane.com

Andrea McArthur 12/11/12 Andrea McArthur 12/11/12

Organise Me: Become a Productivity Ninja

By Andrea McArthur

Are you crazy busy and feel like you need more time? Oh my goodness that is how I feel at least half of every week. Upon complaining about my constant faux busyness to my flatmate he introduced me to a new system for becoming productive – GTD the acronym for Getting Things Done, a phrase that will revolutionise your productivity and your life (both work and personal). Written by David Allen, GTD has become a best-seller. After developing a simple model for getting results Allen now coaches, consults, speaks, and writes about the topic of stress-free productivity.

The basic idea behind GTD is to be "meaningfully engaged" and present in the moment with the one task at hand. That task or action could be a project, a client meeting or simply watching a movie.

In response to being asked how you gain focus and control over your thoughts, David says, "Keep anything potentially meaningful out of your head, sooner rather than later decide what it means and what you’re going to do about it, and park those results in some trusted place that some part of you knows you’ll look at the right time and the right place, and trust your intuitive judgments about what to do. That’s all it is.”

I urge you to make the time to watch David Allens recent TedX Talk on “The art of stress-free productivity is a martial art.”, it will get you thinking and clarifying your thoughts.

For us creative types, often our goal is to be more creative. It only takes a moment to have a creative thought but as David explains if you're already in a creative mess you have no freedom to use your creative energy. Apparently an average person has between 30 to 100 thoughts and un-actioned projects in mind at any one time. Now imagine how relaxed and how clear your thoughts would be if you weren't thinking about these projects? You would be elevated to the position of 'Captain and Commander'.

Image source: Getting Things Done by David Allen.

To get to be your own Captain and Commander, Allen steps you through the action model of GTD in his book. Here are a couple of key steps to get you interested:

Write everything down. Get your thoughts and To Do List out of your head and onto paper.

Understand the purpose. Decide the outcome that you are committed to finish and by doing so create a project.

Process it once. Set up the right categories for your lists.

A "Projects" list
Project support material
Calendared actions and information
"Next Actions" lists
A "Waiting For" list
Reference material
A "Someday/Maybe" list

Map your next action. Think of your To Do List as actual actions. In order to finalise the project what is the next actionable step?

Review. Trust the model and review your "maps" or categorised lists once a week.

For such a basic model GTD can feel very awkward at first. You are required to think differently and set up a system for gathering your thoughts. However, after starting the process myself I already feel lighter and I am looking forward to taking on next year with a system in place. For more on the author of GTD visit davidco.com

Andrea McArthur 15/10/12 Andrea McArthur 15/10/12

Organise Me: Desk Space

By Andrea McArthur

It seems we all need a little help when it comes to creating our perfect desk space. In order to create a functioning work space here are a few great tips from Renée Rogers and Jess Hyde to keep your desks looking as welcoming as theirs.

Tip #1: Keep your reference files at hands reach.

Above: Renée's Desk

Renée Rogers is a Graphic Design Lecturer at Shillington College with a secret love of English Monarchy promotional ceramics. As a teacher Renée needs to be thoroughly organised to ensure her days are stress free and running smoothly. Her number one tip for being organised is to be prepared. All of Renée's past notes and timetables are filed close by her desk for easy reference between courses.

In the photo of Renée's desk it is set up in preparation for week one of her new course. Renee stays organised by having every lecture, day plan and brief printed and ready to deliver for the first week of class, hence the piles of paper. To do lists are also a must, but what Renee can't face is prepping for class without a cup of tea.

Tip #2: Clean up and finish your tasks, everything has a place.

Above: Jess's Desk

Jess Hyde is a multi-talented Graphic Designer and Illustrator, she is the founder of truth.be.told stationery which began in 2007. Jess has recently given her studio a huge overhaul and it's looking like a comfortable and functioning work area.

We asked Jess what her secret is to staying organised in the office and her work life. It's so simple: "just 'clean up' before starting the next task," Jess says. "When I finish a task, be it packaging an order or designing a concept, I always do my filing and put away any active work in its job tray before moving on to the next task. It means that my space is neat and I clear my head before starting the next thing on the list."

Tip #3: Work with the correct tools around you.

Above: Andy's Desk

Last week I purchased David Allen's book called Getting Things Done, The Art of Stress-Free Productivity. The book sounds great and it's sitting on my desk ready to be thumbed through. In the book David writes about setting up your workspace. In addition to a desktop work space the basic processing tools you will need are: 3 x paper-holding trays, ream of A4 paper, a pen, post-it notes, paper clips, binder clips, a stapler, sticky tape, rubber bands, a labeller, file folders, a calendar and a bin.

My tip to create a functioning working environment for yourself would be to bring some personality to your space, open a window and let some light in, or create an inspiration board with things to motivate you. Then with the right tools, stationery, desk space and ergonomic chair you'll love working at your desk.

Andrea McArthur 22/8/12 Andrea McArthur 22/8/12

Organise Me: Creating Order from Chaos

By Andy (Andrea) McArthur

Are you looking to start a small business?  Are you naturally organised?  Are you good with people and have a desire to help others?  Do challenges light up your eyes allowing you to engage your problem solving skills?  Are you already naturally organised and lead an uncluttered life? Do you currently have Gwyneth Paltrow's Goop in your RSS feed for online tips? If you answered mostly yes, well read on, because in this post we interview Angela Esnouf of Creating Order from Chaos in Melbourne.

Angela is an accredited Professional Organiser and runs 5 day training programs for others to also become Professional Organisers. Her program may very well be, right up your "well organised" alley.

Your business motto speaks about chaos and order. Generally have you found that disorganisation and clutter equals chaos? Angela: Chaos and Order are subjective terms and mean something different for nearly everyone. I do believe that clutter and disorganisation limit potential, and may even lead to a feeling of chaos.

What motivated you to become a professional organiser? I love that I can use my organising skills to help people make a real difference to their daily lives.

What are some of the qualities of a potential professional organiser? It does help to be organised, but that’s not the most important skill required to a great PO. Being respectful, discreet, a good listener, communicator and problem-solver are essential.

Specifically in your training program what areas would a potential student have training in? My students get a realistic peak into the world of a Professional Organiser, learn about ethical practices, how to create strong connections with clients, essential tools and systems to use with clients as well as in their own business, how to find their place in the market among all the many options, and how to market a PO business. We also look at case studies and have a real-life client experience day.

Do you specialise in any areas yourself? As well as training, I still enjoy working with clients who struggle with the overwhelming feeling being disorganised brings on.

Are there clear groups of clients who you work with? (e.g. families, business owners, hoarders). As well as working with women (and some men) who are totally overwhelmed by clutter and disorder, my previous life in childcare means I connect with families as well. I love to get families working together as a team with organised processes and ideas to keep family clutter at bay.

Over your 7 years in business what has been your most challenging situation with a previous client and how were you able to solve their issues? I can’t give specific details (whatever my clients tell me is totally confidential) but one thing I get asked often is “Am I the worst you’ve ever seen?” And I don’t answer, because really how a client measures up against others is irrelevant. What matters is only how they are affected by their situation. One thing in general which can be a barrier to success for a client is when they are not truly ready to make changes. I’m going to say something controversial – some people want things to be different but are not prepared to change anything. But that’s ok, a time will come when they are ready, and I’ll be ready for them too.

Above: Angela Esnouf and her tidy office space.

You are certified in Chronic Disorganisation. Is this a common problem and can it be corrected? Everyone has periods in their life when they become disorganised, like having a new baby, working on a big project that takes up all your time, or when moving house. For some people, disorganisation dogs them their whole life and it is more common than you’d think. Whether it can be overcome really depends on the reasons for it in the first place. If someone has never been taught how to be organised, there’s room for improvement. But for someone who is disorganised because of a medical condition or similar, they may have to live with disorganisation all their lives. Even then, there are some techniques which will help them cope.

You are an expert member of the Australasian Association of Professional Organisers Inc (AAPO). The AAPO has some interesting articles on their blog. For those unaware approximately how many members are there in the organisation. There are over 170 AAPO members now. If anyone is thinking of becoming an organiser, I recommend joining AAPO. There are so many benefits.

National Organising Week is coming up 3-9 September 2012, this is exciting news for the organisation industry. Is there anything you are looking forward to during this week. I’m so excited about NOW. Lots of AAPO members will be getting together to celebrate. There are some great activities going on all around the country. I’ll be offering my newsletter subscribers and Facebook “likers” daily tips.

It seems that organisation is gaining momentum at the moment, many lifestyle shows have featured organisers and advice on de-cluttering. Are there any organisations or articles that you find inspiring or educational? I find inspiration in everyday occurrences, like watching people who are really good at what they do. I notice the efficiencies they use or the way they’ve stored something so it’s easily accessible. And I read anything I can get my hands on about getting organised.

Lastly, can you leave us with your number one tip for getting organised? Stop clutter from coming in the door. Don’t buy it, collect it or acquire it.

***

If reading this has made you want to rush off and organise your desk or want to help others you may have found your next career as a Professional Organiser. Helping clients achieve an organised and balanced life can be a very real and rewarding experience. For help getting started Angela can be found through her website at www.creatingorder.com.au, the next Creating Order from Chaos training program is scheduled from October 29th to November 2nd.

Andrea McArthur 23/7/12 Andrea McArthur 23/7/12

Organise Me: Email Inbox-ification

By Andy (Andrea) McArthur

The average business user spends more than two hours a day dealing with email. That's an average of 48 to 75 emails per day (some are even receiving a whole lot more). Source

No more email Inbox-ification it's time to cut your email traffic, tidy up your inbox and deal with your email in a more efficient and streamlined manner. This week try allocating some time to review your email processes, review your email clients capabilities and also review your email brand (address name and signature).

No matter what email client you are using, at the bare minimum you should be able to label, filter and store emails which will ultimately lead to a happier inbox (when put into practise). Recently I discussed with a few freelancers which platform they prefer to use for email and Gmail has repeatedly come up as the webmail server of choice. It seems that there is a lot of Gmail love in the air as it does label, filter, store and search emails extremely well. You can also use your email through Google Apps which allows you to look professional with a you@yourcompany.com email address.

Note: As your business grows it is definitely time to again reassess your email needs and possibly move away from webmail servers, do you need to think about hosting your own emails in-house with systems such as Kerio a very secure option, or using a third-party email-hosting provider which would probably be hosted alongside your website.

It’s vital to have your email backed up in multiple locations so when a server goes down you don't lose your information life line and you can still continue to operate. I never really understood IMAP and POP forwarding but setting up IMAP is an essential part of email. IMAP is described as "what allows you to download messages from servers onto your computer so you can access your mail with a program like Microsoft Outlook or Mac Mail, even when you aren't connected to the Internet." IMAP also provides a better method to access your mail from multiple devices. You can check your email at work, on your mobile, at home and new mail is accessible from any device at any time. If using Gmail there is a lot of support to use IMAP and using both an email client on your desktop and the Gmail webmail server takes the scariness out of backup. See Gmail IMAP help.

Previously I thought that I had my email system nailed by moving emails into folders. However, because I am a folder addict, in the past my emails were just getting lost among the many, many folders that I had created (utilising Search was the only way to effectively find emails). A suggestion would be to create a main category to which you add sub folders if needed, I must say this is working a lot better for me. Also don't forget you can you simply use Gmails coloured labels or use the Archive filter as an option rather than folders. I still prefer to leave emails that need actioning in my email Inbox and the ones which I have actioned move them into a folder out of sight but not out of reach. Similar to the 4D model: 1. Delete it, 2. Do it, 3. Delegate it or 4. Defer it.

Aim for a Zero Inbox by setting up new filters and sorting your email out. You can organise emails from certain senders (or on certain topics) to automatically be tagged with a coloured label or filtered to a folder simply by choosing "Filter messages like this" from the "More" drop-down menu. Also many email clients (including Gmail) will allow you to append your address name and filter the new name with an automatic label or folder. Any emails from a subscription might be given the new email address subscription@andyjane.com or an amended email address of hello+subscription@andyjane.com. See more information on: Labels, Filters and Appending email addresses.

A few extra tips for the road:

Utilise the tools that come with Gmail such as keyboard shortcuts to help save you time and Labs which are experimental features and will get you using your email just the way you like it. See more information on: Shortcuts, Labs.
Don't forget to setup your Junk email use filters to catch the nasties and get them out of your email life.
Declutter regularly and only keep what you need.

Lastly my number one tip is to limit email checking (if you aren't expecting an urgent email). In terms of productivity we lose valuable time constantly checking our emails. It has even been recorded that we lose as much as 15 minutes every time we move from one project to another. In order to eliminate this time waster limit yourself to two/three email checks a day, morning, noon and 4pm, at these times schedule uninterrupted time to process and organise your email. Oh and don't forget to turn your email notification sounds off.

What are your top tips for managing email. Tell us by adding your comment below.

Andrea McArthur 25/6/12 Andrea McArthur 25/6/12

Organise Me: It's Tax Time

By Andrea McArthur It's Tax Time

Tax time. Time to get serious. The count down to June 30 is on and we only have 5 days left. Now is definitely the time to start thing about your Tax. Below are some ideas to get you thinking about your Tax this year.

Organize Buy a filing system and commit to it, your filing system could be as simple as a physical accordion file or go digital with some financial software (there are many different programs on the market, just ask around and trial a few).

Decide your key spending categories, record your expenses and keep your receipts. You can even find software that will allow you to view your expenses as a colourful pie graph, how shocking. I have started organising myself for Tax time and I have decided on a few categories:

- Office expenses under $1000 - Office expenses over $1000 (which are deemed depreciating assets and can be depreciated over time, see below about the changing rules) - Client printing - Books - Professional memberships - Software - Stationery - Phone - Internet - Parking -Travel.

Here is the ATO Guide to claiming business deductions www.ato.gov.au

Save Use a percentage savings model and stash some cash away for the Tax man. As a newbie freelancer my annual income is relatively unknown. Instead of continuing a back breaking savings plan or changing my name and going into hiding at Tax time I like to squirrel away some income as it comes in. I put away 30% of any freelance income into an online high rate savings account specially for Tax. This should cover my tax with deductions already considered. If you are registered for GST I am told that this percentage will be slightly higher approximately 35%.

Hire I am a professional in my field not a Tax accountant, I know this and that is why I believe that I should hire a professional in the field of Tax accountancy. I am two years new to Brisbane and so I am still growing my network of people. I am one of those that asks who your mechanic is and who you get your hair cut by. It's no different with accountants, I recently asked a good friend who has been freelancing for much longer than myself who she uses or recommends as a small business/self-employed specialist accountant.

I have a list of questions to ask when I see the said accountant, I have been putting off the visit because once I do I know I need to get real. Your accountant should ideally prepare your tax, give you some tips on your allowable deductions and help you prepare for the next financial year. In most cases, the savings the accountant will find for you will more than cover their fee, plus you can rest assured you haven't made any big mistakes.

Plan Eeik, yes we all need to think about where we have come from and where we would like to go in this freelancing world. Projected income is a tricky issue to tackle but setting yourself some financial goals for next year will help you feel more satisfied and motivated to network.

Try this form for setting next years financial goals: www.marketingmixblog.com

Think about if you are going to register for GST in the next financial year if you haven't already. Currently you only need to register for GST if you earn more than $75,000. Apparently though if you’re not registered for GST you can still claim a tax deduction on the cost of goods and services (inclusive of GST), as long as they are essential to your business. For instance I purchased a new iMac this year and can claim the tax back on that.

Research Tax rules which effect Small Businesses in Australia are changing from 1 July 2012. There will be significant changes to business expenses over $1,000, business vehicle purchases, the entrepreneurs tax offset and Superannuation contributions for over 50's.

If you are thinking of making some last minute business purchases hold off making any purchases between the cost of $1,000 to $6,500 until next financial year for a 100% write off in 2012/13 tax year. If you earned less than $50,000 this year be sure to enquire about the 25% entrepreneurs tax offset which is available for it's last year.

See more details here: www.thefinanceguru.com.au

My goal for the next financial year as a freelancer is to organise my financial life better in order to avoid the last minute "end of financial year" scramble. I am confident that this years trip to the accountant will be a positive exercise which will help me set myself up for the next financial year to come.

(Note: please double check all advice stated before acting.)

Andrea McArthur 28/5/12 Andrea McArthur 28/5/12

Organise Me: Mumpreneur’s (Creative Mums)

By Andrea McArthur Mumpreneur's Creative Mums

It’s been a few months since I started this freelancing from home gig. I have come to the conclusion that I am well versed in design, however it’s everything else which is challenging; the quoting, the time management, the finding clients, the business side. Recently though, I had a realisation when I was at a friends house. She works for an Arts organisation and divides her time between the office and working from home with her kids and it was only then did I realise that I don’t have nearly as many distractions or time management stresses as working Mums. So with much respect, and considering that I don’t have children myself, I have interviewed a fellow freelancer who explains to me how she manages to juggle work and children.

The Stats: Studio: Duosista www.duosista.com.au Industry: Graphic and Web Design Title: Freelance multi-talented designer Name: Kylie Meller Location: Brisbane/Toowoomba Studio Location: Home (remotely for change of scene) Children: Two angels, Flynn (3yrs) & Summer (2yrs)

What inspired you to make the leap into working for yourself? Flexibility. The flexibility to manage my work and the kids in my own time. I wanted to be able to spend my days with them and was happy to work nights to do that, but working for a studio did not allow for that flexibility.

On average how many hours do you work? I would work 40-50 hours a week.

Do you have your children at home with you during working hours? If so how do you juggle both work and children? I did at first I had my kids at home with me when they were little, but once they started crawling I found it harder and harder to work. Originally I had a nanny two days a week to watch the kids while I worked, then when they reached 15 months we decided to send them off to daycare so they could share their time with other little people.

My biggest lesson I have learnt when working at home with kids is to be organised, work while they sleep and be prepared to work nights so that your days are free to be with your kids.

It is a constant juggling act, I have been able to over come that guilty feeling when you think you are not giving enough attention to one or the other. For me the other lesson that I have accepted over the years is that my kids are only home for such a short time (currently they are home for two working days a week), so when they are home with me, they take propriety over work every time.

I schedule emails to be sent the day after I have worked during the night and I make myself available for client phone calls each morning. After that time I use the answering machine and return phone calls at my convenience and when home noises are at a minimum.

What are a few things on your life to-do list? I am currently ticking off one of my life to-do list items and that is leaning to print with a letterpress. It has been an interest of mine for quite sometime and I finally made the leap this year to purchase my own. My other big goal is to move the family to France to live for a year or more, I’m am currently spending time working out ways to ensure my business can be carried on no matter where I am living.

Professional goals that you are currently working on? Restoring my 1950’s Heidelberg Windmill Platen Letterpress back to it’s former glory and having a range of stationery ready for Christmas.

Any special tips you have to stay organised throughout your week? Prioritise your work, ask people what there timelines are on projects and schedule your work to suit, keep a really good project/time keeping program to keep you on track and schedule certain days to do certain tasks.

Do you regularly talk to other freelancing mothers? Yes I sure do, and I would die without my network. I network closely with two other Mums (one has twins), we share our workload and look after each others clients when we are away on holidays or off looking after sick kids.

What do you wish you had known before you started freelancing with children? I wish I had worked out how to value my time better, I spent the first few years in my business just trying to work out how to quote my jobs. I wish I had spent more time when working in studios understanding their quoting processes so that I could better understand the value of design when heading out on my own.

I would like to thank Kylie who is a busy Mum and multi-talented designer all at the same time – working from home to enjoy more time with her children like many Australian women. Researching into the world of working mums has left me inspired and ready to get on top of my own time management issues.

To finish I have pulled together (with the help of other mothers) a few additional ideas for Mums balancing between running a business and children at home.

Arrange work around your children’s sleeping patterns. (Work nights to leave your days free like Kylie). Sometimes this is not possible so plan activities, create a children’s office space beside you (get your children involved). Also pre-prepare tasty snacks to have on hand when you are on deadline.
Use an answering machine instead of always picking up phone calls and return the important calls later. You could also use other communication platforms such as email or Messenger where your clients can’t hear any noise.
Squeeze in quality work time before your family wakes up. Ouch, this one sounds tough, but my mother used to always tell me in order to actively get things done I needed to wake up at 5am.