Category: Organized Family

Sticky Habits

The topic of habits came up repeatedly with clients last week.

We can all agree that bad habits can be tough to break, but we also need to recognize that good habits may be tough to establish, requiring consistent time and energy and intention.  Research says that a new habit needs 3 weeks of adherence before it is likely to stick.

Yet, to get and stay organized, we need to make those Good Habits stick.

We set out with the best intentions to get organized.  We analyze our process, spend hours purging clutter, buy the right containers, and organize our lives and brains and homes.  But if we don’t create habits around maintaining that organization, we’ve wasted a lot of energy, time and money.

Ooh, ouch.  Re-reading that last statement, I hope it doesn’t sound too harsh.  It is true, though, friends, harsh or not.

I recognize that the rush that accompanies a big success or a finished project is difficult to maintain for the long term.  And so we have to rely on other forms of motivation to keep us on the path to Good and Organized Habits.   What can we do about this?

Use technology.hand-apple-iphone-smartphone-large (1)

     Take advantage of the technology available. My smart phone helps me with my Wellness habits.  I love my Fitbit. It syncs with the Fitbit app on my phone, and tracks my exercise and how many steps I walk.  It sends me reminders to reach my 10,000 steps-a-day goal, and motivational boosts through the day.  I thought these reminders were silly at first, but they work!
      I have a couple of new apps that help me remember and reinforce other good habits, too.
     My Plant Nanny app (free), introduced by two wonderful friends (thanks PM and JM!), reminds me to drink water every hour during the day.  A sound accompanies the reminder, then I open the app and water my plant when I water me.  It may seem silly, but those little plants and the app make me smile and work really well!
     My newest app is called Habit List ($3.99). I list the habits I want to establish or maintain (Water the Garden Daily, and Post On Twitter Daily, for example), determine how often I want to complete the task (daily, every two days, etc.) and the time of day I want to receive a reminder.  Again, this app sends reminders, and tracks my progress.

    If I wanted to add home organizing tasks to the App, I could add habits like Take out the Recycling, Change the Bedding, Pay the Bills, etc. to the list, too., with dates and reminders attached.

You’re never too grown-up for a gold star.  

     A client, a retired educator, uses a star chart just like a student might, to track progress on circle_star_goldgood habits and keep her motivated to keep up the good work. A star for each day a certain task is completed, and a full week of stars on the chart earns a prize for the weekend (Special outing with a friend, fresh flowers for her home, perhaps a special snack or prize?).  This tried and true motivator works for kids AND adults!

Use reminders that play to your strengths.

post its     Are you or a loved one a visual learner?  As you establish new Good Habits, use visual reminders like lists, post-it notes, highlighters or REALLY BIG CLOCKS, or have your technology send you text messages.
     Are you an auditory learner?  I am.  I learn well by hearing things.  Hearing the chiming clock in the dining room ring on the hour and half hour helps me stay on track.  In addition, all the apps I mentioned earlier send me notifications with sounds, like the alerts to drink more water, check my Habit List, or alert me 15 minutes before an appointment so I’m more likely to be on time.  And if I’m struggling with focus, I can set timers or use other sounds, like a favorite playlist, to keep me on task.
     Do you learn by doing / touching / moving things around (kinesthetic)?  For you (or your family member), the physical act of writing and then checking off tasks or habits on a list may be useful, or using chore cards or magnets or other things that you can move around may help.

       Some of us learn by saying things out loud, too.  If this describes you or a family member, try describing your habits to others, or creating a mantra or single sentence to repeat to yourself to help you focus on your good habits.

Good Habits may take time and energy to create, but having them and sticking with them will serve you well for years to come.  Find ways to make those Good Habits stick!

Paper Management for Evolving Humans (Summer Project #4)

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

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

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

Active Paper: Definition

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

Active Paper: Everyone needs an In-Box.

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

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

Active Papers: Need a Process for Action.

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

Active Papers: Technology is changing how we handle papers.

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

Archival Papers: Definition.

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

Archival Papers: Safe Storage and Retrieval. 

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

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

Passive Papers: Definition.

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

Passive Papers:  Keep them for Reference.  

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

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

Decision Making Made Easier.

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

“…Except For the People You Meet and The Books You Read.”  Summer Project #3

You will be the same person in five years as you are today except for the people you meet and the books you read.”  

– Charles “Tremendous” Jones, author and motivational speaker.

 

 Last month, I re-read Marie Kondo’s bestseller, “The Life-Changing Magic of Tidying Up” for a

003presentation at a local library.

 

According to Kondo, the purpose of a book is to impart information.  Once the book is read, it has done its job and fulfilled its purpose.  Therefore, there are a handful of paths every book in your house may take:
  • You keep it because you are reading it now;
  • You keep it to refer back to it again;
  • You keep it because you love it (Kondo’s “Hall of Fame”); or
  • You pass it on so that it can impart its knowledge to someone else.

I love these very simple decision-making choices!   These criteria fit into my typical advice to keep things only if you need / use  / love them (Barbara Hemphill).This week, let’s tackle those book cases!

Tackle the Books a room at a time (or a family member at a time).

     Marie Kondo would suggest bringing every book in the house into one room, piling them on the floor and handling each and every one of them.  I do not agree with this suggestion!  Too messy and too overwhelming for most of us!
     Tackle the books a room (or even a shelf or case) at a time.  This makes much less of a mess, and keeps the project a manageable size.

    Today, I quickly reviewed my tween’s bookcase for any books he has grown out of or doesn’t like anymore.  I also reviewed my own book case, and will ask the teens to review theirs this week, too.

Now is Not the Time To Read.

     Review the books but do not open them! (Per Kondo, and me!)  It’s so easy to get pulled into an old favorite, so do not open the books!  Stay the course, keep your focus, and make your decisions!

Find a Motivator.

There are lots of reasons to move your books along, from your bookshelf to someone else’s.  If you’re looking for motivation, here are a few destinations for books you would like to purge:001
  • Your local public library.  Our Evergreen Park Public Library has a book sale every August, so we have the habit of going through our bookshelves every summer for books to donate.  I spoke last month at the Oak Lawn Public Library, and they always have a sale table, to keep books moving along and to help fund library programs.
  • Little Free Libraries, http://littlefreelibrary.org/  .  Love these!  A few friends have them in their front yards (pictures included), and they are a great place to pick up or leave a book, to move the info around!
  • Leave your book in a public place, after labeling it as a BookCrossing book, to be picked up and shared, check out http://www.bookcrossing.com/ .
  • Contact local retirement or nursing homes, to stock their resident libraries
  • Half-Price Books, www.hpb.com.  You may not make lots of $$, but you may make some!
  • Check out Stick Figure Books, if you have a large collection to part with,  http://www.stickfigurebooks.com/shop/stickfigure/index.html  .
  • If you’re in my neighborhood, check out Bookies,  to buy or sell used books (summer reading lists, anyone?!)  https://www.facebook.com/bookieschicago/  .

Know Your Self and Your Reading Habits.
     As I review my bookshelves this morning, I was extra ruthless with my purging, as I reminded myself that:
  • I have a kindle app on my IPad, so I buy new books in digital form;
  • If I’m traveling, I only bring my Ipad and not physical books;
  • I can check out e-book copies of new and old books from library, also to be read on my Ipad app.

“Should” is not a reason to read a book.
    Kondo tells us that half-read (for a long time)  books are telling us something.  Sometimes, that something is that you don’t want to read that book.
     Over the years, I have read lots of books on the suggestions of others.  And I have loved some of those books.  And I have really disliked some of them, too.

     Today, I am giving you permission:  Unless it’s for school or professional purposes,  You do not have to read a book just because someone gave it to you or told you that you Should read it.

Review your books this week.  Choose the books to keep, and let the others move on to impart their wisdom to others!

Did Someone Say Laundry? Summer Project #2

Last week was about closets.  Now, Let’s tweak the laundry process!  It seems appropriate, Organizedon’t you think?  That before I sat down to write this article, I was moving our laundry through the process, too?!

At a recent presentation, we discussed how big projects are a series of small projects. So, let’s break the laundry process down.

  • Put dirty laundry in basket / hamper
  • Transport basket / hamper to laundry room
  • Sort / pre-treat dirty laundry
  • Wash laundry
  • Dry laundry
  • Hang up / fold laundry
  • Sort clean laundry based on its owner / final destination
  • Get clean laundry to its owner / final destination
  • Put laundry away
Why break it down to such detail?  So many of my clients tell me “Our laundry is out of control!” but being specific about what steps cause trouble helps find solutions!

Put dirty laundry in basket / hamper.

     If this is where you struggle, start out with a new habit.  Declare that daily (morning or evening), everyone’s dirty clothes hit the hamper.   For example, first thing this morning, I unpacked from the weekend, putting away the clean stuff and putting the dirty stuff in the hamper.  Bedroom is tidy, and laundry ready to wash.

     I’ve recently realized that, in our house, every family member needs their own hamper and is responsible for getting it to the basement (see next step).

001Get the dirty laundry to the laundry room.
     (I have laundry chute envy.  Just sayin’!)
Make this a daily habit, too.  If you have kids, delegate or take turns, and keep the laundry from piling up all over the house!  Get it to the laundry room!

Sort and pre-treat your clothes.

      I recognize that not everyone sorts their laundry.  That, like so many things, is a personal choice.  We sort.
      To facilitate sorting, we have 4 hampers lined up in the laundry room, one each for Whites, Colors, Darks and Dry Cleaners.   We sort the laundry as it comes into the laundry room, instead of accumulating large, random piles on the floor!
     I admit, I’m inconsistent with pre-treating clothes.  I believe each person is responsible for their own stains and pre-treat, since I have not idea what that red stuff on the shirt is, nor do I feel like looking so closely at every item before tossing it in the washer.
   So, I’m working on it.
I just realized that I used to have stain sticks in all the hampers, and I’ve gotten away from that habit.  Time to re-establish it, so folks can treat their own stains!


Wash the laundry.  

    Wash a little every day, or do it all at once.  When I’m at home, I set a timer for every 40 minutes (the length of the dry cycle) to keep me on track.
This is not the blog that tells you how to get certain stains out of such and such fabrics.  Sorry.


Dry the Laundry.
Dry enough, but don’t over dry.  To cut down on wrinkles  remove laundry promptly from the dryer, or even when some items are still damp.  Hang the still damp items to dry.  Hang everything you can on a hanger immediately (fewer wrinkles and less folding!).


Fold / Hang the laundryrainbow of shirts

     I’ve seen many strategies for this step:
     Haul the clean laundry to the bedrooms, and fold it there.
     Haul clean laundry to some other location in the house, and fold it there (risking that it may stay there or get strewn about before you can put it away).
     There is also the “why fold?  I’ll just live out of the laundry basket” strategy, which of course drives me crazy.
     Let me suggest:  set up a hanging rod and folding space in your laundry room, and sort your clean laundry as you hang or fold it.  For hung clothes, we have different color hangers per person.  Also, we have three baskets on the folding table, for each destination (master bedroom, boys’ bedrooms).
    A few words on socks.  We all like and need socks… until we have to wash and sort them.  Don’t let them pile up. Keep a basket for unmatched socks, and spend time at least every week sorting and pairing them.  This is a job to delegate, too, if your kids can handle it!

     This fold / sort step also facilitates the Get the Laundry to the Right Location step.

Finally, Put the Laundry AWAY!!  

     Is this where you struggle?  Look around:  Are there things in the way, actual barriers to putting stuff away?  Perhaps your laundry doesn’t have an “Away”.  Or, it has a home, but the home is too full of other stuff?!?
      You guessed it, make Put Stuff Away a habit, too.  Designate a day or two a week to complete the laundry cycle, and relish the Done-Ness!

Conquer Your (kid’s?) Clothes and Closet: Summer Project #1

July is a great time to clean closets and organize clothes!023
It may seem counter-intuitive (or crazy!) to tackle closets now, but think about it:
  • it’s easy to be objective and make decisions about cold-weather clothes, since we haven’t seen those items in a little while;
  • summer is well underway, so we have a good idea of what works for this current season;
  • organizing the closet and clothes now will make Back To School shopping (there, I said it!) easier; and
  • as we tackle closets with our kids, summer allows for a more relaxed schedule and a little extra time to complete this type of project.
So, let’s get started!  Tackle the kid closets first, but these guidelines work for your closet, too! Grab white kitchen garage bags (for donations and hand-me downs to others), black garbage bags (for actual garbage), clear storage containers, a black sharpie and post-it notes.

Start with Sizes:

     Most kids (and adults!) have more than one size of clothes in their closets or dressers.
     I worked on a client closet last week, with clothes present from birth to 5 or 6 years jumbled all together.  We first sorted the little girl’s clothes by size (she’s a 3T,)
     We lined up bins, labeled them (creatively!) 0-12 months, 12-24 months, 24-36 month, 3 T, 4T and up, and started sorting!
     As we sorted the clothes, we also reviewed the items, donating or scrapping anything Mom wouldn’t use again (stained t-shirts, unmatched socks, pants with big holes in the knees, etc.).
     After a recent class, a mom-of-3-boys asked me “what to do with all the clothes?!” Especially the “between sizes” that no one is wearing right now.   The answer is the same.  Sort out the clothes by size, store the “between sizes” in well-labeled stacking plastic bins, and purge the stuff that no one will use again.
      Most importantly, leave one more open bin in the closet, to receive clothes as your child outgrows them.

Off-Season Clothes:

     If you don’t have multiple sizes of clothes in your closet, you can start with off-Season clothes.
     Objectively, look at off-season clothes.  Remember, you can’t fix ugly, you can’t fix itchy, and you can’t fix the wrong color.  Pretend you are packing for a 2 week cold-weather trip, and you leave tomorrow.
     What favorites would you take along? Set those aside.
     What really useful items would you take along?  Set those aside.
     Now look at what’s left – neither favorites nor really useful items.   So, do you really need them?
     This week, get your off-season clothes repaired, tailored or cleaned.  My middle son wears ties with his high school uniform.  Drop off ties, suits and other dry cleaning this week.  Take your shoes or handbags in for repair.  Get those cold-weather pants or skirts hemmed now while you don’t need them.

To Re-Cap so far:
We’ve pulled out off-size clothes, and off -season clothes.  We have also pulled out beat-up clothes to donate or throw away.  The closet is looking pretty good right now.

So, let’s put it back together!  Categories:
Sort the clothes you have left by categories (jackets, tops, pants, shorts, skirts, dresses, socks and undergarments, etc.).
Once you sort your clothes into categories, decide where you want to keep each type of category of clothes.  Hang up the dressy stuff, school clothes or uniforms; fold the sweaters and causal stuff.  Put t-shirts, shorts, under-stuff and pjs into drawers.  And be on the look out for more items to purge!  For example, when my son and I look at the 30-40 t-shirts in his drawer, we realized 35 is too many and we can toss / donate at least a few (his idea!!).

Spend some time this week, between work and sunshine and summer activities, and create order in your closets!

Ways to Make Monday Mornings Less Icky

Sometimes, Mondays are rough. I get it.  There are simple things you can do to make them less icky, though.  Here are 6 common complaints, and some ideas to make them better!

“I always feel so frazzled on Monday morning!”

Invest an hour on Sunday to help you hit the ground running Monday.  Put the laundry away (or start a load), run the dishwasher, lay out your clothes for the morning, take out the trash, run the sweeper, pack your lunch for Monday.  60 minutes on Sunday will improve all 24 hours of Monday!

“Monday morning is a fog, and the day slips away before I get anything done.”

Before you leave work on Friday, or sometime over the weekend, take a glance at your schedule for  the week, and jot down some tasks and to-dos to help you be productive first thing Monday morning.  Map your plan for your Monday and for your week, to guide your actions.  Also, since the Monday morning email load can also be overwhelming, spend 5 minutes first thing Monday morning (or Sunday night) immediately and ruthlessly deleting anything  you don’t need to read, and flagging the important emails to find later for a response.

“The weekend is over, and the next one is 5 whole days away!”

Yes, I know.  I can’t help you too much with this one.  Two tips:

  • Let me channel my inner Dread Pirate Roberts and say “get used to disappointment”.  This happens  EVERY week, so the best thing you can do is stop being sad about it.dread pirate robers
  • Spend a few minutes on Monday planning something fun for next weekend, to look forward to throughout the week!

“I’m so tired…  I didn’t sleep very well last night.”

Stick to your usual waking time over the weekend, within an hour or so.  If you usually wake up at 5:30 on a weekday, set your alarm for no later than 6:30 on the weekend.  And as delicious as a weekend nap is, keep it to 30 minutes.  Both of these ideas help keep Sunday Night Insomnia (yes, that’s really a thing) away.  Sunday Night Insomnia happens when we’re stressed about the week to come, plus we have stayed up and slept late for two days, messing up our sleep hygiene (yes, that also really is a thing).

“I’m not feeling very well, maybe I’m coming down with something.”

Um, or, maybe not.  Don’t go crazy with specialty foods or beverages.  Indulge a bit, of course, at family parties or special dinners or out at the bars with friends, but don’t go too crazy or you will start your week feeling sluggish or even a little ill.  I know folks who follow strict diets during the week and save their “cheat” days for the weekend, and then wonder why they feel crummy Monday morning.

“Ugh, Monday.  I just feel blah…”

In addition to good sleep hygiene and a healthy diet, maintain other healthy habits on the weekend, too.  If you exercise all week, exercise on the weekends, too – maybe even changing it up, with a hike or bike ride with friends.  Take your vitamins, meditate, stay hydrated – whatever it is that you do to get through a week, do it on the weekend, too.

Like anything in life, we can take what we have and make a rough situation better, just by making better choices!  How else can you improve your Monday?

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.