A Monster Standing Between Me and My Coffee.

Some mornings, I am greeted with a terrifying sight.
 

coffeeYou see, sometimes we (and I include myself in this “we”) will snack / cook / make popcorn in an evening, and not clean up the kitchen before going to bed.  The next morning, I head to the kitchen only to find a big mess between me and my first cup of coffee.

Ahhhhh!!!

On a recent weekday morning, I spent 10 minutes setting my kitchen back to rights after some last night snacking.  As I went through the usual list of tasks, I realized I could share this organized process!  Especially considering that this phenomenon may happen other times of the day, too, like when I rush home from a client to get dinner started before a busy evening only to find stuff on EVERY COUNTER and no room to cook.
 

(I just read a Real Simple article over the weekend, that likened this trashed kitchen phenomenon to “the refrigerator exploding”, or “the monkey house at the Bronx Zoo”.  It was a great article, click here to read the whole thing: http://www.realsimple.com/home-organizing/organizing/how-to-live-with-messy-person)
So here is what you need to clean up your kitchen in a flash!
  • A system;
  • An empty dishwasher;
  • A dish pan (to corral your dirty dishes);
  • A sink dish drain (no counter clutter!); and
  • cleaning spray and a paper towel or cleaning cloth.
dish pandish drainmicrofiber clothspray bottles
 
Here is the system
  • Pick a counter to start, and move around the room:
  • (30 seconds) Start with the easy: toss the trash, close the cabinets, put away the toaster or popcorn maker (for example);
  • (30 seconds) Put away food (we’re good about putting perishable stuff away right away);
  • (60 seconds) Load the dishes into the dish pan, and wipe down the counters with the cleaning spray;
  • (2 minutes) Empty the in-sink dish drain and put away the dishes;
  • (2 minutes) Empty the dishwasher if it’s clean;
  • (60 seconds) Load the dirty dishes into the dishwasher; and
  • (Optional – 60 more seconds) Run the garbage disposal, and then fill a dishpan full of hot soapy water and set any pans and non-dishwasherable items to soak.

Now, your kitchen is cleaned, or at least clean enough to start that first cup of coffee, assemble breakfast and pack lunches, or get dinner on the table!

Six and a Half Pounds

6 and a half pounds.
That’s how much the average handbag weighs.  And that doesn’t include a lap top.
6.5 pounds look like:
  • A Mr. Coffee 12-cup Coffeemaker;  bag
  • 6 1/2 bottles of water;
  • A pair of men’s size 10 hiking boots;
  • A two liter bottle of soda (from answers.com);
  • 67 hershey bars;
  • 520 pencils;
  • 1170 pennies; or
  • a 5 pound bag of sugar and a pound of butter.
And we’re schlepping that around on our shoulder every day.  (Fellas, don’t think I am not talking to you today.  I see those messenger bags you haul around, and the bulging wallet with receipts, store cards and ancient business cards but no actual cash.)

I saw a woman walking to her car today with 4 – count them 4! – bags on her shoulder.  She still looked confident and awesome doing it, too.  If I had to guess, she had a bag for the gym, a healthy lunch, a great handbag and a tote for work.  She was doing it all, and doing it well, but she could make her load lighter, in every way!

I’m suggesting that we all carry around a lot more than we need, and our joints and backs and shoulders often pay the price.  My challenge to you this week is to lighten your load, and clear the clutter out of your bags!

Here’s how:

  • Clear off a counter, or your dining table.  Dump the contents of your handbag / back back / messenger bag / gym bag out completely.
  • Now, tackle this project just like any other organizing project (per Julie Morgenstern), with our usual 5 step process:
  1. Sort: Sort the contents by category.  Receipts, dirty tissues, cosmetics, pens / pencils / paper clips / notebooks, novels, ear buds, money including 7.50 in loose change, unopened and opened mail, work papers… well, you get the picture.
  2. Purge: Now that you can see what you have, purge the clutter that can go.  Toss the trash, file or shred the mail and receipts, keep a few pencils and one notebook, put the change in a jar for later and get rid of any other clutter.
  3. Assign a Home:  Once you have established what stuff you need to carry with you, determine how you can store it better.  In my bag, I have: a first aid kit / cosmetics bag (yes, a first aid kit because I am a terrible klutz); my wallet which has a wrist strap and I can carry solo with my cards, receipts, cash and change; a few pens and index cards, sunglasses, some lotion and antibacterial hand cleaner; and an envelope with store coupons for when I run my errands.  The whole thing weighs a couple pounds.
  4. Containerize: A handbag or back pack is a container itself, but we do better with sub categories in smaller containers in our bags.  Try a pencil case (just like in school), a cosmetic bag or small bag for personal items, or an envelope for receipts.
  5. Equalize: A fancy word for Maintenance.  Once you have cleared bag clutter, keep it from coming back!
    1. Bigger bags versus Smaller Bags:  I’ve used this logic at times – instead of two or three bags, why don’t I just use one really big bag to carry everything?  Well, of course the problem with that is that we end up carrying around everything all the time in one really heavy bag, instead of just what we need! So Go for the SMALLER BAG!
    2. Receipts are a challenge: provide temporary storage, and a process for getting them out of your handbag and on to their final destination.
    3. Clean out your bag regularly (I have to admit, I use waiting-for-kids-at-practice time to clean out my bag if it needs cleaning).
    4. Unpack your extra bag.  I don’t always carry a tote, but when I do, I empty it out every day and put today’s business away.  If I need the tote again tomorrow, I will only put in it the business I need for the day.
So, carve out 20 minutes this week and lighten your load in all sorts of ways!

Small Business Week: How to NOT Overbook Your Calendar

Recently, a friend/client/networking partner had to cancel a morning meeting because she had overbooked her Tuesday.

Another client had to reschedule a document drop-off with me because he “ran out of day today.”

No judgement here.  Been there, done that.

In her text message to me, the overbooked friend/client/networking partner asked me to write a blog about how to not overbook our schedules!  So, friend, in honor of National Small Business Week, here it is!

When do you work?  Where?  How?   Workdays and work places have changed, due to worker and industry preferences.  A “typical” workday is anything but typical, more than half the workforce works for themselves or small businesses, and many of us work from home (or Starbucks, or someone else’s home, etc).

As the lines of work and home blur, it’s difficult to keep all our commitments straight!  So, to help get the most out of your schedule, without resorting to teleportation or cloning, here are a few ideas:

  • Check your schedule regularly, with an eye out for potential snags or trouble spots. Don’t wait until tomorrow to plan for tomorrow. or until next week to plan for next week.
  • Schedule recurring events.  Actually put them in your calendar / planner / etc.  Yes, you will probably remember.  But then again, you may not.  Just write them down.
  • Better yet, Just write everything down (or make a note in Outlook or Google Calendar, or your planner, or however you track such things).  I can’t be trusted to remember things unless I write them down.
  • Determine realistic time estimates for your regular tasks.  Have you noticed?  We tend to underestimate how long our favorite tasks take, and overestimate how long dreaded tasks take.  We assume the easy stuff will go quickly, but get snagged or run late when something goes wrong.
  • Factor in commuting time between meetings where applicable,  and multitask your travel time.  I’ve been leaving a more generous time cushion between client appointments, to accommodate conversations that go a little long, traffic troubles, or a quiet moment to eat my lunch on the way to the next appointment.
  • Keep your calendar and contact information up to date and with you at all times, so if you do find yourself overbooked or running late, you can do the polite and professional thing and call ahead.
  • Do not feel you have to explain yourself.   No one needs to know that you need to leave a meeting on-time to get to a 6th grade soccer game.
  • If you do double book yourself or if life gets in the way, just OWN UP, APOLOGIZE and reschedule.  Make that call with solutions in mind, as in “I’m very sorry, something unexpected came up and I’m going to be late to our 1 o’clock meeting.  Would you like to push it to 2 pm, or reschedule for a different day?”
  • Meetings.  Ah, meetings.  Meetings, by definition, involve other people.  And talking, and planning and note taking and assigning tasks.
    • Don’t be ‘that guy’ or ‘that woman’.  You know, that one with the late, rushed and loud arrival. Be early, be prepared, and be quiet until there is something to say.
    • Don’t like making pre-meeting small talk?  Smile politely, then make a show of reviewing your notes, or making new notes (even if it’s your packing list for vacation, or an email for later).
    • After the fact:
      • Set an alarm to keep from getting chatty.
      • Factor in processing time for your notes and action steps from the meeting, before heading to your next activity.

As you move through your week this week, keep your schedule in mind, and try a tip or two to make that next workday or meeting go more smoothly!

How Are You?  No, Really. How Are You?

Getting and staying organized requires focus, motivation, a plan, energy and probably a few more things, if I think about it.

It requires Action. Vision.

And sometimes a healthy meal and comfy shoes!

Getting organized can be a challenge for some people, but its really challenging if you are already feeling off, or at a disadvantage.

Good Self-Awareness and Self-Management are powerful tools in life. They help us be our best self and do our best work.

Know any toddlers? I’ve known a few. And I know some adults who may occasionally think or act like a toddler, myself included. Toddlers lose their cool sometimes. We all do. But toddlers, and the rest of us, are more likely to melt down if they are overwhelmed, hungry, tired, thirsty, bored, in need of a washroom, cold, uncomfortable or just plain sad (to name a few).

In my Organizing Coaching classes, we learn about self-management. To be fully present and focused on my client and our organizing coaching sessions, I have to make sure that I am ready before we begin. I manage my physical needs, and also mentally prepare. I can’t help others until I’ve helped me.

So, if

  • your focus has dimmed;
  • your motivation has lagged;
  • your planning failed; or
  • your energy has run out;
  • it may be time to ask yourself some questions.

Is it time to eat something? Something healthy?

Is it time for a cold or hot drink?

Do I just need to step away from this project for a moment and take a walk around the block to get some clean breaths?

Am I bored? Could I use some music or a partner to help this project go more smoothly?

How do I feel in this space?

Is this space too cold? Hot? Drafty? Smelly? Too dark? Too bright?

Is this project difficult? Am I uncomfortable because I am being called upon to do difficult work?

Am I upset now because of something bad that happened earlier or yesterday or last week?

The answers to any of these questions can give us an idea of why we’re feeling out of sorts, and also the ways to rectify the situation.

A friend and client shared a powerful tool she learned in Recovery, HALT. When we feel like our resolve or focus or calm are slipping, we can ask our self if we are Hungry, Angry, Lonely or Tired? Addressing these challenges first can help us continue to make good and positive choices.

When we’re working through our organizing projects, or our work day or just life in general, we can’t always fix every discomfort we have. But increasing our self-awareness and improving our self management helps us put names to our challenges. And then we can begin to make them better.

Tax Season Has Ended – Whew! 5 Lessons We Learned.

I truly believe we can learn from every experience, if we’re paying attention.  Every day, every moment, every experience.

Along that line of thinking, I just wrapped up a call with a good friend / network partner, and the last thing we did was Review and Recap what we had discussed and what our next steps were.

So, let’s Review and Recap what we have learned from this most recent tax season, just ended, and what we can do to make next season more organized and less stressful!

 

  • “I could have started preparing  a lot earlier. “  Start early.  There is really no reason not to.

ACTION STEP: Take a few simple steps now to make next April go much smoother!

 

  • “I keep too much paper!”  Everyone does, it’s true.  Consider all the documents and information that you needed for filing your taxes.  Obviously, we need to keep those documents!  But the receipt for a trip to the grocery last February?  Or our paid Com Ed bill from last June (which we have recorded in our banking statements)?  Not so much!  And ESPECIALLY not those old receipts or paid bills from many years gone by!

ACTION STEP:  Call me!  Or, read my other blogs on paper management and change the way you save paper.

 

  • “This process would go a lot smoother if I made a file folder at the beginning of the year called ‘Tax Documents: Current Year’, and added to it through the year as pertinent documents came in.

ACTION STEP: Make the folder, title it “Tax Documents: Current Year”, and USE it!

 

  • “I should adjust my withholding, then I wouldn’t owe so much next April.”  And if you’re self-employed, like me, perhaps you said (as I did), “Perhaps it’s time to start sending in quarterly tax payments, instead of one lump sum.”   Yes, you should.

ACTION POINT: Talk to your HR department, or if you are self-employed or own your business, discuss your options with your CPA.  April 14th of next year is too late to make positive changes for this year.

 

  • “Wow, A lot of people must procrastinate about their taxes.  My usual accountant barely had time to speak to me last week and those other places were a zoo. I could do my taxes myself, but not if I wait until the last minute.”   Yes, all true.  Lots of people procrastinate. Don’t be most people.  Refer to the other learning points above, and …

ACTION POINT:  Book your appointment for next February NOW!

So, take a few actions this week to make this year more organized, and your tax season next year go more smoothly!

When The Party Is Over… (A Plan For Your Party Clean-Up)

I was surprised to find that, in 6 years of blogging, I have not written a Post Party Clean-Up article.  So on the tail of a weekend full of parties, let me share my favorite tips for Post Party Clean-Up with you!

I know it’s tempting to leave your clean-up tasks until later or tomorrow, but an hour on clean-up today makes tomorrow so much brighter!  Consider, too, if your event is not at your home, you may need to clean up before you can leave, so it’s best to learn how to clean up-quickly and efficiently.

In addition to your other party prep steps (more on party prep here), make sure

  • the dishwasher is empty, and
  • you have take-home containers on hand to send leftovers home with your guests.

At the end of your event, here is your plan:

1.  Revel for a moment in the end-of-party glow, appreciating the awesome friends and family members that graced your home and / or event.

2.  Drink a very large glass of water, to stay hydrated and fend off any potential early hangover headache (just saying).

3.  If you haven’t eaten, put together a little plate now and grab a bite.  Maybe it’s just me, but I often forget to eat at our events, as I’m busy chatting and taking care of things.

4.  Take 2 minutes to change into something more suitable for an hour of cleaning, if you’re really dressed up.  Just DO NOT GET TOO COMFY!!

Now, roll up your sleeves and get to work!  Food and Floors are the biggest clean-up tasks.

5.  Empty the trash and recycling bins, and start fresh.

6.  Move all food and beverages to the kitchen!  Trash goes in the bin, recycling gets rinsed and goes to the bin, too.  We’ll get to food storage in a minute.

7.  Once the food and beverages are in the kitchen, restore order to the rest of your home:

  • Blow out all candles;
  • wipe down surfaces, clean the wine off the lamp shade (still just me?);
  • put the furniture away (folding chairs and tables), or back where it belongs; and
  • vacuum and run a quick mop if needed.
  • With a team approach, I usually handle the Restoring Order step, while my husband starts the kitchen tasks.
8.  Kitchen Clean-Up, tasks including: 
  • pack up left overs;
  • clean serving dishes;
  • load the dishwasher;
  • wipe down the counters; and
  • make sure everything is turned off before turning in.

9.  Day-After tasks may include:  

  • Empty the coolers;
  • put away the large serving items; and
  • take it easy and eat party left-overs (one of my favorite perks of hosting parties!).

With the next season of parties – First Communion, Mother’s Day, Graduations, etc. – upon us, keep these tips in mind the next time you host an event!

6 Organizing Steps To Take This Week for Spring!

It is indeed SPRING, despite the indecisive April weather here in Chicago!  Or so say the calendar and longer day light hours.  And we may be getting the itch to clean up and clear up for Spring!

Open the windows (or at least the blinds), let in some sunlight and fresh air, and energize you and your home this week with these 6 steps:

1.  Start with the EASY.  Look around your house for items you have already decided to purge or pass along, and send those items on their way.
  • drop off bags of charitable donations;
  • drop off your EWaste at your local drop-box;
  • take out all the trash and recycling;
  • do the laundry and put it all away;
  • drop off your dry cleaning (the heavy coats and bedding) to your favorite cleaners.

2.  Get a car wash, and splurge for the interior wash, too.  Nothing perks up our outlook for Spring like a clean car, inside and out.

3. Make and Prioritize Your Spring Project List:  Grab your clipboard, and walk around your home and yard.  Note all the projects or areas of concern, and also all the areas that you love just the way they are.

4.  Plan a Taking-Care-of-Business Saturday, even if its just the morning or afternoon, to tackle the big projects or the ones that require assistance (heavy lifting or group decision making). 

5.  I always encourage de-cluttering, but this week, I Challenge you to de-furnish (which is de-cluttering on a big scale)!  Non-functional furniture?  Too many of any one type of items (usually small chairs and tables, I’ve noticed!)? Small kitschy items that block the flow of traffic and energy? Yup, all of these can / should go away.

6.  Create accountability around getting your projects moving. Make your appointments: Call and reserve the dumpster or the carpet cleaner, or plan a party!  Often, a deadline can motivate us!  One of my spring organizing projects is our furnace room, and we always have the HVAC fella out in April to check over the furnace and air conditioner.  If I book the appointment, I am sure to get the furnace room cleaned out before he gets here!

Try one (or all!) of these steps and lighten up, freshen up and re-energize this week to get organized for Spring!

If You Have To Ask if a Shirt Is Ugly, It Probably Is.

I have a creamy yellow sweater… well, I had it until a week ago. But it had to go.

Here’s the thing. I look terrible in yellow.  And I KNOW this.  And yet, the sweater remained, for more years than it deserved.  I didn’t want to give it away – it was warm, well made and expensive.  I have fallen in and out of love with this sweater for years, saving it again this year to wear with a belt.

Recently, optimism won out again, and the yellow sweater made it out of the closet and on to my body on a particularly chilly evening for an event at school.  And photos were taken.  And posted on the school PR page.  And I STILL looked terrible in the sweater.  Yikes.

Friends, listen to your intuition.  If an item is beautiful, but not beautiful on you, it needs to go away.

The yellow sweater is gone, gone, gone.  It can bless someone else now.

Spring-like temperatures are here, and this week is National Clean out Your Closet Week AND National Clutter Awareness Week.  These factors motivated me to start switching my clothes out for the season and to purge some items.

Yesterday, as I got dressed for a presentation, I held a shirt in my hand, and heard myself say out loud “I just can’t decide if its ugly or not”.  Guess what?  If I can’t decide if its ugly or not, I will NEVER wear it.  So remaining undecided is not really an option.  If there is even a slight concern that a clothing item might be ugly, I am never going to choose it over another not-ugly item.

If you can’t decide if an item is ugly or not, it probably IS ugly.   If you have a doubt about an item, or if you pick it up and look at it with that crinkle in your forehead as you try to figure out when you would ever wear it… You Are Never Going to Wear It. Let it go.

Wrong color, wrong cut, bad pattern, baggy or unflattering?  Just let it go.

We all tend to have too much in our closet, as opposed to not enough.  So it is typically safe to err on the side of caution.  You deserve clothes that you don’t have to question.

What Was That?  Three Types of Paper, You Say?

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The Second Tuesday of March is National Organize Your Home Office Day.

Over the past 13 years, I’ve learned a lot from my clients and experiences in home offices.  Why are Home Offices a Challenge?

  • Home offices are still evolving, as more workers move out of brick-and-mortar offices.
  • With a blend of both home and office, there is just more paper to deal with, plus the boundaries between professional and personal papers blur.
  • Industries often provide Document Retention Policies, with clear instructions about what papers to keep, and how to confidentially get rid of documents when they are no longer needed (consider medical records in a hospital).  However, personal papers do NOT come with document retention policies, and we have to create them.

Most of the papers we have in our homes and offices fall into three categories:

  • Active;
  • Passive; and
  • Archival.

Your home office undoubtedly contains all three types, and each type requires different handling and storage.   Here ‘s what you need to know about each type:

ACTIVE PAPER

Active Papers are defined as papers that require some action to be taken.  Examples of Active Papers are: a bill to pay, a greeting card to send, a form to complete and send back to school.  The actions required might be a bit more complex, too, for example: a sports schedule to be entered into your calendar; a business card from a new contact that needs to be entered into your contacts and also an email sent; a reminder to call someone or make an appointment.

The most important thing to know about Active Papers is to ACT ON THEM, and then move them on.  So, pay the bill, send the card, complete the form, enter the info, make the call, send the email.  And them move the papers along, either into Passive storage, Archival storage, or the shredder or recycling bin.

PASSIVE PAPER

Passive Papers are Active Papers whose actions are complete.  Now, they require no further action except for retention for a predetermined amount of time (for reference or just in case), and then safe and confidential disposal.  For example, you may decide to keep one full year of receipts, paid bills, statements and the like until you file your taxes for last year.  Some people may feel more comfortable keeping 2 full years, and that’s OK, too.

The important thing to remember about Passive Papers is the “keep for an amount of time and then dispose of them” part of their definition.  Often my clients and I unearth grocery receipts from 4 years ago, maintenance records for cars they no longer own, or the electric bill from 7 years ago.  None of these papers have any bearing on our life today, and are just cluttering up our office and files.

Set up your Passive Paper files to store each month’s info together (no more micromanaging your filing), decide how long – 1 year or 2 years – to keep your Passive Papers, then put an annual date on the calendar with your shredder for old Passive Paper destruction.

ARCHIVAL PAPER

Archival Papers are the papers you will need in 5, 10, 20 or more years.  Archival Papers may include, but are not limited to: mortgage papers, car titles, certificates (birth, marriage, sacramental), passports and original social security cards, etc.

There are two tricks to handling Archival Papers.  The first is to be able to identify what is TRULY archival.  A couple questions to ask yourself:  Who else needs to know this info? Will it have bearing on my life or decisions in a year or 10 or 20?  Will someone ask me for this information some day?  How important was the transaction attached to this information?

Very few papers actually make it to Archival status, so you don’t need to dedicate too much space to them.  But the other important tip you need is to keep your Archival Papers SAFE. Invest in a portable fireproof safe, or a safety deposit box at the bank.

Invest a little time to day and this week to restore order in your home office.  Consider the various piles of paper in your space, determine what type of papers  you have, and plan your work and storage accordingly.

Leap Day! What to Do With An Extra, Bonus, Cherry-On-Top Day?

Leap Day!  I’m publishing this blog today because I can!  We only get this opportunity once every 4 years, so I’m taking it!

Turns out, it takes we Earth Dwellers 365 and a quarter-ish days ( 365 days, 5 hours, 48 minutes and 47 seconds to be precise) to fully orbit the sun, so every 4 years we need to add a day to catch up with those quarters.  We’ve known this for 2000+ years now, though Leap Day has moved around within the year at the whim of various leaders over the last 20 centuries.  Time really is relative, and a human construct.   This is the ultimate Time Management Blog!

2016 is a Leap Year, today is a Leap Day.  I know it still feels like a Monday,  and may look like every other day except on the page of your calendar, but today is a Gift.

My question to you is:  What Can You Do With An Extra Day? An added bonus, cherry-on-top day?

I asked myself – If I had a day all to myself, an added bonus, cherry-on-top day, what would I do?

And it turns out, I would probably spend it doing the things I already love.

  • I’d get up early, like always.  Not because I had to, but because it helps me be my best self.
  • I would talk with loved ones, and spend time with my husband and sons.  Time with them would be essential to making an added bonus, cherry-on-top day the best day it could be.
  • I would prepare and share and eat really delicious food.
  • I would still organize, though perhaps just my own home or time or brain for that day.
  • I would still be productive because, honestly, I don’t find sloth enjoyable.  I get pleasure out of getting things done, so my added bonus, cherry-on-top day would still be productive.
  • I would read, go to Mass, go out in nature, take a nap and watch a really great movie.
  • I would drink tea and eat girl scout cookies and write, just like I’m doing right now.
  • I would be surrounded by music of my choosing.
  • I would live in a clean, uncluttered space, and still clean up after myself, because a added bonus, cherry-on-top day, and every other day, deserves that respect, as do I.
  • So long as no one was getting hurt, I would let those around me do what they choose, too.Here’s what I would not do:
  • I would not argue with anyone.
  • I would not talk on the phone.
  • I would not watch the news.
  • I would not shop, or spend much money.
  • I wouldn’t hear about people shooting each other over sneakers in a Mall, or how some crazy guy killed people in my beloved hometown of Kalamazoo, because those things wouldn’t happen.I realized, as I pondered this whimsy, that every day is a gift, an added bonus, cherry-on-top day, whether its a Leap Day or any other day.  Imagine how powerful this blog and every day could be if I changed the “I would’s” to “I will”.

    So, to repeat my earlier question,

    What Would You Do With A Gift Day? An added bonus, cherry-on-top day?

    And what is keeping you from treating every day like that Gift?

    Intentionally spending your time how you want, with whom you want, and in the productive endeavors that suit you best?