Tag: command center

Paper Management for Evolving Humans (Summer Project #4)

We are all evolving humans, isn’t that cool?  But I am referring to paper management and kids.

I spent a few hours on Sunday organizing papers.  More importantly, this time I involved my evolving humans (my kids) in the process, since they will need to manage their own papers some day.  My boys are tweens and teens, but even little kids can get in on the process, sorting last year’s school papers, using the shredder (with guidance), or taking out the recycling!  We just have to set the example!

There are three main types of paper – Active, Archival and Passive. Each requires specific handling and storage.  One of my sons had the the opportunity to touch all three types of paper this week, this is how it went.

Active Paper: Definition

     Active Papers Require Action.  Mail to open, forms to complete, bills to pay, phone calls to make, etc.

Active Paper: Everyone needs an In-Box.

     As I reviewed papers, I established an in-box for each of my sons.  Each of them now has a 851604_scene7labeled folder in the command center in the kitchen.  I shared the location and purpose with them, I will add to the folders as mail or info comes in, and they will check the folders every couple of days (at least that is the plan!!).  No more counter piles – yeah!!

Active Papers: Even I Need an In-Box.
There is also a folder for me, containing active papers pertaining to my sons that I need to act upon.  For example, it now holds registration info for the middle schooler (8/1), and the photo order form for the high schooler (that he will need on the first day of school 8/18).

Active Papers: Need a Process for Action.

     Establishing a home for active papers keeps them from getting lost and ensures the “action” actually occurs!

Active Papers: Technology is changing how we handle papers.

     Technology is increasingly useful and pervasive in managing paper and information, and our kids are on the ground floor.  Last week, we ordered the high school text books on-line, including the digital texts for my son’s Chromebook.  Few papers come home from school anymore, and much of the kids’ work is completed and even submitted digitally on their tech devices.

Archival Papers: Definition.

     Archival papers are a very important, small and specific category of papers.   Very few papers become archival items.  Archival papers are the papers that we will need today or in 20 years. Birth certificates, sacramental certificates, social security cards, passports.  As we grow up, we may add items like car titles,  mortgage papers or insurance policies.  Again, a small and specific type of paper.

Archival Papers: Safe Storage and Retrieval. 

      One of my sons got his drivers license last week.  The Secretary of State required his SS card  256564_p_open_leftand birth certificate, so he learned where we keep them (a small fireproof portable safe) and how to access them.  The very nice lady at the Sec of State also reminded him that he needs to learn his Social Security # (we’ve told him this, but it means more coming from someone else!!).

     I also cleaned up everyone’s academic binders over the weekend (click here for info).  I weeded out old school news and duplicate event programs, filed each kids’ papers by year in the binder pocket, and generally cleaned up the cabinet where the binders live.  We’ve added to these binders every school year since preschool, and we can refer to them as academic and achievement record.

Passive Papers: Definition.

      Passive papers don’t require action (Active Paper ) nor will they stand the test of time (archival). They just require retention for a certain amount of time, for reference.

Passive Papers:  Keep them for Reference.  

     Passive Papers are the ones that tend to give us the most grief, as this is the biggest category.
We keep passive papers around because we might need to refer back to them, at least for a certain amount of time.   For example, the Sec of State requires two other documents for a driver license, recent mail with a home address on them (we brought a savings account bank statement and a final grade report).

     My high schooler also went through all the papers in his room.  128585_pHe mentioned that he had thrown a lot away (hooray) and sorted the rest into broad categories, like school and music and college.  I suggested 2 other categories, Boy Scouts and bank statements.  We went to Office Depot, bought a $15 file tote, and made hanging file holders for each of his categories.

Decision Making Made Easier.

     There is great power in knowing what papers to keep, because we then know what we can toss.  When you look at a piece of paper, and it doesn’t fall into the three broad types of papers above, or the categories within your Passive Papers, its likely that you don’t need to keep it at all.
 So, tackle your papers this week WITH YOUR KIDS, and let everyone learn from the process!

7 Solutions to Get My (and Your?) Morning Back on Track

2 Comments
This is not the blog I planned to publish this week.
But as I drove home from a very early morning client, I considered what I need to focus on today to make tomorrow morning run more smoothly.  We have simple and wonderful systems in place.  Our mornings typically work really well, and all 5 of us know our parts and make the essential stuff happen.
However….. This week…  we could improve.  Let’s just leave it at that.
So here is part of my plan for today.  Maybe one of these solutions will resonate with you, too?  If your morning is a scramble, give them try!
Solution #1: Put ALL the laundry away.
There was a scramble for pants this morning.  Sounds funny when I spell it out. Other days, we scramble for clean socks or a favorite hoodie, but today it was pants.  I occasionally entertain the idea of buying more of certain items to lessen the chance of running out, but we really don’t need more of anything, we just need to maintain the established system, and put ALL the laundry away.  It’s clean, its just not where its supposed to be.

Solution #2: Another set of keys.
A family member has misplaced his keys.  This one little foible has complicated things, by necessitating other family members having to come home to let the lost-key family member in the house, plan around them, etc. We used to have a back-up key, but a winter garage break-in caused us to change our ways.  And Yes, I know, the real answer is for lost-key son to find his keys.  But today’s solution is to suck it up and get another set of keys made.

Solution #3. Stock the Mom-Envelope.
The Mom-Envelope, with $40-ish dollars in small bills, is sadly empty.  A trip to the bank will solve the emptiness, and the Mom-envelope will be able to again solve morning scrambles for a few $$ here and there.

Solution #4: A Full Tank of Gas.
Luckily, I gassed up the other day.  But as I did, I recognized how having a full tank of gas eliminates a lot of worry (or conversely, worrying about running out causes a lot of stress.)

Solution #5: Fully charged technology.
The strategies are having multiple chargers and just one place to charge stuff (the kitchen counter).  Mysteriously, last night we discovered some of the chargers have wandered off, so a goal for today is to round them all up and keep them where they belong.  I have also started carrying an extra charger in my car.  A recent quote from the Minimalists reads “If your phone is constantly ‘about to die,’ then maybe it’s not the phone that has a problem.” (click here for the full article)

Solution #6: Communications.
My youngest is a rock star when it comes to reviewing the plan for his day.  Before going to sleep, and again in the morning, he reviews out loud what’s in store for his next 24 hours or so.  “Ok, Before-Care, then Band and Boy Scouts, right?  And I already packed my lunch.”  This helps us both to plan ahead and remember the details.

Solution #7: A Clean kitchen counter.
A quick way to de-rail movement in my morning is a messy kitchen.  Can’t make my coffee, eat breakfast, make smoothie, work on breakfast for the little guy, etc.  We left early and in a hurry, but that is the first thing on my list after I publish this!

So look around, and see where you can get your morning back on track!  Whether with these solutions or some of your own!

Keep Your Cool Technology From Getting Cluttered!

1 Comment

My family really loves technology. I have a few tech items that I am extremely attached to – my IPhone 5, my IPad and my laptop. But those are just MY gadgets.  Everyone else has gadgets, too. We even loaned the 9 year-old an old IPhone 3 to use as an IPod touch (music, games and apps, no internet or phone usage) on a recent long-distance car ride.

So between 5 people, we have 4 phones, 3 IPod touches, 3 Nintendo 3DS handheld games, a couple of Kindles and digital cameras, and my IPad. Plus 3 laptops and a desk top computer, and an xBox 360 and Wii.

We embrace our technology, but the accompanying clutter can be maddening! Here are some ways we clear our tech clutter, try a few for yourself this week!

Tame the snake pit— I mean— chargers and cords.

1.  Dedicate 1 charging station. Image

  • We use a surge protector strip on the kitchen desk. Maybe you need more than one, for different family members, but limit yourself to one or two stations, to help keep track of necessary items and share resources. (Do this when you travel, too, so things don’t get left behind!)
  • Charge where you work. I leave my IPhone charger cord plugged into my laptop, and charge my phone while I work. My husband keeps an extra phone charger at the office.
  • I received a MOS organizer, http://mosorganizer.com/, to review and test in my office setting. A great gadget, the MOS Organizers is a magnetic object that holds the end of your charging cord between charges. The attractive 3.5” whiImagete triangle holds the charger cord end and keeps it from dropping off your desk/ charging area when not in use.
  • My hubby also received a very cool “Powerbot” wireless charger for his phone. He only needs to place his phone on the disc, and it charges! No more cords! (this only works for select tech items, though).

2. Match up your chargers with your current tech gadgets (phones, cameras, IPod, etc.).

3. Label the chargers / cords:

  • Tag the chargers with labels listing tech item type (camera, GPS, cell phone, etc.), date and owner’s initials. If you don’t have a labeleImager, you can also fold a blank mailing label around the charger cord, and jot the initials on that.
  • Bundle the cords. Most are longer than necessary. We use cord coils (picked them up at Office Max), to rein in the chaos.
  • ImageOr try bundling the cords with different colored Velcro straps (each person gets their own color), or even patterned craft tapes.
  • I have to share a suggestion to hang charger cords in the inside of a cabinet door with command hooks when not in use (check out all 34 of these awesome ideas, http://www.buzzfeed.com/peggy/how-to-de-clutter-your-entire-life
  • Or these handy charging ideas, http://www.workingmother.com/content/desk-control .

4.   Any chargers or cords not matched up with a tech items? Put them in a freezer bag, with today’s date and an expiration / recycle date on it, about 6 months from now.

5.  When in doubt…   Occasionally, I will put all the cords away in the drawer under the charging strip. I figure, everyone knows which cord is theirs, and will take out what they need. And things will look tidy for a while!

Keep your Apps and Updates up to date. At least once a week for my phone, I download all the app and system updates available. I update my IPad occasionally, too, but not as often as my phone.

Set limits.  No phones at the dinner table, or after 10 pm. The wi-fi to the kids’ IPods turns off at 10 pm, and all tech items are left in the kitchen overnight. No one needs to send or receive texts after 10 pm. When the boys were younger, we set TV limits, too, for example, the TV in the basement was set to only age appropriate programming.

And unplug sometimes. Seriously. I love my technology, but I like to just talk to people, too. And nap. And read, like an actual book. And go hiking. And tickle my son.

So, spend just a little time this week, and clear some tech clutter!

Command Center Part 2: Your Paper & Scheduling Challenges (& Solutions)!

A few weeks ago, I asked my FB friends to tell me their most and least favorite things about their Command Centers.  And because I know absolutely awesome people, I received great input and ideas!

The biggest challenges for my contributors were Paper Management and Scheduling.  There was a third area, Technology, but I will address that in a separate blog article!

So, Command Center Paper Management and Scheduling ideas – here we go!!!!

Paper:

  • Did you know?  There are three main types of paper: Active, Passive and Archival.  And each requires slightly different handling.
  • Active (requires an action):
    • If a paper needs returned to school, sign it immediately, note any necessary info on your calendar of choice, attach a check or cash if necessary, then send it back to school.  Right away!
    • Tuck Bills-to-Pay in their own folder, so everything’s together when the weekly bill-paying time comes.
    • If the action required is to jot down a date or details in your planner, make time to do this everyday.  Maintaining our active papers daily keeps them from building up.
  • Passive (keep for a predetermined amount of time, then purge):
    • If you keep schedules or notices for upcoming events on hand, keep them all on one single clip, with the soonest event on top.  Keeping too many notices or reminders causes visual clutter, and we stop really seeing what’s in front of us.
    • Kid papers – admire-then-purge daily papers, if possible.  If papers need to be kept for a few weeks, tuck them in hanging folders per person, and purge monthly.
    • Display kid art on the fridge, and purge old items as new ones come along.
    • Purge passive papers ruthlessly!  Once a week is preferred, once a month is a Must.
  • Archival (papers we expect to make a permanent record)
    • Keep a binder per person for long term papers, or papers you want to keep.  Each of my sons has a binder for their academic records, award certificates, team photos, etc., organized by academic year.
  • With each piece of paper in hand, ask yourself a few questions:
    • What is the next action to take on this paper?  (Act, File, toss)
    • If I choose to keep this paper, why am I choosing to keep this paper?  For example:
      • Academic records?  someone may ask for it some day.
      • Today’s completed and graded spelling test?  No one needs it anymore.  And no, your child will not want to look at it again in 20 years.

Scheduling:

Many of you have scheduling challenges, and I absolutely understand.  My sons, while awesome!!, are often a little light on calendar and event details.

Good scheduling requires regular effort, strategic planning, cooperation from all participants, and communication!  Communication is key.

We have planning sessions with both parents and two teenagers, typically on Sunday night after dinner. The 9 year old gets the highlights and then is dismissed.  I keep everyone’s calendar in MS Outlook, so our planning sessions consist of making sure everyone has the same information in front of them.  We had one a few weeks ago, we probably need to have another one this week since we just added another sports team and schedule.  My husband and the teenagers use Google Calendars, so they can synchronize their own pertinent info, and invite me via email to important events.  I have not yet made the switch.

A few of you asked about scheduling “consequences / rewards”, but I don’t give parenting advice!  However, we have a few guidelines:

  • If you want to add an event to the calendar, tell me in writing / text/ email so I won’t forget it
  • You are one person in a 5 person household.  Keep that in mind when making time and event requests.
  • If you didn’t inform me of an event with adequate warning, it’s possible you may not be able to attend.  You know I will always try, but the answer may be “no”.
  • At any time, the answer may be “No”. And school, family time and church can trump anything else.

If your challenges are also paper and scheduling, try one of these solutions today!

Our Home Command Center, more Command and more Center!

This week I want to share a small project that made a big impact in my kitchen – not too overwhelming and sooooo useful!

First, if you’d like, I wrote this a while ago, for more specifics:

ImageYour Command Center: Knowledge is Power

Your command center is the information hub of your home.  Perhaps it’s a desk, maybe just a kitchen counter or table near the door.  But everyone and every home needs one.

Calendars and schedules, contact lists and team rosters, incoming mail and bills to pay, school supplies and reference materials.  Yep, all of this can be in a command center.

I reworked ours last week.  It took less than an hour, and this is the after picture.  I wanted to post it first, since it is a nice visual, and it makes me happy.

The command center surface is not large (by design), but it is in the kitchen, the very center of our home. That keeps it front and center, accessible to everyone – but that also means that it gets cluttered, and when it does, I have to look at it all the time.  And that occasionally drives me crazy.  So here are the before and after pictures, and my comments:

  • Always start with a plan.  I know what I do and don’t like about our current arrangement, plus what I wanted the updated space to look like.
  • I cleared everything off, and wiped down the space.
  • I moved some books out that belonged on other bookshelves, and I Imageeven (gulp) got rid of the desk encyclopedia.  I kept the dictionary, thesaurus and bible, because I encourage my boys to actually look stuff up instead of asking Google.  However, the desk encyclopedia was mine.  From high school.  And that was a loooong time ago.  So it went away.
  • Before, I had trays available on the kitchen desk for each child.  Not surprisingly, while school papers and assignments moved in and out, other stuff just piled up.  So the sloppy side-by-side trays were replaced by a vertical tray.  Much better.
  • I powered through the school supplies, and ruthlessly purged what the boys don’t or won’t use.  Buh-bye.
  • The charging cords and surge protector still drive me crazy, but I’ve been keeping the cords clipped up when not in use, or in the desk drawer underneath.  And I received a very cool produImagect to review for an upcoming blog that may help with this, so more later…
  • I went with “pretty”.  I don’t always care what my organizing tools look like, but since this area is seen by anyone walking through my house, I invested in matching and attractive items.  Nice, clean lines.  Ahhhhh…. (that is a contented sigh, by the way)
  • A vitally important but often neglected part of a Command Center is the day-to-day attention and maintenance.  I made sure that only current information was present in the Command Center.
  • I recently read a suggestion, to have a “waiting” folder, with items waiting for follow up.  Like rebates, reimbursements, copies of applications, etc.  So I added one to our existing files.
  • So, in under an hour, I improved the look of the most lived-in room in the house, pared down and cleaned up our information, and cleared some clutter. Look around – Do you have a Command Center?  Is it time for an update?!  Give it a try! Image