Saturday, February 10, 2007
Dave 2.0
I've written several times about the importance of focus and also my own personal efforts to reduce clutter and organize. My life and mind are filled with so many different "things" that my world quickly becomes cluttered. It takes a very intentional effort for me to reduce the clutter of life, and like most people, I fall behind or become lax in my effort.
I have no fewer than 6 business efforts going on right now, I have several more (dreams) waiting to blossom. Added to my own business concerns, I have the responsibility of helping other small business people with their businesses, from simple website guidance to overall operations and public relations. I'm not complaining mind you, but it is easy to see why I fall victim to a cluttered mind.
A cluttered desk, a cluttered mind.
There are various opinions about a cluttered desk, I cannot address any other desk than my own and right now it's a mess. The mess spills over the floor around it right too. It's terrible! Even my computer is filled with millions of links, files and old garbage I'll never need, yet I hold onto it just in case. Just this morning, I was going through some old files, links and shortcuts and I could not believe the number of files that were splattered all over my desktop screen. (It was full and I could not add another... pitiful!)
On a PC, there is a utility called a "Hard Disk Defragmenter." All it does is take little pieces of data that is stored randomly on the hard disk and brings them together in a more organized manner. The result of this is a more efficient memory structure that can be accessed faster and with fewer mistakes. The funny thing about this and other optimization utilities is the fact that most work must come to a screeching halt in order to run through the processes. The computer is so busy analyzing, evaluating, moving things and around and fixing itself that there is not much else that can be done at the same time.
The same is true for an "office defragmentation." I must stop what I would be working on in order to sort through the notes, letters and other bits of information strewn around my workspace with the goal of working more efficiently. It's not something I want to do and blame the fact it will take so long for the reason it continues to get worse.
Upgrades
Each time Window's or other operating systems as well as hardware memory advances, you hear the term "better memory utilization." Which means very little to most people, but what it means is that instead of having to lock up the computer for hours and hours to run through optimization utilities, the new hardware and software works smarter on an ongoing basis.
Here I am in the process of some major and significant advances in my businesses, as well as about to upgrade to the next new operating system (Vista) on my computer, while I'm at it, I am going to upgrade my workspace, process and time management. Part of the new software I'll be installing is new accounting software, new customer resource management software and new time management software. (Yes, all Microsoft.) I am also converting my websites to ASP.NET and moving away from old methods of building and publishing websites. Yep... this old dog is going to be learning some new tricks.
You may have heard the term Web 2.0... well I would like to introduce Dave 2.0! A businessman who is "optimized" for efficient memory handling, organized data access and superior performance. Dave 2.0 won't be relying on simply his own "programming" but bringing together a network of well informed, well managed and empowered partners. A super computer if you will that will be intentionally more organized and willing to delegate tasks that normally would have been a burden.
I'm even thinking about buying a PDA (GASP).
I've avoided the personal data assistant (PDA) so far! Many "upwardly mobile" executive hopefuls could be see with their face buried in these little electronic devices for several years now. I had one of the first ones back in the early 90's, entered all my contacts and schedules only to have the sun burn the memory chip as it sat on the seat of my car. I've avoided them since sticking to my 3x5 cards and other antiquated methods of organization. With the progress of synchronization software, wireless networks and the hardware nowadays, I think the time is right for me to invest in one of these tools.
Admittedly, the new software from Microsoft is a key motivator and I've discovered a little gem that allows me to synchronize my cell phone with my computer and also a PDA if I had one. I'm looking at the Dell but may go with the Cingular one that includes a cell phone. Not sure yet. The point is, I am making some changes to be more effective, informed and in touch.
Sometimes you just gotta make some changes!
Though my desk and office is in fact cluttered, in my own defense, it is not as cluttered as it has been in the past. I made a decision a while back to be more organized and throw more stuff in the garbage and have done much better. As I look around my office today, I must admit to myself that I could have done better. That's part of innovation anyway, to continually assess and modify.
Last year I learned some lessons that I had allowed to fade in my memory. Lessons about organization that are not for the sake of tidiness, but for the sake of efficiency. Establishing my own method or process of organization is important if I am ever going to expect a staff member to continue the process on my behalf. If I don't have my own document control methods, or a reason for the madness, I cannot expect someone else to be able to understand it now can I? A good document control policy is not only good for business, in many ways it is required to be in compliance with the various laws and regulations.
Why now? Good question!
The next few weeks are going to be incredibly more busy than any other time in my life. I can't explain now, but several efforts are all coming together at the same time and now would be a time I could claim I was too busy to worry about it. Alternatively, if I hope to do things right and accomplish all that needs to be done, there has never been a time in my life when organization and efficiency were as important.
Simple things first! Daily task lists, simple files and a day planner. One step at a time with the new software. One contact at a time with the new management. One task at time so I can focus to completion. I have a million things to do, but I can't do a million things! I can do one thing... at a time. So as I press the post button on my long Saturday blog, I'm finished with this one thing and will turn to the next one thing and I'll only have 999,999 more things to go.
