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 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

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It’s amazing how many different forms you need in order to operate a professional organizing business! Some are just for your own use, such as client information sheets, assessment forms, and checklists. Others, such as invoices and letters of agreement, communicate important information to your clients.

Any forms you’ll be using with clients must be completely error-free, easy to read, and reflect your professional image. This isn’t quite as critical for those that are for internal use only, but you will still need them to be well-designed so they are easy for you to follow and so you’re not stumbling over your words when you’re speaking to your clients.

It will be easier for you to develop an appropriate organizing plan for each of your clients by having a set of standard questions that you ask, whether this is done in person or over the telephone. Figuring out just what those questions should be can be a real challenge when you’re just starting out in your business and don’t really know what things are important to ask about. Writing up your first agreement can also be difficult, because until you’ve run into situations such as client cancellations, you may not think of addressing them in your contract.

Fortunately, a lot of seasoned organizers have made their expertise available to you, so you don’t have to learn by trial and error. Here are a few resources that I recommend:

• Geralin Thomas’s Tools for Organizers include a detailed Client Intake, Assessment, & Activity Log, a Client Letter of Agreement, and a Client Invoice. The Invoice is a downloadable Word document, so you can customize it with your own branding and business information. The other two forms are in PDF format, so you can simply print them off and start using them right away.
• When you sign up for the Comprehensive Training Program for Professional Organizers, whether you choose the in-person seminars, the on-demand webinars, or the self-study guides, you will receive fully customizable, industry-specific forms that every organizer should have, including letters of agreement, invoices, confidentiality agreements, needs analysis forms, receipts, and much more.
• If you’re handy with a word processor, you can create your own forms following the guidelines provided in Anne Blumer’s guide for professional organizers, Get Rich Organizing.
• Maria Gracia’s Ultimate Guide For Professional Organizers also includes a collection of fill-in forms which you can copy and use. The Ultimate Guide is available in either PDF or print format.

Should you require assistance in customizing purchased templates or creating your own forms, you can always contact Organized Assistant. Above are samples of some of the forms we’ve created for our clients.

Here’s a question for the experienced organizers: what forms do you use most often in your business?

Please visit Your Organizing Business to read and comment on Checklists and Contracts and Agreements – Oh my!.

There is a ton of information online, including this blog, to help you start or grow a professional organizing business, but spending time researching various topics and sifting through all the search results can be very time-consuming. Even if you have lots of time on your hands, if you don’t know that you need to learn about a particular subject, how can you even begin to explore it?

Anne Blumer solves that problem for you with her new book, Get Rich Organizing: The Professional Organizer Survival Guide to Launch, Manage, and Grow a Profitable Business. As a seasoned professional organizer with multiple certifications and founder of the Professional Organizer Training Institute, Anne is certainly qualified to write about this subject!

The book contains a wealth of up-to-date information on working in the organizing industry, including certification, membership in industry associations, professional organizer specialties, desired characteristics, and even what’s involved in a typical day. In addition, it covers topics that are important for all businesses, such as writing a business plan, setting fees, legal and taxation issues, as well as marketing and branding.

That in itself would make this a useful reference, but Anne does not stop there.

The second part of the book is devoted to specific aspects of working with clients. Many of the books I’ve read do not address the organizing process, assuming that you wouldn’t become a professional organizer unless you already had organizing skills, but there is a world of difference between organizing for family and friends while you hang out together and organizing for strangers who are paying you good money for your expertise! This book will help to prepare you for a wide range of organizing projects and challenging clients and help you avoid embarrassing or costly mistakes.

The thorough information is supplemented by a dozen forms you can adapt as needed for your own business, for needs assessments, letters of agreement, and much more.

Most chapters include exercises to encourage you to put the information into practice, and in some cases, the assignment is to prepare a workshop based on the information in the chapter. I especially like this approach, because having material already developed means you’ll be able to accept when someone asks you to speak on short notice.

Does the title “Get Rich Organizing” put you off? It shouldn’t! Sure, running your own organizing business is all about doing what you love, but you won’t be in business very long if you’re not making money at it. And if you can get rich while you’re doing it, wouldn’t that be a good thing?

I have to admit that I was shocked when I first saw the price of the book, but now that I’ve read it and seen how packed it is with valuable information and resources, I am confident that it will help you earn back the cover price many times over.

Please visit Your Organizing Business to read and comment on Book Review: Get Rich Organizing.

A reader sent me the following question: There are a decent number of people in my town with good income, but the majority are low income, and I am concerned with getting paid. How do you go about getting a deposit up front? Is there some way to ensure that you get paid for your services?

These are some really important issues! Let’s start with the question of the deposit.

I highly recommend that you obtain a deposit at the time you book an appointment. When your clients pay a deposit up front, it shows that they are committed to working with you. If the organizing session is booked during an in-person consultation, they can pay you by cash or check. If it is booked by telephone, email, or online, they can pay you by PayPal (see my earlier post, Accepting Credit Cards, for more details).

It is not unheard of for clients to cancel on short notice; I’ve even shown up for appointments only to find that the person who scheduled it was not there. When that happens, it’s not likely you’ll be able to fill that time slot with other paid work, so it’s not unreasonable to expect to be paid for at least part of your time. Whether or not you will reimburse part of the deposit in the event of a cancellation, or apply it to rescheduled appointments, should be clearly outlined in your written agreement with the client. Your agreement should also address when subsequent payments are due – ideally you will be paid at the end of each organizing session – as well as any penalties that will be incurred for late payments.

There are a number of sources for sample agreements, including Debra Milne’s Become A Professional Organizer Manuals, Alice Winner’s Tool Kit For Organizers, The FabJob Guide to Become a Professional Organizer, and Anne Blumer’s new book, Get Rich Organizing: The Professional Organizer Survival Guide To Launch, Manage, and Grow a Profitable Business. Whether you use one of their templates or write an agreement of your own, it is best to have it reviewed by a legal professional who knows the laws in your area. Some cities have a small business center where you can meet with a lawyer at a lower cost than if you went directly to a law firm.

You should carry a supply of blank agreements with you so that the agreement can be signed at the same time that the deposit is paid. This can also be done online, using EchoSign. This service allows you to upload your prepared agreement and email it to your client, who then signs it electronically. I’ve been using EchoSign in my virtual assistant business for several months, and I’m quite impressed with how quick and easy it is to use. It is free for up to five agreements per month.

The other issue identified by my reader is the fact that many of the people in her area have a low income. This situation can make it tempting to lower your rates, but the harsh reality is that not everyone will be able to afford your services, no matter where you live. If you’re not comfortable turning away those who cannot, you may wish to consider offering a limited number of hours per month at a reduced rate, or occasionally volunteering your services to someone in need. Just remember that you are operating a business, not a social service agency, and although you want to help others, if you don’t generate a sustainable income, you won’t be in business for very long.

Established organizers are often approached by newbies looking for a job shadowing or training opportunity. Bringing in such trainees as your assistants at no extra charge to your client can keep the total cost of the organizing project down and make it more affordable for lower income clients.

Another option is to offer alternatives to individuals who need organizing help but cannot afford to pay for a professional organizer. This could be in the form of customized organizing plans that your clients can implement on their own, organizing workshops or teleclasses, or information products (your own or someone else’s). The benefit of offering teleclasses and/or information products is that it expands your market to people outside your geographic area and provides you with the potential to earn passive income.

I’m sure that some of you will have some other suggestions and I welcome your comments. If you have a question of your own, please feel free to submit it at any time.

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