As my guest today, I’m happy to welcome back Moreen Torpy. I’m actually quite pleased to be today’s stop on her virtual book tour for her new book, Going Forward: Downsizing, Moving and Settling In.

If we don’t have to downsize our home or our stuff, where do we look for a downsizing challenge? Paper. Office paper. Files.

As organizers, we’re always on top of our clearing out—aren’t we? Well, I’m guessing that some of us aren’t quite on top of it. Or should I just admit I’m not there yet?

What really bothers me is my client files. Because of retention rules, we must keep them for six to seven years, and that takes a lot of space when space is at a premium. So this year, I’ve decided to digitize all my new files. Many of you probably thought of this ages ago, so I’m just catching up. Why didn’t I think of it sooner? It’s the logical place to downsize office paper. So it will take me six years to clear the backlog.

In the spirit of full disclosure—I’m an information junkie. Downsizing my collection of books is an emotional minefield for me. So I’ve stopped buying books. Almost. I have Kindle for PC so have started a business library there and don’t feel guilty about it. I haven’t collected many titles so I’m not using up my entire hard drive.

Then there are the files that puff up with importance whenever I decide to purge. They take on a life of their own, telling me that they’re important and must be kept, for posterity if nothing else. I’ve committed to downsizing seven file drawers to four and that’s a lot of work!

Again, as organizers, we counsel our clients to tear out pages from magazines and toss the magazines. Those tear sheets add up too. All those tips and tricks to help those same clients become organized and stay that way. Information on working with the ADHD client, the hoarder, etc. What if I can’t find what I want on-line when the time comes? Will the world end? No. But it does take quite a bit of self-talk to let it all go. And I’m working on that.

What happened to the paperless office, you ask. Well, it simply didn’t happen. I’ve killed more trees than I want to admit to. And I rationalize that by saying I have difficulty reading from my monitor. The print is too small, my eyes are dry, I can’t focus. I’ve found a solution to this too. I’ve learned how to zoom and increase the font size of most things, so I really don’t have to print everything any more. Maybe just a couple of things…

Going forward, it’s my sincere intention to at least decrease the amount of paper in my office before the fire marshal arrives to shut me down.

What’s your commitment?

© Moreen Torpy

We would be honored for you to reprint this article. If you do, please include the resource box below with the hyperlinks intact.

Moreen Torpy is the De-Clutter Coach, a Trained Professional Organizer, Author, and Speaker. Her new book is Going Forward: Downsizing, Moving and Settling In. See www.goforwarddownsize.com for more about the book including where to purchase it, and www.decluttercoach.ca to learn about her organizing services.

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If you’re thinking about establishing an organizing business, you’ll find lots of helpful information right here on Your Organizing Business and elsewhere on the Internet, but sometimes it’s really helpful to have a comprehensive guide to keep on hand as a reference manual, both as you get started and down the road.

As a professional organizer, you can get paid to do hands-on organizing, to give people organizing ideas, or both. The FabJob Guide to Become a Professional Organizer holds nearly 300 pages of valuable information on this rapidly growing field, including:

• Background about the organizing industry to help you decide if this is the right career for you
• A room-by-room guide to home organizing and reducing clutter, with proven systems for deciding if something is treasure, toy, tool or trash
• Tips for organizing businesses, including workflow management, filing systems, and space planning
• Personal organization and time management strategies
• Advice to help you start a professional organizing business, set your prices, and attract customers
• Marketing techniques, from public speaking to article writing

You’ll also read profiles of a number of industry experts, including Laurene Livesey Park, former President of Professional Organizers in Canada (POC), and Barry Izsak, former President of the National Association of Professional Organizers (NAPO).

Originally developed as an e-book, the FabJob Guide to Become a Professional Organizer is now available in a printed version for just a few dollars more. The print book includes a bonus CD-ROM with forms and checklists you can use in your organizing business.

Other FabJob guides that may be of interest include:

• Become a Home Stager
• Become an Interior Redesigner
• Become a Life Coach
• Become a Business Consultant

As an affiliate for FabJob.com, I will receive a small commission on any purchases originating from this post. Although I have not read all of the guides mentioned above, I have read some of their other publications and am confident you will find them to be helpful resources.

Please visit Your Organizing Business to read and comment on Becoming a Professional Organizer.

As a new organizer, even if you’re confident about your organizing skills, communicating effectively with clients and prospects can sometimes be challenging. Today’s guest blogger describes three ways to quickly establish rapport with your clients for a successful working relationship.

©iStockphoto.com / pixdeluxe

I’ve come across my fair share of clients in my time in the organization industry. From the overbearing clients who think they know more about your trade than you do, to the squirrely client whom you’re pretty sure is hardly listening to a word you say and only agreeing with you so that the meeting will end. If there is one thing I’ve learned that is common across all clients, it’s the importance of working with your client to achieve results.

Gauge Your Client’s Experience

If your client is experienced in the area that you’re working with them in, treat them accordingly. For example, I’ve worked with a client who used to specialize in storage auctions. He had ample experience with a lot of the storage terms I was throwing around so I did my best not to talk down to him. Speaking in layman’s terms can come off as condescending if your client already has experience with the industry.

Know Your Client’s Budget

If you’re working off of a contract you will probably know roughly what your client is willing to spend. Sometimes there are grey areas where you might have the opportunity to purchase extra equipment or provide extra services for a cost. Work out with them beforehand exactly how much they are willing to spend and don’t ever make a move unless you’ve discussed it with them before.

Listen to Their Input

This is perhaps the most important aspect of working with someone. In situations where you’re brought on as an expert in a certain field, it can be tempting to assume that you have all the answers. That might even be a safe assumption to make, depending on the situation. But another person has still hired you, so you have an obligation to serve their needs and address their concerns. If they have a recommendation that they would like to see fulfilled, it is in your best interest to either make it happen or explain why it is not feasible because of time or budget constraints. You should always do your best to meet your customer’s needs.

Garret Stembridge works in the self storage industry, regularly traveling to see locations including the Chicago self storage unit. In many locations, like the self storage unit in Fort Wayne, Garret helps his customers store seasonal sports gear when it is not being used for outdoor activities or equipment for home improvement projects that are waiting to happen.

Please visit Your Organizing Business to read and comment on Working With Your Clients.

When friends find out you have your own business, they often make comments like “You’re lucky. You can set your own hours.” Or “That’s great – you can take time off whenever you want to.” But although it’s true that your schedule is more flexible than others, it’s not without its challenges, is it?

© nyul - Fotolia.com

That’s especially true during the holiday season, when there’s probably a lot more going on in your personal life than the rest of the year. But where most of your friends with regular jobs can plan to do their shopping, baking, socializing and other activities around their work schedule, it’s probably more challenging for you.

For one thing, many people don’t realize they need a professional organizer until it gets down to the crunch. Perhaps they’ve realized they need to declutter before entertaining guests, or maybe they need to clear out the old toys from their kids’ bedrooms and/or playroom before Santa drops another bagful down the chimney.

It’s very hard to say “no” to these clients. After all, you started this business because you sincerely love to help people get organized. And let’s face it, it’s hard to turn away potential income at any time, but especially when you know there will be days you’re not  working, and your own expenses are probably higher than usual right now. But how can you meet the organizing needs of your clients and the financial needs of your family and your business, and still have time for your own holiday activities?

Why not apply the same strategies you teach your clients all year round?

1. Assess your priorities. Are there things you do simply because they’re tradition, or because someone else expects you to do them? Can any of them be eliminated?
2. Delegate. If certain tasks are necessary to your holiday celebrations, do you have to be the one to do them? Can your spouse or children help? Can you buy a dessert instead of making your own?
3. Establish a schedule. If you need time off for holiday preparations, special events, or even just to relax and enjoy your family, make it happen. Whether you close down your business for a week or two, or simply reduce the number of clients hours you’ll book, make a plan, and stick to it.

If these last few days before Christmas find you scrambling about and longing for the days when you had a fixed schedule, it may be too late to get out of the commitments you’ve already made, but you do have the power to say “no” to anything else that comes up. Your clients will respect you for practicing what you preach!

How do you handle the holidays in your business?

Please visit Your Organizing Business to read and comment on Self-Care for Professional Organizers during the Holiday Season.

Even after paring down belongings, there may be times when there is still too much to store in your client’s home, especially if he or she is going through a transition. My guest blogger today, Margot McClelland, provides some helpful tips for those times when you need to recommend a self-storage unit.

Many consumers in the United States simply have too many things. These consumers don’t have the time in their busy lives to manage all their excess stuff; they let their houses and lives become cluttered, and they lose sight of personal organizational skills. This is why they need professional organizers – you offer expertise in clutter removal.

As organizing consultants, you help people detach from things they don’t use, and send those things to charities or throw them out. This part of the job is fun, but trying to organize stuff that your client wants to keep can be tricky. When a client wants to keep things that won’t fit in their living space, they often get a cheap self-storage.  Recommending a storage unit for one of your clients can be difficult, so let me give you some background information on storage units and what to look for when searching for one.

The Self Storage Association discloses that 86% of all self-storage units internationally are available to people in the U.S. Moreover, around 10% of all Americans utilize self-storage facilities. The amount Americans consume is directly correlated to these figures. American consumers end up owning a lot of stuff – more than any other countries. It began during the time of the Industrial Revolution when an array of goods became within reach of the masses at lowered prices. So, individuals in the U.S. started to consume more. When they did, the economy flourished, paychecks gradually went up, and people began to consume even more. In the 21^st century, Americans are consuming a lot and have a great need for self-storage facilities.

If your client comes to you asking how to get a storage unit, start researching immediately to ensure you find the absolute best storage unit for their possessions. There are going to be a lot of storage options. DO NOT PICK THE FIRST ONE THAT LOOKS GOOD. Keep in mind that every self-storage business is unique. Some may charge exorbitant expenses for features your client does not need. You can use web aggregators like SelfStorage.com to search for storage companies and compare prices.

Price is obviously a major concern, but you should also consider location and amenities offered. Ask yourself if your client will want a storage unit near their job or where they live. Don’t limit your search to one geographic area. Search a large area to find the best results. Amenities like 24-hour access may cost a tad bit more, but it can be worth their while. With 24-hour access, your client’s possessions will be available to them at any time of the day or night, which can save them the burden of waiting if they would like access to something immediately.

Consider how big or small they would like their storage unit to be. Across the board, size is the variable that affects costs the most. The smallest units are usually the least expensive, and the largest units are usually the priciest. If the budget only allows for the cost of a small unit, recommend that they dispose of some of their possessions or try to find space for them in their house.

Many people find that the best way to save money on self-storage is to find promotions. Some companies will offer to eliminate the first monthly payment. Others will discount the first couple of payments.

Once you’ve conducted an adequate amount of research, you can make the proper recommendation to your client. Remember to assess beforehand what your client really needs. If you keep the abovementioned guidelines in mind, you can’t go wrong.

Margot is a guest post writer on the subjects of homes and lifestyles.

Please visit Your Organizing Business to read and comment on What Qualities to Seek in a Cheap Self-Storage.

I often say there are two types of professional organizers: those for whom organizing comes naturally, and those who teach others the skills they’ve acquired to overcome their own struggles with organization. The Other Side of Organized is an excellent resource, no matter which group you fit into.

There are lots of excellent organizing books that describe strategies to use in different situations, but in her book, Linda Samuels guides us through the other side of organizing, particularly the emotional issues associated with life changes.

If you are a natural organizer, you excel at planning and implementing systems for your clients. Your easiest client is likely someone who is naturally organized as well, but needs you to set up a system which he or she can maintain. Although clients requiring more support are more challenging for you,  you can work with them successfully if you are able to demonstrate empathy.

Empathy… means feeling yourself into, or participating in, the inner world of another while remaining yourself.

~ Alfred Benjamin, from The Helping Interview

The Other Side of Organized can help you to achieve empathy by describing the personal challenges your clients may be facing so you can better understand them. It also contains many motivational strategies to apply that may not always come to you naturally.

Even if it’s easy for you to empathize with your clients, you’re sure to find Linda’s advice inspiring, whether for your own benefit or that of your clients. Her description of the five stages of change as they relate to the organizing process is especially valuable. She also shares some of the practices she’s developed in her own organizing business and her definition of the role of the professional organizer.

The main thing that distinguishes The Other Side of Organized from other organizing books is the emphasis on each person finding the right balance between being organized and having time for what’s most important to them. As Linda says,

We can always make improvements, but it’s important to know when to just let things be.

I was privileged to receive a copy of the book from one of my clients, who told me that she regularly gives copies to her clients. I think that is a great token of appreciation for their business, as well as a valuable resource to help them stay on track after her work with them has been completed!

The Other Side of Organized is available in the Organizing – General department of The Bookstore for Professional Organizers.

Please visit Your Organizing Business to read and comment on Book Review: The Other Side of Organized.

As an organizing consultant, you often have access to clients’ confidential information, and this is not something to be taken lightly. In fact, it’s such an important issue that I’ve invited Lisa Montanaro to share her expertise as a Certified Professional Organizer and former attorney, so you can approach it as a true professional.

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If you are a professional organizer, chances are you use a client agreement (if you do not, please reconsider!). Because professional organizing services are confidential in nature (we see it all!), your agreement most likely contains a confidentiality clause (if it doesn’t, consider adding one!). But what confidential information are you actually protecting? And how far does that protection extend? If you are unsure, then the confidentiality clause is essentially meaningless. If you don’t fully understand its weight and coverage, how will your client? Will a court or government body be able to ascertain the full meaning and scope of the confidentiality clause when asked to issue an interpretation of the confidentiality clause’s coverage? How will it play out if the party that drafted the clause can’t provide relevant information as to its scope and intention? As a former practicing attorney that has seen her share of confidentiality clauses, I can assure you that the importance of crafting a meaningful, powerful, but accurate and realistic confidentiality clause is vitally important to your business.

Why include a confidentiality clause in your client agreement?

Let’s first look at why you would want to include a confidentiality clause in the first place. A confidentiality clause provides a safe environment for your client and promotes trust. Your client wants to know that he or she (or “it” if you are working with an organization doing non-profit, business or corporate organizing) can fully trust you with confidential, personal, financial or proprietary information. A confidentiality clause demonstrates to the client that you are a true professional, willing to keep certain information to yourself and not disclose such information to others except under certain circumstances (more on the exceptions later). This allows the client to be fully present and disclose information freely which will result in a better, more open relationship, which in turn will lead to an increased ability to service the client.

What can you keep confidential?

There are some typical types of information that most confidentiality clauses cover. Many include confidentiality of financial information and trade secrets, promises not to release information to third parties without permission from client, no written or electronic information retained past the termination of relationship without the permission of client, no use of client information in marketing materials without permission of client, etc. In other words, it depends. You could guarantee that all information that you obtain during the scope of your work with the client be kept confidential. You could guarantee that any information that the client deems confidential will be kept from disclosure. But if you were to make that type of blanket guarantee, you would essentially be lying to your client. Why? Because it is up to the courts to determine the scope of the confidentiality clause if challenged.

Why would a confidentiality clause ever be challenged?

Let’s look at some scenarios. Let’s say you are organizing the client’s files, and promise to keep all financial information confidential. Then you get served with a subpoena by a court or the Internal Revenue Service advising that you must appear in court or cooperate in an investigation. Let’s take it a step further and assume that if you fail to cooperate, you can be held in contempt of court, fined, or worse, jailed. Now do you plan to stand by your blanket statement that ALL information of a confidential nature will be kept confidential? Doubtful.

Because organizers are exposed to so much, there are other scenarios that may result in you being called upon to disclose information. Child protective services investigations, elderly protective services investigations, drug enforcement investigations, spousal abuse investigations, tax and financial investigations, firearms investigations, etc. The list goes on. Are these scenarios common? Not typically. But that doesn’t mean they may not arise. If they do, you need to be prepared for the fact that the confidentiality clause will most likely not be a match for the court or government agency’s stronger need for the information you possess.

Do organizers have immunity against disclosure of confidential information?

Some organizers may try to keep confidentiality by arguing that they have a certain type of immunity under the law. While organizers may be privy to their client’s personal and confidential information and that develops a special bond or relationship, there is no recognized protection for this relationship under the law. If you are a lawyer, doctor, priest, therapist, or other professional that is covered by such an immunity, then by all means, go ahead and assert it. But professional organizers do not have a recognized immunity under the law. Therefore, a court would most definitely overrule any immunity you try to assert as an organizer and order you to disclose any and all information in order to fully cooperate.

How do you assure confidentiality in a way that is meaningful but allows for the fact that you may be called upon to answer to a higher authority?

Be careful not to draft an overly broad confidentiality statement or you will give your client a false sense of security. You can only guarantee confidentiality up to the point when disclosure is required by law or subpoena. So why not just say that? Put clear language in your actual confidentiality clause that explains when disclosure is warranted. That way, the client is aware that you have every intention of protecting confidentiality, but that if you are issued a lawful subpoena and required to disclose, you will obey the law and cooperate. (By the way, when I refer to a “higher authority” in this context, I don’t mean God, although you may feel a moral obligation to disclose is just as strong, if not stronger, than a legal one. If so, then you can envision yet another means for disclosure and breach of the confidentiality clause if you will disclose for moral reasons and not just legal ones.)

Where does that leave you and your client if you disclose based on a proper investigation and lawful subpoena?

Disclosure would probably not endear you to the client. However, that would be the lesser of two evils given that the alternative may be financial ruin or jail time. Can your client sue you for breach of contract for violation of the confidentiality clause? Sure. Anybody can sue anybody over anything at any time. But you would have a pretty airtight defense to get the case dismissed given that your disclosure was court ordered. Plus, you may just sleep better at night if your disclosure helps remedy an unlawful situation, prevent a crime, or save a person.

Copyright 2011. The information provided in this article is not intended to be legal advice, but merely conveys general information related to legal issues commonly encountered.

Lisa Montanaro, JD, CPO, is Principal of LM Organizing Solutions, LLC, a professional services firm created in 2002 that offers professional organizing, business and life coaching, and motivational speaking to individuals and organizations. Lisa publishes the monthly “DECIDE™ to be Organized” e-zine for the general public, and “Next Level Business Success” e-zine for professional organizers and entrepreneurs.  Subscribe today at www.LMOrganizingSolutions.com. To explore how LMOS can help take your business to the next level, contact Lisa Montanaro at (845) 988-0183 or by e-mail at Lisa@LMOrganizingSolutions.com.

Want to learn an effective new organizing process to use with your clients (while working on your own organizing projects personally and professionally)? Join Lisa for the DECIDE to be Organized Group Coaching Program, a 6-week teleclass series, starting 10/18. Upon completion, Lisa will issue a certificate for 9 hours of continuing education. Organizers have taken the program alongside non-organizers and say that it is a powerful way to learn an organizing methodology. http://lmorganizingsolutions.com/groupcoaching.html

Please visit Your Organizing Business to read and comment on How Far Does the Confidentiality Clause in Your Client Agreement REALLY Extend?.

Last year, I blogged about the importance of connecting with other resources in your area, particularly if you`re working with hoarders. In that post I mentioned that hoarding task forces and coalitions are forming in various communities in order to provide the public with information about the resources available to help hoarders and their families.

I consider the work of these groups to be vital, especially now that television has opened so many people`s eyes and minds to hoarding issues. I was therefore thrilled when Judith Kolberg, Director of the Atlanta Hoarding Task Force (AHTF), asked me to convert the organization`s website to WordPress, to enable group members to easily update information and post news items and events.

The AHTF, which was formed in 2009, includes professional organizers, therapists, and providers of supplemental services such as biohazard services. Their mission is to make resources and services available to metro-Atlanta compulsive hoarders and their families, and to educate those who encounter people who are hoarders.

As a non-profit corporation with a small budget, the AHTF opted for our Basic WordPress Package and selected the Yukon Theme by iThemes. This gave them an uncluttered, easy-to-navigate site on which to present information about hoarding and the Task Force itself, with the ability to easily incorporate new material in the future.

If you`re looking for hoarding-related books, websites, or videos, be sure to check out the new Atlanta Hoarding Task Force website.

Where do you get information about resources for hoarders in YOUR community?

Please visit Your Organizing Business to read and comment on A New Website for the Atlanta Hoarding Task Force.

One of the first books I read when I became serious about organizing was Organizing from the Inside Out by Julie Morgenstern. Despite the explosive growth in the industry, to this day, I can’t think of a professional organizer who is more well known.

Just imagine what it would do for your skill level, your credibility, and your self-confidence to be trained by the Julie Morgenstern Organizing Institute! Julie has developed cutting-edge training courses to teach her methods to both new and experienced organizers, including the following two programs scheduled for the fall.

Organizing Clients from the Inside Out – Friday, October 21 and Saturday, October 22, 2011

To earn your clients’ loyalty, you need to understand how they think and function. Knowing how to make things look good just isn’t enough! Based on the Organizing from the Inside Out book, this workshop will train you to organize people rather than things, and to design systems that are customized to your client’s unique habits, style and goals. After two days, you’ll know how to provide exceptional client service that will increase your referrals and help you stand out from your competition.

Conducting a Needs Assessment – Sunday, October 23, 2011

This workshop was designed to develop your analytic, diagnostic and closing skills, which are completely different than those required for hands-on organizing. It provides focused study and practice of each stage of a two-hour, billable needs assessment, from the first 5 minutes through the presentation and close. You’ll learn to walk into any new organizing project and map out a winning plan of action based on the client’s unique needs.

I conducted a lot of free 30-minute consultations before I realized it wasn’t giving me a good return on investment, and switched to a longer, billable assessment. I’d have saved myself a lot of time and energy if I’d taken this one-day workshop, and it would have paid for itself very quickly!

These workshops will be held in Midtown New York, and you can save $200 if you sign up for both. This is an amazing deal, especially if you’re traveling in from out of town for the weekend. Sign up before September 15 and get a 10% early bird discount!

Click here for further details and registration information.

Will you do me a favor? When you register, please fill out the form as follows to let Julie know you learned about the workshops from me. (Disclosure: I will receive a referral fee if you do.)

Please share: What’s the most valuable thing you’ve learned from Julie Morgenstern?

Please visit Your Organizing Business to read and comment on Do You Want to Organize Like Julie Morgenstern?.

One of the wonderful things about the Professional Organizers Blog Carnival is the opportunity to connect with organizing consultants with a wide range of specialties. Today I’ve invited Ellen Delap, who is one of our Professional Organizers Blog Carnival Star Bloggers, to tell us about hers.

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Families are struggling with cohesiveness, communication and  organization.  It’s about who is making dinner, can the laundry get beyond the living room, and who is doing what when.  Enter the Family Manager Coach!

I have always had a special connection with my family clients, especially those with ADD.  The struggles these families were experiencing could be helped.  Certified Family Manager Coaches^TM offer a unique perspective, that of viewing your home like a business, to help families think about their connections and roles in a new way.

Training

I learned of this certification through the Wall Street Journal and looked into the program.   Certified Family Manager Coaches^TM are trained under Kathy Peel, called “America’s Family Manager” by journalists and millions of women. She has authored 21 books which have sold over 2 million copies.  Families find coaches through the www.familymanager.com website or through googling “family manager coach”. Over the course of 2 weeks and 6 modules which include several online tests and commenting on forums, I completed the certification in 2009. I have since renewed my certification with further review of modules and by taking an annual test.

How it works

As a coach, I have the opportunity to offer an online assessment tool for clients to find their strengths and challenges.  Some clients like this option and some would prefer the initial assessment in person.   Then we meet in one on one sessions, focusing on where they need a boost.  Typically, we work together on setting up family routines, such as the family meeting and daily schedules, organizing areas throughout their home, and finding creative ways to share and delegate responsibilities.

What clients say

At the end of each session, my client has a fresh start and a fresh perspective.

“When I hired Ellen, I needed help with time management and decluttering of my home. With her help, I was able to implement a regular family meeting and created a command central. We also partnered to declutter and organize closets and the home office. Putting her knowledge in practice has helped me better manage my family’s schedule and create the order I needed in my home.”

Helping families is a rewarding experience and makes a difference for all of us!  I encourage you to look at www.familymanager.com to see if this would be a great addition to your business or if you could benefit from a session with a Family Manager Coach.

Certified Professional Organizer and Certified Family Manager Coach
Ellen Delap
Website: www.professional-organizer.com
Twitter: @TexasOrganizer
Facebook: EllenDelapProfessionalOrganizer
LinkedIn: EllenDelapProfOrganizer

Please visit Your Organizing Business to read and comment on Interview with a Certified Family Manager Coach™.