Do you have a paper planner and Microsoft Outlook but can’t decide which to use?

The good news is, you don’t have to give up one for the other – you can successfully combine Microsoft Outlook with your paper day planner for a dependable and productive planning solution.
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Here is some practical advice for making them work together:

KNOW YOUR ROLES:
The Outlook and day planner relationship works best if you properly define the roles of each tool. Outlook should be your “master” scheduling device. You should maintain all time-sensitive data here. If it’s tied into your work network most appointments begin here already, and it offers terrific reminder features.

Your paper planner, on the other hand, should serve as your portable all-purpose tool. It works great while on the go or at your desk — just flip it open for access to your daily plan. (Outlook can be a distraction, especially while working in other computer programs.)

FOLLOW THIS DAILY ROUTINE:

•  Sync your day: Establish a time for planning your day ahead. Typically, I recommend the morning for this activity, however many enjoy planning at day’s end. Make it a routine by setting aside at least 15 minutes each day.
•  Review on paper: Run through your day planner and extract all task and appointment notes from the previous day. Input this information directly into Outlook, making certain to include start dates and due dates.
•  Important tip: Always reference in Outlook where the task or appointment request was found in your paper planner notes, in case you want to refer back later.
•  Process your email: Scan your past day’s messages and create tasks from those that require follow-up action. Simply open the message, open the “File” menu, choose “Copy to folder,” and select “tasks” from the drop-down menu.
• Another Important tip: Create new task subject headings that more specifically address the action required.
• Update your paper planner: If you perform this routine daily, keeping your tasks and schedules in-sync is a quick, reliable process.
  •   First, go to your Outlook task screen and copy into your planner the tasks you need and want to do today.
  •   Next, go to your Outlook calendar and update today’s appointments in your planner.
  •   Then, go to your monthly calendars and copy into your planner any schedule updates for the week and month    ahead.

NOTES TO REMEMBER:

• As you go about your day, use the tool that is most convenient. In other words, hand-write notes for new tasks and appointments if you’re using your planner for activities such as taking meeting notes, and create Outlook tasks and appointments if you’re reading email. As long as you perform the daily sync your system will be current.
• Printing out your Outlook schedule is the preferred choice of many. Use Day-Timer’s Print Your Own planning pages.

A FINAL THOUGHT:
Stick to your daily plan. As new urgent tasks arise through the email and conversations of your day, you must decide whether they take priority over those that you’ve already assigned yourself.
 
Day-Timer Spokesperson Jeff Doubek can be reached at jeff.doubek@daytimer.com

The benefits of feng shui are real. Click on the infographic to learn how to transform your work space from zzzzzzz (yawn) to zen. Or let's be honest, you are busy at work and don't have time to read the infographic. No worries, I'll summarize it for you:

1.  Add family photos and/or artwork.
2.  Get a cool lamp for extra lighting.
3.  Add a pop of color, like a rug with a fun pattern.
4.  Buy plants (an odd number).
5.  Clear clutter (see previous post, Organization for Dummies).
6.  Simplify your computer files, desktop, etc.
7. Placement matters. Face the door on a diagonal. 

Have a happy and healthy week!

Back-to-School season is a good time of year for all of us to get organized. I took the liberty (and channeled my former office worker self) to interview my friend, Hannah, who also happens to be a professional organizer. Did you know there was such a thing?! For those of us who are not-so-organizationally or spatially inclined, or are just plain messy, Hannah offers some great tips for my "duh" sounding questions:  

Me: I can't even see my desk because it's covered in stuff. Where/how do I start? 

Hannah: Start by sorting the easiest pile for you to trash or shred. This will make you feel accomplished so you avoid getting overwhelmed and quitting halfway through the organizing project.  I suggest finding a clear spot on your desk or the floor to lay your papers into categories as you sort.  This will help you visually see what you have before you start creating a filing system.  Be sure that your file categories make sense for your specific paper needs, and label your folders clearly.    

Me: Soooo much paper--how do I keep it in order?

Hannah:  Once you get a filing system set up and all of your papers in order, spend 5 minutes every day sorting and filing your current papers.  That way you won't get overwhelmed with growing piles of paperwork on your desk.  I suggest keeping a stapler handy to attach groups of papers as soon as you get them so they are sure to stay together.  Once or twice a year, reevaluate your filing system.  Determine what works, what doesn't work, and throw out files that are obsolete.  

Tip: Always open mail as soon as you get it and immediately throw out junk mail and any empty envelopes.
Tip: Reduce the paper flow and opt out of getting junk mail using handy apps like PaperKarma.

Me: I have a million pens-where do I put these?

Hannah: Get rid of some of them!  Spend 15 minutes testing them out, and only keep the ones that you like and that actually work.  It is surprisingly relaxing!  Then find a container to keep on your desk and resolve to never get more pens than can fit in that container.

Me: There is so much RANDOM stuff-staples, pushpins, stickers, tape, cards, etc. around. How do I find a place for these items? 

Hannah: If you have drawers, invest in some drawer organizers with multiple sections in a variety of sizes.  They are perfect for keeping your office supplies neat and organized.  If drawer space is scarce, find some desktop containers to contain your office supplies.  Be sure to purchase containers that fit your style- if you love them, you will use them!

Me: How do I know what to throw away and what to keep?

Hannah: Now that most documents can be accessed on a computer or online, it is not necessary to keep as many paper files.  As a rule, the IRS says tax-related documents should be kept for 7 years.  You can keep the following documents for a year or less: bank records, bills, receipts, and pay check stubs. Be sure to shred anything that has personal information!

Me: I can't see what's in my file folders. Help.

Hannah: If file folders aren't your thing, I suggest using horizontal desktop paper trays or mounted wall files.  Both are great options for visual people, as they allow you to easily see your files and access them quickly.  I like to use file folders for long-term file storage and these more accessible options for daily paper flow.  

Hannah Marsden is a Chicago-based professional organizer for Chicago Anytime Assistants, a company offering personal assistants that specialize in errand services, professional organizing, and moving and relocation.

By Avery Products Corporation

Haven’t filed your taxes yet? Neither have about 25% of other taxpayers. So, chin up. Take a deep breath. Then power through the process with these last-minute tax tips—and a little help from Avery.

Focus. Feel sharpest at a certain time of the day? Tax preparation requires concentration. And that’s especially true when you’re under pressure. So, work on your return when you’re peaking mentally. Snack on foods that fuel mental agility (such as almonds or walnuts), or boost your energy with a cup of green tea or coffee.

Gather that paperwork. Yes, it’s a pain. But, working on your return without first having all the necessary paperwork only makes the process longer. So, find whatever you need—which could include Forms W2, 1099-INT and 1098, as well as receipts for business, medical, real estate tax and charitable contribution payments. Use last year’s tax return to guide you. Make sure to only submit the forms and schedules the IRS requires.

Make organizing easier. Simplify the process of sorting paperwork by using different file folders for categories such as income statements, deductible expenses and investment information using Avery File Folder Labels.

Double-check your Social Security number. Believe it or not, many people incorrectly enter their Social Security number. This confuses the IRS—never a good thing. Besides, you’ll need an accurate Social Security number to qualify for credits, exemptions and deductions.

Make last-minute contributions. Many contributions must be made by December 31st of the previous year. But, you can often sneak in some tax-deductible contributions—such as IRA or Health Savings Account payments—before the April 15th deadline, and lower your tax burden. Check with your tax professional for more information.

Itemize. It’s tempting to just take your standard deduction when playing beat-the-clock with the IRS. But, itemizing could result in huge savings, especially if you’ve made large charitable, medical or real estate tax payments.

Sign the return. Sounds simple, right? Believe it or not, many taxpayers forget to sign and date their return. And that’s a problem. The IRS views an unsigned return as being invalid.

File electronically. Tax software speeds the preparation process, provides reminders about eligible deductions and catches most math mistakes. Many tax preparation companies offer free e-filings for basic returns, and the IRS provides free tax software to individuals who earn less than $60,000.

Ask for more time. Sometimes the smartest move is to request an extension. It’s better than rushing through your return, forgetting valuable deductions, overlooking required paperwork or making silly math errors. Filing Form 4868 usually gives you another six months to get your act together. You can also avoid late-payment penalties and possible interest charges by paying at least 90% of the estimated amount you owe. Can’t afford to do that? File for the extension, pay as much as you can and then set up a payment plan with the IRS.

Store in a safe place. Once your taxes have been filed, hold onto that paperwork. Keep your tax files in a protective storage container for future reference. Indicate what’s inside the container with Avery Full-Sheet Labels so they’re easy to identify at a glance. Use the free pre-designed templates on Avery Design & Print to create custom labels right from your printer in no time.

While Avery can’t figure your taxes for you, we can make the filing process simpler this year—and beyond. But don’t be too hard on yourself for being a tax procrastinator. It’s a busy world, and preparing your taxes may not be a priority for you. And, take solace knowing you have plenty of company. Just apply these tips to make the job a little easier…and then reward yourself when you’re finished!

See Twist OP quoted in SelfStorageFinder.com's recent blog post "Happy National Clean Off Your Desk Day" by  Stephanie Pasch


Messy desks cost money! Declutter your desk and increase your productivity with ideas and tips presented in this article from Constance Dunn,  Maeve Richmond and the DAFT Method from Mitzi Weinman.

Having your most used tools and references handy on your desk helps you work faster. Here are some ideas for fast and easy access to your most important reference information.

Follow these three principles for making your desktop an efficient work area: 
1. Make groups
2. Put in order
3. Keep close

Having things right at your fingertips makes you highly productive and feel totally in control. Use Colored SuperTab Folders in a desktop rack to hold frequently referenced material.

Make Groups
• Gather the materials that you refer to frequently throughout the day; phone directories, email addresses, lists, catalogs, schedules, prices.
• Group items by the way you will look for them, such as suppliers in one group, customers in another.
• Assign a different color SuperTab Folder to each group. 

Put in Order
• Place materials in SuperTab Folders using the appropriate category colors.
• Write the name of each type of reference on the oversized tab.
• Order the folders alphabetically within each color group.

Keep Close
• Put the folders in a desktop rack.
• Position the rack near your computer within easy reaching distance.

Order your Smead Colored SuperTab Folders today at www.twistop.com and your desktop will be efficient by the end of the work week.

The achievements of George Washington and Abraham Lincoln are legendary. A fearless general, the father of our country, against all odds, led his troops to victory over the British. Unpopular at the time, Lincoln is now considered among the greatest - if not the greatest - President of all time for ending slavery and forever uniting our land.  

Between Memorial Day, Flay Day and July 4th, summer is the time to pay tribute to their leadership, determination, and accomplishments, but let's also recognize another gift they demonstrated - their ability to effectively communicate.

While today's workplace "speech," looks a little different with presentation software, computers, and sophisticated audiovisual equipment, speech fundamentals remain the same. Here are four of their techniques that still work today.

1. Keep it short. No one ever complains that a speech is too short, but there's plenty of grumbling when it's too long. At 278 words, Lincoln's Gettysburg address lasted only two minutes, yet it's considered one of the most memorable, effective speeches ever delivered. At just 135 words and six sentences long, Washington's second inaugural address is the shortest in history, but it's sufficient time to accept the honor, reconfirm his commitment, and get back to business.

The bottom line: Avoid information overload. At most, your audience can retain three or four important points about your topic. Use up any extra time with a Question and Answer session where you can continue to reinforce your main ideas.

2. Know your topic, not just your slides. Our Presidents knew their topic well because they were personally involved in the events that were occurring. You, however, may need to present information that you're not as familiar with. Don't let it show. Study your topic. Learn everything you can. Ask others. If you only memorize your slides, you'll panic when someone throws you a curve ball question. Knowing your content gives you authority, credibility, and confidence.

3. Use language your audience will understand. Blame it on the internet and short attention spans, but it's more important than ever to use simple language with short sentences and phrases. Don't try to impress with over-complicated language or technical terminology. You'll alienate your audience.

4. Prepare. While Washington and Lincoln prepared with paper and pen, we have more tools at our disposal with PowerPoint slides, microphones, laser pointers, and various pieces of equipment. A great aid for creating and delivering your message, these tools can also trip you up during the presentation if you're uncomfortable with them. When a speaker fumbles with their equipment or it fails completely, everyone in the room feels the awkwardness. Avoid this with a day-before rehearsal to test everything out, create a back-up plan, and fine tune your talking points.

For more information on how to create a greater impact at your next presentation or wedding, talk to Twist OP.   

That handy paperclip in your office drawer enjoys its own special holiday on May 29.  Paper Clip Day.  The origins of this simple invention are a matter of debate.  Some contend that Johan Vaaler, a Norweigan, invented the first clip in 1899.  Unknown to Vaaler, the Gem Company in England was already producing the double-looped paperclip recognized by us today.

Even more marvelous than the origins of this ubiquitous device is the story of Kyle MacDonald and his one red paperclip.  In less than one year, MacDonald traded his red paperclip for a variety of random things until he ended up with a house!  Included in his swaps were a pen, a hand-sculpted doorknob, a snowmobile, a van, an afternoon with rock and roll singer Alice Cooper and a roll in a movie.  This all started in 2005.  At last he ended up with a small house on Main Street in Kipling, Saskatchewan in Canada in 2006.   Imagine what he could have ended up with if he had started with a stapler. 

For those of you who work out of a home office, now's the time to get clean.  With June bearing down, take a weekend or more to streamline your home office so there will be more time for summer fun. 

1.  Start with your papers - you really don't need all of it.  Figure out what needs to be saved for tax time and for how long.  Shred anything that is linked to your identity and recycle the rest.  File folders will make finding things a snap.

2.  De-clutter - remove everything that doesn't belong in your office.  Clothes, toys, photos - return it to the right place or owner. 

3.  Empty your drawers and files - shred, recycle and start a pile for duplicates.  Do you really need three staplers?

4.  Storage - if you don't have enough drawers or files make your own.  Cups are great for pencils and pens.  Clipboards can make great use of wall space - time to get creative.

5.  Clean - yes from the ceiling to the floor.  Amazing how much space there is when your desk and chairs are not covered in paper. 

6.  The proper chair - yes, if you are spending any amount of time in there you must think about comfort.  How's your lighting?  Think about what you need so you can be more productive. 

7.  Add a personal touch - family pictures, calendars are what makes it a home office.