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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to the top
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.
back to the
top
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
back
to the top
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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