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cover August 2010 "Organize Me!" Experts Tackle Your Clutter Stacks & Stress

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From the Wake Up Eager Blog with leading corporate facilitator Suzie Price

Knowing How to Get Organized: Top Tips from an Expert

I am pleased to present this: How to get Organized Tips and Insights interview to you.

I ‘met’ Professional Organizer Jennifer Palais online via the comments section of one of my favorite blogs, Heart of Business.

I happened to click on her website and found that I really like her ‘voice’ and ‘thought process’.

I like that she is an expert on how to get organized, she has processes and systems that will help others, but most of all she understands and helps address the underlying/root cause of dis-order. Her focus and approach to how to get organized is holistic and caring.

“Every space tells a story. What story does yours tell?”
—Jennifer Palais, Palais Professional Organizers

As you read her interview, you’ll see what I mean…

How to Get Organized
An Interview with Jennifer:

Suzie: Jennifer, thank you for taking time to share your “How to Get Organized” expertise in this Motivation in the Workplace interview.

First, please tell folks what you are passionate about in your work and website, along with what you do and why you do it.

Jennifer: I’m passionate about helping people to function better in their lives and in their businesses.

I really love to hear how people arrived at the place they are in their lives and businesses because everyone has an interesting story.

It took me years to realize that at the core of my business is story-telling. People tell me their stories. In turn, I help them craft a new story going forward- the one they want to tell.

When people come to me for help around how to get organized, very often their space is reflecting what is going on internally. Not always – but often.

That is, that people are in transition of some sort. Starting a business, lost a loved one, just had a baby, moved offices, transitioned careers, taking a big leap in their business and the list goes on.

This kind of upheaval – whether perceived as positive or negative leads to a lack of clarity about what is important. All of the sudden the waters are muddied – the dirt has been stirred up by all the activity and they can’t see straight for how to proceed. It is a case of what is the next step and even the next 10. The course is not clear and then the space becomes equally unclear.

The thing is that people often notice first that their space has become unmanageable long before they realize their business or priorities have gone off course. Again, not always, but often it is easier to say, “I have a lot of paper I don’t know what to do with, ” than to say, “I’m lost.”

As we work together on the space, the rest starts to get teased out as well. I can coach them on the root cause of how the environment got to where it is currently.

That is why I offer the services I offer. I have organizers who work on the externals to help businesses (and a home is a business) go paperless and set up systems that work. And also I coach people to find out what is important to them so that they are at the same time getting clarity on their goals. Once you know what is important it is very easy to understand how to get organized and how to stay organized. It happens almost magically.I love to watch this transformation – it is really thrilling to me!

“…when a space is overloaded with things we don’t love usually we are in a state of being unclear about what we love. Transitions will do this to us. If I’m trying to figure out what my next career move is then things can get muddied. Sometimes my surroundings will get muddied as well. I see this a lot.”
—Jennifer Palais, Palais Professional Organizers

Suzie: What you share is interesting and makes so much sense. That we often notice our space is mess before we can see that we’ve veered off course a bit. Also,when we are clear about what we want and why we want it – it is much easier to get and stay organized.

Okay, before we dive into more how to get organized insight and specific tips, so we can all know more about you personally, tell us about a hobby or interest that you have outside of your work as a Professional Organizer.

Jennifer: I am a writer and trained as an actress so I have a lot of fun with that. I wrote a short play that was accepted into a local festival so I performed in that last year. I also belong to a theatre company in Santa Monica called the Ruskin Group Theatre and performed recently in their Cafe Plays (a play in a day – written, directed and performed all in one day!) I also just completed a short film.

Suzie: Wow, a play-in-a-day, I’ve never heard of that. Very cool!

How did you move from writing and acting to being an expert on how to get organized? What prompted you to become an expert in this area?

Jennifer: A friend asked for how to get organized advice with her office and she insisted I start a business. She started referring people to me and that was that!

I’ve always been very organized and would research how to get organized information on my own for myself.

I was driven to do things efficiently and have the best tools of the trade. I had every Palm Pilot, Treo, Blackberry….etc as each was released. Prior to that I started with the Franklin Covey planners so it makes sense I’m in this line of work. Additionally I’ve always been driven to help others and I’m a natural coach. I just didn’t ever think on my own of putting these things together.

My background professionally is in advertising prior to starting my business so I love helping people market their businesses and structure their business systems because that is how my mind works.

“Your space is external and reflects what is going on internally.“
—Jennifer Palais, Palais Professional Organizers

Suzie: I have always loved all of the different day timers and technology tools too! So fun to play with and use!!

Also, I love what you share about your natural drive and interests @ how to get organized and @ helping others. Following where your preferences lead you is a powerful recipe for a happy life.

I also love what you share on your website, “Your space is external and reflects what is going on internally.” Share with us what you mean by this and some thoughts around why so many of us struggle with how to get organized and clear minded.”

Jennifer: Certainly. I believe that when we are unclear about what is important to us in our lives and our businesses that very often our spaces, our environments begin to reflect that lack of clarity. The space gets full of unwanted items, out of date paperwork, things aren’t put away…what people call clutter.

I really don’t like the word clutter. It really diminishes the problem and the items involved! I know this sounds nit-picky but your clothing is your clothing – it isn’t clutter. If it is on the floor then it needs to be picked up, but it is still your clothing.

Clutter actually means a state of confusion so it makes sense to use this word but colloquially this word is now disparaging. (I have an MA in literature so words are important to me). I rarely use that one!

Having said that…when a space is overloaded with things we don’t love usually we are in a state of being unclear about what we love.Transitions will do this to us. If I’m trying to figure out what my next career move is then things can get muddied. Sometimes my surroundings will get muddied as well. I see this a lot.

Or when a loved one passes away. Nothing feels the same, what was once important (filing, returning calls, opening mail, getting to the top of the career ladder) is not important anymore. So the external space fills up with the same internal murkiness.

This can be large scale or small scale. Because there are many clients I have who just need a little help each year, a little ‘how to get organized’ touch up to stay on track. They don’t have a lot of on-going trouble with organization.

I think that speaks to a very interesting issue about internal planning and goal-setting and how it coincides with organizing space. I think each year it is important to take time out to revisit our goals and what it is we are trying to build.

“Slowing down and letting ourselves have time to think, dream, plan…this goes a long way towards getting and staying organized. More than discipline.”
—Jennifer Palais, Palais Professional Organizers

We get moving so quickly that things can get unclear. When we slow down to review where we are headed it feels better.

Sometimes taking time out to look at how to get organized in our closets also helps us do a bit of a review of our top level goals too.

We think we are just putting all the t-shirts together again but our brains get to slow down and think…“Do I really want that promotion after all…?”Slowing down and letting ourselves have time to think, dream, plan…this goes a long way towards getting and staying organized. More than discipline.

I will say, however, there are those who are a bit always at loose ends with how to get organized because that is just how their minds work. Perhaps they have A.D.D., or are very creative and just think in a circular pattern.

They aren’t in transition they just think in a non-linear fashion. Many of my clients are like this and we work together to find ways they can most easily organize themselves while still being themselves.

It is about having some equanimity. We aren’t all going to have tickler files, perfectly labeled cabinets and clear tables.It is best to aim for a standard you can maintain and live with. It is about functioning in your life. Find a place you can function and maintain – then sustain that.

“Weekly planning is the most productive and effective tool I use with clients. I suggest it be done each week but from the very first time you do it you will feel immediate relief and gain immediate insight.”
—Jennifer Palais, Palais Professional Organizers

Suzie: If someone is reading this now and they are not organized, not living according to their own preferences and not feeling on purpose – what key (your top 3-5)”How to Get Organized” actions/activities can theystart right now to start moving to feeling more organized and discovering what is most important to him or her?

Jennifer: Weekly planning is the most productive and effective tool I use with clients. I suggest it be done each week but from the very first time you do it you will feel immediate relief and gain immediate insight.

Knowing that you have reviewed the week and your priorities are handled is so powerful. You are now in the driver’s seat of your life.

Here’s some simple steps you can follow:

Write down your roles as they currently are so you can assess and accept. (You must accept where you are before you can change. Examples of roles are: mother, friend, CFO of XXXBank, board director of XXX non-profit. etc.) Don’t forget to include your personal roles: social, physical, fun, spiritual.
Review roles. If you have more than 7 roles (not including your personal ones – so with the personal you will have 11 at most) then you have too much on your plate and need to look for areas of opportunity to say no and delegate.
Write down the most important thing you need to do this week in each role. Just one. Schedule it. (Example, Role – mom: turn the tv off one night this week and play scrabble with the kids – then put in the calendar for Tuesday night. Role, CEO: return that email to the customer that was escalated yesterday – put in the calendar for Wednesday morning for 30 min.)

Suzie: That is very good. I sort of do this now, but I can see I need to look at my roles and review what’s important for each role that week.

Even with my simple weekly version, I ALWAYS feel better when I do it. Less tension, more clarity.

If you are reading this and you want to know how to get organized and how to get more clear, stop right now and do Jennifer’s exercise.

Share your thoughts, insights and questions in the comments below.

Now, back to the Jennifer Interview…

“I coach people to find out what is important to them so that they are at the same time getting clarity on their goals. Once you know what is important it is very easy to stay organized. It happens almost magically.”
—Jennifer Palais, Palais Professional Organizers

Suzie: Which one of the 10 Wake Up Eager Mindset Essentials is your #1? Or would you add anything to our list?

Jennifer: I love the 10th one because you say “All I have to do is line up with what I want, one focused thought at a time.”

That is what I coach people to do … if it doesn’t come naturally or if they are in a place in their life where they are not able to do that without a witness.

My aim is to help people to slow down enough, to sit with whatever anxiety long enough so that they can focus one thought at a time.The results are transformational.

Suzie: Yes, I can see how helpful that would be toward helping others on their quest around how to get organized. Less ‘busyness for the sake of busyness’ and more deliberate thought. Love it.

You work with a lot of people, what do you think is the biggest obstacle for more of us fully loving our lives, ourselves and waking up eager more often?

Jennifer: The biggest obstacle I see is being able to make decisions. People are afraid that they are going to do it wrong or be wrong. Around how to get organized projects it sounds like: “What if I will need it later?” Or “What if I say the wrong thing or do the wrong thing?”

Also: Being afraid of the new technologies available to us that make things easier. Being willing to make changes and be uncomfortable. Comfortable doesn’t mean happy or eager. My clients have been comfortable and then that comfort leads to frustration and a lack of being able to function – sometimes. Now I am working with people much in advance of it going that far…thank goodness.

Suzie: You are busy helping many people get clarity about what they want and helping them with how to get organized, what things do you personally do to wake up eager and stay energized, focused and interested?

Jennifer: I follow my own how to get organized advice – I do my weekly planning so I know what my priorities are for the week ahead. That really lets me know what I can take on and when. It keeps me from saying yes to something I don’t have time for – which I really think is a problem for women business owners. I find this a lot.

Each night I do a list of the 5 most important things I need to do for the next day. That way I start the day off like a shot and I’m on my own agenda, not someone else’s.

Also, I am so passionate about my work right now that it is hard for me to let it go … so I have to schedule in fun things to do and stick to them!

A lot of my clients are like this too so if I make them go to the movies I have to go as well! Even though work is fun for me it is still work.

“I believe that when we are unclear about what is important to us in our lives and our businesses that very often our spaces, our environments begin to reflect that lack of clarity. The space gets full of unwanted items, out of date paperwork, things aren’t put away…”
—Jennifer Palais, Palais Professional Organizers

Suzie: I love what you out say about starting off the day “like a shot” and being on “your own agenda”. That is so perfect!!

Living on your own terms, according to your own preferences, is the first Wake Up Eager Secret. It is so important…

Now, let’s let people know how they can contact you and find out more about your ‘how to get organized’ services.

Jennifer: People can find me at www.palaisprofessionalorganizer.com

Read my blog and get free how to get organized insights and video tutorials.

I’d love to hear from you directly at jen@palaisprofessionalorganizer.comor follow me on Twitter at: http://twitter.com/#!/JenniferPalais

Key How to Get Organized Insight: “It is about having some equanimity. We aren’t all going to have tickler files, perfectly labeled cabinets and clear tables.It is best to aim for a standard you can maintain and live with. It is about functioning in your life. Find a place you can function and maintain – then sustain that.”
— Jennifer Palais, Palais Professional Organizers

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