• Are you frustrated and overwhelmed by all of the emails in your inbox?
• Do you have trouble finding information when you need it?
• Are you frequently scrambling to get something done at the last minute because the email got buried in your inbox?
• Do you spend too much time drowning in emails and not getting things done?

The amount of email we receive has increased exponentially over the past few years, especially if you have your own business. And we are expected to read every single message! I have heard of people declaring email bankruptcy, but that’s really not an option (and it doesn’t really address the problem either).

Here are just a few things to help you make the shift from email overload to email under control…and maybe even inbox zero.

1. Insanity: Doing the same thing over and over again and expecting different results.- Albert Einstein
If you don’t make any changes to the way you look at, review, think about and act upon (or don’t act upon) your email, then how can you expect different results? Open your mind to a new way of thinking about your inbox, when to check it and how to process it. Consider that finding the perfect system can sometimes be about experimentation and tweaking.

2. Set up a system. I am sure you have all heard what SYSTEM stands for…it is a process or set of steps that can Save You Stress, Time, Energy and Money. It doesn’t have to be complicated. In fact, the simpler and more repeatable it is the more likely you are to be successful with it.

3. Streamline and update. Technology changes…and quickly. But it’s actually the technology that is slower to change that we have a more difficult time recognizing and changing.

Email folders are the prime example. How much time are you spending moving your emails into separate folders so you can access them later? And do you still have difficulty finding what you need? Why spend so much time on maintaining something you are not likely to use? I am sure you have heard of the 80/20 rule (Pareto’s Principle) which infers (loosely translated here) that you will only refer back to 20% of what you file. That means 80% of what you spend time categorizing and moving around will never be referred to again.

This is just the beginning…If you are interested in learning more on how to tackle your email overload, I have created a Detox Your Inbox Teleclass series. The first of which is a free teleclass this Thursday, June 5th, sign up here.

Last night I went to the opening of Sex & the City with some girlfriends at the Georgetown Theater. I had never been to that theater before but it was not difficult to spot with the hoards of women dressed to the nines congregated outside. Without giving too much away to you die-hard SATC fans, I thought I would share the organizing lessons derived from the movie. (Yes, I see organizing everywhere!)

Aside from the obvious lesson that came before the movie even started (purchase your tickets in advance!), there are actually some key points illustrated by SATC.

If you’re a fan, you may be familiar with Charlotte York, who is the organized one, primped and proper and always perfectly appointed and arranged. But I want to emphasize that you don’t need to be perfectly arranged and ordered to be organized. While this approach to living may be aesthetically pleasing, many times it requires too much effort to maintain and it isn’t truly an indicator of how functional a space is. I believe it sets you up for failure- if you can’t be perfect (and nobody is) than you can’t succeed. The best solution is truly a marriage of form and function.

I was in agreement with Charlotte when she pulled out her organizing tools: post-its and a marker and color-coded them according to what to toss and what to take. My two most frequently used organizing tools include: 3″X3″ Super Sticky Post it® notes & Retractable Sharpies® (I stick with black ink). Super Sticky Notes® stay put and this feature comes in very handy when labeling and organizing boxes and piles, etc.  (For you SATC fans, I do not recommend using for break up notes.)  What good is it to label it only to lose the label? You may choose to take it a step further by using the stickies to color code items, but don’t go crazy here. Keeping it simple with higher level categories like green for keep, yellow for donate and red for toss will make your system more effective. Although, I find that this is usually supported by they type of container used i.e. recycle bin, trash bag, boxes for sorting, etc.

I also love my retractable Sharpies® (no cap to mess with or lose in the shuffle) that help make the super stickies a great label that can be read from a distance. You would be surprised how much of a time saver this can be (yep, I’ll say it again- never underestimate the power of labeling).

The next scene has Carrie donning a succession of iconic outfits as her friends help her decide what goes with her by holding up ‘Toss’ and ‘Take’ signs. Sigh…If only it were that easy. Although, this is a great idea if you are stuck and need to winnow down your wardrobe. Invite a couple of friends over, provide some snacks and beverages and have at it. Play some music and make it fun- yes, decluttering your wardrobe can be fun!

Oh, and seriously, packing Carrie’s apartment and wardrobe (don’t forget the shoes!) into thirty-eight boxes- doubtful! Regardless, I’m glad I got to see the movie on opening night and it was fun to experience the full-on fabulousness that is Sex & the City- both on and off screen!

After all, it really is about “love and labels”!

photo credit: angermann

The best way to remember your password is not to rely on your memory at all!

Up until recently, I have relied on my memory to remember my passwords and it has become increasingly difficult. As internet security becomes more sophisticated, every website you visit and account you have requires a username & password. Some user accounts require you to update your password on a regular basis and even getting your username correct is becoming a gamble! This is because companies all create their own policies, naming conventions and definition as to what is secure enough.

So, finally, I bit the bullet and downloaded a password manager- and I love it! For those of you who haven’t made the jump yet, I have some tips to share. If you are currently using your contacts, word or excel to store this information, I urge you to quit that practice immediately, if not sooner. Here are some things to consider when selecting a password manager:

1. Online vs. Desktop Software- Since I am very rarely without my laptop, I don’t have a desire to store my passwords online, however, if you work from numerous workstations, you will want to consider this distinction as a number one priority or if you have a smartphone, see #5 below.

2. Store additional account types and information- Some password managers only allow you to enter usernames and passwords. I always look to consolidate functions and some are better than others at managing credit cards, bank accounts, SSN’s, insurance, prescriptions, etc. and some even allow you to create your own fields to store and label desired data (you know how I feel about labeling- never underestimate the power of labeling).

3. Export/Backup- Just like anything else these days, if one is good, two is better, right? OK, so I don’t necessarily agree with that theory but in this case, having a backup is always a wise idea.

4. Autofill sign in feature- A good password manager will allow you to enter all of the necessary info in order to launch and login to the desired site with the click of a button.

5. Software for your Smartphone- If you have a Smartphone, this feature can pay dividends, especially for the storage and retrieval of information other than pw’s…You can retrieve everyone’s SSN,

Oh, and of course, you need to consider the software’s password protection and security- but that’s a given!

I can’t believe that I waited so long to do this. It has been a time (& energy) saver when my memory is a bit fuzzy or it’s an account that I only access occassionally. I did an initial brain dump of my usernames and passwords but I have also been adding as I go and I am shocked by just how many accounts I have to keep track of- it’s no wonder I was having difficulty remembering.

If you don’t have a password manager (or am I the only one), would you mind sharing the reason? I know my reasons and I will share and explore the bigger meaning behind them in a future post…

Well, today is Memorial Day, Monday, May 26th, 2008 and to many of us that means three-day weekends, backyard BBQ’s, family gatherings and of course, the unofficial start of summer. Most importantly, though, Memorial Day is a day to remember and honor our nation’s war heroes.

Today, my husband and I visited Arlington National Cemetery where we witnessed the last Changing of the Guard ceremony of the evening for the Tomb of the Unknowns. On this special day, we were honored to be present to remember those who gave the ultimate sacrifice.

Let us also honor those who have served or continue to serve our country. The month of May is designated by Congress as National Military Appreciation Month, but we can show our gratitude all year long. Our service men & women need to know we appreciate their contribution and sacrifices in protecting and defending our nation’s freedom. So, if you know someone who is retired military or active duty, please thank them for serving and protecting us.

I hope you had a safe holiday weekend!

photo credit: Billa

Having moved to a metro area in an entirely different state, I have definitely had some challenges getting around. And, yes, I do love my GPS (we call her ‘Gabbie’) but on a handful of occasions she just doesn’t come through for me. I was reminded of some 411 services recently that I thought I would share with you.

1-800-FREE-411- I have tried to use 1-800-FREE-411 in the past but the automated system didn’t understand what I was saying. I don’t think my Long Island accent is that thick- is it? Free, but not very useful.

1-800-GOOG-411- This free service helps you to quickly connect with local businesses- and it is soooo easy to use. OK, at first glance it’s similar to most 411 services. You dial the number and tell the automated system what city and state you are looking for. But, wait, if you know the zip code you can actually type it into the phone. Then, you tell the system the business name or category and they will find matches for you. Once you make your selection, you will be connected- for free.

And if you use your cell phone, you can say the words “text message” and you will receive a text with the business info. They even take it a step further for phones that have internet capabilities. Just say “map it” and GOOG-411 will send you a map of the business. How’s that for cool and convenient? Especially when you are driving- not that you would ever dream of it, but it prevents you from having to grab a pen and paper to write down the number while you are driving.

Google SMS- I don’t recommend this while driving…If you are looking for a business, just send a text to GOOGL or 466453 (that’s it- just six numbers) with the business name, city and state and you will receive a matching address and phone number via text within seconds. And, most newer mobile phones will allow you to dial directly from a phone number in a text message. You can get information on movie times, weather, directions, glossary, currency conversion, and the list goes on…and it’s all for free. Ummm, except your carrier may charge you.

Check out the links to watch a demo or find more info about what they can do! Do you know of any more free, fast 411 services? I’d love to hear about them.