S7 Managing Breakdowns

1.	Breakdown:	Mama Mia! I’m not properly naming or maintaining my ‘home’ files.
	Consequence:	The inability to efficiently file, hence retrieve information. By not having a manageable and organized “HOME” filing system you are sabotaging yourself. You are wasting an inordinate amount of time searching for where you have filed your information.
	Solution:	In order to maintain uniformity, use your new e-mail folders as a guideline for your paper files. When you are trying to think of a file name, pause and think what is the key title – keep it simple. If the title of the file gets too general, you will find yourself spending time trying to remember what you filed it under. For example use ‘INSURANCE’ as a main folder title. Under this heading you can then sub-file ‘LIABILITY’, ‘VEHICLES’, etc.
	Solution:	The purpose of your THA is to hold work that you CAN work on (just not as important as the work that you are doing at the moment) and that has with it information that is too large or bulky to fit in your normal work area. Keeping that information in your space does not support the work that you are doing in this program to bring about focus and concentration, along with a ‘Clear 180’.

2.	Breakdown:	I must enjoy working hard because I’m using two separate calendars for personal and work.
	Consequence:	Creating undue stress for yourself by having to balance and juggle between the two systems.
	Solution:	So Bob calls and says that he has an extra ticket to the big game on Sunday. It starts at 2:00 P.M. and he wants to know if you can join him. You reply “Wow I’d love to. When I get home tonight I’ll check my ‘Personal’ calendar and let you know.” He tells you this is the biggest game of the year and he needs to know now. The outcome is you are out of the running for that fifty yard line seat. Because? You are keeping a dual calendar system that (1) does not give you access to all of your schedule, all of the time, and (2) creates double work. So do yourself a favor, follow the Program and keep one singular calendar for EVERYTHING.

3.	Breakdown:	Perhaps I should leave the ‘dark ages’ because I am without a PDA and cannot sync with my Outlook (or similar system) calendar.
	Consequence:	When ‘unplugged’ from your PC or laptop, having no immediate access to your appointments, phone calls, e-mails is not serving you or your clients very well.
	Solution:	If you have decided that your organization system is going to be electronic and you don’t want to carry a laptop everywhere you go, then the only way for you to have access to your important information, calendar, appointments, etc. is to have a PDA that synchronizes to your Outlook program (or similar program). If you don’t do this, the moment you leave your office you have no access to any of this information. If someone calls you with a request for information that is stored in your computer’s system you will not be able to answer until the next time you are seated at your desk. In a business climate that demands that we exceed expectations, this is simply not acceptable.

4.	Breakdown:	Help! I need tech support due to my PDA not synching with my PC or Laptop.
	Consequence:	Losing the immediate logging of phone calls, appointments, Information, such as follow-up as well as double-bookings, etc. Why not use technology to serve you at its highest level.
	Solution:	Wasn’t the purpose of purchasing a PDA so that you could stay connected when you are out of the office? You are about to walk into a client appointment, yet two hours prior the person you are about to meet sent you an e-mail requesting that you bring to the meeting information that is vital. Because your PDA did not synchronize, you walk in, WITHOUT THE NEEDED INFORMATION. You look incompetent and disorganized with the success of your meeting at risk. Now, let’s look at the way it should have gone. On your PDA you get an indication that you have just received a new e-mail (aha, this synching thing really works). You get the request from your client and you gather the requested information and walk into your appointment looking professional, organized and completely in control. Who wouldn’t want to do business with you?

5.	Breakdown:	What’s the problem? I don’t always log my appointments.
	Consequence:	Chaos!!!
	Solution:	Hello? The design of this program is that YOU DO NOT HAVE TO REMEMBER! The Turtle System and the Pending System AND your Personal Organization System are all tools that allow you The Pleasure to Forget. During the Purge you got rid of all calendars but one and consolidated all important information onto your primary calendar. This is THE CENTER OF YOUR ORGANIZATIONAL UNIVERSE! All important information, APPOINTMENTS, phone messages to be returned (at a specific time), and your Pendings all need to go here.