This article was originally published in The Simplifer #60.

Article: 5 Little Steps for a Big Change

By Shawn Tuttle

“I say to you today, my friends, that in spite of the difficulties and frustrations of the moment, I still have a dream. It is a dream deeply rooted in the American dream.
I have a dream that one day this nation will rise up and live out the true meaning of its creed: ‘We hold these truths to be self-evident: that all men are created equal…’
I have a dream that my four children will one day live in a nation where they will not be judged by the color of their skin but by the content of their character.
I have a dream today.”

Martin Luther King
Address at March on Washington
August 28, 1963 -  Washington, D.C.

Over 40 years ago, the US Government passed the Civil Rights Act of 1964. To realize the vision of equal rights for all citizens through this act meant developing a plan which not only laid out what should happen, but also how to enforce it—knowing it would be met with resistance. Over time, there has been success and acceptance of the vision the act represented. And that act achieved its goal, more or less, in the jurisdiction it had control over—buses, water fountains, public restrooms, job hiring practices, and schooling.

The vision is enormous in scope—considering the deep, subtle reach of discrimination in our history—and not complete. It transcends race, economics, religion, and every other controversial subject we argue over. The Civil Rights Act was an important step toward the vision, but a lot of other efforts were and will be necessary to bring it to 100% fruition.

Change is tough; it takes work to reprogram entrenched habits. On a societal level, it took 40 years to go from relegating blacks to the back of the bus to seriously considering the campaign of a black man for president of the U.S.. Was it easy? No. Is it complete? No. Was significant progress made? Yes.

Compare this to making significant change on a personal level. Seems like it should be easier to move a single person than an entire society, right? But at the individual level, the change must happen personally—we can’t point our fingers at another person and say, “You need to change.” Whether societal or individual, change requires similar steps to move from one state of being to another.

Most people recognize that their life would improve if only they’d stop _____ (fill in the blank). Because it can be so difficult to change your long-time behaviors, understanding which part of the process to focus on will help you realize the change you want to see in your life. There’s even more benefit to your positive change, because you are not the only one affected. Improving your life brings you a little more happiness, and your happiness directly affects everyone you come into contact with.

Before continuing, take a moment to think of a big change you’ve wanted to make but are only getting grinding gears when you try. It could be to stop procrastinating, or to be on time for appointments, or to refrain from buying on impulse. Whatever yours is, let it provide the backdrop for the following ideas.

Steps for change

• Envision - see the image of yourself once the change has been made
• Plan - determine how you will deal in different situations
• Put into practice - put in your schedule, apply during your day
• Enforce - set up accountability with a coach, friend, or colleague, i.e. someone you won’t want to let down.
• Persevere - be aware of your efforts and push yourself when wavering

Let’s see how this might play out with an example involving procrastination:

Envision
Root your vision as a non-procrastinator deeply by imagining yourself getting your projects done on time. Whether the deadlines are imposed by yourself or others, see and feel yourself being timely. You may want to recall the feeling of a time in the past when you’ve completed a project as desired.
Example: Every two weeks I publish an article for the newsletter. Recognizing that completing the article has been farther and father back toward deadline day, this is how I’m applying steps for change in my own life. I’ll see myself completing my article the Friday before it’s due. I’ll feel the pleasant, light sensation of a big project successfully wiped off my plate. I’ll connect with the energizing feeling of being “on the ball!”

Plan
Knowing your habits means you can pinpoint situations in which procrastination exerts its magnetic pull. Choose one and sketch out a plan that would nip it in the bud. Break down your plan into smaller pieces to give yourself little toeholds as you climb the mountain. If you respond well to a reward system, then give yourself a little reward when you keep commitments with yourself.
Example: It takes about 10 hours to write an article, so I’ll break that up into one and two hour chunks leading up to that Friday. I’ll also include an additional 2 hours for make-up time or in case it takes longer than expected. I’ll break down the process into the following steps: research, brainstorm, outline, write first draft, discuss with editor, write second draft, complete with editor.

Put into Practice
There are some things that get done whether or not they are posted in the schedule: eating, emailing, and eliminating for example. (Was that too gross? ;-)) Then there are other things that are conveniently forgotten unless they have a place carved out in the schedule for them, like getting drilled at the dentist. Activities going against your regular tend to flow fall into the latter category, i.e. if it’s not scheduled, it’s not happening. Therefore, schedule the toughies. If possible, make them early in the day. This is inline with time management tool #58760 Section E: “do the hard things first”.
Example: Setting “two hours a day for article” as a goal is not enough. I’ll literally make seven one- and two-hour appointments with myself and enter them in my schedule. (Seven?!? no wonder it’s not happening on its own!)

Enforce
You may let yourself off the hook when “going it alone”. If that leaves you, well, not on the hook, then call in the troops for re-enforcement. Perhaps this sounds extreme; if so, answer this: “How badly do you want it?” If your motivation is high, then step out of your comfort zone and ask for help.
Example: I’ll set an appointment with my editor in line with the schedule mentioned above. I’ll also include this in my standing co-coaching call that I do with a friend every week.

Persevere
While I’m a big fan of “going with the flow” and “letting it be easy”, sometimes resistance to change takes pure will power to overcome. Sometimes the vision, rewards, or even accountability to another isn’t enough. During these times, maybe all you can do is acknowledge that the reason for these steps for change was important enough to commit to so maybe you should just persevere, trust that a new habit will form soon, and have faith that it will get easier down the road.
Example: If another opportunity arises that competes for the time slot I’ve dedicated to an article appointment, I may reschedule with myself as long as it’s on the same day. Then again, maybe I’ll bite the bullet and say no to the other opportunity—even if it hurts a little.

“Great things are not done by impulse, but by a series of small things brought together.”
- Vincent Van Gogh

Breaking down the process into these steps gives you built-in reminders for when you’ve fallen off track. Have you lost sight of your vision? Does your plan need tweaking? Do you need to get it back in your schedule? Do you need a new person to be accountable to? Do you need to take your commitments with yourself more seriously? You can see where to pick up again and where to focus your efforts to get going again.

As you struggle to make big changes in your life, remember: your improvement is the improvement of everyone. Your success is the success of everyone. Your happiness is the happiness of everyone. Just as we have all benefited from the changes resulting from Dr. King’s vision and the effects of the Civil Rights Act, we will all benefit from you being the change you want to see in your life.

—

Shawn Tuttle is founder of Project Simplify.

This article was originally published in The Simplifier #58.

Article: The Recipe for a Balanced Life?

By Shawn Tuttle

Balance. It sounds like a great idea: work doesn’t overtake your life, you have the time to develop good relationships with your family, and who knows, maybe you even make enough time to train for and run a marathon. (Not my goal, per se—but my kind of thinking. :-)) 

But what is a balanced life, really? I’d wager to guess that everyone has heard the popular term “work/life balance”. I’ve never liked the phrase. I mean, your work is a part of your life, is it not? I think what the term is trying to say is: balance what you want to do with what you have to do. For the most part, I agree with this concept. However it sounds as if there is some magical balance point to reach, after which all is peachy, when really it’s an ongoing dynamic. Just like if you enjoy a perfect meal; you will be hungry again…

Many have attempted Stephen Covey’s scheduling approach to balance, using Roles. Some have worked with coaches or gone to workshops to obtain a more satisfactory mix of work, personal interests, community and family activities. While there is success to be had balancing the proverbial food groups, where do your “cravings” fit in?

Let’s break it down. If you want balance, that means you want more (or less) of something than you have now. Do you actually have a desire for balance itself? Not likely. Wanting balance is usually a reflection of the desire to change the ratio of how much time you spend in different activities. What are you really wanting? What will motivate you to make changes? 

Note that these examples are stated in the positive (what you want) rather than the negative (what you don’t want).
- more free time?
- more vacation/R&R? 
- more quality time with family or loved ones?
- more community service?
- more experiences of calm and a quiet mind?
- more creative expression?
- more progress on your goals?

Identify what’s important to you that you aren’t getting enough of. Understanding your motivation will provide the juice to keep you moving toward your target. Go ahead and write it down to anchor it. 

To determine how to approach your goal, consider whether it’s an external or internal target you are aiming for.

The externals have to do with what you do. For example, activities such as playing the guitar or helping a friend put up a website. They also include things like a two-week vacation in Hawaii or a monthly weekend get-away. 

You’ll use planning and scheduling tools to increase the amount of time you give these. This is where tools like what Covey and coaches have to offer can help you thrive. 

The internals have to do with how you feel–kind of like cravings. They reflect the quality of your state of being, which includes: 
-care of the body through exercise and nutrition, 
-care of the mind through growth and monitoring thoughts, 
-care of emotions through self-healing, and
-care of spirit through meditation and expressing creativity.

Each of these are cyclical, and while you can strive to work with the cycles you understand (for example, setting a sleep or meditation schedule that feels natural), you know from experience that life happens. 

Say you desire more mind quietness. Somewhere between blank and active is the perfect amount of mental activity for you. You make time in the morning for daily meditation, but once done with your sitting time, how do you keep this calm state? Uh-oh! You stub your toe on the door jam and you have a conversation with your partner who’s feeling particularly cranky. Grrr.

Just as your stomach sends you to the kitchen when hungry, you can let the feeling of an agitated mind be like a craving that tells you it’s time to engage in a mind quieting activity. The only training you need to let this craving be recognizable like a hunger pang is to act on it! When your body knows that this signal gets that response, it will communicate with you in that way. 

Your response doesn’t have to be a big deal. It might be a few deep breaths, your favorite relaxation technique, or just consciously sitting quietly, doing nothing for a few minutes. Just as learning is more effective in small doses over a long period of time as opposed to one big chunk, catching the “craving” when it happens helps you grow your awareness of the balance you seek. 

Taking a combination approach to balance in your life can have outstanding effects. Working with both your external and internal experiences provides strong ammunition for making positive changes. By expanding the concept of balance from just what you do to how you feel, you can increase your chances of having that “perfect meal” every time you sit down to eat from the plate of life. Because remember, you will get hungry again!

—

Shawn Tuttle is founder of Project Simplify.

This article was originally posted in The Simplifier #57.

Article: Turning On the Easy Access Station

By Shawn Tuttle

Just think if all of your dishes, pots, pans, utensils, plates, and mixing bowls were spread all over the counter. You’d come in the kitchen for a bite to eat and hunt around for a fork. You just saw one over here earlier…where is it now? Not too practical, and hopefully, not too common. More likely, all of your kitchen things have designated places. You know where to put them when they’re clean, and you know where to go when you need something. It’s easy, right? (“Yes!”)

Shouldn’t it be that easy to deal with all the papers in your office? This one goes here, this one there… Then when you need one again, you know just where to look. It’s easy, right? Hmmm, I’m not hearing the same enthusiastic “Yes” on this one. While the physical shape of bowls and plates makes sorting in the kitchen easy, the nondescript nature of a piece of paper requires you to engage analytical skills to figure out where it should go.

We talked about dealing with incoming stuff in The Inbox Zapper. What this doesn’t address are the files and papers that end up scattered on your desk during the course of the day.

Many set up a file rack on their desk or put files in their desk drawer for quick access. Great idea for facilitating your work flow. However, my experience with clients’ offices is that these file areas have long ceased to be useful. Usually, they end up as a catch-all, with the files ending up there out of convenience, rather than intention.

Let’s reclaim a file space that’s within easy reach of your desk chair, establish its parameters, and set it up to serve you well. I call this the Easy Access Station.

Benefits
How does the Easy Access Station make your life simpler? It stores like things together for quick location and access. Because it’s so easy to get and retrieve files, it’s a cinch to keep your workspace clear and thereby focus on the project or task at hand. (And it’s that much easier to leave yourself with a clean desk for the next morning!)

Here’s how to set up an Easy Access Station:

1. Determine what to include.
   Which files are you currently using on a regular basis? Customized for your situation, they may include:
   - Current Project files for projects that you are actively working on. By active I mean this or next week, not sometime this month. You may have several files for large projects. Only keep the one/s you are actively using in the Station.

   - Cycling files capture repetitive or “cycling” information that you deal with all the time. These might include: 1-to-1 files (for a specific person), Bills to Pay, Bookkeeping to Enter (or give to bookkeeper), Upcoming Event Info, Receivables, Contacts to Enter, Pending, and/or a Someday/Maybe file for ideas you are considering but haven’t committed to doing yet. I also have a Movies file where I drop names of movies that people recommend or that I read about and want to see.
   (Note: Some of your cycling files could be digitized. No reason that you couldn’t have a movies list in a notepad, Word doc or spreadsheet. However, I like the ease of the hardcopy file because, for example, I’m dropping things in from the newspaper.)

   - Empty file folders for quick-grab access as you go through your inbox. Your newly-made file folders probably get filed in your main filing cabinet, not in the Easy Access Station, but you want the empties easy to reach.

   - Reference binder holds information that stores well on a single pieces of paper. Usernames and passwords, packing list, phone lists, travel log, etc.
   If scraps of paper and Post-its are the bugaboos of your workspace, then you’ll want to focus on the cycling files and reference binder.
   

2. Choose placement and container. 
   In the Organizing By Zones article, I talked about Zone 1 being the desktop and Zone 2 being within arms reach of your desk (and not on your desktop). You may ask, “I use these files daily, so why not put them in Zone 1 on my desktop?” You could–it depends on your situation.
   The important factor is that they are physically easy to access. Opening a door, drawer or lid, adds an extra hurdle to easy access. If you have a desk drawer, it must be really easy to open and close! If it isn’t, use that drawer for other storage and find another solution. Also, files should have room to breathe in their space, and not be difficult to pull out or put back in.
   Other factors to consider: How much free space is on your desktop? How much of an open-space feel do you want on your desktop? How much spreading out do you like to do? Do you have room for a file cart on wheels? Do you have a floor that a file cart would roll on? Would your workspace benefit from the extra drawer or shelf that comes with many file carts?
   

3. Label sections for easy finding. 
   Labeling also serves as a reminder that only these types of files are allowed here. The three recommended sections could be called: Current Projects, Cycling files, & Empty files.
   

4. Nurture the integrity of your Easy Access Station.
   Take a quick scan once a week for projects that are no longer current for you. This doesn’t necessarily mean that the project is completely done. What it means is that you won’t be working on it for a few weeks or that it’s out of your hands. Remove these files from your Easy Access files and, if they need to be kept, store them in their proper place in your filing cabinet.

Aside from selecting and purchasing your file container, setting up your Easy Access Station can be done fairly quickly. (Just remember to actually use it once you get it set up!)

Most people agree that working at a clean desk feels better than working at a desk cluttered with papers and files. The Easy Access Station makes switching between projects easier because your current files are within arms reach. It also provides a home for the somewhat random information that tends to clutter your desk. Having less on your desk makes it easier to focus on the task or project at hand. So set up your station, monitor it weekly to keep it current, and enjoy your clutter-free desk!

—

Shawn Tuttle is founder of Project Simplify.

This article was originally published in The Simplifier #54. 

The Inbox Zapper

By Shawn Tuttle

Disorganization is frequently a mass collection of decisions waiting to be made. Consciously or not, the unanswered questions “Where should I put this?” and “Where is _____ ?” and “What needs to happen first with this?” result in mail, files, and papers strewn on your desk, floor, and every other horizontal space available. These amorphous lumps of questions sit around in piles for weeks. Since we tend to avoid the things we don’t want to do, like clear out a monumental disaster area, and the single next step isn’t flashing in neon lights, the weeks stretch into months.

Facilitating your quest for more ease, efficiency, and an organized office, an effective inbox system simplifies your workflow in several ways. In addition to providing a smart destination for incoming papers, engaging the following thought process sharpens your decision-making skills. Making quick and effective decisions minimizes the time you spend on low-priority activities.

Let’s make dealing with your incoming info as simple as possible. The process described below sounds rather simple. Don’t let that fool you. The power of the “Inbox Zapper” isn’t in the step-by-step actions taken, but in the thought process which sharpens and focuses your mind.

Think about a successful executive type. Do you think they labor and mull over what to do with and where to put pieces of paper? No! They make rapid decisions about the minor things and save their brain juice for (or delegate) the complex things.

Here’s a little secret: if you were to hire me to organize your disaster-zone office, we’d follow this same process with your backlog of papers and out-of-place items.

It’s very simple once all the parts are in place. Keep in mind that what you are developing is a swift and decisive thought process. The containers have to be in place in order to get through the process. You can go to the video store, rent a DVD, come home, and put it in your DVD player, but it won’t do any good if the DVD player isn’t connected to the TV. Every part is essential for success.

My flow chart is inspired by David Allen’s “workflow diagram-processing” in his book Getting Things Done. The difference? This version is simpler and geared for the self-employed person who doesn’t have anyone to delegate to.

The basics: all incoming papers collect in your inbox. In a block of time dedicated to this activity, you zap each item in the inbox—meaning, you identify what it is, determine what needs to happen with it, and move it to the next stage of its cycle.

Zapping the inbox

This is a mono-tasking activity that should be done once or twice a week so that nothing gets “stale”, or worse, overdue. When you stay caught up, zapping your inbox should only take 15-30 minutes. It’s a mono-tasking activity because you want to give your brain the freedom to go into decision-making mode without distraction.

Steps to follow:
(See—and print out—our handy chart to help with this process.)

1. pick up the top item in your inbox
2. identify what it is
3. answer the question, “What do I need to do with this?”
   1. if it is outdated or unnecessary, recycle it 
   2. if it represents a quickie action (2 minutes or less) do it right now
   3. if it is informational and should be kept, file it (meaning file it, not put it somewhere to file later)
   4. if it represents a longer than 2 minute action, identify the next step, write it on a stickie or on the paper itself, and put it in your take action folder. Critical items that must be done today or tomorrow go in a HOT! take action folder.

Those four options will cover the majority of what passes through your inbox. The remaining items may ask for a little creativity. Some of the additional destinations that have come up for clients include:

• an “upcoming events” folder for maps, reservation info and directions, 
• name-specific folders for items that go to a single person, for example, “For Jim”, and
• a memorabilia folder for items that have sentimental value 

Tips for increased success:

#1 Focus 
Pick up and deal with one, and only one, item at a time. Doing this keeps your mind focused on the task at hand which in turn gets it done faster and easier.

#2 Top item next
While it may be tempting to dig through for the “easy” items, maintain the discipline of always picking up the top item. 

#3 Use the inbox as an inbox only
This is simply a designated place to put new incoming papers. It is only for papers and info waiting to be dealt with. 

#4 Easy filing
One of the assumptions which allows this process to flow quickly and efficiently is that you have your filing system under control. When your filing system is under control, naming new files is easy because you are already in the mindset of “Where would I look for this when I need it again?”

#5 Pick up the pace
Keep a Donald Trump attitude through this routine—quick and decisive. Each item should be in your hands for a maximum of 2 minutes. Drop the “what ifs”! You’ve been managing your work long enough to know what’s up with each thing.

Habits to keep the inbox pile small: 

#1 Sort mail
Establish the habit of sorting your mail as soon as you bring it into your office–it literally takes less than a minute to do. 

• Throw junk mail in the recycle bin. (Be tough on the junk mail—no “well, maybe I should see what they have to say…”. Instead, think: “Would Donald Trump waste his time reading this?” If not, toss it. As a precaution to identity theft, remember to put the credit card offers through the shredder.)
• Put bills in your “bills to pay” folder or tray. (By pulling the bills, you give yourself the best chance possible to pay them on time. This is the easiest way to build good credit and avoid late fees.)
• Put magazines in your “to read” area or container. 
• Drop the rest in the inbox.

#2 Dispose of meeting paraphernalia 
Agendas, minutes, reports, and general info from meetings are predictable–they go to the same place each time. These steps should take less than five minutes. 

• Add action items to your ToDo list, (time permitting; do the quick phone calls and emails).
• Put pending items in your pending file.
• File agenda and minutes to the project file or binder. 

Soon after I began processing my inbox this way, I noticed that my office was staying more clutter-free without me thinking about it. This was in part due to the consistent use of the inbox. Even better, the thought process had leaked into other activities, like straightening up at the end of the day. For a while I even had the feeling that this was too easy, that things must be falling through the cracks—but they weren’t. Things were just ending up where they needed to be more quickly, and the “quickies” were getting done sooner. The mass of decisions waiting to be made had dissolved without my noticing. 

Developing an effective and disciplined system for handling your incoming paper work will not only improve the physical organization of your office but will also train you to think more clearly and make better decisions. Talk about simplifying the office experience! 

—

Shawn Tuttle is founder of Project Simplify.

This article was originally published in The Simplifier #55. 

Organizing by Zones

By Shawn Tuttle

Have you ever seen an office that looked like a hybrid of workspace, library, thrift store, and office supply store got caught up in a tornado? (I’m sure not your office, but maybe a “friend’s”?) Whether the office looks like a victim of an extreme weather pattern or is just a little messy, you don’t need to send in a Katrina clean-up crew to get your office back into order.Is there rhyme or reason that can be applied to your workspace (besides “just put stuff away”)? Just where should things go? Let’s take a quick jaunt away from the office for inspiration.

There is a system design tool called permaculture which is based on observation of the natural world . The founder of permaculture, ecologist Bill Mollison, wanted to develop sustainable human habitats. He designed systems that could produce a high density of food and materials with minimal input—in other words, maximum effect for minimum effort. His broadly-applicable organizing principles usually refer to designing a homestead. However, the first time I read the introduction to the permaculture “bible”, Permaculture: A Designer’s Manual, the nascent organizer in me felt the heavens open up in splendor. I don’t know how many permaculturists dedicate thought to sustainability of human energy in the office, but it sure makes sense to me!

The permaculture philosophy provides principles, methods, and ethics that can be applied to any situation. The principle we’ll be dealing with to help us organize the office is: zones.

Zone-ifying, Project Simplify style: The more something is used, the closer it should be to you. Simple! Combining this principle with the organizer’s adage “everything in its place and a place for everything” means that things are easy to put away, you’ll quickly reach what you need when you need it, and your work flow interruptions will be minimized.

The first action on a budding permaculturist’s list for a new site is observation. Ask yourself: How do I work? What do I use and how often? What’s often missing when I need it? What’s difficult to reach? Then go through the following guidelines and see how you can streamline your office space.

The Zones

Zone 1
Your desktop; reserved for highly functional, easily accessible, and most-frequently-used items.
    -Preferably, no drawers or small doors to deal with when reaching for these items.
Suggested items: pens, a sharpened pencil or two, markers and a highlighter, stapler, paper clips, Post-its, telephone, calculator, a few binder clips, return address stamp, scissors, letter opener, tape, staple remover.

Zone 2
Within easy arm’s reach of your chair and used regularly.
    -If drawers or doors are necessary, they should be easy to open and close.
Suggested items: trash can, recycle bin/shredder, hole punch, printer, misc. papers and labels, mail supplies, inbox, phone book, useful industry resources, reference binder, workflow files. (Workflow files can include frequently used files like those for current projects, upcoming events, and “take action”. The reference binder might include usernames and passwords, phone lists, computer instructions and other helpful information.)

Zone 3
In the office; need to get out of the chair.
    -Organizing containers can be very helpful for arranging items to maximize use of this zone.
Suggested items: filing cabinet, extra and infrequently-used supplies and papers, computer/printer supports, infrequently-used industry resources and books, docking station for rechargeable devices, fax machine. Accessibility is important because the harder it is to access something, the less likely you are to put it away.

Zone 4
Out-of-office storage.
    -Could be anywhere as long as it’s clean, dry, and out of the way.
Suggested items: boxes of archived files (well-labeled, of course!), additional filing cabinet for old files that aren’t quite ready for the recycle bin.

What to do with those hard-to-use office tools like fickle hole punches that accept one or two papers at a time, office equipment that may have worked at one time but no longer, pens that barely write, or mysterious office supplies whose purpose is unclear? Those go to the “Outta-here!” zone. (Try freecycling them, or donate to a thrift store.)

Of course the above guidelines will vary depending on your situation, size of desk, office layout, regular work habits, etc.  For example if you use a fax machine frequently, it might be in zone 2.

The author does “the zone thing”
Here’s what happened when I applied the zone approach to my files:
– I have no file storage in zone 1 (although some people do).
– I purchased a file rack on wheels for easy view and reach for zone 2.
– I had two filing cabinets. I brought the better one to zone 3 and put hanging file racks in the drawers.
– I took the clunky file cabinet to zone 4 (the basement) and didn’t bother putting hanging folder racks in it. This cabinet is mostly for archived client files, office equipment documentation that I doubt I’ll use, and journals.

Overhaul techniques
If your office is a mottled mix of stuff in all the zones, taking the time for an overhaul can be incredibly rewarding. An overhaul can be done fairly quickly once you’ve planned out what goes where. The key is to create an ideal blueprint of where things should be and then apply that blueprint to the reality of your office.

1. Create blueprint
       – Write 4 lists, one for each zone.
       – Using the zone parameters above, include items that “belong” in each zone according to your habits and usage.
   
2. Apply blueprint to reality
       — For  minor overhauls, take one zone at a time. Pull out anything not on your list  and insert anything missing.
       — For major overhauls, again, take one zone at a time. Pull everything out of that area. Put back only what belongs.
       — Make a list as you go along of organizing supplies that would make each area more easy to use.

Observing the natural world’s systems, as practitioners of permaculture recommend, provides a rich source of guidance for organization. An organized space helps you create the maximum effect with minimum effort. Your workspace should support your creative thought efforts, not drain your energy by forcing you to look for things and wade through useless stuff. Looking at your workspace in terms of zones makes it obvious where to put things, based on your work habits and the tools you use. Make your life easier by giving things a home that makes sense! You’ll be amazed at how much easier it is to keep a tidy office.

—

Shawn Tuttle is founder of Project Simplify.

This article was originally published in The Simplifier #56.

Article: Developing 80/20 Vision

By Shawn Tuttle

Who’d have thought that an Italian economist born in 1848 could have big impact on your life today? Stemming from the observation that 80% of income in Italy went to 20% of the population, Vilfredo Pareto’s “80/20 principle” has influenced the business world since it was rediscovered in the 1940’s. This principle states that for many events, 80% of the effects come from 20% of the causes.

Nowadays, this rule is observed in all kinds of areas:

Social - 80% of your time is spent with 20% of your acquaintances.
Clothing -  You wear 20% of your clothes 80% of the time.
Quality control - 80% of the problems stem from 20% of the causes.
Gardening -  20% of peapods produce 80% of the peas
Service business - 80% of your business comes from 20% of your clients.
Your work - 80% of your results are produced by 20% of your efforts.
(Be sure to take these percentages with a grain of salt. Whether the numbers work out exactly, the point that the majority of output is the result of a relatively small percentage of input is widely accepted.)

Simplify with 80/20
Translating the principle into a useful tool, you can apply the 80/20 rule to increase happiness and success. How? Through focus, elimination, and choice. This combination forms a fantastic tool for the dedicated simplifier!

Focus
There are so many ways that focusing on the right activities produce the greatest results. Let the 80/20 rule serve as a measure by which to evaluate your activities.
For example:

If 20% of your offerings produce 80% of your business income… how can you make the most of those? Can you drop the rest?
If 20% of the activities you do produce 80% of your results… which of the rest can you delegate to employees, contractors, or consultants?
If 20% of your Todo list represents 80% of your highest priorities… which of the remaining tasks can be crossed off undone?

By evaluating your how you spend your time and on what, you can do more by doing less.

Elimination
Clutter is anything in your life that isn’t useful or enjoyed. Whether clothing in your closet or items taking up shelf space, if it isn’t enhancing your life, it’s in the way.

If 20% of the things in your house give you 80% of the satisfaction you feel in your surroundings… what could you get rid of?
If you wear 20% of your clothes 80% of the time… what could you send to the thrift store?
If you eat 20% foodstuff in your kitchen 80% of the time, what might be a candidate for donating to the food bank?

In other words,  you can increase enjoyment of your home by surrounding yourself with the stuff you use and love the most, and shedding some of the rest.

Choice
Setting high expectations adds to the pressure of a busy schedule. Looking at the 80/20 rule from a different vantage, as suggested by author Seth Godin, if 20% of your efforts get 80% of the job done, and if 80% done can be considered enough, then you can let the rest go.

If a 90-100% clean house is for guests… is 20% effort for an 80% clean house enough for daily living?
If 100% effort for clients sets you apart as a stellar consultant… is 20% effort for 80% completion of day-to-day details enough for running your business?
If you love painting with watercolors and give 100% to that activity, what can you give 20% to for 80% completion so that you’ll have more time to paint?

Acknowledging that some activities are big contributors to your well-being, while others have little consequence can be a challenging experience. However, by choosing what you can lower the bar for in your life, and determining what you want to keep the bar raised for, you’ll make more time for what you love.

Whether applied toward clients, clothes, or just about anything else, developing “80/20 vision” sharpens your focus on what’s important to you. Futurist Joel Barker points out that “vision without action is a dream” while “vision with action is making a positive difference.” Zoom in on the most productive activities in your life and eliminate the things that no longer serve you. Choose when to give your all and when to conserve your resources. Let your 80/20 insights guide the way for a positive difference in your life.

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Shawn Tuttle is founder of Project Simplify.

This article was originally published in The Simplifier #53.

Article: The Resolution - Simplified

By Shawn Tuttle

What New Year’s resolutions have you set in the past? Lose a few pounds, quit smoking, help others, get out of debt, perhaps? How often do you hear success stories for these big year-end goals? Not often. The process of making New Year’s resolutions seems to be hit or miss, mostly miss.

What seems to happen is that a wishful idea is verbalized to oneself, “I’m going to get in shape!” and one or two things are done to support this idea, for example a health club is joined, and then nothing else happens. The breakdown? A goal of that magnitude deserves the full planning process—and stating the goal is only the first step!

But jeez, the New Year’s resolution is made in a mood of reflection and imagination of how life could be different, not in the mode of analytical-brain figuring out timelines, resources, and benchmarks! Besides, the traditionally-hectic holiday months probably aren’t the best time for these anyways.

The Resolution Simplified

It doesn’t matter if you smoke, are 30 pounds overweight, and don’t have any friends. You can amplify the positive in your life, and even better, you can start right now, even if it’s still 2007. In fact, using a plan-free resolution will make those other self-improvement projects easier! If you’ve had less than great success with your New Year’s resolutions, then try making one that doesn’t require planning.

Plan-free resolutions don’t require major productions and yet they have lasting effect. You can bring more joy and happiness into your life by choosing a “fragrance” like appreciation, gratitude, or friendliness and applying liberally.

Resolution is defined as a determination, a firmness of purpose. If your intention has to do with improving your life or the lives of those you touch, you’ll have the greatest impact by being more appreciative, more grateful, kinder, or more friendly. Connecting with others through these heartfelt attitudes can have powerful and transformative effects.

You don’t need to set benchmarks with these resolutions, or spend money, or interact with exercise equipment. You don’t even need any will power! All you do is remember your resolution to, for example, have more patience, and adopt it in your life. That’s much easier! Save goal setting and the planning process for another time. Choose your fragrance(s) for the year and let it infuse your self, your thoughts, and your life. Then the next time you are driving on a 2-lane road stuck behind a “Sunday driver” cruising sub-speed limit, choose a response consistent with your resolution, and be patient.

Goals mean planning

This isn’t to say don’t set goals. Challenging yourself to improve your life through setting goals can be an incredibly powerful process. Quitting smoking, losing weight, getting out of debt—those are big goals. As such, don’t underestimate the magnitude of taking them on. There’s a time and place for everything, and big goals require big planning. Setting yourself up for success to achieve big goals means acknowledging the process, and tackling them when you are ready to go all the way with them.

Time for a change?

You’ve heard the old adage, “if it ain’t broke, don’t fix it.” Conversely, if it ain’t working, don’t do it!

If the resolutions you set for the new year usually last until, say, New Year’s Day, then change your strategy. There’s no law that says a resolution has to be one way or another—it’s entirely up to you. If the conventional resolution structure isn’t serving your needs, try the plan-free resolution approach—or another approach of your own design.

Endings and beginnings

I see myself standing at the edge of a cliff. Looking back at the path that led to this point, I smile at the hills and valleys dipping and rising behind me. I turn to look out into the expanse, wondering about the trail of this coming year. Will it be rocky and steep? Smooth and level? What new terrain will there be to explore? What unanticipated challenges will arise?

I desire to step lightly into the new year—a lightness reflecting the pleasure of being on this journey. Obstacles in the path will be dealt with, mountains will be climbed, and rivers crossed. Laughter and joy will outweigh the sweat and tears. Successes will be celebrated as I choose the most interesting path up the mountain. I lift my foot and step forward.

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Shawn Tuttle is founder of Project Simplify.