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"Vera, let's have lunch next Tuesday."
"Sure, let me make a note of it."
"Still using that 39 cent spiral pad, Vera? And it's stuffed with loose sheets. How do you keep track of it all?"
"Oh, for the most part it works fine."
For the most part. But Vera has also missed appointments, missed sales, and been embarrassed when searching, sometimes in vain, for a date or price in her little pad while her boss or a client watched.
Vera could benefit from an organizer. She's looked at one or two, but says "I can't decide. They're so complicated. And expensive. What if I bought one and didn't like it?"Vera's right; most time organizers are expensive ($50-300). And at first glance they can be overwhelming. But, contrary to Vera's opinion, you don't need a Master's degree to learn to use one. Just desire and patience.
Let's talk about those two qualities for a moment.
How strongly do you desire to make an organizer part of your life? (If really used, that's what it becomes.) There's no sense in making a hefty cash outlay for something that will only collect dust and create guilt: we've already got enough of those things in our lives.
The question really is: Do you desire to get your life running more smoothly and effectively by being better organized? If you desire that strongly enough, an organizer can not only allocate your daily activities but can help you keep track of and working on short- and long-term goals, work and home responsibilities, brilliant ideas, your finances and taxes, major projects, agendas for individuals and meetings, and keep your important phone numbers at your finger tips. For you world travelers, some include maps of the world, time zones, and international holidays.
You may not be convinced but at least you're wavering or you wouldn't have read this far. Now comes the patience mentioned earlier (in one sense, it refers to learning how to use the system and sticking to it until it's a habit). It also refers to how you shop for one. If you've never owned a car, you wouldn't buy the first one you look at. Organizers have styles and you want the style that best matches yours.
"Sounds like finding a mate," Vera laughs. It can be. When something works for us, we value it and integrate it into our lives. To people in my time management seminars I suggest that they be patient but instead take two pre-purchase steps: first, talk to people who own organizers. Find out what they like and don't like. Examine theirs, hold it. What would they change about it? Has it really helped them? Talk to both true believers and cynics.Second, answer the following questions as best you can. They'll help you determine what features you need and want.
1. What size will I feel comfortable carrying? Pocket size? 8-1/2 X 11? Mid- (or "Junior") sized?
If the size is small, it limits the amount of information you can carry. Some people like the pocket size for their calendar and "to do's" but that is about all it can handle. The trade-off is it is convenient.
Regular paper size (8 1/2 X 11) has the advantage that normal paper and forms can readily fit in it. This size can easily integrate a yellow tablet. It can also become cumbersome, especially if you travel a lot.
The mid-sized/junior binders are convenient to carry and fit in a briefcase or purse, but have an odd sized paper.2. Should I get a leather binder? If you carry it with you rather than leave it on your desk, then get leather. It can withstand abuse and looks more professional than plastic or vinyl.
3. Should I get a zipper close? If you will be carrying your organizer a lot, a zipper will keep papers from falling out. They also protect the papers and information you have from being torn or and getting dog-eared.
4. Does the line width complement my handwriting size? Is it too small? Most people don't consider this until they get an organizer that has lines too close together. Then they get frustrated and stop using it.
5. How many rings does it have? Do I have to order a special hole-punch to add my own pages? Some organizers have special binder ring configurations which require you to purchase an expensive hole-punch in order to add pages.
6. Can I add pages? If it is spiral-bound this is not easy. A binder system allows pages to be added conveniently. Some of the mid/junior sized organizers' pages are interchangeable so you can really design your own system using pages from different systems.
7. How complicated is it? Is it easy enough to learn and adapt to quickly? Are the instructions clear ? Is there a supplemental tape explaining how to use it? Some come with booklets and/or a tape, while others require a day-long class to learn the system. Look for a system that is logically laid out and easy to learn. Ideally, there will be a booklet and tape suggesting ways you can adapt different sections to your usage.
8. How expensive are replacement pages? What will be my annual cost for its care and feeding? Find this out before you buy your organizer so you know what your annual average expenditure will be.
9. Can I integrate other parts of my life into this system? (e.g., wallet, credit cards, calculator, check book, business card)? Does it have a place to keep my pen? Some people, men included, make their organizers their "purse" or "bag," consolidating various items that are normally spread out through pockets, briefcase, and purse."But what if I lose It?" you ask. How many times have you lost your wallet? Probably very few. You begin to treat your organizer as your wallet. You don't put it down anywhere unless you are right next to it.
If you decide to integrate your financial life into your organizer, it can make your life simpler because everything you need is in one place.
Some organizers come with an optional wallet which easily slips into the organizer. Others have plastic sheets which conveniently hold stamps, credit cards or your business card file. And many have pockets where you can put your check book. Some even have a place for extra car keys, which works well as long as you don't lock your organizer inside the car.
Imagine how you will feel opening your organizer to make an appointment, or carrying it with you to meetings. Do you like its look and how it makes you feel? Does it give you confidence or will you be hiding it under your writing tablet?
10. How well is it constructed? Will it last 5 years with out looking beat up? In my research and the research conducted by some very large corporations, organizers are definitely an area where you get what you pay for. Generally, the under $100 organizers are not well made and often fall apart in one or two years. The over $100 organizers will often last many years with only moderate signs of wear. Any organizer will show wear, however, if you're like on of my clients who was in the habit of leaving it on top of her car and driving off at 60 mph
11. Does the investment justify the use? Look at it in terms of how long the initial investment will last. For example, if you refer to it 10 times a day for various functions, five days a week, and it cost you $150, this averages out to 6¢ per usage in just one year. That's not a lot to keep yourself organized.
After you've asked yourself all these questions, decide if you are willing to change your habits to integrate a system into your busy life and really use it. If you aren't willing to change your habits to utilize this new system, then save your money. You'll only get more frustrated and angry with yourself and your organizer.If you are willing to make changes, then congratulations. Buy one, even if you have to add to your already mounting Visa bill. You will feel better and, if you are committed to using the system, you should become more productive within weeks.
"Vera, you seem a lot more efficient these days."
"I've got a new mate. Unlike most mates, it doesn't have any bad habits. And I've even dropped a few myself."
© 1996 Morgan Seminar Group
_______________________Rebecca L. Morgan, CSP, is a dynamic speaker and seminarist. She is the author of four books, TurboTime: Maximizing Your Results Through Technology, Calming Upset Customers, Life's Lessons: Insights and Information for a Richer Life, and Professional Selling. For information on her speaking services, books, and tapes contact her at 1440 Newport Ave., San Jose, CA 95125, 408/998-7977, 800/247-9662, fax: 408/998-1742, rebecca@RebeccaMorgan.com, www.RebeccaMorgan.com. Please contact Rebecca for permission to reprint or repost this item.
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