Category: Motivation

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!

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?

Dig Deep This Week, and Organize the Basement!

Basements are the hot organizing topic this week with my clients, how about you?

This phenomenon occurs this time every year.  We get a little stir crazy, perhaps with a touch of cabin fever.  We want to stretch out a little, but it’s still cold outside!  And so we look to those big spaces in our homes – the Basement!

Basements present great opportunities for family spaces, but we need to get them organized and functional before we can really enjoy our time down there!  So, how to organize that basement into fun and functional space?

The first step is my first step to every organizing project – grab a clipboard, start your lists and make a plan!

Ask the questions:  Who is using the space?  And for what purpose?  

Name Your Space.  When you call a room a junk room, guess what ends up in there?  Yes, junk. Every space needs a function or purpose, but not more than 2 or 3!  Imagine:  If you called your basement the Family / Toy  / Craft Space / Work Out Space  / Laundry Room, well, indeed, EVERYTHING would end up down there, and it would all be a hot mess!  Which leads me to…

Differentiate your spaces for separate functions.  If your basement is used to multi-tasking, make sure to set aside one corner for work out gear, and another corner for kid toys, instead of mixing the two.   You don’t have to build walls to separate spaces, either.  Imagine a couch set in the middle of room, with TV viewing / video game playing in front of the couch, and kid toy storage and play space behind the couch.  Something that simple can separate an overly large space into two more manageable and organized spaces.

Is there clutter that needs to leave?  Once you know who is using the space, and for what purposes, take a good hard look at what is already in the basement.  Are there items in the basement that do not match up with the newly decided purpose / functions?  Consider how to get rid of that crummy old couch, or plan a donation drop-off for those bags of clothes or books. Most basements I visit are in serious need of  de-furnishing!!

Plan a block of time, and enlist some aid!  If this basement space is going to be family space, it’s time to get the family involved!   Carve out a few hours on a Saturday morning, and make some big progress!

Decision making is still a stumbling block, I know.  We collect clutter from the rest of the house and let it pile up in the basement.  We delay the final decision of “Keep or Toss?” and just let it accumulate.  Then… the piles are just too overwhelming!  Therefore…

Make the Decisions, even when they’re hard.  Consider the piles in the basement.  Will the contents ever be brought up to the light of day again?  Come on… that old bedding, the wall art from 15 years ago, broken toys or dated holiday decorations?  Be honest, friend.  That stuff needs to go AWAY, and not into storage.  And you and I both know it.

One common function of basements is storage.  When it comes to long-term storage, please Remember your basement is a basement.  Protect items that you choose to store for a long time.  Basements may contain bugs, moisture, dirt, etc, so invest in sturdy plastic or Rubbermaid-type containers to store your stuff and treasures.  Soggy cardboard is not going to save those holiday treasures or family photos.

Spend a little time in your basement this week, and make fun and functional family space!

Want To Clear Clutter? Shop Better!

We need stuff.  I recognize that we and our homes require stuff to operate.  Yep, I get it.

But do we really require ALL that we keep? Are those trips to Costco or Sam’s Club, Target or Walmart really helping?

Let’s talk consumables. Consumables are, well, items we consume. Food and drink, paper goods, toiletries, even candles. Consumables are products that we use up and need to replace regularly.  Let’s call them our supplies or inventory.

Groceries? Shampoo and soap? Toilet paper, paper towels? Laundry detergent and cleaning supplies? Yes – All of these things take up space in our homes and require $$$ and time to be replaced.

How we use and replace our consumables can be directly related to our clutter struggles, though, and getting a handle on consumables is a step towards getting a handle on our clutter! Here is how to consume differently.

1. Opt out of your usual trip to the grocery this week. Delve a little deeper into your cluttered pantry, crowded cabinets or over-full freezer and use what you have.

2. Assign a home (shelf, cabinet, closet, etc.) for your consumables so you can find things when you need them (and not have to re-purchase them). Imagine if a store owner didn’t bother to organize her stock room.  The store could lose money and sales if they couldn’t put their hands on their inventory.  We dedicated a shelf in the laundry room to big purchases of toilet paper, paper towels and cleaning supplies, so we can grab what we need, and also easily determine when we need to buy more.

3.  Check your inventory before you shop.  Now that you have a home for your inventory, be sure to check it before you shop.  We usually have extra toiletries like toothbrushes and deodorant, so when those need replaced, we check the inventory basket before adding those to the grocery list.  Which leads me to…..

4.  USE A LIST!  We have a pre-printed grocery list hanging on the fridge all the time.  We are all supposed to add to the list when we realize a need, and then the list in theory is ready for me when I go to the store.  We all, including me, drop the ball sometimes and forget to add items, but that is why I also check our inventory before I leave.  And when I shop, I try to stick to the list.  Not even a great sale price may persuade me to buy an item if I know I neither need it nor have room for it at home.  (And, remember to bring the LIST with you, unlike me at Costco recently.  Or take a picture with your phone!)

5.  Shop for items based on NEED instead of a HABIT it.  My clients learn a lot about their shopping habits when we organize a kitchen.  For example, when we pull many similar items (let’s say canned green beans) from cabinets around the space.   They may say “every week, we eat lots of green beans, so I always pick some up when I’m at the store”.  Then we’ll realize the client’s meal planning has changed, and there were some busy times recently when they ate out a lot, or how the doctor recommended lower sodium veggie choices, or how the toddler decided to not eat green things for a few weeks, etc.  And how that “I buy 4 cans every week” has now wasted $$ and caused clutter.   Buy items because you need them, not because “that’s what I buy every week”.

So, shop a little differently, save some money and clear clutter – all at the same time!  Win, win, win!

Inarticulate Growls of Frustration About… Clutter!

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It’s amazing, and a little appalling, that some days I find myself uttering inarticulate growls of frustration.  It happens regularly when I stand in my family room.  I growl at my wonderful and amazing family members (and myself).
Why?
The pile of discarded shoes I trip over in the middle of the floor ..9 inches from the shoe rack.
The blanket folded (yes), but left… On top of the trunk where it actually belongs.
Coats heaped on the shelf… Right beneath the coat rack.  (Sigh).
Today’s discarded clothes leaning against the laundry hamper.  On the outside.
My recent favorite?  The wet and snowy shoes NEXT TO the doormat.
Let me admit – some days I am part of the problem.  Last week, we all came home from an outing and instead  of waiting for everyone to get out of my way so that I could hang my coat on the hook, I dropped it on a chair to hang up later.
Luckily for my family, I understand why these close-but-not-quite efforts happen, and I also try to not yell too loudly because I may have to yell at myself, too.
But we don’t have to live with clutter, or grumble at ourselves or others, if we can keep these following tips in mind:
It is amazing what 10 seconds can do.  Seems small, right?  But it takes just 10 seconds to
  • hang up our coat, put our keys on the hook where we’ll find them when we need them, and tuck our shoes out the of way;
  • put the tools away in the tool box instead of leaving them out where they may get lost or forgotten;
  • put my cell phone on the charger instead of just on my desk;
  • put today’s mail in my in-box instead of in another heap on some different surface where it will get ignored and gather dust.
Create a habit of setting things right once or twice a day, and this goes for both our professional and personal lives.    Check your work space at the beginning and end of your work day, and put stuff AWAY to clear that mental clutter or to prepare of the next day.  At home, try to take a sweep around the house before bed, or maybe in the morning AND in the evening, to put rogue items where they belong.  And this is not a solo affair – get others to put their stuff away, too – the afore mentioned coats and shoes and stuff all get hung up.
Be on the look out for regular system breakdowns.  If you or co-workers or family members always struggle with a regular task, take a closer look.  Sometimes we just don’t like  or want to complete a task, but it also may be too complicated / hard / confusing for us or others.  We may need to change or re-assign the task to get it done.  I was recently in an office where filing tasks were never getting completed because the file cabinet was physically blocked by a dead printer graveyard.  The filing tasks would NEVER be completed until we removed and recycled those printers.
Few spaces are ever completely stuff-free, and that’s ok.  Know what Done, or at least Done-Enough looks like, and once you’re there, move on to something else.
Remember, every moment can be an opportunity to do better.  We can growl or grumble. We can judge others and ourselves harshly for not completing tasks or leaving a mess or getting distracted, or… We can take a deep breath and do better.  Even just a little better.   We can put things away, clear the mental and actual clutter, and move on to something else.
Have a great week.

Clean Up Your Tech for National Clean Off Your Desk Day!

my portable office

my portable office

The Second Monday in January is National Clean Off Your Desk Day! If you look around, though, you may notice that desks and work spaces look vastly different than they did a few years ago!

My “desk” or “work space” is often just my smart phone, as I work through my days out with clients and at meetings.

Even in my actual office, I move between my laptop, IPad and smart phone as I work and connect with clients, or friends and family.  Here are 6 ways to organize your new and evolved “office”!

  1. Keep your tech items (laptop, tablets, smart / mobile phones) charged. Tech items are only good if they actually work.  Last year, my old IPhone battery slowly stopped holding a charge.  It became nerve-wracking, knowing I could run out of battery life at any moment.  Once I got my new phone, I realized how much I had stressed over the lack of battery life!  Save yourself some mental energy, and: make a habit of charging your stuff; keep extra chargers and cords in obvious places (like your desk at work, or in your car); and if a dying battery is a real concern of yours, invest in an external battery charger / power bank.
  2. Keep your tech items updated. Updates matter, and exist (in theory) to keep our tech items running smoothly.  Last Fall, I set my IPad and IPhone to automatically update, instead of trying to remember to update as needed (which I always forgot to do).  Again, one less worry.
  3. Keep your data up to date.  Create a habit of adding phone numbers and contact info into your phone as soon as it comes in.  Any time I receive a call or text from a new phone numbers, I add the contact to my list.  My habit is to not answer any calls from unknown numbers, too, so adding contact info helps me effectively decide what calls to answer and which to skip.  In addition, I connect my IPhone to my laptop multiple times a day to keep all the data current. I’m sure there is an automatic way of doing this, too, so I’ll need to research that!
  4. Clear your email clutter. This time of year, I have “Unsubscribe x 5” at the top of every day’s to-do list.  As I log into my personal or business emails, I un-subscribe from 5 unwanted ad emails, instead of just deleting them.  I am already noticing cleaner in-boxes!
  5. Clear your device / smart phone screen clutter. Clear screen clutter by keeping your most used apps on your first screen, deleting unused apps, and making folders for similar apps (like “travel” or “games”).
  6. Clean Your Tech, like actually clean, today!  Wipe down your cases, screens, keyboards, ear buds, etc.  Because, well – ewwww!

So how will you Clean Off Your Virtual Desk today?  Get to it, and good for you!