Welcome to The Simplifier, brought to you by…

Contents:

1.  A Note From Shawn
2.  Our Featured Quote
3.  Article: Systemizing Made Simple
4.  Your Simplification Tip
5.  In the News & On the Web
6.  Featured at ProjectSimplify.com
7.  Keep Smiling

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1. A Note From Shawn

I remember when my dad took me out to the garage one Saturday afternoon before packing me off to college some 300 miles away. He showed me how to change a tire. I felt so empowered! I knew what tools were needed, the order of steps, and what to watch for. It was as if an invisible and mysterious process had been magically revealed.

Of course, once you take something for granted, it no longer feels magical. Such as it is. But then, in the context of business systems, we seek reliability and efficiency rather than magic. Again, such as it is. Maybe it would feel like magic, though, if you were able to look back over the last month and see that all the admin duties had been taken care of without a thought! The magic bean: systems.

Actually, no magic. Just an ability to be present and let the step-by-step actions happen. Whether changing a tire, preparing for a new client, going and being on vacation, or setting up a system to make your life simpler—enjoy the process, enjoy your life…

…and enjoy this issue of The Simplifier! :-)

-Shawn

2. Our Featured Quote

“The sculptor produces the beautiful statue by chipping away such parts of the marble block as are not needed - it is a process of elimination.“

-Elbert Hubbard

3. Article:  Systemizing Made Simple

By Shawn Tuttle

Use it or lose it. 

Systems can give you peace of mind and relief—if you use them properly.

Happily, systems get easier and fade more “into the background” the more you use them. Do you think about the system of checking your voicemail and recording messages? Probably not. It’s so simple! After calling a specific phone number, it’s designed to walk you through entering your passcode, deleting or saving messages, changing your message and so on. After using it a few times, its so easy that you don’t need to wait for the prompts, they become second nature.

A good system does just that, become second nature. It manages a segment of information for you such that your mind is free from wondering how to manage that information.

I’ll lay out the steps of creating a system and then do a simple example. My goal is to share the problem-solving mindset that you can apply to creating needed systems in your specific situation.

1. Identify the need
2. Identify the essential components
3. Find useful tools/technology
4. Assemble/create accompanying documentation
5. Determine where the new system lives
6. Document the system so that someone else could easily follow it
7. Use your system, and improve upon it

EXAMPLE
I have an extensive library of interesting and informative books. I like to share them with others but want them back for my own reference or to lend to someone else.

Currently, I’m tracking in my head and on scattered scraps of paper who has what book and about how long they’ve had it. How would I go about creating a system that will get the task out of my head, while still ensuring that it gets taken care of?

1. Identify the need

I can’t remember who I’ve lent my books to. I’d like to be able to reference them when needed, and I’d like to lend them to other people.
Basically, I want to track who has which of my books.

What to watch for:

• Where is a trouble area of disorganization?
• What situation would be relieved by a system?
• What information are you storing in your head (i.e. reference information that you want easily accessible but not in the way when you don’t need it)?
• What repetitive process do you constantly “recreate the wheel” doing? i.e. you’ve done it before, you’ll do it again—shouldn’t it be any easier?!?
• Your need should be stated and specific—it will help to shape your system.

2. Identify the essential components

What specific information should I keep track of? I begin with the bare minimum to answer my stated goal: Who? and Which books?

Essential information:

• name of book
• name of person who borrowed it

Then I brainstorm additional info that may be useful. I can include some, all, or none of these in my system. I write them down now and decide later.

Extra information:

• when did I give it to him/her?
• borrower’s contact info
• do I absolutely want the book back?

Additional considerations:
You know yourself best. Do you prefer minimal info, or more details?
Are you likely to keep up with more or less info?

3. Find useful tools/technology

The options for this step in our example revolve around a tracking method. Most obvious choices are hardcopy (i.e., paper) or digital. Since a computer file can easily become an “out of sight out of mind” casualty, I’ll only use this option IF I already track lists on my computer and had immediately responded, “I’ll track that in Excel.” If, however, tracking it on the computer means acquiring a new habit, forget it. Hardcopy is quick and easy. 

Additional questions: 

• What have others done to track this type of info?
• Are there pre-designed solutions available? Are they worth investing in, i.e. time learning and money acquiring? Is a freeware version available?
• The technology choice must actually make system easier!!

4. Assemble/create accompanying documentation

Choosing hardcopy makes this very easy - all we need is paper and pen.

Here is the chart drawn up. I chose to include the two essential items, and two of the extra items.

Name of Book	Borrower’s Name	Phone or Email	Date Loaned
1.
2.
3.
etc….

Since I like my forms neat and clean and Excel is an easy program for me to use, I’ll type this up and print it out. (By the way, this form has already been created and is available as the “media check-out form” on the Project Simplify Freebies and Downloadables page.)

Other questions to take into consideration:

• How frequently is the info needed?
• Safety measures, i.e. is back up needed? Are supporting systems needed to insure continuity? How often does it need to be done? When is the best time for it to be done? Is there an action that triggers the process?
• Do system reminders need to be incorporated into your daily/weekly/monthly schedule?

5. Determine where the new system lives

Contextually, it gets used when you lend a book therefore, you can store it in a labeled folder on a bookshelf (if all your books are kept in the same area). Another option, and this is where mine actually does live, is in the reference binder—that handy little binder that stores the lists and forms that are frequently used. (Read about creating a Reference Binder here.)

6. Document the system so that someone else could easily follow it

One of the tricks to decrease this step is to make your system, in this case form, as self-explanatory as possible in Step 3. If an assistant were to pick up the form, would they know what it was for? Would they know what to do with it without your explanation?

General evaluation - how do you know when it is good enough?

• Could the system be followed through to the end without relying on information in your head?
• Is it self-guided and self-explanatory?
• If not, then does the documentation for your system easily guide the user? Is it easy to follow?

7. Use your system, and improve upon it

After some usage, what other info are you finding yourself recording that isn’t being asked for by the column titles? Which columns are too narrow? Which could be narrower? Would it help to turn the form into a “landscape” format (instead of “portrait”)?

General wrap-up
Finish up your session by instituting your system. Follow the steps you’ve outlined, setting up as needed. If you aren’t able to complete the full setup right away, determine the next step and enter it in your calendar to be done soon. It is important to implement your plan as soon as possible, lest you find yourself going back and recreating the wheel, again!

How do you improve on your system? After a fair amount of use, come back for a review. Referring to our example, which columns are not being used?

Summary

A system is only good if it gets used. This means it needs to be easy and satisfying. How can it be satisfying? When it is thorough in its purpose. If it only gets used half the time, then half the time you go to reference info in it, you’ll be disappointed and perhaps frustrated. And we all like to avoid frustrating and disappointing situations! 

System creation is a creative venture. Give yourself the space to enjoy the process (phone off, no email, ask those around you to not disturb you). Think about it, you are problem-solving to make life easier for the future you!

—
Shawn Tuttle is founder of Project Simplify

 

4. Your Simplification Tip

A mini-system: New client folders ready to go

If client work is your thing, having prepared New Client folders ready for use can simplify the intake process. They would contain a new client info sheet, questionnaire etc. — whatever you always need when doing intake for a new client or customer. Rather than go into mental checklist mode or stop to make copies before a new client appointment, you can immediately consider the new client’s particular situation.

Many consultants find the 2-hole punch invaluable for this system. (The 2-hole punch is for the top of the page and file folder—to be used with fasteners like the ones on this page.) This holds the papers in place and in order.  

When it’s time for a new client appointment, pull out a New Client folder, customize, and you’re ready to go!

 

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5. In the News & On the Web

If you know of something in the news or on the web that should be featured here, let us know!

In The News

All Work and No Play? No Way  (LA Times)
URL:  http://tinyurl.com/kp8dp
Americans find it hard to vacation, it seems - and many companies are pushing harder to make sure they take time off.

Time manager talks about balanced lives (Arizona Republic)
URL: http://tinyurl.com/qvayb
Time management expert Kim Ussery talks about starting your scheduling efforts not with the calendar, but with your priorities instead…and about determining what balance means to you. (NOTE: AZCentral.com requires some minimal demographic information (though not registration) to view this article.)

Learning to Manage Your Energy (Entrepreneur Magazine)
URL: http://tinyurl.com/ntz36
“Unlike time, your energy capacity is something you can increase and renew in order to meet the challenges you face on a daily basis.”

A disdain for disorder (The News Journal - Wilmington, DE)
URL: http://tinyurl.com/nzkxz
This profile of professional organizer Sue Frost ends with 15 organization tips.

 

6. Featured at ProjectSimplify.com

Shawn’s Bio

They say a picture equals a thousand words. If that’s so, then there are nearly 4500 total words on Shawn’s bio page—the official lowdown on our esteemed founder and Head Simplifier, Shawn Tuttle. (Fortunately, it’s still a quick read, since 4000 of those words are picture-words. ;-))

Did you know she went to school for a year in Italy, and led bike tours in Europe? Did you know about her interest in permaculture and sustainability? Did you know she has a black turtleneck? You did if you’ve seen Shawn’s bio page. 

Don’t worry though—I haven’t spoiled the surprise. There’s still plenty more to be learned about our company’s fearless leader (and The Simplifier Co-Editor).

Curious now? Just visit: http://projectsimplify.com/about/bio 

 

7. Keep Smiling

Smiling is Good for Your Health

It’s been a while since we’ve reminded you just why you should “keep smiling” (in case it’s not obvious).
There are a lot of reasons, but we’ll stick with one: your health.

Here are a number of notable items on the connection between smiling and good health:

• A smile gives the same level of stimulation as eating 2,000 chocolate bars.

• Smiling has proven to lower heart rate and produce less stressful and rapid breathing,

• When we smile we cannot feel opposing emotions (like anger for instance), at the exact moment we are smiling! It appears to be physiologically impossible.

• Smiling boosts your immune system and increases the number and activity of antibodies that fight infection, and it increases the production of endorphins, natural pain killers and serotonin, a hormone that regulates your mood.

• Psychologist Dr. David Lewis: “Seeing a smile creates what is termed as a ‘halo’ effect, helping us to remember other happy events more vividly, feel more optimistic, more positive and more motivated.”

So…keep smiling already! :-)

(Sources: one, two, three)

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Thanks for reading!

Publication Information
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The Simplifier is published by:

Project Simplify
P.O. Box 597
Nevada City, CA 95959
phone: 530.205.5775
web: www.projectsimplify.com
e-mail: (newsletter@projectsimplify.com) newsletter (at) projectsimplify (dot) com