Category: Life Hacks

Change the Toilet Paper Roll

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I had a much more interesting (I think) article topic planned for today. It was going to be visually stunning, thought-provoking, grammatically correct, entertaining and less than 500 words (because a friend told me long ago he would stop reading my articles at the 500 word mark).

However, a much better topic popped into my head as I swapped out the empty toilet paper roll at a client’s house this morning, and now I am going to talk about toilet paper. As a metaphor for life, of course.

Luckily, I have a habit of checking things such as toilet paper levels, hand towels, etc., before I use a washroom. I immediately determined the roll would be done after I was done. And another quick check told me there was no back-up roll in the usual spot.

I could have just left it – I didn’t use 99.5% of the roll, and hey, it’s not my house, after all. But:

1. I am not a jerk;
2. I firmly believe in leaving things better than I found them whenever I can;
3. I know the solution to this problem and it’s an easy fix; and
4. I may be the next person to use that washroom, and then I would be in trouble.

So, I spent the extra 2 minutes and ran downstairs to the pantry, grabbed a 6 pack and restocked the back-up rolls and the fresh roll. I had a few extras left over and left them out for the client to probably stock other places in her home. And here, reader, is the point.

Take the few extra minute to complete the tasks, especially THE EASY ONES because there is not reason not to. And to NOT complete these easy, everyday tasks can REALLY MESS UP YOUR DAY if they are neglected.

What other tasks fall into this category? The super easily fixed problem that could have wreaked havoc on your day later?

  • Put the scissors back where you found them instead of leaving them out.
  • Recycle the empty milk jug and make a note on the grocery list.
  • Empty the trash when it is full.
  • Charge your phone, and if you see your loved one’s phone near the charger but not on the charger, plug it in.
  • Change the batteries in the remote instead of leaving the task for the next poor sap who just wants to watch TV.
  • Change the toilet paper roll, or restock the empty tissue box, etc., and re-stock the back-up once a week.
  • Refill the hand soap dispenser once a week while you’re at it, because running out of soap is a pain.
  • Get gas on your way home when you realize you need it because you absolutely will not remember to leave time for it in the morning. (Don’t argue, you know I am right.)

Do these things. Because they take no time at all and can really keep your week humming along, and NOT doing them can really trip you up.

Do them because you’re not a jerk. Because it takes very little time to leave something better than you found it. Because most problems we encounter are actually pretty easy fixes if we don’t delay. And if you can’t be all these positive things, do the easy task because you may be the one who is majorly inconvenienced later!

Let’s get back to “Because… of External Motivators.”

I helped a client move out an old book shelf today to the curb. Because… tomorrow is trash day.

I spent time last evening with my bookkeeping and readied some invoices to send. Because… it’s the last few days of the month and I send out my billing on the last day of the month.

I reached out to a loved one today first thing. Because… it’s her birthday.

My husband left the house this morning at 6 am to catch the 6:25 am train. Because… well, that’s when it was scheduled to arrive.

I worked today instead of laying on my couch, eating snacks and doing nothing. Because… well, because I would be bored silly doing nothing, but also because… I get paid to work, I like to work and I like to get paid. Money is useful.

These are all examples of External Motivators. Motivation that comes from outside ourselves, from outside forces or sources.

This can backfire, of course, if we ONLY choose to take out the trash because it’s trash day, as opposed to taking it out because the bin is full or something is getting smelly.

It occurs to me that life may have been light in the area of external motivators during the last year. Perhaps we ignored reminders to make doctor appointments because of strict guidelines or social distancing. I just read a New Yorker article about how we haven’t had to Get Dressed in 16 months or so. Perhaps we haven’t tidied up the house too much because previously the expectation of hospitality was our motivator, but after we were unable to host for many months, our practices have grown lax.

As we return to slightly more normal routines, let’s start paying attention to – AGAIN – and get back in the habit of heeding external motivators!

Stressed? Breathe With Me.

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(Update, 08.28.2021: More resources to share!!
“Streaming services and Apps: Look for Headspace programing in Netflix, and Calm has a series on HBO Max.” (Per Real Simple, June 2021)


“For musical accompaniment while walking, composer Murray Hidary offers 30- and 60- minutes SilentWalk meditations, available to download for free at mindtravel.com” (Per Real Simple, June 2021)

The Breathing IQ, https://www.thebreathingiq.com/, “Helping The World Catch Their Breath”


Twice last week, I hopped on calls with clients who were stressed out. It happens to us all, and wow, do I understand that. But with both of these folks, because they are coaching clients and we can talk about these types of things, I asked if we could start our session with some square breathing.

Breathe in for 4 counts, hold it for 4 counts, release for 4 counts and hold for 4 counts. (4x4x4x4 makes a square). We did this for a few cycles and then started fresh.

(BTW, I am not yelling in this post though the type is bolded throughout. Many readers have informed me that the text color is too light for easy reading, and since WordPress… well, never mind about that but I can’t choose black as a text color, so I am just BOLDING my whole article from now on).

At Mass this weekend, we heard “Peace Be With You. I say again, Peace… and then He breathed on them…” And I was reminded again how peace and deep breathing are connected.

Organizing, like many things in life, can be difficult and stressful. When we square off to ‘do that tough thing’, we may tense up, breathe shallowly. Our heart rate increases and we prove to our body that organizing is hard.

You’ve heard the term “Fight or Flight Response”, or stress response? It describes the physical changes our body goes through when we are faced with a stressful situation. And the above description of shallow and rapid breathing, increased hear rate and physical tension is just a partial list of how our body reacts.

I’m not going to suggest that we don’t have stress or that we can avoid it completely, but I can suggest that our response options can be more than Fight or Run Away. Let’s check out some tools to help us manage our stress in life and organizing!


Deep breathing:

Above, I gave the example of square breathing. You can also try Triangle Breathing, if you find it more comfortable. Inhale for 3, exhale for 3, and hold at either side for 3 counts as well.

You can take your deep breathing on the fly, too, and pace your breathing to your steps as you walk. In addition, you can use this to help others around you. I don’t know if you’ve noticed, but we tend to match the pace of the breath of folks around us. If we are around people feeling anxious and breathing quick and shallow (Not good!), we tend to start to do that. With intentional deep breathing, we can set the tone, help ourselves and perhaps others.


Body Scan:

Check in with your body. Like a million times a day. Even as I write this, thanks to the reminder, I have sat a little straighter in my seat, relaxed my shoulders, arms, jaw and forehead, and taken a few deep breaths.


Find daily reminders:

An instructor I had recommended finding reminders through her days for relaxation. She would use stopping at red lights, elevator rides, standing in line, etc., all common occurrences and sometimes stressful, to deep breathe, relax muscles, think positive thoughts, etc. I also like tangible reminders, like a rosary in my pocket or a worry stone, or the whiff of a essential oil.


Meditation and Mindfulness:

For the first 40-something years of my life, I had convinced myself that meditation was not for me because I would never be the person to sit still for 30 minutes.

I’ve learned that meditation and mindfulness can be found and embraced in small pieces through out our days.

I recognize that most organized religions incorporate meditation in the form of prayer into their faith practice.

I look forward to getting our deck project complete so I can meditate on summer evenings, but I also use the Calm App for quick guided meditations and soothing sounds into my background noise.

(I also use an amazing technique called EFT, Emotional Freedom Technique or Tapping. I am not the expert, but I know one, so let me know if you want to know more!)

How can you incorporate these tools into your day? Manage your stress, feel better and accomplish more with less worry in your days!



Downsizing and The Law of the Vital Few

In organizing, the 80/20 Rule tells us that 80% of what we need is in 20% of what we have.

Let me say that again. 80% of what we need is in 20% of what we have. We use 20% of our stuff all the time. And the other 80% of our stuff, not nearly so much.

The 80 / 20 Rule comes up in almost every presentation I give! Just like “Filing is For Retrieval, Not For Storage”, which we looked at a few weeks ago, I bring up The 80 / 20 Rule, also known as the Pareto Principle, all the time as a guide to help us clear clutter.

In the last month, I discovered that the 80/20 Rule is also called The Law of the Vital Few, and though I didn’t think I could love the concept more, I LOVE this idea, of “the Vital Few”.

The next leap from “the Vital Few” is to realize that we can “Let One Represent Many”.

Let me say that again. “Let One Represent Many”.

And then let me explain:

One of my roles as an organizer is to work beside my client as they review their belongings with the intention of purging some items to help focus on others. We often end up walking down memory lane as we review items, though I have to be careful to not let the reminiscing get in the way of forward progress.

What often amazes me is the 400 items a client has kept that “remind” them of a certain time or event, like a large box of memorabilia from a favorite trip 20 years ago.  And then we admire the framed photo on the wall from that same trip.

Perhaps we’re working through a very full clothing closet, where a client has kept all the suits she ever wore for her professional life even though she is now retired or not required to wear suits.

Why do we need the box of memorabilia to remind us of a trip that we are reminded of every day? The answer is, We Do Not.

And do we need a closet full of clothes we don’t wear to remind us of our professional achievements? We do not.

So, if it is time to make clear clutter or downsize or just live lighter, consider

  • The Pareto Principle tells us that 80% of what we need is in 20% of what we have.
  • So, we need to focus most on our Vital Few – that 20% that we use all the time – and make sure that is easily accessed and well maintained.
  • We can look more critically at the 80% of our stuff that we use less often, and let some of it GO!

Moving forward:

  • Allow time for reminiscing. It is often that time to reminisce that people crave, the memory of connection or fun or achievement, and not the items themselves that people need.
  • Remind yourself that letting go or paring down of items does not diminish our love for a person or event. Letting go is about the stuff and not the memory. It’s making the decision to eliminate much of the clutter to be able to focus on these fewer but wonderful items you choose to keep.
  • Maintenance is required! Boxes of memorabilia need an annual check-in, or a cognition at the outset that souvenirs are meant to be enjoyed and shared, or just not acquired.
  • A tip: Since I used trip memorabilia as an example: When I travel, I don’t buy many souvenirs anymore.  I will purchase consumables – jams and jellies are a favorite, and we have a family tradition of fridge magnets! – but not too many t-shirts or shot glasses or themed ANYTHING. I would rather have photos or really useful items for my home that I may see regularly, rather than keepsakes that will end up in a box.
  • Turn your treasures into something useful. A good friend and client was very close to her aunt. When the aunt passed, my friend received many boxes of her aunt’s keepsakes. My client didn’t have room to store or display everything, but she “let one represent many” and had her aunt’s silver thimble collection professionally mounted and displayed in a shadow box to hang on her wall.

Finally, if you want to know more about the 80/20 Rule, a.k.a., the Pareto Principle, a.k.a., The Law of the Vital Few, check out these resources:

Filing is For Retrieval, Not For Storage

I gave two presentations yesterday – well the same presentation to two different audiences – and I think I said this phrase a dozen times each. Filing is for retrieval, not for storage.

It is one of the first statements I make in my Clear the Clutter presentation, and I actually broke it down word by word for one of the groups. What can I say, I was inspired!

It can be a guiding phrase for us as we clear clutter from our home. Consider it a mantra! And here is a summary of all those 7 words can mean for you and me!

Filing.

Filing = putting things way.

Filing can be putting ANYTHING away, and not just papers. AWAY is the goal for organizing and clearing clutter. Putting clean laundry away is filing. Emptying the dishwasher and putting the dishes away is filing. Hanging up your coat when you come in the house is filing.

Filing is putting things away so you can expect to easily find them again.

Filing is for Retrieval, not for storage.

Retrieval = using again.

We put things away where they belong so we can find them again the next time we need them.

We expect to use things again, and we expect to use certain things together. We store related items together. We can ask ourselves “In what context will I need this item again?”

Sure, we could file our credit cards in a desk drawer, but that is not where we are going to use them, to retrieve them, again.

In our house, we store shoes in our closets, but we also keep a few pairs by the door because we use shoes when we leave the house. We use them all the time, and place them by the door for easy retrieval.

Not For Storage.

Not for Storage = Use your stuff, don’t just store your stuff

Most of us do not have unlimited storage.

I mean, hey – if you do, Good on you, we’re all just jealous. But most of us do not. And because storage is not limitless, we need to put limits on the stuff that we might store in our homes or businesses.

We should only be putting away the things that we actually expect to use again.

Now, sometimes we put something away, like a paid bill for reference, that we feasibly do expect to retrieve again. However, as the bill lingers, it becomes obsolete and grows less likely to be retrieved. We need to add in maintenance steps to our systems to purge those obsolete resources – papers, clothes, books, etc., once we no longer need them.

Next time you’re pondering a pile of clutter, and considering just tucking it in a drawer or in a bin, first remind yourself that “Filing is for retrieval, not for storage”. Maybe that pile of clutter just needs to GO instead of stay!

Enough But Not Too Much

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We traveled last week.

It was lovely.  We went to Michigan and relaxed at a house on a lake. 

The lake life is quieter and simple, especially this time of year.  We did manage to visit a nearby beach town for lunch one day (outdoors), and dipped our toes in Lake Michigan (it was 80 degrees that day!).  I also got to see my parents and one of my brothers, with masks and social distance of course, for the first time in a very long time. Hooray! But mostly we relaxed.

What I want to talk about is the variety of choices we make every day. ALL OF THE DECISIONS!

I was reminded how much of a relief it is, at times, to just have fewer choices, fewer decisions.

For example, we did a grocery run and bought we needed for 4 1/2 days, and not much more. 

At the lake house, there are things to do but … fewer than at home or during the summer.

I was reminded, as I packed for travel: we decide on what we will need, based on our plans and habits and routines and the weather, for a finite amount of time and  pack only those things (and maybe a few extra!). Getting ready is easier.  Decisions were made when I packed, so day to day I choose between jeans or a skort, sandals or sneakers.  Easy.

Simple.  Straightforward. Easier decisions, less mental clutter.

Enough but not too much. This is what being organized represents for me. What clearing clutter means to me.

I have been struggling today with a whole lot of mental clutter and the feeling of overwhelm.  Some of this can be attributed to what my friend and I call “Re-Entry”, those few days after you get home from a trip. And let’s face it – after the last year, we are out of practice with travel and the tasks around coming-home!  But I also recognized that life has been much simpler this last week. That I enjoyed the simpler schedule and fewer decisions (and sleeping in and enjoying time off, of course). 

I needed the reminder that I need Enough but not too much. Of EVERYTHING!

I’d like to learn from this awareness, for myself. I know these lessons. We probably all do. But we still need reminders and that’s how I will use this awareness. So…

I will gladly embrace my daily routines that keep my wellness and home and business humming along, taking time-wasting decision making out of my brain!

I will stop trying to complicate my days with many new ideas all at once!

I will look at fewer choices on how to spend my time and be more purposeful and intentional with my choice.

I will step back and pay attention to those instances in my days when I need to make choices. I will refer to the short list of focus areas where I want to and need to spend my time, and stick with just those when time or attention seem short.

Let’s stick with enough, but not too much.

Where can you go with that mantra this week? Cutting out time commitments, errands, clutter, wardrobe choices, visual stimuli? What can go, to simplify your day or week?

Kitchen Hacks We Plan to Keep

The topic of “The Changes we made during the Pandemic that we would like to keep (or not)” has been coming up a lot lately. For example, going to school via Zoom may NOT be something we want to keep. But having a Zoom happy hour with my college roommates who live far away is AWESOME and something we plan to keep! We can dig a little deeper into this topic, if you’d like, email me if you’re interested.

For Today, though, I’m excited to share these kitchen adjustments we instituted this time last year that will definitely stay!

  1. We (almost) eliminated paper towels and paper napkins.
    Since paper products were difficult to find I bought extra microfiber cloths on Amazon.com, and we got in the habit of using the cloths instead of paper towels and napkins. The photo shows the pile of clean cloths on the right and the basket for dirty ones on the left. We still have a roll of paper towels in the kitchen for raw meat juices but one roll lasts a long time!




2. We have a tray to corral all the sink stuff.
A year ago, we got in the daily habit of spraying down all the kitchen surfaces with an anti-bacterial spray. A spray bottle joined the other items on the small silver tray (Amazon.com) that already lived by the sink. In the picture, you can see the spray, along with lotion, hand soap and dish soap all in one compact place! (And you may notice all 4 products are from Melaleuca! If you want more info, I can connect you with my friend!)






3. I came up with a way to protect my family members’ drinking glasses (and clear clutter). Soooo… when there are lots of people living / working / going to school in my house, the counter can get cluttered with items including drinking glasses set aside by family members to use later. And, well, I may or may not have a habit of just sweeping dishes into the dishwasher, regardless of if the beverage is only half-consumed or not.

In the interest of protecting my family’s beverages, I purchased these personalized coasters (click here for my friend’s FB page of personalized items to purchase), not to force my family into anything, but to protect their drinks from my cleaning! (And they’re really good about using them!)




4. I adjusted our cabinet shelves around our new habits.
We ate. Oh, goodness, did we eat. Constantly. Suddenly all 5 of us were in our house, eating every meal at home instead of the school cafeteria or downtown at the office.

All 5. Every meal.

One of my first organizing projects was to tweak our cabinets and adjust around new habits. I cooked A LOT more, so I inventoried our pantry items and adjusted the shelf heights to accommodate a snack shelf and a can shelf.

My family was more excited about the snack shelf – just the right height for bags of chips laid on their side, easily accessible and regularly stocked.

I was more excited about the can shelf. All the cans now live on the bottom shelf where the short person (me) can easily find things. I adjusted the shelf above the cans to an inch above the tallest can which made space on the upper shelves for the snacks. Easy peasy.

5. We also have a candy basket now. Because, well, why not have a candy basket? At first, we tried to ration the candy so we didn’t eat it so quickly and then we gave up. I feel less guilty because it’s not a big basket. And sometimes you just need some M&Ms. You just do.

And we have new habits that will stay, too.

  • We run the dishwasher every night, and empty it every morning (mostly). This has been a game changer.
  • We are strategic with our take-out. We have some great local restaurants, and we’ve made a point to order from a different local restaurant a couple times a month.
  • We now order groceries on-line (woot woot!). I had always wanted to order groceries on-line but hadn’t gotten around to it. And then we were told to stay home and not go to groceries and I found the time! I go a little more often now than I did last year, but I will happily continue on-line grocery shopping with delivery.
  • Family dinners and more scratch cooking, of course, but those are topics for another article!

Anything new you would like to try in your kitchen? I’d love to hear about it!

Organizing Projects Don’t Stay Done (sorry)

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This may be difficult to read, but our organizing efforts do not always stay done. (I know, sorry about that). It’s true, though. We can do the work, work the organizing process, and LOVE the outcomes. However …

Sometimes… things slowly creep back out from their storage spaces and don’t get put back away. Or we acquire a new item but don’t dedicate a new home for that item so it lingers on the counter or in the middle of the bedroom floor, etc.

This time last year- well, we all know what we were doing this time last year. Here in Chicago, this was our last non-shelter-in-place week (not EVEN going to call it normal) before things closed down for a bit. I was agonizing over how to properly but safely celebrate my husband’s birthday, my son’s college campus was closing up until August, and trying to figure out how to pivot my business if I couldn’t actually see people in person. Well, you remember. We all have our stories.

The point, though, is that many of us responded to Shelter In Place with a flurry of organizing projects. And I LOVE THAT, of course!

However… Organizing Projects don’t stay done.  It may be time to tweak the areas you organized in a flurry a year ago.

This week, I challenge you to check in on the organizational status of areas in your home, and add some maintenance to your project list for Spring. For Example:

Kitchen:

I offered my “An Organized Kitchen” presentation last week which inspired me to take a look in my own cabinets.

Pretty, right?

I checked the dish cabinets and made sure things still made sense in there.

I checked the food cabinets, looked at expiration dates, tossed out a few stale items, made my menu for the week with what we have already and assembled a bag of food for a local food drive.

I ordered a new tea pot and a replacement blade for my blender, too.

Maintenance is quicker and easier than organizing, AND it is essential.

Clothing closets:

I know MANY of us organized clothes and closets for ourselves and our family members last Spring. I always feel the itch to review my clothes this time of year as the season changes. But if you do not always get the organizing itch, let this be your reminder – time to check in on your closets. Try things on, swap out heavy Winter items for Spring, look critically at things too old / stained / big / small and purge the things that don’t make the cut.

Be objective, friends – those lounge pants and hoodies you or your kids have been wearing for a year now? Umm, just saying, it might be time to let them go…

Linen Closets / Hall Closets / other small storage spaces :

I am lumping these storage spaces together as only YOU know how you use your storage spaces. When we attacked the linen closet or coat closet last March, we were reacting, getting by, making do. Look more critically at your small storage spaces this week and make sure they’re still doing their jobs. The process remains the same –

  • sort what is there,
  • purge what can go,
  • assign a home and containerize what you’re keeping, and
  • maintain the work as you live in your home
  • (process per Julie Morgenstern, Organizing from the Inside Out)

The good news? You may have done this project in the last 12 months, so you just need to catch up instead of starting all over.

Clearing clutter in these spaces: I offered this tip last year and here it is again – linen closets or bathroom storage? Corral your toiletries and use up all the partial bottles or travel sizes for the next few weeks, then recycle!

And cleaning supplies? OK, if you were a clorox wipe, bleach or paper towel collector (no judgement here), you may still have a stockpile of such items cluttering up your spaces. Take a couple of deep breaths and start using some of your stock to clear clutter and make room for more living.

Outdoor Spaces:

Last summer was definitely the summer of the backyard oasis.

Many of us worked on gardening, our garages and our outdoor spaces since we couldn’t really go too many places or do too many things!

Now is the time to sweep out that garage again, put the things away that have wandered out of storage over the winter and start dreaming again of warmer and sunnier days in our outdoor spaces. And maybe, just maybe, we get to include more friends this year!

Sooo, what areas made it onto your project list this week? As I wrote this, I also thought to share my resources page with everyone again, if you have recycling or hauling or selling questions as you clear clutter, https://peaceofmindpo.com/2019/06/26/organizing-resources-to-reduce-repurpose-and-recycle/.

How to Break the “Just One More Thing” Habit

This is not what I had planned to write about this week, but readers asked for More! when I admitted in last week’s newsletter that I had and also conquered my tendency for “Just One More Thing!”.

You know, “Just One More Thing!”? As in … we need to leave in 5 minutes, of course I have time to write 3 emails, or start a load of laundry, or make one more phone call.

Perhaps you have this tendency, too? It is well intentioned. For me, I just wanted to get as much done as I could so I would wring productivity out of every last SECOND of my day. Except, this practice is not very productive and it occasionally tripped me up. It might only impact me or you, but the more complicated our schedules become, the more likely this habit is to impact others negatively as well.

20 years ago, I often fell into this flawed thinking, and this judgement error was exacerbated by the fact that I was the mother of small children. Even if I thought I had an extra 5 minutes, we all know how quickly those can pass as we assemble socks or shoes or backpacks for school. And I was also setting a bad example, pushing-pushing-pushing the deadline for leaving on-time to arrive on-time. (*You could swap out child references with co-workers in the above sentence and draw the same conclusions.)

What about leaving for work or for home or anywhere else you need to get to on time? “Just One More Thing” only works when everything else works exactly as planned. And we also all know that day-to-day life rarely works exactly as planned. There is a last minute search for keys or phone, slow elevators, traffic or bad weather, and as one thing leads to another, we find ourselves rushing around, arriving late and out of sorts.

I recognized and began to remedy my issue of “Just One More Thing” when I worked downtown and commuted on the train. If I drove, it didn’t matter if I left my office a few minutes late. I could just make it up on the drive or get home a few minutes late. No biggee. BUT… if I didn’t leave my office at 4:55 pm, I would not be on the Blue Line Platform in time to catch the EL train to the Metra station to get on the train that got me home by 6:05. Trains don’t care about “Just One More Thing”. Instead, I would have to take the next train that arrived half an hour later and made more stops. And that made a BIG difference.

WHY should you break the “Just One More Thing” Habit?

Why? Because you’re not a jerk. “Wait, Coll, how could ‘Just One More Thing’ make me a jerk?” Late for meetings, drop-offs or pick-ups? And what if you’re the one who called the meeting?! Unreliable? Missed deadlines?


Why? Because you respect yourself. Last week, a friend (you know who you are!) mentioned the words “self-sabotage” when she commented on my “Just One More Thing” admission. Ouch. Hard truth, but truth nonetheless. We have to respect our own boundaries. And we can’t expect others to respect our boundaries if we do not.

Why? Because there is value in “calm”. Or “On-time”, or reliable or consistent, or having time to say Hi to a friend or sitting in your favorite seat at the meeting because you didn’t succumb to “Just One More Thing”. (Find your why and remind yourself!)

Here’s How to Break the “Just One More Thing Habit”:

Realistic Time Estimates: Know how long tasks take. If you have 10 minutes, what can you really accomplish in that time? Two 5 minute tasks or one 10 minute task and nothing more. Nothing more than 10 minutes in 10 minutes! OR… one short task and take a few minutes for a deep breath and an early start. (I know we just talked about realistic time estimates in a recent article, but it bears repeating!)

To Do Lists: Keep a to-do list, so your tasks and ideas are reliably collected and you don’t have to worry so much about JUST ONE MORE THING before you leave the house, go to your meeting, etc. With a reliable list, you can pick up where you left off.

If you really only have 5 minutes right now, “send out the ships” to others first. My accountability partner uses the term “sending out ships” to describe those communications that require a reply or action from others.



I know my pace for work. I do not know, or presume to know, other people’s pace for work. Therefore, I try to send out requests or messages to others ASAP to give time to answer. Then I make a note of when I sent the message or request, when I need to follow up, tack on a great bit WAIT and then move that task to that future time or date. As I write about sending out ships, it feels like a matter of prioritizing, and perhaps it is. But this strategy helps me communicate more effectively and focus in on what really needs to be said or done. Which leads me to….

Prioritize. When we have limited time to complete a long list of tasks, we have to identify what has to get done right now and what can wait. Don’t get distracted by shiny things or loud requests. (Loud and shiny don’t make a task important.)

Know Your Absolute Deadline, and add time in from there. Check your traffic app for commute time, check the weather for possible storms, know your route and a few alternatives. No matter how well intentioned we are, we cannot travel back in time. (Trust me, I’ve tried.)

Give Yourself Grace, as you figure this out. For goodness sake, be as kind to you as you are to others and cut yourself some slack. Forgiving yourself ahead of time for NOT doing “Just One More Thing” is a good place to start!

To-Do List: What Is It? What’s On It? and How To Choose For Yourself?

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Productivity and Progress flourish with a clear vision of what DOES and DOES NOT need to be done right now. And this clear vision starts with a good To-Do List!

As we get started, I need to share a few truths:

Yes, you need a to-do list, and not just one in your head. No, you will not remember.

If you won’t keep one for yourself, do it for others as other people rely on you to get things done, too.

I know how I use my To-Do lists but I was curious about how other people use theirs. I asked my Facebook community last week to share their insight around tasks and to-do lists. I know AMAZING people and they were forthcoming with their answers to these questions:

  • Do you keep a to-do list?
  • How do you track your tasks-to-do?
  • Are you a paper person or electronic person, or a mix?
  • Anything else you’d like to add, of note?

It turns out, people have strong thoughts about To-Do lists! My questions were mostly answered by folks who embrace to-do lists.  I did not receive any “No” responses, so either my FB tribe generally keeps to-do lists, or anyone who does not didn’t respond.

I quickly realized that this topic would take multiple articles to cover adequately! This week, let’s talk about what is ON a to-do list, and what is the right way to keep your to-do list (spoiler alert, there is no one “right way”!)

What IS a To-Do List? And WHAT is on it?

  • A To-Do List is a physical or digital list of tasks and errands you need to complete, often sorted by date, time or priority.
  • A To-Do List is a component of a productive day and of an effective planner. 
    • A planner is the composite pieces of a calendar, to-do list, contact information, goals, routines, etc.
    • Appointments are scheduled events.
    • Routines can be part of your To-Do Lists, or not. You can add your daily routine to your to-do list if you like, or if you are working on establishing new habits.  But you will have to decide for yourself if “Get Up” or “eat breakfast” need to be on your to-do list.  
  • An important feature of a good to-do list is the option to keep track of future tasks.
    • Keeping a long-term to-do list helps to turn ideas into actions (I should buy new deck furniture in the Spring”, or “next Christmas I would really like host a party”) and
    • Gives our brains a break from the pressure of remembering ALL THE DETAILS ALL THE TIME. (exhausting!)
  • I spoke recently about to-do lists with a client. He defined them as “the tasks that need to be jotted down for the in-between times.” Meaning, he won’t forget to get up, eat breakfast or walk the dog.  He also won’t forget to go to work or complete his work.  But he might need to remember to make a hair cut appointment, pick up a birthday gift for his mom or take in his truck for an oil change.  

How Do I Choose The Right Way To Keep My To-Do List?

The question is often “Tech or Paper?” when it comes to To-Do lists. However, reviewing the responses this past week, I am happy to report most people use a blend of platforms and tools for different situations and outcomes.

The choice between Paper or Tech does not determine success. MAKING the choice and USING the tools determines success. Don’t be afraid to be wrong! The Best To-Do List is the one you will actually use.

I’ve been asked recently to recommend a planner for a reader starting their own business. Regrettably, that isn’t something I can do. A planner, or for today’s article, a platform for a To-Do list, is a very personal choice. I can coach around determining necessary features or talk through the pros and cons of different types, but I can’t tell someone what kind of planner to use.

Consider a Blend!

  • If you are choosing your paper planner, consider:
    • Some popular paper planner brands are Happy Planner, Purple Planner, Franklin Planner and Bullet Journal.
  • If you choose tech:
  • (For both, I will share more paper or tech tools as I find them! )
  • Or Consider the Blend!
    • Some people prefer to see their entire month at once so they prefer paper. You may run out of room, though, if your schedule is complicated or your daily to-do list is too itemized for a small block.
    • There is pleasure and feeling of accomplishment that some say only come from a pen-and-paper to do list!
    • Work versus home: One person mentioned that her personal to-do list was digital (and more portable that way) but that her daily work to-do list is comprised of sticky notes and those are client specific and stay at work!
    • I like the portability that comes from a digital list – I use Evernote and can call up and update a list on my phone, tablet or laptop and it stays current. Plus, I can share the list with others as needed.
    • On the other hand, I use a Bullet Journal for jotting down notes on the fly or for the pleasure of writing by hand lists, ideas or journal entries (then I copy them over to my digital to-do list).
    • What I really appreciate is how my FB community blended methods, like jotting down notes on paper (anything from old envelopes to a beautiful notebook with heavy paper) and then supporting those tasks with audible reminders or alarms on their tech. Clever!

As you plot your productivity and progress, consider what tools will help you set-up your To-Do list! Have a great week!