We all create systems, sometimes in subtle ways, to make our life easier and to meet our needs. Do you put your car keys in the same place each day so as not to misplace them? It may seem like a simple act, but it's a system -- an organized, coordinated procedure that creates a desirable effect.

Systems help us in our home and work life by:

1. Helping us remember.
2. Keeping us organized.
3. Communicating to others.
4. Triggering subsequent events.
5. Simplifying tasks.
6. Saving us time.

• Leaving important papers on a colleague's chair so he'll be sure to see them.
• Marking an opened email as unread so it will get your attention later.
• Attaching a sticky note with frequently needed information to your computer monitor.

Chances are that you'll know when your current method of accomplishing a task is failing you. If you are forgetting items you meant to remember, losing or misplacing things, these are red flags. Another signal that a system is needed is if a repetitive task takes longer than it should. For example, if you repeatedly look up the same information, instead, you might make the information more accessible.

Now that you know that systems can improve your life, and you know some of the symptoms that a system is necessary, let's look at the steps of a real life example.

Step 1: Identify a Challenge As a small business owner, or just a busy person, you have trouble paying your bills on time.

Step 2: Devise Possible Solutions You could pay each bill as it arrives, or designate certain days each month to pay bills. You could set up automatic bill paying through your bank, or you could prepay your expenses. What other possible solution makes sense to you?

Step 3: Evaluate Each Option's Suitability A system is only going to work if it is something that you want to do, and it fits your lifestyle. Examine these factors:

• Life Circumstance. Ask yourself if you can pay your bills as they arrive if you only get paid once a month, for example.
• Consistency. If you decide to pay your bills on the 1st and 15th of the month, will that work if you travel frequently in your job?
• Trigger. Ask yourself if a reliable reminder exists (such as a recurring electronic appointment in your calendar program) so that your system will work consistently.

After evaluating possible solutions to your challenge against your particular lifestyle, and identifying a trigger to ensure consistency, give your new system a try. Don't expect your first solution to work necessarily -- keep at it. Your effort at arriving at a workable solution will be rewarded with the system's success.