Posted By IOTeam

      Virtual office, collaborative tools, project management. At Island Organizers, one of the main tools that we use to keep our projects on track is a cloud-based collaboration app (aka "workspace"). It's a "rented" space on the web  for all of our working documents, forms, idea pages, rough drafts, to-do's, etc. Each person in our business can see (or refer to), share or add/edit.

      Collaboration apps are not to be confused with ones that just store documents online like Dropbox or Box.com. They offer so much more! By keeping our company's projects and shared documents in our workspace, when someone adds or changes something or completes a task, we all receive an email notice. (I prefer to have it send me weekly updates instead.) So we all know what's up next.

        When we're working on a document together, we are on the phone with one person editing and others watch live! We no longer send email back and forth with documents attached (translation: no more email attachments!). There's no more keeping track of who has the latest version on their computer (translation: less files to store and less confusion).

 

      There's no more confusion about who's doing what on a project - the task lists keep us on track (translation: get things done on time!). I no longer carry "cheat sheets" for computer tricks, fixes and forms (translation: no more hauling paper around with me!).
       I'm hesitant to maintain my client folders in the workspace, though, mainly because there's sensitive information in them. So, based on your preference, I don't recommend putting all types of documents in the cloud.

       But, if you need a place to work that is accessible from any computer or e-device that keeps track of where you left off, a collaboration tool may be just the answer!

 

Excerpt from eNews: Organizing Today. Read full issue...


 
Posted By IOTeam

by Karen Simon , Island Organizers

eCalendar

     It's time to set up your calendar for the coming year with birthdays, holidays and special occasions. Before the days of electronic calendars, you'd take out both your new and old calendars or date books. You flip each page of the old to write your days to remember into the new. Those who use an eCalendar on their smartphone, computer and/or tablet can take advantage of the three most useful features that save the time and energy of this chore.

#1 - Recurring/Repeat Events: Birthdays, holidays and annual events that fall on the same day of the year can be plugged in once and will appear every year thereafter.

#2 - Import the holidays: Some holidays occur on different days each year, e.g., Thanksgiving, and some religious holidays. With most eCalendars, these dates can be automatically added in a blink by downloading a small file. Smartphone and tablet users can go to the app or Play Store. Web calendar (Google, Yahoo, etc.) users can just check a box to "turn on" holiday calendars to show the holidays. Note: for Calendar apps like Outlook or iCal and others, do an internet search on "import US holidays" to download. Get it on one device and the dates will sync with all your devices!
#3 - Reminders/Alarms: Especially with birthdays, take advantage of the alarm or reminder feature to notify you several days or weeks in advance of special dates so you have ample time to buy and mail cards or gifts. eCalendars can sound an alarm or popup a reminder; some send a reminder email when it's time.

Start your year off with an organized calendar. Take advantage of our Get Organized Month (January) specials, including one that includes help with e-Calendars! Ask me how to do it now.

Contact Us:  808-943-2053 & 310-391-7392

 


 
Posted By IOTeam

By Island Organizers

 

September is 
National Preparedness Month

     We've all heard the phrase: “Hindsight is 20/20.” It means when you look back at something, there’s a whole lot of “woulda” “shoulda” “coulda” going on.

     When it comes to disasters, we seldom have a warning. Therefore, we need to prepare, just in case. When you’re putting together an Emergency Kit or Plan, use hindsight as much as you can. Ask yourself, “What will I wish I had?” and “What will I wish I did?”

     People usually think that being prepared means just having an emergency kit, but the plan is just as important, if not more so! In celebration of National Preparedness Month (NPM) 2013, Island Organizers is hosting a teleclass entitled, “Your Disaster Plan is Not Just A Kit." You will learn:

  • How to designate a "Ready Zone"
  • What goes into your "Go Bag"
  • How to make a "Grab & Go List"

 -------------------------------------

A recording and copy of class materials of our September 11, 2013 tele seminar is available for download. Take a listen to this informative and vital session. Get it now

Get help Organizing your Vital Documents & creating a "home" for your most important information & paperwork.

Get a discount on SafelyFiled & learn about SafelyMD for emergency medical data

Get a discount on LifeinCase ... ask us how to use it in your "Go Bag"

Contact Us:  808-943-2053 & 310-391-7392

 


 
Posted By IOTeam

karen simon by Karen Simon

What steps will you or staff take when damage or loss occurs out of the blue? Disasters are defined as a sudden event that causes damage, failure and/or destruction.

So much of what you'll do depends on a number of factors. What type of business is it? What type of disaster? How much do you depend on the income? If you're like most small businesses, it's likely that you & the staff highly depend upon the funds earned by the business.

A study by the Institute for Business & Home Safety revealed that 25% (one out of four!) of all companies that close due to disasters never reopen.

As a long-time computer consultant, I always stress the importance of a backup system. I always ask, "How much data are you willing to lose?" It's a question of risk. I learned from my 10 years in a corporate Risk Management Department that when disaster strikes, having a good plan in place minimizes the amount of loss - plain & simple.

Five steps to create your plan:

1. Identify Risks - What can and/or will happen?

  • Natural disasters
  • Human-caused hazards
  • Technology-related hazards

2. Plan To Stay In Business

  • Analyze impact of risks
  • Identify ways to reduce risks
  • Define minimum requirements for business continuity

3. Create The Plan

  • Identify resources required to stay in business
  • Outline emergency communication methods
  • Define procedures
  • Train staff

4. Test the plan

  • Step through scenarios
  • Modify plan as necessary

5. Review and improve

  • Review plan annually
  • Identify triggers that will require plan modification
  • Allow others to contribute ideas

How much are you willing to risk? When asked, our clients respond, "Not much." We provide worksheets, questionnaires and aides. Then, we coach clients through each of the five steps, asking questions to get to the most crucial information. Within a few hours, they're well on their way toward a completed plan.

How will YOU stay in business when disaster strikes? During September's National Preparedness Month, Island Organizers offers promotions and discounts for help with Disaster Prep. Call or email for an appointment.

"Small businesses that don't have a plan in place generally don't survive after a disaster, whether it's a flood or a tornado. We see that anywhere from 40-60 percent of those that are hit like that simply don't come back to business," said David Paulison, former executive director of the Federal Emergency Management Agency (FEMA). What are you waiting for?

 ___________________

Resources:

www.ready.gov 

www.fema.gov

On Sept 11, 2013 we held a teleseminar. Hear this informative and vital session.

Organizing your Vital Documents  creates a "home" for your most important information & paperwork.


 
Posted By IOTeam

karen simonBy Karen Simon, Island Organizers

 

Got a scanner to get organized, but need help with How To? If you've tried to go paperless but are having trouble getting set up, you're not alone. Today, people are caught between the paper- based and digital document worlds. So many of them feel disorganized because they have some information on paper while other information is in digital form. They want all of their information to be "somehow" merged together into some kind of system that makes sense for them, is easy to maintain, and allows them to find it quickly when they need it.
 
Intuitively, they know that turning the paper into digital format is the answer so they purchase (or contemplate the purchase of) a scanner. That's where they get stuck because now, they realize that they don't have a system for filing the documents once they're in digital format - or they don't know how to create one. It becomes more of a headache to "figure it out," so they quit. Their investment in the equipment, and especially their time, is now wasted.
 

Just one of our solution-based services, Island Organizers helps you to set up your digital filing system to match how you work. We'll teach you how to use your scanner and teach you a routine to make your office and your life into one that is "paper-less" and organized so your information is always at your fingertips!

Find out how we can help you. Contact Us today. If you have a success story with your scanner, post a comment about how your scanner has helped you!

 

 _________________

Other Blogs about Going Paperless

Other Solution-Based Services:

Managing Email and Paperwork to get things done (and on time)!!
Setting Up Successful Routines to stay in front of clients and contacts
Maximizing Space for an organized and efficient office
Collaborating with others for virtual workers
Mobilizing The Office for staying organized on the road
Organize Anything to start, get and stay organized, finally!

 

Contact Us:  808-943-2053 & 310-391-7392

 


 


 
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