Finding Your Focus "This
is the most amazing goal-setting system I have ever seen. Can
I have a copy?"
What Tony Robbins Said To Me When I Showed Him My Goals
At this year's Retreat For Right-Brainers (October, 2003) I
chose the theme "Finding Your Focus For 2004" and
shared with the attendees how I personally stay on track despite
my mind's desire to go in a million directions at once. The
secret to my success has always been my goal-setting system.
In a nutshell it involves both big picture thinking and the
discipline to do something every day towards making my dreams
come true. How can you become more focused, motivated and disciplined?
Try this. Step one is to choose an overall direction or dream.
Then sift through magazines until you find an image that captures
what you want to accomplish. (Or, cut out several pictures and
make a collage.) Cut out the picture[s] and glue it to the middle
of a page of paper. Then mind map what it would feel like/be
like to have this happen. This covers the right side of your
brain. Now let's get the left involved in the process. In a
sentence or two sum up what it is you want. This is an affirmation
and you will write it out at the top of your things-to-do list
every day. Finally, make a list of all the steps it would take
to make this dream a reality and tackle one a day.
The Making
Of An Author
"I've
got good news and bad new. The good news is I sold your next
book to St. Martin's Press. The bad news is you have to write
the book."
What My Literary Agent Said To Me Last Year
I recently was asked to give a workshop at Borders Books &
Music on what it takes to make it in the book business. I decided
to call this talk "Behind The Books" because a lot
of writers don't really know what goes on behind the scenes
and what they can do to make themselves more attractive to agents
and publishers. Over the next few weeks I will add ideas to
this page of my website. I will also gladly answer any questions
you may have on this topic and post the answers here. (My e-mail
link is at the bottom of this page.)
Getting
Organized The Right (Brain) Way: (Dealing With Paper)
"I'm
a total slob. A pig. Everything is on the floor in my closet,
but what does it matter when everything is black? It all matches."
Gene Simmons of Kiss
Let me say this, it's not wrong to have piles of papers out,
rather than put away. It's okay. No need to shape up. There
is no right or wrong way to deal with paper. (As long as you
can get your hands on what you need, quickly.) There isn't a
Paper Police that will issue you a citation (yikes, more paper)
if your papers aren't nice and tidy, filed away in alphabetical
order and cross referenced chronologically. We are constantly
apologizing, "excuse the mess, I'm gonna get to it soon," we say meekly. I say it's okay! You can be who you are and still
be organized.
You would
be surprised to find that many people with those nice, neat,
everything-is-in-its-place kind of offices can be disorganized,
too. Having a neat desk does not make you more productive. Yet,
society in general frowns upon the everything-out philosophy
and looks favorably on the clean-off-the-desk-every-night-before-you-go-home
crowd. You don't need a clean desk--just a clearing is all.
Still, if
total chaos reigns, things can get out of hand. Many creative
people simply will not organize. Period. They believe
that to stop the chaos just for the sake of neatness is a waste
of their precious time. They are opposed to filing papers away
or even straightening up their desks on principle alone. So
papers pile up, things get lost, appointments missed, bills
left unpaid, all of which can add up to even more time wasted
in lost business, bad credit, strained relationships and time
spent worrying.
If it ain't
broke, don't fix it--just tweak it a bit. When it comes to papers,
I agree, a case can be made to pile rather than file. But if
all those piles are creating gridlock, we can work on that.
If most of what's sitting around is just "gubbish" (garbage mixed with rubbage) and all you do is shuffle it and
move it from pile to pile, there is a better way. I will show
you how some minor modifications to your piling or filing can
create a fun, flexible, visual, easy-to-use (and maintain) filing
system can let you put your hands on any piece of paper in under
ten minutes.
Why we pile
 We
are visually oriented: Seeing is believing. Having things out
is a visual reminder and we feel, for good reason, that things
filed away are out-of-sight and out of mind. (There's a lot
of truth to that, too.)
Inconvenient
will not work for us: Many filing systems are a hassle to use
and hard to understand. Having things within reach can be easier
to deal with. Eventually, this can catch up with you. But it
can work if you keep current things out.
It's
stimulating: Seeing a pile of papers can actually enhance your
creativity. Troy Larson, an illustrator, explained it to me
this way: "I like to pile papers. For the most part I can
find what I need, even if it takes a little time. But the advantage
is that I see things on my search that spark new ideas or and
approaches to a project that I never would have thought of otherwise."
Decisions:
It is indecision that could be causing you to keep things around
longer than you probably should. "Where should I put this?
Oh heck, I don't know, I'll decide later." Over a period
of months of doing this, these papers pile up. Of you fear,
"I might need this someday."
No
home for it: Not being able to decode where to put something
could be a result of the paper not having a home, a clear-cut
final resting place. After the paper has served its usefulness,
find a final resting place for it. (Hint: the trash. Or if you
believe in the afterlife, recycle it.)
Comfort
zone: Believe it or not, being surrounded by papers can act
as a security blanket for some. Many people become emotionally
attached to printed material. We must let it go at some
point or put it in an out-of-the-way place.
Justification: "See, I am busy, look at all these papers and files lying
around." But leaving too many things out can have the reverse
effect. Unfortunately, others who aren't as enlightened, see
it as a sign of flakiness.
Overwhelmed:
We are "Big Picture People" and not good with details,
like filing. Or, we would like to clean up but don't know where
to begin. Maybe you really are too busy to get to it.
Rebellious:
Society, (and hundreds of books on organizing,) tell you, in
no uncertain terms, that you must clean off your desk and file
everything away, or else. (Or else what?) So the natural response
for a creative person is, "Oh yea, then I'm going to do
the exact opposite." Out of spite and to be different.
"I'm a creative person see my mess."
Too
busy: "I don't have time to clean off my desk, file things
away." (Not that I would want to do, it anyway.) Besides,
it's not in my job description.
It's
boring: We like fun and games and filing papers is the antithesis
of that. It's work, it's logical, it's linear and above all,
it's boring. It's anything BUT creative. Since preventative
work, like filing, offers little in the way of immediate gratification,
it isn't all that appealing.
Thrive
on chaos: Let me repeat that. Creative people seem to thrive
on chaos. What can be more chaotic than a blizzard of papers
lying around. Grab at this, flail about and yet, eventually,
everything falls into place. In the words of Lin Yu Tang, "Besides
the noble art of getting things done, there is the noble art
of leaving things undone. The wisdom of life consists in the
elimination of nonessentials." Too much chaos creates stress
which usually isn't good for creative purposes.
Pack
Rats: A case could be made for the creative person being born
with a genetic predisposition to want to hoard things, like
paper, for instance. They like being surrounded by stuff. That
said, organizing and archiving some stuff is healthy.
Filing
is a left-brain function: It's linear, orderly, "logical" and step-by-step. Divergent thinkers can come up with all kinds
of subtopics, new ideas that keep branching out. (This is good
for brainstorming, bad for dealing with papers.) being big-picture
thinkers, filing is NOT one of our natural strengths.
Can't
remember where you put it: Files are like a black hole that
things fall into. Once papers go into them, they are never seen
or heard from again. Probably because you forget the headings
you chose for it. With all that creativity, you can come up
with several things you may have put it under. "I know
I filed it, but I can't remember under what."
Independent: "As long as I can find things, I don't care where they
are or what my work area looks like. I have my own way of doing
things, my own style, my own system."
Waste
of time: It is so much easier to keep things out until they
are done. Again, true. But when projects that were completed
when Neil Armstrong first stepped foot on the moon, it's time
to start thinking about taking steps to control these papers. "One small step for man, one giant leap for mankind."
Never
learned how or found a system that works: That one is no longer
true. Here are some suggestions for all types of pilers.
Quick Quiz
There's nothing wrong with your system if it works. Take
this quick quiz. You know you have a problem when...
1. You can't put your hands on a piece of paper you are looking
for in under ten minutes. (You can't find papers when you need
them.)
2. You know you filed something but you can't remember what
you filed it under and you can't locate it anywhere. (This happens
weekly.)
3. You know you may need this piece of paper someday, but you
aren't sure where to file it, so you add it to the pile on the
floor. (Which is now creating a fire hazard.)
4. You have been passed over for promotions, lost clients were
or fired because of your lack of organization. (Or your chronic
disorganized hinders your ability to function.)
6. Others have complained about lost papers, missed deadlines
and misplaced papers more than once in the past month.
7. You no longer feel in control. You are stressed out by your
work environment.
8. You had to pay a fine or penalty because you either misplaced
or were late paying a bill, invoice, taxes, etc.
9. You're finding things weeks later that should have been done
already.
10. You waste ten minutes or more a day looking for lost papers.
11. You spend entire mornings shuffling papers from one pile
to another but not really accomplishing anything.
12. Have a reputation for losing things, not following through
and being inept.
13. It effects your creativity.
(More than
a few "Yes" answers means you should read on.)
A Piler's Story
"When the individuality of the artist begins to express
itself, what the artist gains in the way of liberty he loses
in the way of order."
Pablo Picasso
Amy, a comedy club manager, whom I was interviewing for this
section, complained that, although she performed her job effectively,
the club owner continually insinuated that she was a slob, disorganized
and that her office was a disgrace. No laughing matter. (She
cracked jokes about it to me, but inside she was hurt.) While
we were talking, her boss walked in, and let her have it. She
had had enough. With me there for support, she defended herself. "Ask me to find a paper. ANY paper. Go ahead," she
challenged confidently. "Okay," he smugly replied,
"Find me the letter from the American Cancer Society I
asked you to follow up on." He winked at me as stood there
arms crossed, smirking. Effortlessly, Amy reached into a giant
pile of papers and pulled it out. The expression on his face
was priceless. After he sulked away in silence I said. "That
was amazing. How did you do that?" (I was prepared for
her, like any magician, to keep the trick a secret.) "It
was easy," she said. "Since I was waiting for a call
back from them I knew it was in the pile near the phone with
other paper awaiting a call. I also knew that it had been about
a week since I had called them so it had to be about halfway
down. Then it was just a matter of finding their letterhead
color. Simple." She had a system, and it worked. Not all
"messy's" are that efficient, though.
The Problem
With Paper
The problem
with paper is that like a weed, left unattended it breeds, spreads,
multiplies and will cover all available space. It never lets
up. Sure, to some a dandelion which is a weed is a thing of
beauty. To others it is, well, a weed. One Reno, Nevada man
was found dead in his home days later because nobody could find
him. He was buried under a large pile of paper.
Paper is
relentless, it never lets up. As soon as you get rid of one
piece, several more are there to takes its place. The longer
you wait, the worse it gets and the longer it takes to get it
under control. It grows, multiples at an alarming rate.
It seems
like we spend more time than ever handling paper. Worse yet,
we are making copies of it, spreading it around to others as
well as hoarding it. It would seem the mantra for today is: "Do unto others, and leave a paper trail."
Maybe you
start your day by digging through a stack of papers to decide
what to do today. You keep shuffling through the truly tough
tasks, the boring but important reports or the invoices or expense
reports that eventually have to be done if you want to get paid.
You keep doing the fun stuff, the new stuff or the challenging
stuff. You may miss deadlines, fail to pay bills on time, etc.
besides, shuffling through the same stack of papers over and
over again is a waste of time.
The Solution is Simple
"Creative clutter is better than tidy idleness."
--Unknown
When I say "Fix it" I'm not talking about a major
overhaul, just a minor tune-up to make things run a little smoother.
It won't take much effort on your part, and the rewards of implementing
some of these ideas along side your own system, can really help.
First and foremost, a good paper-management system saves time
and aides in your creativity. You won't have to crazily search
through stacks of papers every time you need to find something.
You won't lose things as often, forget to do things inadvertently,
others will be blown away. You'll make less errors and be able
to deal with details. Besides, it actually feels pretty wonderful
to be organized, in control with some sense of order. You'll
be the king of the hill (paper mountain.) Paper will flow through
without stagnating on the floor, credenza and desk. When paper
is moving, it encourages action and action enhances creativity.
If your system isn't working, don't be too hard on yourself.
Nobody was born organized (or disorganized for that matter)
and I know this isn't easy, but it's worth the effort. Thumbing
your nose at this information (and organizing in general) can
feel good in the short-run, but it eventually catches up to
you in the form of unpaid parking tickets, missed opportunities,
stress, and that nagging feeling that you are always forgetting
something.
What is Ideal?
The ideal
system to manage your paper flow and filing needs is visual
(piles are okay), functional (you can find things quick), comfortable
(it feels natural and works the way you do, so you'll use it
and maintain it) and it doesn't scare those around you. It allows
you to get your work done, keeps track of those pesky little
details, keeps paper moving, and allows you access to information.
And one other important aspect, it saves you time.
What
it isn't is sterile, inflexible, time consuming and burdensome
to use and maintain. So, maybe it's not perfect, especially
in the eyes of those around you, but it works for you. David
Bowie said that he became more organized once he stopped doing
drugs. "Before that the only time I would tidy up was when
there was a knock at the door."
There is
a method to your madness, after all. Having several things out
allows you to easily switch back and forth from one project
to another when you need a break or change of pace. Shuffling
through a SMALL stack of papers can provide the refresher you
need to jog your memory, push you to act and provide the spark
for a new idea.
If you use
your natural tendencies to your advantage, you have an advantage
over the so-called paper pushers. The neatniks who claim to
be superior because they clear off their desks every night before
they go home. Oh, yea, but can they manage several different
projects simultaneously, all in different stages, different
areas, while thinking up two new ones, and chew gum. I think
not. You are special, unique, use this to your advantage when
it come to paper management. Changing the way you deal with
paper doesn't have to mean going to far outside of your comfort
zone. Be realistic about how much you will be able to tackle.
The goal isn't necessarily neat but organized and perfection
isn't the goal. You just want to control the flow and to be
able to find papers when you need them. Here's some tips to
help you get started taking control.
Step One: Begin! You may have to do it on a quiet day.
Make sure you have the proper supplies, crank the tunes, order
a pizza, and get busy. Visualize how fantastic it will feel
to finish. Now dig in. Either focus on an area that is giving
you the most trouble or choose something simple like your purse,
wallet, or planner. If you have stacks of paper work from the
bottom up (oldest first) until you burn out. Look for things
that belong to someone else, are duplicates, or are just dated
and deal with them appropriately. Since we tend to be all-or-nothing
types you can either schedule an entire day (or week depending
on the severity of your situation) to tackle your paper problems
or do it a little at a time. Divide, divide, divide and conquer.
Break this big project into little projects may be more realistic.
Schedule a little time every day to tackle a different area.
Leave projects out so that you will be reminded that this needs
your attention, too. Maybe to motivate yourself you should start
by getting some colorful and function supplies to make this
more fun. If you still don't know where to start, maybe the
first step is to recruit a left-brained friend or co-worker
to help you sift through and sort your papers. Lastly, do it
quick and dirty. In my opinion one of the main reasons we let
papers pile up is because we can't decide what to do with them.
So don't force yourself to make tough decisions early on. It
doesn't have to be perfect now, or ever for that matter. Keep
it simple and flexible at first. Resist the urge to read everything, "Nobody who can read is ever successful at cleaning the
attack," says Franklin Jones. Sit down to sort and
not read.
Step Two: Simplify! Cut the red tape in your work.
Are you making more [paper]work for yourself than you have to?
How many credit cards do you use? How many different checking
accounts? Supplier that bill you? See where I'm going with this?
Make decisions based on how much of a pain it will be and paperwork
it will create. Could you simplify your own invoices. Automate
them. Do you resist filing or filling out an invoice because
it is such a pain in the ass to do it? How could you make it
easier?
Step
Three: Stick with it! Take a few minutes a day to tackle
your paperwork. Use it as a form of productive procrastination.
Deal with your papers while doing something else while on the
phone, watching TV, or waiting for a client to show up. Keep
that paper moving or else it stagnates. Paper related tasks
do not require a lot of brainpower so do it during downtimes
and do it quickly. Don't dwell on it, just get it done. Act
on a piece of paper before you put it down. If you set it aside
it tends to grow roots and lives there for months. If you do
put it down, write some possible places you may put it and actions
you may need to take right on the paper. Some people tick a
colored dot on the paper (red for urgent or black to indicate
it goes in the trash when done.) Dealing with paper isn't about
activity, it's about results. Just moving paper around from
one pile to another isn't progress. Getting it closer to its
final destination is what we want. So find a system (or invent
one) that works for you. One that you will stick with. This
includes deciding where things will go so that you can find
them when you need them. "The next best thing to knowing
something is knowing where to find it," says Rupert Murdoch.
Then making it a point to keep on top of it (no matter how much
you hate it, it has to be done and it gets worse when you wait.
I'm starting to sound like my parents! Help me!!!) Combine paperwork
with something fun or carry action items with you in a portable
file and work on them at the beach or a ballgame. Do it during
your downtime between projects or when your right-brain needs
a break. Or just make it a standing appointment. Friday afternoon
I catch up on paperwork and billing.
Step Four: Toss as much as you can. There's only one
reason to file a piece of paper, you think you'll need (or want
to look at) it again. This includes legal reasons. Otherwise,
why keep it? if you have a good answer to that question, by
all means cling to your clutter. It's proven, we rarely ever
look at the things we file. You can't completely eliminate paper
from your life, but you can eliminate unnecessary paper. (Start
with duplicate papers.) Adding more space to accommodate more
paper isn't the answer either. Papers, unlike wine, does NOT
improve with age. Excess paper costs you in ways you probably
never considered. You time is valuable and if you have to keep
sorting through useless papers to get what you need you are
not being as productive as you can be. It's taking time away
from money-making ventures. It costs you to store your paper
because you pay for the space it takes up. Hold a paper in your
hand and ask yourself (often), if I tossed this piece of paper
what is the worst thing that would happen? Does the law require
that I keep it? Is there somewhere else I could get my hands
on a copy if I needed it? Still can't do it? Get the help of
a non-judgmental friend to help you toss, toss, toss. When you
pull out a file or pile before you put it back try to thin it
out. If you aren't sure what to do with some of your papers
put them in a box or bin and keep them for six months to a year.
(Put an expiration date on the outside of the box) and if you
haven't needed them up to now.
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