Dispelling 8 Misconceptions of Organization

Some people were born organized and then there are those of us who struggle with organizing every year at this time.  It seems that it’s always at the end of the year when that little annoying bug begins nudging you to clear things up and start the new year organized.

Well, I’ve read just about everybody’s directions, books, and helpful hints about getting organized (in fact, I’m thinking of writing one myself), and I’ve got to tell you there are some misconceptions being fostered by every organizational guru.  It will be my pleasure to give you the “skinny” on that in today’s column.

Here are the 8 misconceptions that we can throw out:

1. Handle paper once.  This is not only impossible, but in most cases it’s unrealistic.  Instead of handling paper once, get in the habit of doing something with each piece of paper to move it forward.  If you get some information about an upcoming seminar/trade show, for example, decide if you’ll attend or not.  If you’re to attend then note the date on your calendar and sign up.  If not, then toss the information immediately.  If you want to wait to sign up, then make a note in your planner to respond well before the deadline and file the paper in your “to-do” file.
2. Always keep papers stored out of sight: Some of us work better when their desk is clear, whereas others feel stifled if they aren’t surrounded by stacks of paper.  If you’re an “out of sight – out of mind” type, keep papers you use often nearby in files or stacking bins.  They’ll be accessible, yet not clutter your desk.  When working on a project, spread out the papers related to it, and when you’re done put them away together in one place.
3. Everyone should be organized to the same degree.   Different people work differently.  Don’t feel that you have to work the same as someone else.  Find a comfortable level of being organized, and make the necessary changes to maintain that level.  I usually draw that line when I’m looking for something and can’t find it; that’s when I know things need to get reorganized.
4. Soon we’ll be a “paperless” society. Don’t you believe it.  Experts have been saying that for years, and we won’t be paperless for a long time.  It’s not technology that’s the problem, it is human nature that’s the culprit.  We’re creatures of habit and used to seeing things in print rather than on a computer screen.  The younger generation is now being trained on computers at an early age, so when they join the workforce, the “paperless” society will have a better chance of becoming a reality.
5. One planning system should fit everyone.  When used correctly, daily planners are an ideal way to stay organized.  Keep in mind, however, they are designed by a few for many users.  When buying a planner, whether paper-based or electronic, determine what you want it to do and choose a system accordingly.  If you can’t find one to suit your system, design your own based on your individual needs.
6. You have to be born organized to be organized. We learn both good and bad habits at an early age.  It’s possible to change any bad habit, including disorganization.  Youngsters raised in an organized environment sometimes rebel as adults by being disorganized.  The opposite is also true, but neither is carved in stone and behavior can be modified.
7. You MUST use a “to-do” list. Planning day-to-day is not realistic for everyone.  Someone may do the same task every week, but others find their plans changing daily.  Consider your particular need, then plan by the day or the week.
8. Being organized means being a perfectionist. A perfectionist may spend time on insignificant details while disregarding the big picture.  When others complete a project quickly and on time, the perfectionist continues to work until the project is perfect.  A perfectionist becomes more effective when he/she lowers his/her standards slightly and concentrates on ways to increase productivity.

Misinformation, when taken seriously, can hinder you from doing what you want.  The next time you hear one of those “Organizational Gurus” espousing one of the above misconceptions, consider its value and work to develop your own style of organizing.

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Good Companies Grow No Matter What

Every business demands growth, and double-digit growth is the dream of every dedicated business owner, even when lackluster results show up at quarter’s end.

Most entrepreneurial business owners need a guide to navigate their way toward substantial, sustainable growth.  It can be done even in a slow economy as demonstrated by such companies as Harley Davidson, Starbucks, and WalMart.  Even smaller companies such as Paychex and Oshkosh Truck have been able to make gains in revenue, gross profits and net profits.

Here are 5 disciplines of sustained growth:

1. Retain Your Customer Base:  Keep the growth that you have already earned by coaxing customers into complex relationships that make it a hassle for them to switch to your competitor.  Tailor your products/services using data gleaned from your customers giving you an advantage.  Proactively managing customer defections will help you anticipate and pre-empt them. Bonding with customers wherever emotion is tied to an interaction is another great way to retain them.

2. Gain Market Share at the Expense of Your Rivals: Give customers a reason to abandon a competitor’s product/service for yours.  Do what it takes to lower the switching costs.  Pulling customers away from a competitor can be difficult, so you must devote many resources to raiding their customer base.  Offering higher value and quality are crucial to this end.  Buying a competitor is another way to do this.

3. Exploit Market Position:  Show up where growth is going to happen by spotting it early.  This can be done by watching the industry for shifts in buying criteria, product or service innovations, and population trends.  You must be able to spot positioning opportunities to make the most of them by continually using a systematic approach to the process.

4. Invade Adjacent Markets: Before moving into a nearby market, decide whether it offers significant long-term growth and profitability.  Determine whether you have an advantage over a competitor, and ensure you can match its standards of quality and value.

5. Invest In New Lines of Business:  If you take this approach, never overpay for a new line.  You must find simple strategies instead of complex ones, and partner with the new business by assessing its leadership team and balance sheet.

Although a successful growth portfolio might not include all five of these disciplines, it must contain more than one.  Only a balanced growth portfolio can keep an organization growing when the market shifts dramatically.

In closing I wish a happy and safe Memorial Day to all my entrepreneurial buddies and readers. Drive carefully!

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Prepare Crisis Control

A personal crisis doesn’t have to spell disaster for your business if you’re prepared.  Every business occasionally endures a crisis, but what happens when your dilemma isn’t falling profits but personal.

Because we have no idea what type of personal crisis may await us – an ugly divorce, debilitating disease, or ailing parent/child/spouse, we must be prepared. Just as you plan for advertising and promotions, you must plan for life’s surprises.

Paul Krasinski, founder of Lion Strategy Advisors, New York, suggests finding somebody NOW who can take over your responsibility and carry on for at least 20 days.  He/she needs to be someone who can communicate well with staff and command respect, and may or may not be the person you feel closest to in the company.

Once a personal crisis hits, Krasinski recommends “full disclosure” to your employees. This avoids the feeling of being hit by a bomb, and that business will go on as usual.  In case you think this doesn’t work, let me give you a case history.

Dana Weidaw, 28 and president of her own PR firm had only been in business 1 year when she tested “full disclosure” with her employees.  She was diagnosed with an aneurysm which required a surgeon to drill through her skull.  She had just landed her first major client and was publicizing a major hockey arena.  If all didn’t go well with the project, this client could turn out to be her last.

Before missing 7 days of work, Weidaw prepped her full-time employee, another agency she was working with, and her client by sharing the nitty-gritty details of her crisis.  She assured them everything would run according to plans and smoothly in her absence, and found that everybody was willing to work around her crisis.  Weidaw found that, by nature, people are very sympathetic.

A word of caution though, you need to know when to talk.  During and after a crisis – full disclosure is great.  If you’re “contingency” planning though, it might be prudent not to advertise that if your personal life goes in the tanker good old Gary or Suzy will be in charge.  Your employees may needlessly dwell on why they weren’t picked to run the show instead of them.  Above all, you don’t want to cause widespread distress or distract your staff from day-to-day operation.

Just as surely as you plan for financial allocations for your business, always have a crisis plan in place.  This may need adjustments from year to year as staff leaves and are replaced, so when planning for each year’s business needs include your crisis plan.

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Commission or Bribe?

Supposed you’ve decided to move part of your business overseas, those administrative fees could look like illegal bribes.

Let’s say that to open a manufacturing plant in Southeast Asia you need a permit from the local government.  A government agent there offers to get you the permit within a week – and his commission will only be $1,000.  Back off! Watch your step here.  In many countries, kickbacks and bribes have long been the accepted cost of doing business.  However, the Foreign Corrupt Practices Act (FCPA), enacted by Congress in l977, prohibits bribery of officials in other countries.

It’s illegal to make payments, offers or even promises of anything of value to foreign officials to obtain or retain business or get an advantage.  It’s also illegal to make such payment to a third party (say the official’s wife or sibling).

For over 20 years the United States was the only country trying to prohibit bribery to foreign officials.  U.S. companies complained they faced either bribing foreign officials and risking FCPA prosecution or losing the contract.

Since then, with the urging of the US, international organizations have enacted treaties and conventions aimed at stamping out this practice.  The European Union, the United Nations, and the World Bank have adopted resolutions and policies against corruption which has helped to level the playing field.

You don’t want to get tangled up in bribery!  The problem is it’s rarely easy to tell whether a proposed payment is actually a bribe.  For instance, the FCPA doesn’t prohibit “grease payments” which are fees paid to foreign officials to expedite the actions the government would eventually take anyway, such as issuing a routine permit.  But suppose you need a permit to build an oil pipeline, and a government agent asks for a few thousand dollars for advising you on environmental issues and compliances to make sure you get the permit.  Would that be a “grease payment,” or a bribe for the officials to look the other way?

In light of the new rulings and laws, people of authority rarely ask for bribes, but they may ask for a small payment for advice on doing business there. For instance, if a government agency asks your company to build a park or pave a road in exchange for approval, that wouldn’t count as a “bribe.”

This whole scenario is further complicated by the layers of people it might take to get a job done.  So, if you hire an agent to work with an agent abroad, how do you know he isn’t paying bribes and implicating your firm in corruption?  Know what the deal should cost, so you can tell if money is leaking out.

Because complying with the many overlapping laws is tricky, don’t try it alone.  Hire a lawyer with experience in international business to help you through this minefield.

In fact, it makes one wonder whether it wouldn’t be better just to stay on your home turf!  Such is the way it goes when you start doing business overseas.

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Body Language

When you are at an interview, you may not be aware of this but your interviewer is observing your body language, very carefully.  Your body language says a lot about yourself, so you need to control negative body movements and encourage positive body movements and habits.  Humans naturally send and receive nonverbal communication; they have been doing so since the beginning of time.  When your girlfriend folds her arms but has a smile on her face, are you not wondering what she upset is about or clammed up for.  At an interview, you never want your body language to contradict your words, this makes you appear like a liar.  The first impression, or the first few minutes of your interview are the most lasting. 

The Handshake: your hands should be clean and well manicured, and free of perspiration.  You want to allow the interviewer to initiate the handshake, which should match the interviewer in firmness, do not give a firmer handshake than them. Smile at the interviewer and look them in the eyes.  It should last between two to five seconds.  When departing the interview, the handshake may last longer, smile and lean forward as you shake.

Here are a few things you will want to avoid at an interview:

Clasping your hands behind your head

Adjusting your tie constantly

Slouching in your chair

Pulling your collar away

Picking at your face or outfit

Tight smiles or tension in face

Little eye contact

Wrinkling your eyebrows

Rapidly nodding your head

Any nervous tics

Crossing your ankles - means withholding information

Crossing your legs away from the interviewer-  toward is ok

Crossing one ankle over the other knee

Crossing your interviewers personal space

Avoid grinning idiotically

Gnawing on one’s lips absentmindedly

“Faking” a cough during a tough question

Folding or crossing your arms

Avoid compulsive jabbing the floor or desk with your foot

Loud, obnoxious laughter

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Get What You Want in 7 Powerful Steps

In my most recent columns we’ve covered issues about improving your business and marketing, but today let’s start right at the beginning.

You’re really getting tired of the 9 to 5 “rat race” and are thinking about chucking it for your own business.   All your friends keep telling you that you could do for yourself just what you’re doing now for your boss. Why shouldn’t you profit from your ideas instead of him?

You keep thinking about it because you know that you’ll never be financially where you want to be with a weekly paycheck, but what business would you start?

Before you pack in that weekly paycheck, this is the time to evaluate yourself and your future and it takes some real, down to heart honesty.  You want to change your life for the better, so let’s start.

Did you know that you have the potential to do and be anything you want?  People have different perceptions of the ideal life, and it ranges from obtaining financial freedom to as simple as owning a new pair of sneakers. Unfortunately, many fail to reach their aspirations because they can’t get a solid, clear picture in their mind of what they want.

Take the next few days and embark on a fact-finding journey that will be a life-changing experience.  Get a pad and pencil and start with this first step:

STEP 1 - KNOW EXACTLY WHAT YOU WANT – Be specific in your passions, then focus all your efforts on that particular desire.

Those who always change their minds and those who give up easily when the going gets tough will never get anywhere.  If you’re a bit confused and aren’t sure what you really want in life answer these questions:

1. What makes your heart beat with excitement?
2. What makes you happy?
3. What are you constantly thinking of day and night?
4. What do you want to do with the rest of your life?
5. What do you enjoy doing?
6. What are your obsessions?
7. What things make you jump for joy?

Write down all your possible answers to the above questions.  Write down everything, no matter how silly or unimportant it seems. Put all your desires on paper that answers any of the above questions.

When that’s done, go back and circle five to seven items that interest you the most.  Then evaluate and choose with your heart, not your mind, the one and only thing worthy to spend all your time and resources on and that brings out the best in you.

Now you may wind up with something like, “I want to play quarterback for the RAMS.”  If you’re over 20 I’d say that isn’t too viable a choice, but you could do something related to football or sports.  How about starting a sports publication?  Or perhaps a sporting goods retail business, sports memorabilia business, or even a gym could be the answer.  You can always read books and surf the net to help you in your search.

The most important thing to remember, no matter how “pie in the sky” it seems, is to USE YOUR HEART.  Others may disagree with you, but you should be firm with what you really want.  Others may offer comments or advice, but the final decision is always yours to make.  You should concentrate on what you want, not what others want.

Remember you only get one shot at living your life.   There are no replays and you don’t get to do it over.  You may not do it right, but at least you’re doing it.  Too many lives have been lived in quiet desperation waiting until – until they had saved a nest egg, until the children are out of school, until I retire, and they depart this life before “until” ever arrives.

Don’t go to sleep tonight without making a decision on WHAT YOU REALLY WANT IN LIFE MORE THAN ANYTHING ELSE.

Then spend a few days evaluating how to make it possible and make a living at it.  Begin living every day as if it were the last day you had – never leaving anything to be done next week, next month, or next year. 

There will always be bills, things will always break down eventually and need replacing, there may be storms and earthquakes and repairs – but there will only be one life for you to live. It can’t be put on “hold”!

The final outcome of your efforts may be in the future, but you’re living each day by taking steps toward that outcome.  

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Laws Of Magnetic Action

FIRST LAW: Relation of Power to "Tone". The effectiveness of magnetism in action depends upon harmony of "tone" between its possessor and any other person, and in securing such "tone"  harmony, on any magnetic plane, in any particular psychic state, at any given time, psychic and physical magnetism mutually cooperate.

SECOND LAW: Magnetic Intention. The magnetic intention ("I INTEND MAGNETICALLY") intensifies otherwise unconscious magnetism, and runs through all the mass of general etheric vibrations like a theme in complicated music, imparting to them unity, character, intelligence, and definite and enormous effectiveness in practical employment.

THIRD LAW: Influence of Purpose. In the employment of magnetism, long-run purpose establishes etheric character, and specialized purpose confirms that character if it concentrates the general purpose, but confuses that character, perhaps destroys it, if it antagonizes the general purpose.

FOURTH LAW: Force of the Ideal. Idealism of motive determines the character of etheric vibrations, and idealism of magnetic activities determines the quality of magnetism achieved.

FIFTH LAW: Sway of Other Interest. The general sway of other  interest in life, and the particular influence of other interest on special occasions, impart to uses of magnetism enormous effectiveness, and not least in relation to self.

SIXTH LAW: Reaction of Admiration. The consciousness of admiration for others, recognized by them, reacts with tremendous power to stimulate magnetic action.

SEVENTH LAW: Measure of the Intake. In the magnetic life, intake of power is correctly measured by output of power: inversely in waste, directly in intelligent expenditure.

EIGHTH LAW: Adjustment. Magnetic effectiveness is proportioned to accuracy and fulness of adjustment, to things, to laws, to forces, to times, to situations, to qualities, to facts, to truths, to persons, and only studied experience can discover and establish such adjustment.

The problems of adjustment to persons are these:

With inferiors, to put self magnetically, without appearance of condescension, on their levels for the end in view, applying then the general principles of magnetism.

With equals, to apply the general principles.

With superiors, to assume their level while magnetically deferring, without adulation or humility, to such superiority, regardless of its reality or unreality, for the end in view, applying the general principles of magnetism.

NINTH LAW: The magnetism of identity. The magnetic value of adjustment expresses the force and completeness with which the individual can identify himself with another person, suggesting oneness through attitude, gesture, act, eye, tone, language, and telepathic sympathy.

TENTH LAW: The use of reactions. Magnetic skill exhibits in the manner in which beneficial reactions are received and utilized, negative or indifferent reactions are ostensibly ignored, yet constituted stimulation for further persistent magnetic action, and hostile reactions are refused, without ostentation, but with determination (if worth while) to "win out" through better adjustment and increased magnetic endeavor.

ELEVENTH LAW: Magnetic attack. Magnetic success demands the direct attack when etheric harmony of "tone" is assured, but the indirect method otherwise; that is, such attack-methods as will secure that harmony.

TWELFTH LAW: The conquest of antagonism. Magnetism ostensibly ognores, and refrains from, exciting antagonism; but, when antagonism is evident, rejects it and proceeds on the indirect attack, or openly accepts it and adopts the direct or the indirect method as the one or the other promises speediest and most perfect harmony of "tone".

THIRTEENTH LAW: Mortal antipathies. Success-Magnetism conquers the influence of deep-seated natural antipathies only by avoiding their causes.

FOURTEENTH LAW: Re-adjustment. The etheric life is unceasing reaction, and magnetism, therefore, demonstrates itself by squaring with every issue and making of every change and every defeat a new opportunity.

FIFTEENTH LAW: Control of output. It is an important to know when to open the circuit that is, to cut off the current of magnetic force as it is to know when to close the circuit to pour forth magnetic influences.

SIXTEENTH LAW: Concession. Concession becomes magnetic in its timeliness. If premature or belated, it defeats magnetism.

SEVENTEENTH LAW: Harmonic conditions. Magnetism enhances through beauty of personal surroundings, in cleanliness, order, adornment, art, literature, music, and the like.

EIGHTEENTH LAW: Sovereignty of will. is the director of native and unconscious magnetism and the creator and director of developed magnetism. Power of will is indispensable to magnetic power.

NINETEENTH LAW: Energy in magnetic action. The projection of magnetic influence proportions to inner, conscious intensity of psychic and nervous states. Exploding powder in the gun calls for the man behind the weapon, and the soul within the man, and powerful vibrations within the soul's arena, and magnetic intention within the vibrations, and psychic energy within the intention.

TWENTIETH LAW: Self-control. Magnetic power becomes effective precisely as mastery of self, in restraint and in handling, approaches perfection.

TWENTY-FIRST LAW: Magnetic handling of self. The attitude of magnetism, the magnetic intention and psychic pose, "I stand positively magnetic toward this person or this situation,"  constantly maintained, ultimately instructs in all the arts of magnetic self-handling through the law of auto-suggestion, and realizes in practical form its own ideals.

TWENTY-SECOND LAW: The magnetic mask. The mask of magnetism achieves effectiveness when it covers personal states and purposes in a manner positively to attract, and in that manner alone.

TWENTY-THIRD LAW: Magnetic consciousness. Intense magnetic consciousness without thought concerning it secures, by its uplifting and stimulating influence, the greatest exaltation of personal powers when employed.

TWENTY-FOURTH LAW: Magnetic faith. A deep and vital faith in the certainty of magnetic success renders all latent and developed magnetism dynamic, if that faith is thrown into action.

TWENTY-FIFTH LAW: The demand in use. In the application of magnetism to any task, intense, persistent demand upon the Universal Forces swings them directly into the effort.

TWENTY-SIXTH LAW: The affirmation in use. When, in the application of magnetism, one affirms, mentally, intensely, persistently, "I am receiving and exerting power," he unconsciously calls to aid all the success-elements and makes himself a center toward which the Universal Forces inevitably gravitate.

TWENTY-SEVENTH LAW: The magnetic telescope. The magnetic attitudes, faith, demand and affirmation, constitute a magnetic telescope through which the distant goal of success is magnified and all nearer obstacles, lures and irritating conditions are closed out of view.

TWENTY-EIGHTH LAW: Magnetic accumulations. Magnetism, through correct application to life, not only develops in the individual, but accumulates in his environment, and reacts beneficially without direct personal supervision.

TWENTY-NINTH LAW: The personal atmosphere. The personal atmosphere exactly reflects the inner self, and it furnishes a perfect field for magnetic effectiveness only when the self and the body are clean and buoyantly healthy.

THIRTIETH LAW: Subordination of physical magnetism. In the subordination of physical to psychic magnetism, each finds its greatest effectiveness according to the relative development of both orders.

THIRTY-FIRST LAW: The fixed idea. Long-continued association with some fixed, great and attractive idea sets into operation certain deep, subconscious operations of the soul, which, for a time unrecognized and unmanifest in life, gradually and surely coordinate all individual powers thereto, induce a working of the whole system in harmony therewith, and finally emerge in the objective life and consciousness as a unified, actual dynamic force. The idea has swung the individual, has transformed him, has harmonized and intensified his faculties and his personal ether, has come to sovereignty in his personal atmosphere, and from there exerts a dynamic force upon other people and life's conditions.

This Article has tried to saturate you with the idea of success coordinating with its necessary elements, and has thus endeavored to swing your whole being into mighty belief that large success is also for you.

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