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To Small Business Management - Small Buisness Top Some Inspiring Thoughts  It never stops. Email, phone calls, faxes, memos, reports, magazines, trade journals, audiotapes, radio programs, television -- you're constantly assaulted with information. It comes from every direction. The growing role of computers and the Internet make the problem even worse, because computers can spew out information at a rate that is almost incomprehensible. How do you deal with it all? How do you manage to get through the day without being completely bogged down by information? It's not easy. It takes a strong focus and discipline to avoid getting pulled of in any number of directions. Stephanie Winston, in her book Getting Organized, outlines what she calls the TRAF System for dealing with paperwork. The concepts of the TRAF System can apply just as well to email and many other sources or information. Each of the letters in the acronym TRAF stands for an alternate action that you can take with any piece of information which crosses your path. T is for TOSS. One of the best ways to deal with something is to throw it away. I do this so often with email that I'm afraid the "D" key on my PowerBook is going to wear out! Likewise, the recycling bin in my office is also beginning to show signs of wear from the loads it must bear. No, I don't discard anything that requires an answer, but much of the information you get each day doesn't deserve to clutter up your he negative consequences if I didn't read this?" If there are none, then toss it. Small bussiness ideas, small busines management guides and tips, starting your own new bussines R is for REFER. If you can delegate someone else to take action on something, then do it. Ask yourself if you really need to be the one to act on something, or if someone else could do it just as well. Many things can be passed to others who can deal with them more appropriately. A is for ACTION. If a piece of information comes to you that demands action, then put it in a special folder or add it to your "To-Do" list. Then take action on it as soon as possible so you can move on to something else. F is for FILE. If you receive some information that you will need later, then file it where you will be able to get to it. But remember, 80% of all papers filed are never seen again, needed, or used. So if the information is something that you can always get elsewhere (and with more and more information available online, this is increasingly the case) then there's no need for you to keep your own copy. The important thing is to quickly deal with every letter, phone call, fax, email, memo or other information that comes to you. One of the biggest wastes of time is dealing with the same thing over and over again. You pick it up, read it, wonder what to do with it, and stick it back on your desk. Again and again you pick it up and read it. If you deal with things as soon as they come up, then you'll avoid a lot of wasted time and effort. Keep the TRAF System in mind as you go through your day, and take control of the information in your life. Yesterday we discussed the importance of having a vision, a "why". Naturally, as masters of the "how", the first thing we'll want to know is "how?" How do we find a why? It is really very easy. You find a why by asking "why?" Think of something you want. Chances are the first thing you think of will be something material. That's OK, there's nothing wrong with that. Just make sure it is something you really want, not something you say you want just because you think you should. I'm going to use, as an example, a boat. Not just any boat, but a 50 foot sailing yacht with seaworthy rigging and a big, comfortable living space. Next step: ask yourself why. Why do I want this boat? To sail to the South Pacific. Again, ask yourself why. Why do I want to sail to the South Pacific? Hmmm. Let's see. I've always wanted to do it, but I just kind of took it for granted. I guess because it would be an exciting adventure. And again, ask why. Why do I want an exciting adventure? Well, that's getting kind of tough. I want an exciting adventure because I want to experience life to the fullest. Fair enough. That's a good reason. And why do I want to experience life to the fullest? Whew, this is getting a little intense. I want to experience life to the fullest because I am fascinated by the possibilities that life offers. Fascinated? Well, OK, I admit it. I'm obsessed with the possibilities that life offers. Now we're getting somewhere. And why am I obsessed with the possibilities that life offers? The answer: because that's me. Bingo! We're there. We've asked "why" enough times that we've gotten down to the ultimate why. And that, by the way, is mine, as nearly as I can determine it, though the example given is not the way I arrived at it. I am driven by possibilities. That is my why. How will you know it when you reach yours? Trust me, you'll know it. It will be a very emotional experience when you get to the basic why of your life. And a very empowering experience. Because once you've been there, so many things will become clear. To borrow a line from Disney's Pocahontas, you'll see things "you never knew you never knew." You'll gain a deeper, clearer understanding of yourself and your place in the world, and an appreciation of what your life has to offer. To Small Business Management - Small Buisness Top