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Category:
Careers / Job Hunting
Publisher: Shannon L. Buck
Type: Non-Fiction
Pages: 103
Copyright: Febraury 4, 2016
Price: $9.99 (eBook)
Learn how to organize your freelance or small business with this eBook from Shannon L. Buck at Live the Freelance Life.
Organize Your Space and Stuff is a compilation of many articles from Live the Freelance Life. Each article has been expanded on for this eBook, with updates on how things have changed, and action steps to guide you in setting up and keeping up with your office or office space.
A bonus section at the back of this eBook gives the reader projects that will aid them in furthering their career and brightening their day. These projects are not to be missed. They are fun!
Organize Your Space and Stuff provides take-aways such as ideas for organizing projects and record keeping, as well as keeping track of successes. Organizing the way you do business does not have to be difficult. The eBook offers advice from someone who has tried many things, before beginning to get it right. It also offers recommendations for having a 'greener' office environment, and advice for keeping what you need on-hand, so it is available when needed.
Excerpt
As a freelance writer and blogger, I don't always work from home. I sometimes work at the library, and often at my sisters place. Both locations provide me with wireless use for free. This is helpful when I need to get ahead on work, or when I need to catch up on things, because I'm using dial up service at home right now. Couple this slow service option with a desktop computer that is old, and you will see why I'm not at my most productive when I work from home. This means I'm not making as much money as I might under better circumstances. This is okay: Good things come to those who wait. Or those who work hard, anyway.
The laptop is also having issues, and is almost as old as the desktop. My plan is to purchase a new laptop as soon as I'm able.
I'll still be able to use the laptop case that I have. This case is a little bulky, but it has pockets that will hold various items. My project notebooks and folders will fit in one pocket. CD-ROM’s will fit in another. There is also space for pens, highlighters, and post-its, as well as my calculator.
Most of the large files I need for projects are kept on the desktop, so I'll simply send these to the laptop when the time comes. By keeping most of my files on the computer, I don't need as many physical files. This means that I will not have to carry as much with me in my portable office.
The laptop case will enable me to pack what I need during any given evening, to allow me to be able to leave the house quickly the next morning. I'll then be able to head quickly out to the library or any other place that has WiFi access.
Do you have a portable office?
August 2015:
I no longer work at my sisters, or at the library. And I have a laptop rather than that old desktop computer. However, I do still work away from home, so being able to cart my stuff around with me is important.
ACTION STEPS:
1. Decide what you need for your portable office. A laptop or tablet? Specific files? A project journal? Pens, highlighters, and Whiteout?
2. Find a tote bag, back pack, or briefcase that will hold all of the things you need to take with you.
3. Pick up small organizers to put things into, if the bag does not have separate pockets for things, such as a pencil box and a large plastic envelope to hold files.
4. Keep this bag at the ready.
Active Files for the Freelance Writer
Originally posted to the blog on November 17, 2010
In my home ‘office’ I have two file drawers where I place most of my household, personal, and business papers.
There's also a separate file container that I keep above my desk, on the hutch. This container is nothing fancy. Cheap black plastic, but sturdy. No cover. It is the perfect size for hanging files or manilla folders. I use the hanging files because I found a great deal on them and purchased in bulk. They are simple green folders with hangers, but I saved money buying them this way.
I use this file holder for my active files. Articles that I have out. Ones that are waiting for approval and whatnot. Manuscripts that I'm editing or writing. Blog topic ideas. Whatever projects I'm currently working on.
Placed above my desk, the files are always easy to access. For works being sent to publishers, I tape a submission tracker (see the blog.) to the inside front of the file. I fill this out every time I send something, and whenever I hear back from someone. If the piece is accepted, the file is moved to the drawer.
How do you organize your active files?
August 2015:
Active files of some sort are important. I still have that file box, but my active files are a bit different at the moment. They have more to do with my manuscripts for a series of short stories, as well as this manuscript. They hold all the information I need to get the manuscripts written, edited, and published.
Whatever you need active files for, I still suggest you keep them near your work area.
A decorative file system may be right up your alley. Perhaps a square basket with decorative file folders. Think about your personal style before shopping.
ACTION STEPS:
1. Go to an office supply store and look at file organizers, cabinets, file boxes and baskets. Letter trays are another option.
2. Decide what will work best for your personal style and business.
3. Look at the different types of file folders and choose something to go with the organizer(s) you decided on.
4. Buy what you think will work best.
5. Set up your new system in the office area.
How do You Organize Your Writing Ideas?
Originally posted to the blog on November 27, 2010
There are a great many ways to organize writing ideas. Some people use a spiral bound notebook to record all their ideas. Others prefer a yellow legal pad, or a journal. Still others may use folders on their laptops desktop.
No matter how you record ideas, it is essential to continue to do so. You'll want to be able to look these up at a later date, when there is a lull in your article writing, or you just want to work on a different creative writing project for a while. These ideas will come in handy at some point in the future.
I keep mine in manilla file folders. I have one specifically for writing prompts, which are ideas that I come up with and put away for future use. These might be titles, or slivers of ideas. Once each becomes more substantial in my mind, I move it to its own folder where I'm able to quickly add to it when I want – until the story or article idea turns into something real.
How do you organize your writing ideas?
August 2015:
How things do change! I no longer use manilla folders to organize any of my ideas. I have a series of notebooks:
1. A composition notebook for each blog I own, and for each channel I write for.
2. A hardcover notebook for marketing, self-publishing and other ideas and notes.
3. A nice journal for fiction writing prompts.
4. Another journal for record keeping.
5. And a series of nice journals for different projects I'm working on.
How do you keep track of all your ideas? If you do not currently have a system, what do you think might work for you?
ACTION STEPS:
1. Consider how you want to keep ideas organized. In files on a computer? In journals? What do you think will work best for your personality?
2. Pick up what items you need in order to set up the system.
3. Schedule time over the next week or two for setting up your system and adding to your idea list(s).
Spring Clean Your Office or Office Area
Originally posted to the blog on March 5, 2011
It is that time of year again! The time when we look to refreshing our homes and work areas. Whether you have an entire office or just a small area for an office space, spring cleaning is a necessity. Doing so allows us to clear the air, and takes care of dust and other allergens. Spring cleaning also allows us to clear clutter from the area, and to organize our stuff.
Ideally, we begin spring cleaning by removing everything from the room or area. Do this piece-by-piece, dusting and washing each piece of furniture (and other items) before taking it out of the room. Don't forget to wipe down the computer and other electronics. Then begin the heavy duty cleaning by:
1. Taking down curtains and throwing them into the wash with other linens from the room. Go ahead and rehang the wet curtains if they will not need to be ironed when dry. Otherwise, run them through the dryer.
2. Washing the windows inside and out, then leaving them open while you're cleaning. Wash the sills and frames as well.
3. Cleaning the light fixtures, after globes are removed. Wash the globes by hand in hot, soapy water, and allowed to dry before being replaced.
4. Sweeping the ceilings to remove cobwebs and dust.
5. Washing the walls; switchplates and outlets are wiped down.
6. Sweeping, then washing, the floors. Or vacuuming and washing carpets. Launder all area rugs, or send them out to be cleaned.
Once a room or area is cleaned and aired, begin putting things back. Only want do this with necessary items. Start by:
1. Replacing the desk and hutch.
2. Replacing file cabinets, and going through each file to discard what is no longer needed. This is the perfect time to rearrange files or to set up a new file system. Also, file any loose papers that must be kept.
3. Replacing shelves and other pieces of furniture.
4. Going through all the office supplies. If there are items you never use, sell them or give them away. They're taking up needed space and giving you more to clean. Start a shopping list for items that need to be replaced, adding things to the list as you finish the spring cleaning process. Organize what will be kept within the office or office area.
5. Putting back only the office items that are necessary, and getting rid of whatever is not. Minimize as much as possible in order to make future clean-ups easier.
Now you have a freshly cleaned and aired room, that is also organized, to work in.
August 2015:
Keeping things organized helps with spring cleaning. Doing so means keeping up with certain things throughout the year, to make each years spring cleaning go easier and more quickly. Set schedules for some things, such as going through files every quarter, and be sure there are containers available for organizing what supplies you must have on hand.
When the time comes for spring cleaning, set aside a day to clean and reorganize everything. Were there things that did not work for you? Perhaps it was a pain to keep getting up for certain supplies that you will now want to store closer to the desk. Maybe adding a sitting area for brainstorming, or for meeting with important clients when necessary, will be the most helpful thing you can do in your space.
ACTION STEPS:
1. Clear the space, moving furniture and other items out of the room so you can get in there and deep clean the area from top to bottom.
2. Clean each piece of furniture and wipe down all equipment before placing it all back into the work space.
3. Go through all files (unless you already have a set schedule for this task), only putting back what is needed.
4. Set up a corner or other area with a comfortable chair and a small table, for sitting and contemplating actions for the business. Or add another chair if you will be meeting with clients.
5. Replace everything else that goes into the space.
6. Add a few personal touches, and maybe some decorations for the season, for a personal touch. Maybe a few painted flower pots on a windowsill, for violets or other plants.
Spring Clean-Up for Your Computer
Originally posted to the blog on March 9, 2011
Your office or office area is not the only thing that needs spring cleaning. Your computer also needs it. After wiping down the monitor, tower, printer and keyboard to rid them of dust and dirt, you will want to clean computer files and such. Pay close attention to these areas in particular:
1. On your desktop, purge the computer of downloads, documents, folders, and other information that's no longer necessary.
2. Once these items are gone, you'll want to set up a new file system for the desktop. One option is to create a ‘briefcase’ for each area of work. Within each of these, place a folder for each category for that area. Then documents are stored within folders.
3. Be sure to back up all your information when you're done. You never know when disaster may strike and you may need the backed up items. Do this periodically.
4. Online, you will want to print any emails and other information that may be need later. Delete everything that is unnecessary, then set up folders within the email program so you can sort everything that you do need to keep.
5. Be sure to go through all of your bookmarks or favorites as well, deleting what is no longer necessary and organizing what is under separate categories.
There you go! All cleared and organized. In what ways do you organize your computer files?
NOTE: Be sure to print and keep anything that you may need in the future, before deleting it from your computer. Place these within appropriate files in the file cabinet now.
July 2015:
Physical space is not the only thing that needs a good cleaning. So does the computer. Deleting unnecessary items will help your computer to run faster. I suggest doing this at least once a year, setting time aside for an entire day to go through everything.
If you get done early, treat yourself.
ACTION STEPS:
1. Schedule one day in the spring to clean and clear the computer. Write this on your calendar, and schedule a day for this project each spring.
2. Purge documents, photographs, and folders you no longer need.
3. Delete the computers temporary files.
4. Delete any programs you no longer need. or ones you have never used, only if you know for sure what they are. Do not delete anything you are unsure of. It might be there to help a program you do need.
5. Defragment the computer.
6. Declutter your email. Go into everything sitting in your inbox and decide to take action on it now. Either read it or delete it. Delete each after reading, unsubscribing from anything unnecessary. Be brutal. If you don't have time to read things, you don't need them.
7. Go through all email files deleting unnecessary items. Print copies of anything you need to keep before deleting, then get rid of file categories no longer needed.
What If…
Originally posted to the blog on March 23, 2011
Having a game plan in place before things happen is the best way to prepare for things that come up unexpectedly, and there are a great many ‘what if’ scenarios that the freelancer should think about.
These are only a few scenarios that may occur:
What if my savings run out?
Try not to let this happen completely. If it does, begin building the savings again as soon as possible. The plan should be to put away as much as you can each time you are paid, whether it be $5.00 or $100.00. Once built up, you should always keep enough money in savings to replace your computer and other necessities.
Another activity that I count as ‘savings’ is stocking a pantry. The first few years may be lean for a freelancer, as she is building a career and may not have unlimited funds. I try to stock up on things when they are on sale or clearance. This helps me to save money in the long run. If I have a stock of the bare necessities as far as food, personal hygiene products, and household needs go, I feel good about not having cash on hand. With these stocks, I don't have to run to the store at the last minute and pay too much for any product. I also like to have a stock of necessary office supplies on hand, just in case.
If your savings do run out, build it back up as you are able.
What if I have too many files?
Downsize! Too many files may seem like a hindrance, giving you the feeling of having an untidy work area, whether on the desktop or in a drawer. See what files you can combine or delete all together. Print what is necessary, file, and delete from the computer. Have a file box where you can place old files to put away in a closet – good when you don't need to see the files but must keep them.
What if my computer acquires a virus?
First, have virus protection software in place with automatic updates. Allow it to run on your computer whenever you are online. Still, a virus may get to your computer. If this happens, run a more extensive scan.
I have a brother-in-law who is very helpful. If my virus protection software is unable to locate the virus, I have him find it for me. He is free and, in fact, encouraged, to eradicate it.
When this happens, I have other things I can work on for a while. Offline things that do not necessitate the use of a computer, but that still have to do with the running of my freelance business.
What if my computer breaks and I need a new one?
Again, my brother-in-law usually is able to fix my computer. Alas, it is eight years old and does need to be replaced now. It will not work worth beans online at this point, but allows me to work from my desktop. Because I don't have savings available at this time, I'm forced to have to wait for my income tax return. It should have been here a couple of weeks ago, but the IRS computer was messed up when it did my return and I now have to wait longer.
In the mean time, I'm not working as much as I usually do. I'm earning less money. And I am working, any time I am able, at the library or at my sisters, until my money comes in and I can purchase a laptop.
Until then, when I am unable to be online, I'll be doing offline work. It's time for spring cleaning, so there are files and supplies to go through, furniture to rearrange, and organizing to do. I have some stories that I am working on in files kept on the desktop, which will later be moved to the new laptop. I'm also brainstorming ideas for projects, and planning what I'd like to do with the blogs.
July 2015:
What if I'm too busy to write the fun stuff?
Just keep plugging away at it. Keep a journal with you at all times for ideas and notes. If you're waiting to go in to an appointment, jot down notes. Waiting in traffic? Write down that thought you had earlier in the day. Have 20 minutes? Add those notes to your story.
Never give up!
Also, consider the NaNoWriMo challenge each November. This is how I get much of my story writing done. I love the challenge.
There are many things that can go wrong, and many of them will. Hopefully not all at once. Some will cost money to fix, others will cost time. The steps below will help you when an emergency arises.
ACTION STEPS:
1. Create a budget and stick with it. Both personal and professional.
2. Look for ways to be more frugal.
3. Install anti-virus software.
4. Start putting away money to have on hand in case something goes wrong, such as if the computer breaks and you need to buy a new one. Try to think of all the possible things that could go wrong, and work on covering them.
5. Talk to an accountant to find out how much you need to be putting away for taxes.
6. Set aside at least 10% for retirement.
7. Try to put keep 3 to six months of expenses on hand, in case you have a few slow months. Then you'll not be as stressed. After you've used some of it, start putting it back as soon as possible. Try for an ultimate goal of at least a years worth of expenses over the long-term.
8. Find a person who is knowledgeable about computers and other types of technology to help you out when things do go wrong.
9. Save for at least a mini vacation, even if that is a week at home, with no technology, lots of movies or reading, and barbecues every night. Save for downtime.
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