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FAQ's
Frequently Asked Questions are organized by the following categories:
Q. I have upgraded from a previous version of Paper Tiger and it seems like the backup function is totally different than before. How do I back up my data in The Paper Tiger version 4.1?
A. Yes, you are right. When version 4.1 of the software was created, it was built to be compatible with the new Vista operating system that Microsoft created. That has changed some of the way that the software is saved on your hard drive or server. Here are some instructions that may help you.
You can export the data to a .CSV file that will allow you to save the file anywhere you wish. If you ever need to restore this data, either onto a new install of Paper Tiger or into your existing Paper Tiger, follow the import directions.
EXPORT
- Open Paper Tiger and open your database. Click on FILE
- Click on EXPORT
- Click on SELECT ALL
- Click on BROWSE
- Click on DESKTOP
- Name the file (exportdata.csv will work fine or any name that you can remember easily) then click OK
- Click on EXPORT
- You may now save this file anywhere you wish or burn it to CD
IMPORT INTO NETWORK OR A NEW INSTALLATION (WORKS FOR ALL EDITIONS)
- Open version 4, but select CANCEL when asked what database you want to open. If a database opens automatically, close it. Now click on FILE and NEW and ADD NEW DATABASE. Name the database and wait for the creation process to complete.
- Click on FILE and IMPORT
- Browse to and select the provided CSV file using the BROWSE button
- Check the box that says SELECT ALL from the SELECT LOCATIONS TO IMPORT field
- Check the box that says USE IMPORT LOCATION from the IMPORT DESTINATION field
- Click on IMPORT
Coaching FAQ's
- What is coaching?
- Who do you coach?
- How long will we work together in coaching?
- Do you offer one-time special project coaching?
- What will we focus on in coaching?
- How do I choose the right coach for me?
- What are your coaching credentials?
- How long is each coaching call and how often do we meet?
- How do we get started?
- See "Ask Kathy" Coaching Questions
- An excellent article about coaching from Pendaflex Learning Center
Organizing / Productivity Consulting FAQ's
- What does a Professional Organizer do?
- How does one go about selecting a Professional Organizer?
- What does Paauwerfully Organized specialize in?
- How can Paauwerfully Organized help my business?
- I live in a remote area. How can I get assistance?
- How long does it take to get organized?
- Shouldn't I be able to organize myself?
- I went to a seminar about organizing but it didn't help. How is a Paauwerfully Organized seminar different?
- Does Paauwerfully Organized offer maintenance for companies after the office organization consultations are complete?
- See "Ask Kathy" Organizing & Paper Tiger questions
Paper Tiger FAQ's
- How do you define a productive environment?
- With computers being in every office now, aren't we moving toward a paperless office?
- With The Paper Tiger, do we have to scan all of our papers into the computer?
- Why is managing paper so difficult?
- If we don't file alphabetically or by category, how will we find things in the files?
- So people actually file by number instead of by file name?
- Is The Paper Tiger just for paper?
- How do I access my files if my computer crashes or there's a power outage?
- There are two of us working together in a home office, and we both want to use the Paper Tiger. Do we need to buy two copies, or can we share one copy since we both work in the same business?
- If I buy one network copy of the software, can more than one person use it?
- How can I justify spending all those hours to convert my files into this system?
- How do I sell the Paper Tiger idea to my workgroup and be prepared for the questions they will ask?
- Are we supposed to ditch the manila folders and use a hanging file instead? Given that a hanging file can easily hold 3-5 manila folders, it seems like without the latter, we'd use a ton of hanging folders.
- What's the best way to get started?
- Does every single piece of paper gets it’s own Paper Tiger folder?
- I have upgraded from a previous version of Paper Tiger and it seems like the backup function is totally different than before. How do I back up my data in The Paper Tiger version 4.1?
Professional Organizer FAQ's
- How do I know if I have what it takes to become a Professional Organizer?
- Do I need to get a license or get certified to become a Professional Organizer?
- Do most organizers have their own business or do they work for someone else?
- Where can I find clients?
- How can I expand my knowledge of organizing products?
- Can I make a living from an organizing business?
- How do I charge for my services?
- How do I find out what the "going rate" is in my geographic area?
- What's the best way to get started with my organizing business?
- See "Ask Kathy" Professional Organizer questions
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Coaching FAQ's
1. What is coaching?
Coaching is a convenient way to help you clarify your goals and priorities, and move forward towards reaching those goals. You choose the appointment time and the focus of each coaching call. I ask powerful questions, listen to you, reflect your thoughts and ideas, offer support, and set high standards. I encourage you and offer ideas or resources of my own. I cheer you on in your journey from awareness to action. I keep you focused and on track. You get 100% undivided attention solely focused on YOUR agenda!
Coaching focuses on where you are today and what you are willing to do to get where you want to be tomorrow.
2. Who do you coach?
I work with busy professionals who have too much on their plates and want assistance managing their time, clarifying priorities, and looking at life balance issues. I have extensive experience working with medical professionals, small business owners, and professional organizers.
3. How long will we work together in coaching?
I ask for a minimum 3-month commitment to the process. Changes are not made overnight, and even the most willing of clients experience resistance to the very changes they want to make. Most clients stay with the coaching process beyond this initial commitment. However, if at any time the process is not working for you I also ask that you commit to bring the problem to me directly so that we can discuss the issue(s) and agree how to proceed. If I am not the right coach for you, I will assist you in connecting with a trusted colleague of mine.
4. Do you offer one-time special issue coaching?
When you need immediate assistance looking at time-sensitive choices, I can serve as a sounding board as you grapple with a single important decision. Examples:
- Deciding whether or not to take a new job offer
- Planning for a major event
- Making a major purchase or investment
Special issue coaching is available as a one-time coaching session, or in conjunction with weekly coaching when you want to take extra time to focus on one major aspect of your life.
5. What will we focus on during the coaching calls?
The direction of the coaching is up to you. Typical topics include:
- Taking your business or career to the next level
- Spending more time on your top priorities
- Setting limits, practicing better self-care
- Organizing your space and schedule in order to reach your goals
Answer the following questions to determine the focus of coaching:
- What three things would you like to change about the quality of your life over the next three months?
- Begin with the end result in mind. Imagine you've already achieved what you want, and write down how your life will look different three months from now.
- What will motivate you to take action? Identify how taking action will make your life better.
Here's an example of how this looks:
Focus Area (goal) #1:
Manage my time well.
Measurable Outcomes:
- I am on time or early for appointments and meetings.
- I get tasks accomplished by the deadline.
- I exercise for one hour at least three times a week.
- I have realistic goals for new projects.
- I have dinner with my family at least three times a week.
- I do weekly planning for my personal and professional life.
- I regularly attend choir practice when I am in town.
Motivation – what this will do for me:
- I am in integrity when I keep my word to others.
- I’ve raised my self-esteem.
- I feel less stressed.
- I am healthier.
- I have deepened my relationship with my spouse and kids.
- I have more time for what matters most.
- I am more focused on my priorities.
- I am clear about what to say NO to
As your coach I will listen to you, ask powerful questions, support you and keep you focused on what matters most to you.
We will also talk about what isn't working. Coaching is not about being perfect ...quite the contrary! It's about taking risks with proper support, and learning from your mistakes.
6. How do I choose the right coach for me?
Here are some guidelines to assist you in making a good selection:
- Educate yourself about coaching. Hundreds of articles have been written about it in the last 3-5 years.
- Know your objectives for working with a coach.
- Interview three coaches before you decide on one. Ask them about experience, qualifications, skills, and ask for at least two references.
- Remember, coaching is an important relationship. There should be a connection between you and the coach that "feels" right to you.
Click here to request a free 30 minute coaching session. If I'm not the right coach for you, I will be happy to refer you to other certified coaches.
7. What are your coaching credentials?
I am a certified professional coach. In 1999 I received my certification through the Academy for Coach Training, which is accredited by the International Coach Federation. Not all coaches are certified, and not all certified coaches are trained by an ICF-accredited institution. Working with a trained coach who has graduated from an ICF-accredited school ensures uniform quality in the training the coach has received. For a list of ICF-accredited coach training schools, click here.
8. How long is each coaching call and how often do we meet?
Coaching calls generally last 30-60 minutes, depending on your needs. Calls are generally held on a weekly basis for the first three months.
9. How do we get started?
You begin by completing a personal inventory assessment. Then we schedule an initial coaching session to review materials in the coaching packet and clarify the focus of the coaching relationship.
10. See "Ask Kathy" Coaching Questions
11. Click here to read an excellent article about coaching provided by the Pendaflex Learning Center.
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Organizing / Productivity Consulting FAQ's
1. What does an Organizing Consultant do?
Professional Organizers enhance the lives of clients by designing systems, processes and solutions to help them manage their environment and time more effectively. Consultants use time-tested organizing principles and transfer organizing skills to their clients. Some consultants work regionally, while others have national or international availability. Many specialize in specific areas of organizing including work in the following areas:
- business & corporate
- home office
- time management
- paper management
- clutter control
- behavior modification
- space planning
- residential organizing - kitchens, garages, closets, etc.
- Feng Shui
- event planning
- errands
- financial management
- memorabilia/photographs
- relocation
- downsizing/simplifying
- records management
- computers/electronic information management
- estates
- public speaking & training
- Work with specific populations such as:
- seniors
- children & youth
- students
- legal/medical offices
- ADD/ADHD
- chronically disorganized
2. How does one go about selecting a Professional Organizer? This is very personal work, so you need to be comfortable with whomever you hire. Here are some variables to consider:
- What is the consultant's specialty or particular area of expertise? (Organizers specialize in everything from garages and warehouses to offices and files.)
- What is the consultant's background or training?
- How long has the consultant been in business?
- Is the consultant a member of NAPO (National Association of Professional Organizers)? If so, how long has he/she been a member?
- Does the consultant provide references, or did you learn of them by personal referral from a trusted source?
- Do you feel comfortable partnering with this consultant to achieve your goals?
When it comes to selecting the best consultant for you, the lowest price is not necessarily the best choice. Choose the consultant you think is most qualified to help you achieve the results you want.
3. What does Paauwerfully Organized specialize in?
Paauwerfully Organized specializes in organizational consulting for corporate and home offices, as well as business and personal coaching. As a productivity consultant, I specialize in paper and electronic information management, as well as time management. I offer consulting, hands-on organizing, coaching, teleclasses, and workshops. I am also authorized to consult for Kiplinger's Taming the Paper Tiger software.
Although I am not limited to working with any one profession, I have extensive experience working with medical professionals. I offer business consulting to fellow professional organizers and coaches who are just getting started or who want to take their business to the next level.
In addition to being an organizing consultant, I am also a certified business and personal coach. I have special training to assist my clients with the "mental" part of getting and staying organized.
I am also an authorized distributor of Inscape Publishing assessment tools. For more information about this, click here.
4. How can Paauwerfully Organized help my business?
- You will be able to find any paper or electronic document you need in 5 seconds or less.
- You will be clear about what is most important to you.
- Your work environment will enable you to act on what is most important.
- You will learn strategies for staying focused on what's most important . professionally and personally.
Through a combination of custom-designed systems, hands-on organizing, and coaching, we will help you clarify what you want, identify those areas causing you the most frustration, offer solutions to fit your unique style and achieve your goals, and teach you how to maintain it.
5. I live in a remote area of the country and there are no professional organizers within 200 miles. How can I get assistance?
Some consultants travel regionally or internationally to work with clients. If you don't want to incur travel expenses, consider receiving consultations over the telephone. Paauwerfully Organized works with several clients this way. Contact us to find out more about how this works.
6. How long does it take to get organized?
It depends on a multitude of factors such as size of space, how much material will be organized (how deep the piles of paper are), and the pace at which the "owner" of the space makes decisions and choices.
After an initial assessment of what is needed to improve effectiveness and efficiency, I will provide you with a proposal for your consideration. My proposals generally consist of several options for working together (varying levels of support) and will include fee information.
7. Shouldn't I be able to organize myself?
Yes, once you have an effective system in place and have formed some new habits around how you function. I will design a system that you will be able to maintain on an ongoing basis. Coaching will provide support as you change critical habits that will keep you organized. Read my articles titled Getting Motivated to Get Organized and Letting Go: De-cluttering Your Life for some insight into some of the reasons why some find it so difficult to get organized without support
8. I went to a seminar about organizing but it didn't help. How is a Paauwerfully Organized seminar different? Many seminars are full of "great ideas." Unfortunately, all the ideas in the world will not help unless they are put into practice. I provide time at the conclusion of our workshops for participants to commit to implementing some specific new learnings. I strongly recommend follow-up coaching* to support participants in following through with the "good ideas" they choose to act upon.
*A study conducted in 1997 by Public Personnel Management concluded that follow-up coaching combined with training program increased productivity by 88%. The same study concluded that training alone increased productivity by 22.4%. Conclusion: coaching increased productivity more than 300% over training alone. (Public Personnel Management, Winter 97, Vol. 26, Issue 4, pg. 461)
In addition to in-person seminars and workshops, I offer teleclasses -- live, interactive training classes conducted over the telephone, using a telephone "bridge" line. A bridge is simply a telephone line that allows groups of 2 or more people - up to hundreds at one time - to be on the line at the same time. You can call from the comfort of your home or office while eliminating travel time and expenses. Check out my free monthly teleclasses.
9. Does Paauwerfully Organized offer maintenance for companies after the office organization consultations are complete?
Yes, I can come in periodically to improve your systems, bringing you and your staff to higher levels of efficiency and effectiveness. I offer monthly and quarterly retainer rates.
10. See "Ask Kathy" Organizing & Paper Tiger questions
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Paper Tiger FAQ's
1. You talk about creating a Productive Environment. How do you define that?
A productive environment is a place in which everything around you supports who you are and what's most important for you to be focusing on. If your desk is overflowing with paper, or you spend hours frantically looking for information...if you find yourself re-creating information that already exists, or missing out on opportunities because you don't even know what you have.The Paper Tiger software brings order to your chaos.
2.With computers in virtually every office these days, aren't we moving toward a paperless office?
According to research sited in The Myth of the Paperless Office, by the year 2005 there will be 50% more paper in offices than there was in 1995. It's clear that the concept of the paperless office is a myth, not to be realized in our lifetime.
3. With The Paper Tiger, do we have to scan all of our papers into the computer?
There is NO scanning involved. If you want to scan your papers, I recommend you take a look at Speedy Office Document Manager, which is like the Paper Tiger, but only for scanned documents.
4. Why is managing paper so difficult?
Check out the homes and offices all over America and it is imminently clear that using traditional filing methods (filing A-Z, by categories) breaks down over time. An international office products company did a study which rated filing as the most hated job in the office. With the volume and complexity of papers today, traditional filing systems just don't work efficiently enough for many businesses.
Paper clutter generally represents postponed decisions. One of the toughest decisions is what to call the file so you or others can find it later.
5. If we don't file alphabetically or by category, how will we find things in the files?
I'll illustrate with an example. How do you file the information about the company car? Is it filed under "Car," "Auto," "Vehicle," or "Ford?" And then when you want the insurance policy for that car, is it filed under "Car Insurance," "Insurance - Car," or "State Farm?" The only person who knows which section of the filing system it is filed under is the person who filed it.who might not even work there anymore. Or perhaps it is your spouse, who just doesn't understand why you can't find anything in the files yourself!
The Paper Tiger solution is really quite simple. Think of Google. How often do you go to the Google search engine on the Web, for example, and type in something you want to find? Instantly the information appears. (If you go to Google now and type in "tickler file," my website happens to appear in the #1 spot, along with 17,800 other links beneath it!)
When you are searching for something you need, do you care where it came from? It really doesn't matter where the information was stored.as long as you can find it instantly! With the Paper Tiger, instead of searching Google for information, you are doing a word search on your computer, which tells you which numbered file it's in so you can pull out the piece of paper you want immediately.
Click here to view a demo of how The Paper Tiger works.
6. So people actually file by number instead of by file name? I don't know if I could use a system like that.
Yes...I know, it took me about a month to adjust to the idea. The first time I saw the numbered labels that came with the software, I sent the Paper Tiger back to the manufacturer without even loading it on my computer. Then I started hearing incredible things about it, and I decided to order it again and take a closer look at it. When I loaded it on my computer and saw what it did, I got very excited. After I made the paradigm shift (it took me about a month), I realized how much more effective this system is. I'll never go back to an A-Z system, because they break down over time and The Paper Tiger does not.
Paper Tiger works for thousands of people in their homes and offices, and it WILL work for you. Just create new numbered files with the tabs provided in the Paper Tiger kit, and start filing the paper you really care about, knowing that you -- or anyone who needs it -- can find it in 5 seconds or less. guaranteed.
Occasionally, there are segments of a filing system that some people want to keep alphabetically -- client or vendor files, for example. These are typically files that there is NO question what they will call the file, but they still want the cross-reference ability that Paper Tiger offers. In this case, you can use the Paper Tiger to do a cross-reference search for a keyword, but just ignore the numbers when the file is found, using the file name (filed alphabetically) to find it. I'll share examples from two clients I've worked with...
An estate planning attorney wanted to keep her client files by name alphabetically so she could find the file quickly when the client called, without having to look it up in Paper Tiger. So she created a location called CLIENT and typed in the names of her clients for the Item Name on each file. She did not have to enter them into Paper Tiger in alphabetical order, because after she did the data entry, she could click the mouse above the Item Name field and it alphabetized the files for her. Then she placed the files in the file drawer in that order. She completely ignored the numbers. (The numbers will still appear in the far left column, and you just have to know that they do not mean anything.) The files were labeled with the clients' last name, first name. (After you create these files in Paper Tiger, go to Reports>Labels and select the print option to print the Item Name rather than the Item Location and Number.) Because she used Paper Tiger, she also had the ability to look up all clients she had done specific kinds of work for. In other words, in the detailed "binoculars" search, she looked up the location CLIENT and did a word search for "Charitable Remainer Unitrust." All clients she had created this kind of a Trust for came up on her screen. Then she went to the file drawer and looked for the client files she wanted to review, which were filed alphabetically.
A transmission service company wanted to keep all vendor files alphabetically, but wanted the cross-referencing ability to look up which vendors supplied specific car parts. The vendor files were kept alphabetically by vendor name. The products they carried were listed in the keywords section. That way, if the owner of the company could not remember which vendors sold a particular car part they were looking for, they could do a search for VENDOR and the keyword that described the part. Whatever came up in the search, they found the file by looking in the alphabetical file drawer under the vendor name.
If you do not need the cross-referencing ability the Paper Tiger offers, another option is to have an alphabetical segment of your files that are not even part of the Paper Tiger system. Just be sure that there's absolutely NO question what you or anyone else would call the file, and that you don't need the cross-referencing ability (as in examples mentioned above).
Click here to see what some of our clients have to say about The Paper Tiger.
7. Is The Paper Tiger just for paper?
You can use The Paper Tiger for a lot more than just paper - CDs, videos, binders, books, boxes, inventory, bottles of wine... anything you can put a number on.
The Paper Tiger system is not just a filing software program - it is a filing methodology. It can turn any dysfunctional filing or storage system into an effective "finding system!" We teach you the methodology that makes the software such a powerful tool.
8. How do I access my files if my computer crashes or there's a power outage?
The Paper Tiger has a built-in report template that prints out an alphabetical list of the contents of each location. (A location is a group of things you store together, such as Reference files, Archive files, CDs, Videos, etc.) We recommend that you store this printout in the front of each location for easy access in the event that you cannot access your Paper Tiger database...or if you simply want to look up what file something is stored in while you are at your file cabinet.
Paper Tiger also has other report templates built into the program. One of our favorites is the File Retention Worksheet, which enables you to remotely review your files annually and keep them from becoming obsolete.
Click here to see some screen shots of what these reports look like and to view a demo of how The Paper Tiger works.
9.There are two of us working together in a home office, and we both want to use the Paper Tiger. Do we need to buy two copies, or can we share one copy since we both work in the same business?
As with all software, when you load it on, you are asked to agree to some terms. Many people interpret the law in some very creative ways. I'll share how I interpret what I agreed to when I purchased the software...
There is only one of me, and I use the software on my desktop computer and also on my laptop, which I use for backup when my desktop computer is getting repaired or is not accessible. Since there is only one of me using it, I feel that I am in keeping with the intent of the law to have the software loaded on both computers (the second computer is for backup only). If I had an assistant using it on one computer and me using it on another computer, then I would buy two licensed copies of the software. If, on the other hand, my assistant and I shared one computer, then I would only have one copy of the software loaded onto my computer and would not need a second licensed copy, because only one of us could use the software at a time.
So my rule of thumb is...if you are planning to use more than one copy of The Paper Tiger at the same time, then you should purchase additional licensed copies of the software. If two or more people want to access different databases at the same time, additional copies of the single-user version would be needed. If you are on a network and two or more people want to access the same database at the same time, you'd need to get the network version of the software.
10. If I buy one network copy of the software, can more than one person use it?
No. When you buy the network version, you must own one license for EACH computer you load it on. What you pay for with the additional licenses is the right to load the program on additional computers. (You are paying for intellectual property.) The license number is coded for the number of licenses you paid for, so you cannot cheat the system. In other words, if you buy a one-user network, you can only load it on one computer. If you buy a 5-user network, you can load it on a maximum of five computers.
When you purchase additional user licenses, you get a new license number with the number of authorized users embedded in that new license number that you are asked to enter into your computer as you install it. If you attempt to load it on more computers than the number you have purchased the rights for, your computer will not be able to load it on.
Please contact me if you still have questions about the difference between the single-user and the network version and what it can or cannot do.
11. How can I justify spending all those hours to enter the data about my files into this system?
The average person spends over 150 hours a year looking for misplaced information. Since I do not have a crystal ball to look into in order to determine how long it will take you, we'll have to speak hypothetically. Let's say that it took you three 8-hour days to enter the data for all of your piles and existing files into the Paper Tiger software. That's a ONE-TIME investment of 24 hours vs. 150 hours PER YEAR. In other words, you are already spending more time than that now...it's just spread out over a year.
Imagine what you could do with the extra time if you could recoup that annual loss! Imagine what it would be like to have the ability to instantly access work files that your predecessor created. With the Paper Tiger, anyone can find anything in seconds! Click here to calculate the actual dollar cost of disorganization to you or your company. Click here to read an article about the cost of disorganization. It may be costing you a lot more than you realize in real dollars...not to mention stress and peace of mind.
If you are dubious about this, check out what others have to say about their experience with this software.
If you struggle to find what you need when you need it, contact me today. Or, if you're concerned that a numerical system in general -- or The Paper Tiger system in particular -- won't work in your home or office, let's talk! Give us a call at 425-881-6627 or fill out her contact form.
12. This system is so radically different from anything else I've looked at. I've been using it and I love it! Any suggestions on how I can sell the idea to my workgroup and be prepared for the questions they will ask?
I would begin by asking your colleagues what is NOT working with the filing system you are currently using. Here are the most typical complaints I hear from workgroups (about their existing A-Z filing systems), and how the Paper Tiger addresses each concern:
- I can't find what I need when I need it. With the Paper Tiger, you can find it in 5 seconds or less, regardless of where you filed it.
- When I want to file something away, I'm not sure what to call it or which category to put it in so I (or others) will find it later. With the Paper Tiger, you don't file by category, so if something could be filed in more than one category, that is no longer an issue. If something gets filed in the "wrong" file, you will still find it when you do a keyword search (and you can move it to a different file later if you want to).
- When a new person starts work at our company, we have to spend a lot of time trying to teach them about how we file and where everything is ...which is hard, because we don't even know where things are since the person who created the files has left the company! With the Paper Tiger, new staff can learn in less than 5 minutes how to do a search on the database. Then they can instantly find things because they aren't limited by having to guess the file name or category where it was filed.
- When my colleague is out of the office, I have trouble finding anything in his filing system. Anyone can find anything without having to know what your colleague called the file. A word search will produce the file instantly.
- I don't even know what's in the files anymore. When I look for something, often I just find a bunch of obsolete things...but not the important stuff that I really need. I know it's somewhere, but I'm not sure where. The Paper Tiger has a File Retention Worksheet template that is wonderful for remotely reviewing the files annually -- toss what is obsolete and archive what is no longer current but needs to be kept for tax, legal, or historical purposes. With this worksheet, one can "review" the files while on an airplane, and then come back to the office and follow through with (or delegate) the choices on the template -- Review, Toss, or Transfer to ___.
- The other day I was looking at a duplicate file and didn't realize it. Unfortunately, I was viewing an older version of the document, so I wasn't working with current information and I didn't even know it at the time. In the Paper Tiger, when you do a keyword search, it finds duplicates. The Transfer feature includes a Merge function, so you can merge two files into one once you discover duplicates.
- We have these nice typed labels for our files, so when I need to create a new file, I have to hunt up an empty hanging file and print out a label for the plastic tab and for the manila file. I usually don't have time, so I delay filing for a long time and just stack it on top of the file cabinet where it should go. With Paper Tiger, the files are NUMBERED, and the label on the hanging file never changes (only the contents do). Therefore, you can create empty pre-labeled hanging files that are waiting to receive paper. When you need to create a new file, you determine which location you want to file in, select "NEW", and the Paper Tiger finds the lowest available number (empty hanging file) in that location. You type in your file name and a few keywords and you are done. It's actually much easier than A-Z, where you have to decide which category to file it in and what to call the file. Then you have to remember all of that later when you want to retrieve it. With Paper Tiger, you don't have to remember where you filed it or what you called it, because the Paper Tiger will find it and will tell you what location name and number it is stored in.
Ask your colleagues what it would be worth to them if they could experience the following:
- Save 150 hours or more per year per employee.
- Reduce file storage costs by 50%.
- Increase income by at least 10% by using previously produced work that can be re-purposed.
- Reduce new employee start-up time by 50%.
- Increase initial customer service response time by at least 100%.
- Give new hires immediate access to predecessor’s database and information files.
- Reduce legal liability potential by adhering to legal retention guidelines.
If you are still unsure if this is right for you, I encourage you to try it for yourself and report your findings back to everyone else. Remember I offer a 90-day money-back guarantee on all products!
Share with your colleagues what some of my clients have to say about the Paper Tiger.
Click here for more information about the Paper Tiger.
13. Are we supposed to ditch the manila folders and use a hanging file instead? Given that a hanging file can easily hold 3-5 manila folders, it seems like without the latter, we'd use a ton of hanging folders.
With the Paper Tiger, we recommend manila folders be used only for two purposes:
1. To subdivide...Here's an example:
| LOCATION |
|
ITEM NAME |
KEYWORDS |
| Reference 23 |
|
Car |
2004 Honda Civic, 1998 Honda
CR-V, Car Insurance, auto
maintenance records |
I have 3 manila folders labeled as follows: Civic, CR-V, Car Insurance. I keep all the maintenance record for each car separate (by car), and I keep all insurance information in the insurance file.
2. For project files...Here's an example:
| LOCATION |
|
ITEM NAME |
KEYWORDS |
| Action 12 |
|
UW Workshop 2003 |
proposal, agenda, handout,
evaluation form, outline,
participant assessment responses |
Because I am actively working on this project, I will take the file out and have it on my desktop while creating the components of the workshop. Therefore, I like having a manila folder to keep things organized and together while I have it out. I have written UW Workshop 2003 on the manila folder, and in light pencil I have also written A-12 on it (for Action 12). Once the workshop has been delivered and I am no longer actively working on it, I will transfer the file to Reference 57 (2003 Presentations) where I keep all workshops I have done in 2003 in a bunch of manila folders. That particular file is a box-bottom folder because there are a lot of manila folders in there, and I choose to keep all of my workshops for the year in one file.
Note: When I transfer the manila folder out of Action 12 and into Reference 57, the Action 12 hanging file will be empty until I create my next new file in that location -- which may or may not have anything to do with a workshop. Action 12 will show as an empty file until I am ready to create a new file in my desk drawer. When I transfer it to the new Reference location, I erase the A-12 written in light pencil on the manila folder, and I write R-57 in its place.
If a file is getting too thick or I am spending a lot of time looking for a piece of paper WITHIN a particular file, then it's time to break it out into more than one hanging file. You get to decide when it's time to do that or how important it is for you to subdivide within the file.
14. What's the best way to get started?
If you are highly motivated and work well on your own, you can purchase the software today and implement it yourself. When you purchase it from me, I'll include a valuable instruction manual and a recording to my Taming Your Paper Tiger instructional class -- something I sell to others for $29.95. If you already own the software, you may purchase a copy of the manual and recording.
If you have difficulty staying motivated or if you prefer being taught how to use a new software program, you have several options for support. Click here to review our Paper Tiger Productivity Programs.
Happy paper taming!
15. Does every single piece of paper gets it’s own Paper Tiger folder? It seems odd to have a whole hanging file with a single piece of paper in each one.
Paper Tiger files would have similar contents to the kinds of files you have kept in an A-Z filing system. For example, I have a hanging file called Cars. In the keywords I have Honda Civic, Subaru Forester. In the hanging file I have two manila folders -- one says Honda and the other says Subaru. All maintenance papers and any other papers related to the cars are in the appropriate manila file within the Cars hanging Paper Tiger file.
16. I have upgraded from a previous version of Paper Tiger and it seems like the backup function is totally different than before. How do I back up my data in The Paper Tiger version 4.1? Yes, you are right. When version 4.1 of the software was created, it was built to be compatible with the new Vista operating system that Microsoft created. That has changed some of the way that the software is saved on your hard drive or server. Here are some instructions that may help you.
You can export the data to a .CSV file that will allow you to save the file anywhere you wish. If you ever need to restore this data, either onto a new install of Paper Tiger or into your existing Paper Tiger, follow the import directions.
EXPORT
- Open Paper Tiger and open your database. Click on FILE
- Click on EXPORT
- Click on SELECT ALL
- Click on BROWSE
- Click on DESKTOP
- Name the file (exportdata.csv will work fine or any name that you can remember easily) then click OK
- Click on EXPORT
- You may now save this file anywhere you wish or burn it to CD
IMPORT INTO NETWORK OR A NEW INSTALLATION (WORKS FOR ALL EDITIONS)
- Open version 4, but select CANCEL when asked what database you want to open. If a database opens automatically, close it. Now click on FILE and NEW and ADD NEW DATABASE. Name the database and wait for the creation process to complete.
- Click on FILE and IMPORT
- Browse to and select the provided CSV file using the BROWSE button
- Check the box that says SELECT ALL from the SELECT LOCATIONS TO IMPORT field
- Check the box that says USE IMPORT LOCATION from the IMPORT DESTINATION field
- Click on IMPORT
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Professional Organizer FAQ's
1. How do I know if I have what it takes to become a Professional Organizer?
Many organizers come from backgrounds as corporate managers, counselors, social workers, coordinators, teachers, household managers and many other professions where the skill of organizing and being organized is essential. While there are no official credentials to become a Professional Organizer, one should have a thorough knowledge of organizing products and services, have excellent listening and evaluative skills, and be able to tailor an organizational system to each individual's particular needs.
There are no "official" manuals on how to organize, however, there are many excellent books available at local bookstores and libraries, written by experienced and well-respected professional organizers. If you are not sure whether or not you have what it takes to become a professional organizer, go to the library or bookstore and get some books written by Professional Organizers. I did this before I started my own business, because I wanted to know if I knew what I thought I knew. I could have written many of the books myself! It confirmed for me that I did indeed know what I thought I knew about organizing. In the process, I also picked up some great ideas from others in the field.
My first year in business I discovered that there was a huge difference between knowing how to organize yourself and being able to effectively assist someone else in doing so. The latter requires skills that you will develop over time with practice. Using a cookie-cutter approach to organizing does not generally work, as what works for you may not work for some of your clients. Much of what I do as an organizing consultant involves co-creating a workable system with a client, rather than showing up with all the answers and doing it for them. In other words, being a consultant requires much more than a textbook knowledge of organizing techniques. Assisting others requires finely-tuned listening and assessment skills, as well as an ability to define success by your client's definition rather than your own.
2. Do I need to get a license or get certified to become a Professional Organizer?
All that is required for you to be in business is that you get a business license and renew it annually. Check with your local government to get more information about how to go about getting one. It is very easy to do.
One of the early decisions you will need to make is what kind of a business you want to have. Do you want to set up a sole proprietorship (the easiest kind, which does not require an attorney), a Limited Liability Corporation (LLC), or a Corporation? If you want to learn more about these different types of businesses, visit the Small Business Administration website, which contains some really valuable information about starting your business. Another great site is offered by Office Depot, which contains many useful tools and forms (click on Your Business Center tab).
NAPO is in the process of creating a certification program for Professional Organizers. Contact NAPO for information about certification requirements.
3. Do most organizers have their own business or do they work for someone else?
Most organizers who belong to NAPO own their own businesses, although this is not a requirement for membership. Occasionally, organizers have the need to hire or subcontract for additional help on a per-job basis. This may be a good way for a prospective organizer to learn about the business and decide whether or not to start their own business.
4. Where can I find clients?
You will probably start out organizing in areas where you feel comfortable, such as offices or homes. Many organizers specialize. Keep in mind that your niche may change over time because of changing market groups or as your experience grows.
A good marketing plan is critical to finding the right clients for you. Marketing plans will vary considerably from one organizer to the next, depending on many variables such as geographic location, niche, and your own skills/talents and interests. For example, someone who enjoys public speaking might offer free workshops or seminars at their local public library or at a PTA meeting. Or if you want to get your foot in the door of a particular business, you might offer to do a free Lunch & Learn workshop for that company. Others may develop a marketing plan that does not involve public speaking at all. The marketing plan must be tailored to each individual organizer. What works for one person may not work for someone else. I can assist you in identifying your target market and developing a marketing plan to attract your ideal clients.
5. How can I expand my knowledge of organizing products?
Browse in stores that carry organizing products for the home or office. Subscribe to organizing product catalogs. Attend the NAPO Annual Conference and Organizing Expo. Surf the Web. I have links to many vendors on my Resources page.
6. Can I make a living from an organizing business?
As in any other service profession, there are many variables involved in the success of an organizing business. Your marketing efforts, your skill level, the amount of time you devote to it, and even your geographical area can affect the success of an organizing business. Public awareness of the organizing industry is increasing. Therefore, the demand for organizers is on the rise. The number of people joining the profession is also on the rise. Not to worry, there is plenty of work for everyone! The increase in professionals joining the field has actually helped raise awareness that Professional Organizers exist.
IMPORTANT NOTE: The average business owner does not turn a profit until they have been in business for about two years. According to Small Business Administration 2001 statistics, one-third of all new businesses fail in the first two years. I'm not sharing this to scare you out of starting your own business, but rather to help you go into it with both eyes wide open to the realities of getting started. recognizing that it will take time and money to build your business. My first year in business I lost money; the second year I broke even. And the third year I started paying myself a salary. That salary has gone up each year since. This is a very normal progression, according to my MBA friends.
Although it costs precious money to hire a coach to get you started, hiring a seasoned organizer to coach you through the startup process can cut your learning curve way down so that you become profitable much more rapidly. I had the opportunity to hire a coach when I first started my business, and I chose not to work with her because of the cost. What I did not realize was just how much it would cost me to go it alone. I learned through the school of hard knocks ... at a much greater financial cost than I would have paid had I received even a little coaching from someone who had "been there, done that." If I had one thing to do over, I would have hired a coach. I offer individual business consulting, teleclasses for Professional Organizers, and recorded teleclasses.
Some people hold down other jobs while they start their organizing business on the side. Others have the luxury of having adequate savings or outside support to sustain them as they grow their business. A few even take out loans to get started. If you have no savings and no outside support, you will need another reliable source of income for awhile to cover your living expenses as you grow your business.
7. How do I charge for my services?
Most organizers charge by the hour . at least when starting out. Some also charge by the project. Organizers in the U.S. charge between $25-$150 per hour or more. Better yet, I encourage you to charge by the project. Those who take my teleclass series or work with me as a business consultant will learn how pricing by the program has doubled my income in a year.
Identify a figure that represents your desired annual take-home pay and add the cost of benefits such as vacation, sick days, health and disability insurance, and retirement plans. Also add in expenses such as utilities, supplies, equipment, and office rent. Divide this total by the number of hours you can logically expect to work in a year. The typical full-time professional bills about 15 out of 20 working days a month, or 1,440 hours a year (15 days x 12 months x 8 hours a day). (Note that you can expect to put in many non-billable hours doing your own administrative and marketing work.) The result will be the amount you will need to charge per hour in order to earn the salary you desire. This amount will probably be much higher than you are comfortable charging as you start out. Eventually, you'll be able to raise your rates as you gain more experience.
Here is a formula to use in determining an hourly rate that will work for you (created by Dorothy Streich, Sandy Stelter & Mary Rossow -- shared with permission):
Billable hours
A full-time practice of 40 hours a week. The average number of billable hours is 1000/year:
- 20 billable hours
- 10 hours administrative work
- 10 hours marketing
20 billable hours x 50 weeks (w/2 week vacation) = 1000 billable hours/year
Billable hourly rate
- Desired annual salary divided by billable hours per year times a profitability factor.
- Standard profitability factor is 2.5 (if overhead expenses are low, this could be 1.5 or 2.0, or if they are high this could be 3.0)
Formula: Desired annual salary: $___ / 1000 billable hrs. = $___ x 2.5 = $___
(Example: $50,000 / 1000 billable hours/yr. = $50/hr. x 2.5 = $125/hr.)
What if the calculated hourly rate is too high for the market to bear where you live? Consider these options:
- Lower your salary expectations
- Increase # of billable hours/year
- Cut operating expenses
Factors to consider when designing your fee:
- Your years of experience
- Level of education & expertise
- Overhead expenses
- What the market will bear for your target market (based on demographics and what the competition charges)
- Lifestyle you want (number of hours you choose to work and how much profit you want to make)
- MOST IMPORTANT FACTOR: Value of the service you provide to your clients...What would it be worth to your clients if they could have or achieve what they want as a result of having worked with you?
8. How do I find out what the "going rate" is in my geographic area?
Understanding your local market is important as you design your fee. You don't want to price yourself out of the market, and you don't want to sell yourself short. Location plays a big role in what the market will bear. For example, if you live in New York City, you can charge a lot more than if you live in a rural area or small town. Consider the cost-of-living for your area as you design your fee. If you are doing residential work you may not be able to charge as much as you could if your target market was businesses.
One way to find out the going rate in your geographic area is to talk with local Professional Organizers. If there is a NAPO chapter in your area, that's the best place to go for this information. If not, check out the Yellow Pages or the Web under Organizing Products & Services. Just be sensitive to their time and ask at the beginning of the call if you can have 10 minutes of their time to ask a few questions, or if you can schedule 10 minutes to talk with them at another time if this is not a good time for them to talk. At the end of the 10 minutes, acknowledge that your time is up. If they choose to give you more time, great, but be prepared to honor your commitment to end the call at 10 minutes.even if you have more questions. Here are some good questions to ask:
- How long have you been in business?
- What kinds of services do you offer?
- Do you specialize in anything?
- How do you charge for your services?
- Do you have different rates for different kinds of work (residential vs. business, for example)?
- Do you travel outside our geographic area, or are all of your clients local?
- How many billable hours do you work in an average week?
- Do you supplement your consulting income with any other kind of work, or are you able to keep busy enough as an organizing consultant?
- Do you ever refer clients to other organizers?
Some organizers may NOT want to talk with you. If you are the fifth wanna-be organizer call they've received this week, they may be short-fused. Just be sensitive and polite, and keep your fingers crossed that the first one you call is not rude. (Unfortunately, this was my experience.) Just remember that someday when you are the seasoned organizer, your day will come to receive these kinds of calls. All of us have been where you are now, and we've all had these questions. I hope you will be willing to assist others when it's your turn.
9. What's the best way to get started with my organizing business?
Join NAPO and attend chapter meetings (if there is a chapter in your area) and the annual conference, held each spring in a different city.
Offer to help organize a friend, colleague, or relative who has expressed interest in getting organized. Request up-front that their pay to you will be in the form of honest feedback about what worked and what didn't work for them. If they are happy with your work, ask if you can quote them and use the quote in your marketing materials.
If you have decided to start your own business as a Professional Organizer, here's the best advice I can give you -- hire an organizer/coach! I guarantee this will save you time and money in the long run, and I back that up with a 100% satisfaction guarantee when you go through my Coaching Program for Professional Organizers. When I started my business I did not even know that coaches existed. I wish I had hired someone to assist me, as I am certain it would have greatly reduced the amount of time it took my company to generate a profit.
When I started my business in 1995, I found that some of the local organizers were not very friendly or helpful, and some were extremely helpful. I also found that talking with organizers in other cities seemed to take the competitive nature out of it. It's too bad that this competitive feeling exists, as there is plenty of work for ALL of us. As veteran organizer Barbara Hemphill always says, "Together we are better!"
Those of us who have been in the profession for a while sometimes get overwhelmed with calls and e-mails requesting free advice. I am very generous with my time for the first call, and I have found that I need to be careful about how much time I choose to give away after that, as I could easily spend a good part of each day fielding calls and emails from new people to the profession. One of the reasons that I decided to start a coaching program for POs is because so many new people in our profession do not feel there is anywhere to turn because of this competitive nature that some find, and because they have so many questions and want more time than most POs are able to give away.
I recently got the following e-mail from a new organizer who called me for more information about my coaching program:
.Clearly, seasoned PO's have valuable information and experience to share with wanna-be PO's, like myself, and considering that the field lacks formalized classes/ trainings, the advice obtained from experienced PO's is well worth it. The challenge comes from not knowing who to turn to for this advice. I've spoken to a few people who have offered their services, each with a slightly different focus. It is difficult, though, to determine who is truly successful in the field and who is just selling their experience, simply because they have been bombarded with people inquiring about the business.
Our conversation this morning was not only positive and insightful, but you are very friendly, open, and you seem genuinely interested in helping people achieve their goals. We have common interests and since I am in the medical field, that will be my starting target market. There is so much to learn (especially in starting & running a business), and I am eager to get started.
My advice to those who want to hire a Professional Organizer to coach you in your startup, is to call several of us who offer this and then decide who is the best fit for your particular needs and your working style. If you have already identified a specific niche you want to focus on in your marketing, you may also prefer working with an organizer who has expertise in working with that market.
10. See "Ask Kathy" Professional Organizer questions
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