Category: Organized Family

Managing Transitions: Get There First and THEN Goof Off.

This past Monday, I spent half an hour working from a local park.  It was a lovely early Fall day, so it was nice to be outside with a great view.  I checked my email, scheduled and confirmed client appointments, checked in with a couple of program sites about upcoming classes, .

More importantly, the park was exactly 4 minutes away from my next client’s house.

Why did I have half an hour to goof off at a park in the middle of a weekday?  Well….

I had a morning client appointment that ended early.  According to my GPS, I had a 35 minute drive from client #1 to client #2’s house, and about 75 minutes to make the 35 minute drive.

The first inclination, of course, is to stay where I am.  Right?  Now that I have a few extra minutes, perhaps I find somewhere to grab a snack, run an errand or two, make a couple calls and then get on the road about 35 minutes before I need to arrive at my 35-minute-away destination.

But you know what happens, right?  The logic seems solid and then you run into traffic,  or the errand takes longer than it should or you run into a friend at Panera and chat, and now POOF! that extra time you thought you had is now gone, and you run late for an appointment that you TOTALLY could have made on time.  You’re left apologizing to the client or the office staff at your doctor’s office for running late, and feeling frustrated because you HAD left on time but…

Even my son pointed out something funny the other day.  He had seen a meme on YouTube, where a guy showed up late for a work meeting complaining about the traffic with an iced Starbucks in hand.  My son is 14, and even he can see that it’s not necessary to be late.

So, as we learn to manage our transitions better, I suggest getting to your destination FIRST, and then if you have extra time, spend it around your destination so that you can still arrive on time.

A dear client of mine once had to explain to her houseguest WHY I was sitting outside of her house at 12:50 pm for a 1 pm appt.  She knew my habit of ARRIVING first, and then using any extra minutes to check email, make phone calls or check texts.  At the stroke of 1 pm, I knocked on the door and we all had a good laugh about my habit, but I still stick with it!

Before the play last week, my friend and I made sure to get to the theater and pick up our tickets before the show and THEN we found some lunch.  I’m not suggesting skipping the lunch or caffeine break or whatever else altogether,  just use your smart phone to scope out places near your destination to visit if you have the time.  Life and traffic and planning and everything are just too uncertain sometimes, so get where you are going and THEN goof off!

Managing Transitions: Leaving The House. What’s On Your List? 

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This week, let’s look at that very busy Transition Time, Getting out the door in the morning!

What’s on your list?   Your short list of Very Important Items?

Yesterday, I received a phone call just as I was heading out to my first client appointment. Typically, I would not answer a call at that time of day, but this person only calls when there is something important to discuss.

I answered the call, and then asked her to wait a second as I continued to gather my things to head to the car.  “Phone (obviously)… lunch bag…water bottle…coffee … backpack, keys, extra shirt… um, ok, I’m good, now we can talk”.  She may have thought I was a little nutty (she’s probably right!), but that was a typical morning and my typical mental check list before I leave the house.

Earlier yesterday morning, my freshman went zipping out the back door, took about 10 steps, stopped, turned around and came back in, shaking his head.  He sheepishly grabbed the form off the table he needed to turn in at school, plus his wallet and keys that he had left behind.  In his haste, he forgot his mental check list before he went out the door, but luckily caught himself before he got too far!

What’s on your list?   You know, that short list of VERY IMPORTANT ITEMS that you ABSOLUTELY NEED to make it through your day?  The omission of which could REALLY mess up your day?  Typically…

  • Keys
  • phone
  • wallet
  • glasses
  • sunglasses
  • lip balm, handkerchief, other optional personal items for you

Maybe you have the mental check list for the family, for kids’ backpacks or diaper bags or trumpets or gym uniforms.  What’s on your list?

I had a great teenage summer job working with a nice woman on her food cart (Le Dog!) in downtown Kalamazoo where I grew up.  She was the first person I knew who had an index card posted above the door handle on the exit door to her work space.  On it was a check list of the things she needed in-hand to head out to sell her gourmet hot dogs (keys, money apron, etc.), and also the list of things to remember as she left for the day (turn off the warmers, unplug the drain overnight, keys and umbrella, etc.)  Right above the door handle, so she would see it every day.

This week, give some thought to YOUR LIST, those 4 or 5 items you really can’t do without.   Then, create a habit of checking in mentally with your self before heading out the door.  Better yet, establish a physical space near your exit, whether at home or at work, where those items live, or can be lined up as you prepare to leave.  And if it would help, consider a post-it or index card near your exit that helps you remember to bring your vitally important items!

What’s on YOUR LIST?

Managing Transitions: Get Up and Get Ready!

Teaching a time management class last week, I reminded everyone that, from an organizational stand-point, our daily times of transition can make or break our schedule, our stuff, our brain and our peace of mind.

We all meet many transitions every day: sleeping to waking; home to work or school or both; arrival at work or school; leaving work or school; arriving home; leaving again for the evening; bedtime.  And conquering these transition times will bring us ease, help us be on time, get and stay organized, and get more done with less stress.

Let’s start with the first big transition of the day: Transitioning from Sleep to Ready to Leave!

Over the last week, I’ve run into the two extremes around Morning routines.  One client had no morning routine at all, and one had a routine that was too complicated and overwhelming  to succeed.  Let’s find some middle ground, and make this happen!

Keep it simple, Sweetie.  Start with Need To / Must Do Tasks.

  • And, start with things you can only do at home!
  • Shower (though I suppose you could do this at the gym!);
  • Get dressed (unless pajama day every day is the policy at your office. For the rest of us, though, we have to get dressed);
  • Fuel yourself with breakfast;
  • Brush thy teeth / comb thy hair / shave thy cheeks, etc..
  • If your getting ready routine is still too complicated, consider what tasks you can redistribute to other times of your day, like showering or exfoliating at night, for example.

If that is all you have time for before you leave the house, so be it.

What can you take on the road, if need be? 

  • And, NO, you wacky people on the toll road last week, shaving and applying eye liner while driving are NOT things you should take on the road!  However:
  • drinking your second cup of coffee, in a spill and leak proof go-mug;  or
  • eating your breakfast bar; or
  • reading the newspaper on the train (on my IPad’s Tribune App) are all tasks you can take on the road! 
  • I spent many days on the road this summer.  I still have the habit of carrying a small bag of essentials like lotion, toothpaste/brush, comb, etc., and each has come in handy in the last week!  Pack your little bag of little things, and take that on the road, too.

Get really good at completing the essential tasks EVERY DAY and in a timely manner. THEN… add in the optional items, the Cans and Shoulds and Just Maybes.  These may include:

  • pack that lunch and think about dinner;
  • office tasks like checking email;
  • house tasks like laundry, washing dishes; and
  • whatever other tasks you may tackle regularly but are not truly essential.

Give some thought to your short list of MUST DO tasks this week, get really good at completing those completely and on time, and then add in some of those optional items if you have time.  Conquering this first transition of the day will start you on the right path to a great day!

To:

Receive more ideas and suggestions like these;
Book time with me in person or virtually;
Arrange a presentation for your upcoming event; or
Discover the benefits of Organizational Coaching;

Please contact me.

Call / text 708.790.1940
Online at  http://peaceofmindpo.com
www.Facebook.com/MColleenKlimczakCPO
Via Twitter, @ColleenCPO

Will You Ever?

I spend a lot of time in the decision making process.  For myself, of course.  But even more, time with my clients, guiding them through the decision process.  Sometimes, for some people, decisions are difficult to make.

It is easier for me to help guide the decision making process with other people’s stuff because I can be objective about it.  When facing a pile of clutter, there are questions we can ask ourselves to help make decisions on what will stay and what will go.

Ask yourself, “Will You Ever?”.

Will you ever… use this?

Will you ever… wear that?

Will you ever… read those?

Will you ever… complete that?

Will you ever… get those pants shortened?

Will you ever… get that broken lamp repaired?

Will you ever… display these, refer back to this, re-read that again, look at this again?

Will today be the day that you wake up and are suddenly motivated to do things, wear things, take care of things, that you never have before?

If you answer “No” to these questions, the items in question… are clutter.  And they need to go.

If we were in your closet or kitchen, office or garage today, facing a pile of clutter, we can make decisions and progress clear clutter by honestly answering “Will You Ever?”.

So, what will it be?  Yes or no?  Will You Ever?

Shop Your Own Stuff First

It’s fair to say, most of us have plenty of stuff.  Sometimes, more stuff than we need!  And sometimes, we have excessive amounts of things, but we STILL CAN’T FIND THEM!  ( So frustrating, I know.)

I taught two classes in Woodbridge this summer. A participant who attended both was chatting with me before the second class began.  She said that my advice to “shop your stuff first” had really resonated with her. She used the example of deviled ham:  Her husband had a taste for deviled ham, and asked her to pick some up at the store when she was out. She asked him if he had checked the cabinet first, and proceeded to find 4 cans of ham in the cabinet already. This is not a criticism, by any means, because many of us operate exactly that way! It happens!

Cleaning out a client’s linen closet last week, she kept exclaiming “Oh great, I was just going to have to go buy this or that” when we came across new items like cleaning supplies, unwrapped pillowcases and sheet sets, first aid supplies, light bulbs, etc.

I’ve been in homes with overcrowded bathroom storage and linen closets, with a dozen rolls of toilet paper in every storage space… except the bathroom that needed some!

The moral of this story (or this blog article, at least), is to Always Shop Your Own Stuff First.

Shopping Your Own Stuff First helps you:

  • Save money by not re-buying items, and by using up your stuff before it has a chance to expire;
  • Save time by reducing your errands and shopping; and
  • Cut down on clutter by avoiding excess stock piles of stuff

But to make the “Shop Your Own Stuff First” advice work, we need to set our homes up to succeed.

Determine what you have.

Explore all those places in your home where you stash purchased inventory.  Perhaps your closets, cabinets, laundry or utility rooms, your car’s trunk, the garage, etc.?

Establish a home (or homes)  for storing your inventory. 

We have chrome shelves in the laundry room where we keep our extra pantry supply inventory like paper towels, toilet paper, light bulbs and cleaning supplies.  As we use items, we restock from this inventory.

For the client and her linen closet I mentioned earlier, we established one shelf in her large closet, at eye level, for all her different types of inventory. Now she can tell at a glance what she has and what she needs to restock.

Always shop those storage areas first!

Working with a client last week, we were preparing for a party.  She had pulled out her stock of tea lights, other candles and candle sticks, and filled in as much as she could with what she had before purchasing more.

We have a cabinet with school supplies like new notebooks, folders, loose leaf paper, pens, etc.  Today before we headed to Office Max / Depot, the high-schooler first checked our supplies to determine what we already had and what we still needed.

Shop differently:

  • ALWAYS Shop Your Stuff First!
  • Always use a list.
  • Know yourself and your family.  Don’t buy what you won’t use.  An 18 pack of toilet paper that no one likes is not a deal, no matter how cheap it was.

Creating this one good habit, of Shopping Your Own Stuff First, can save you time and money and eliminate hassle and clutter in your home!

To:

Receive more ideas and suggestions like these;
Book time with me in person or virtually;
Arrange a presentation for your upcoming event; or
Discover the benefits of Organizational Coaching;

Please contact me.

Call / text 708.790.1940
Online at  http://peaceofmindpo.com
www.Facebook.com/MColleenKlimczakCPO
Via Twitter, @ColleenCPO

Did You Know? August Is National Wellness Month

Did you know?  August is National Wellness Month!   Let’s take an organized look at wellness!

What does Wellness look like to you?  When I talk to clients about time management and strategic planning, there are recurring wellness themes that often accompany clearing clutter and getting organized.

 

Nutrition.   

Get back on track:  Perhaps you had healthy habits working for you earlier in the year, but maybe you’ve lost intensity or focus.  Every day is a great day to start fresh!

Let today be the day to: order a salad for lunch instead of a sandwich and chips; make an effort to increase your water consumption; check out your local farmers market for seasonal produce; or get back to tracking your food choices (my personal plan for this week!)

Better yet, set some goals:  Setting a deadline can boost your motivation, so choose a date in the next month or two to achieve healthier outcomes or weight loss, and map a plan per week to achieve those goals!

 

Better Sleep

We read articles in August about adjusting children’s sleep schedules for Back To School bedtimes.  Let today be the day we try this as adults, too!  Binge-watching summer shows messing up your sleep hygiene (Game of Thrones for me)?  Or maybe those yummy iced coffees?  Back off the caffeine, step away from the screens, head to bed a little earlier!

Traveling last week, I was reminded how much I really love my bed.  Now is also a great time to review your mattress, pillows and sleep environment in general, and make sure everything is working towards the goal of better sleep!

 

Appointments and Screenings

We’re over half way through 2018 (unbelievable, right?!).  Grab your calendar and make some phone calls or go online to schedule any remaining required screenings or appointments for the year, such as:

  • your annual physical;
  • suggested preventive health screenings, appropriate for your age; 
  • your annual flu shot;
  • an annual eye doctor appointment, especially for students and teachers heading back to school;
  • your twice annual dentist appointment;
  • visits to the chiropractor, podiatrist, etc.

 

Exercise.

What activities do you like?  How can you weave them into your schedule as exercise?

Our morning walk today was pleasant, with the cooler morning temperatures. I enjoy seeing my community’s lush yards and beautiful flowers.  I read a book while on vacation called Deep Work, and the author was just talking about the benefits of being outside in nature to boost our moods and productivity.

Last week, we rented bikes and biked the 8.2 mile loop on Mackinaw Island (see picture!).   I highly recommend the experience, and it reminded me how much I love to bike.  So on my August list is “make sure my bike is road ready”, and start biking for errands and leisure!

Now is a great time to sign up for exercise classes for Fall, too!  Some local yoga classes have caught my eye, and are starting soon.  What is calling to you?  Go and do it!

Get up, get out, get involved!

 

Self Care

I am negligent when it comes to self care, but I am working on it!  It has been an stressful summer for me, and I have come to realize that Self Care can’t be optional!  Yesterday, I had a massage along with my chiropractic adjustment, and made sure to schedule my August appointments for both before I left the office.

I talked to a friend about meditation yesterday, and she suggested YouTube for short meditations for affirmation and for better sleep, so I will check those out.

Other components for self care for me have been respecting my boundaries (and occasionally saying No), fueling my body with healthy foods and relaxing with reading.  That may not seem like a lot, but for me, it’s progress!

What could you do this week, to treat yourself kindly?

 

For National Wellness month, set goals and take action, or at least get back on a healthier track after some summer shenanigans (or is that just me?)!

Deep, Philosophical Towel Questions…

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Towels.  Have we ever chatted about towels?  We should.  These underappreciated workhorses in our homes get used all day every day, without a thought.  So let’s think about towels.  There are deep and philosophical towel questions like:

  • How many is too many?
  • How old is too old?  Do you need a rag bag?
  • How often should you wash them?
  • Does every one get their own towel?
  • How should you store them in the closet?
  • How should you store them in the bathroom?

How Many is Too Many?

If you are asking if you have too many towels, the answer is probably Yes.

In my organizing classes, I talk about Towel Math.  How many of certain items, like bath towels or coffee mugs, do we really need?  How many dirty people will ever be showering in your home at one time?  This is an extreme example, I know, but it helps us realize that most of us have WAY too many towels.  Bath towels, beach towels, kitchen towels, hand towels, etc.

Our linen closets are full to bursting.  Even if we did catch up on all the laundry, there is no room to put all the towels away.  Sound familiar?

Let’s talk about where to get rid of towels.  If they’re in good shape, consider sharing them with a friend or college student , or selling them.  Donate clean old towels to your local animal shelters (old bedding and t-shirts, too), like PAWS in Tinley Park.

How Old Is Too Old? 

Review the status of your towels.  Can you see daylight through them?  Are they stained, discolored?  Would you offer them to a guest? Do they match anything in the house?

Our oldest towels graduate to Dog Towel status.  Keep in mind, we have not owned a dog since 2007, but we still call them dog towels.  And instead of being used to dry off the dog after a bath (hence the name), now they mop up large spills, dry cars, line boxes for moving stuff, etc.  To cut down on confusion, once an old towel is relegated to dog towel status, mark it with a Sharpie on one corner with an X, or cut a corner out of the fabric, and then store them where they are needed, like on a laundry room shelf and not back in the linen closet with the actual people towels.  Also, set a limit for the number of dog towels you have.  We want the oldest dog towels purged as new ones arrive, too.

“How old is too old?” leads to the Rag Bag question.

Do you need a rag bag? 

No.  Seriously? Just No.

We may dedicate a “rag bag”, but few people actually use their rag bags.  Towels, t-shirts, random fabrics pieces – all end up in the rag bag but nothing EVER COMES OUT.  The bags sit and mold and take up space without accomplishing anything.

Perhaps a rag pile (no more than 10), or a ventilated rag bucket?  No bag.  Trust me on this one. And if you really plan to use them again, don’t call them rags. Call them cleaning cloths or painting cloths, or anything BUT rags.

Better still, invest in microfiber cloths, re-use and wash them a MILLION times, and ditch the rags all together.

How Often Should I Change / Wash Towels? 

I know folks all over the towel spectrum, between “Wait, I’m supposed to wash my bath towels?” to “I use a new towel every time I take a shower.”  As in all things, the truth lies somewhere in the middle.

If you google the “Wash how often?” question, the leading answer is ‘after 3 or 4 uses’.  Bath towels need a chance to dry out before being used again, but can be re-used a few times before washing.

Dish towels and hand towels, on the other hand (pun intended), should be changed every day.

And PLEASE – every body gets their own bath towel.  Just because, you know, ewwwww…

How To Fold Towels? 

This was a conversation early in our marriage, as each of our families fold towels differently.  I come a “fold in thirds down the long edge, then folded three times so it fits on the shelf AND easily hangs on the towel rod” family.

My husband came from a “a half across the short edge and then half  again, so they fit better on the hall closet shelf” family.

Then there is the popular “rolled” approach…

I’m not going to tell you how to fold your towel, but I suggest you pick a way and be consistent, so your stacks look and work better.  I still hold to the triple / triple fold, because it fits my towel shelf best.  Take your pick, just be consistent.

Finally, How To Store Towels In Use?

Remember, ventilation is key for towel storage.  A wet heap – whether it’s a dish towel, bath towel  or beach towel – serves no one well.  So, make sure your towels get some air.  I love the standard towel rod, but space becomes tight if more than 2 people use a bathroom.

A towel hook works, and can be personalized to hold each person’s towel.

You can also set up an over the door towel rack, either in the bathroom or in a bed room,  for good ventilation and storage!

Just make sure the towels get hung up and the hooks get used!

I bet you didn’t know there were so many towel questions to ask! (Neither did I, until I started to writing!)  But show your towels some love this week, purge the old and take care of the good!

Things We Adults Have To Do Sometimes: The Ultimate “What-If?”

A conversation about life insurance turned to a serious statement for me and my husband – we needed to update our wills.  Our sons are older, our needs have changed.  It’s time.

Regardless of age or situation, organized people get their affairs in order.  We needed to make that happen.

But who wants to tackle the tough subjects, right? Either for our self or with a loved one? It can be difficult, uncomfortable, upsetting and even depressing. But we have to do it, for the Ultimate What If.

These are tough topics, I know.  But I also know that making decisions for yourself and your stuff can be a positive experience, bringing peace of mind, comfort, clarity and relief.  Here are some ideas about the process.

Make sure someone knows where your vital information is.  You don’t have to share it all, but a trusted friend should know where it is.  Your vital information might include:

  • Password info for your online information
  • Banking, tax and financial highlights
  • Your Will and Powers of Attorney for Health Care, Financial or Legal Matters, etc.
  • Anything else you would like someone to know about you, should you no longer be able to speak for yourself.

Find and Utilize Your Expert.  Last week, we met with our lawyer Eileen (http://kerlinwalshlaw.com/) to complete our Will and Powers of Attorney.

I wish I could take credit for the hard work, but our attorney took care of that.  We delivered our information and answered questions, then she and her wonderful office turned our information and decisions into the finished product.  We explained our needs – in the event of a tragedy, we need to provide guardianship for our youngest plus for the educational needs of all three sons. Beyond that, we also talked about health care decisions and planning for the future.  And since she is our expert, she was able to explain different strategies and options to us to meet our goals.  Find your own expert (or contact Kerlin Walsh Law), and make the call.

Make Decisions About Your Health:

  • One of the documents we signed was our Power of Attorney for Health care.
  • A few years back, a client asked me if I would sit and read through her own Power of Attorney for Health Care and Finances, plus her End of Life directives with her.  The topic upset her children too much to talk it through with them, and she really wanted closure with the process.  Conveniently, I’m a notary public, so I could notarize her signature while we were working.   She also recommended “5 Wishes”, https://fivewishes.org/, as a guide to help with these tough decisions.

Make Decisions About Your Stuff:

  • If you have specific items to share, write a note now about who should get the item, but more importantly – write a note about Why?  Why do you want the crystal vase to go to your niece, and what makes it important to you?  Tell your story, and the story of your gifts.  I would even suggest  – if you are downsizing or just in a mood to purge, give the treasure to your loved one now, while you can share a story in person.

Make Decisions About Your Service: 

  • The Dress.  Early in my career, I cleaned out a closet with a dear client.  There was a dress hung in the back of the closet, with the dry cleaner bag still on it.  The client was active and healthy at the time, but she told me that was The Dress, and if her family asked, that was The Dress she wanted to be buried in.  I respected her wishes, and we talked a little more about her plans, and then moved on.  She had many more good years.  Last summer, at her wake, seeing her in The Dress made me cry and smile at the same time, I was so glad she had shared her wishes with her family.
  • You may not know this, but in addition to a certified professional organizer,  I am also a liturgical musician and have sung for dozens of funerals.  If you have a favorite song or scripture reading, let someone know now.

This is a weighty topic, I know. But taking a calm and organized approach to getting your affairs in order now will save everyone stress or heartache later.  Just do it!

Big Summer Organizing Projects – You Need a Plan!

I presented my Large Organizing Projects presentation the last two evenings at local libraries.  This is a popular class this time of year because those big organizing projects we tackle in the summer, like garages or basements, can be intimidating!

It is understandable to feel overwhelmed, but don’t let that feeling stop you from positive action!

You need a plan.  

  • Set a date, create a deadline!
  • Don’t get overwhelmed!
  • Enlist aid.
  • Plan your attack.
  • Assemble your supplies.
  • Don’t be a butterfly.  (Get to it, and if you get distracted, get back to it!)

Give your self a deadline, and stick with it.
“Everyone needs deadlines… If we didn’t have deadlines, we’d stagnate” – Walt Disney

Without a deadline, we may never feel the urgency, the drive, to accomplish a project.  Real or imagined, deadlines get us moving!  Create your own if you don’t have one!  Finish the project by: July 1.  July 31.  The time the kids go back to school, the time your company comes in (insert month name here).  Make an appointment, if that would help!  Order the dumpster to be delivered, or the donation truck to pick up!  Schedule a friend or family member to come and help you on a certain Saturday morning for a designated couple of hours.  Having that scheduled time in mind will help you get things done!

If your big project is intimidating, imagine it as a series of little tiny projects!  For example… “cleaning the garage” may feel like a major undertaking, but imagine setting a timer and tackling one small pile of stuff or one small area every day, instead of jumping in all at once.  Conquering a shelf or drawer at a time, and then allowing a break or a change of task, can helps us make progress in small steps towards a big finish line!

Enlist Aid.  Some folks like to organize alone, but many of us benefit from having company!  Your assistant doesn’t have to be a professional organizer, they might be a friend who’s opinion you value, a family member or two that are willing to do some heavy lifting, or even a paid service like movers or junk haulers.

Plan your attack.  If you have helpers, plan the work around skill and activity levels.  And DO NOT START with opening up every cabinet or dumping every box.  Pick your starting spot, and move steadily from there.  No zig zagging, no making a bigger mess!


Once you have your plan of attack, consider your supply list.  Plan on having garbage bags to bag garbage or items to be donated, boxes for oddly shaped items that need to go, storage containers for the items you plan to keep.  I always have sharpie markers, post-it notes, packing tape and scissors with me, too.  Have cleaning supplies on hand – for example, if you’re working in the garage, plan to sweep up in the spaces you clear before putting stuff back!

Don’t be a butterfly! 
In my organizing classes, I remind people that butterflies are not very good organizers.  They fly lightly from here to there and may be lovely to watch, but we won’t get very far in our organizing projects if we fly from here to there without getting anything done.  So, when your work day arrives, Get To It!  And if, during the process, you get distracted, Get Back to It!

It’s Time to Prune Time Clutter. Less Really is More.

Thanks for the feedback regarding my article a few weeks ago, “I’m Not a Gardener, But I Know How to Prune”.  It seems the imagery resonated with many of you.  This topic was always intended as a two-part post because we can’t address physical clutter without talking about Time Clutter.  We can prune away unproductive time practices just like pruning away unproductive clutter!

Do you ever feel like you’ve got a million things to do today and you’re scrambling to just get something done?  Yep, me too.

About a month ago, I started to prune my To Do list.  It had become a dumping ground and, even though I really love my list, that habit was NOT serving me well!  I had unrealistic expectations of myself and my time, and I set myself up to fail daily by leaving too many tasks on my daily list.  Failure feels rotten, as does scrambling and stressing to complete tasks.

I added the following to the top of every day’s To Do list:

“TASKS MUST BE ACTIONS: Review; Prioritize; Allot time; Emails / Calls – 5 minutes or less; Actually schedule; Make June list.”

So, what does this mantra mean?

“Tasks Must Be Actions:”  My To Do list holds a lot of information, but only actionable steps or errands.  I keep ideas elsewhere.  “Change The World” is a great idea, but it’s not helpful on the To-Do list.  Only actions are permitted – “Send graduation announcements”, “call the chiropractor”, etc.

“Review”: Multiple times every day, I review my schedule for the day (and maybe week) and my To Do list.  If I have a full day of clients and appointments, I cannot reasonably expect to complete 20 tasks or run 10 errands.  If I happen to find a couple of hours free, though, I can fill that time with productive tasks.   “Review” means I have a clear idea of what my day may hold.

“Prioritize”:  We all know that not all tasks are created equal, especially when it comes to productivity. A strength of my To Do list is that I list EVERYTHING that needs done – today and tomorrow, next week and next month.  All these tasks are important, but they don’t all need to be done RIGHT NOW.  I set my tasks for the day based on the urgency of the task and the time available today.  And tasks that aren’t a high priority for today are assigned to another day.

“Allot Time”: How long do tasks really take?  This is very important information for us to have!  For example, “text client to confirm appointment” takes 30 seconds, while “Write blog and newsletter” usually takes a couple of hours.  Yet they are listed on today’s list one after the other.  Allotting time for tasks lets us know what we can fit in the time we have.  Daily, I look at my task list and assign 5 / 10 / 20 / 30 or 60 minute time allotments to each Errands or Task.  If I allow too much time, I’ll have some wiggle room.  If I don’t allow enough, I’ll have to wait to complete other tasks until later (which is why prioritizing is SOOO important!)

“Emails / Calls – 5 minutes or less”:  I was stopped by a train this morning.  In the few minutes I waited, I checked my To Do list and made two phone calls.   Very often, I will tackle 5-minute tasks first, just to see how many I can check off!  And I only give them 5 minutes!  So I try to be clear and succinct in my phone calls and my emails!

“Actually Schedule”:  These past few weeks, I’ve been more specific about actually scheduling tasks.  Meaning, I’ll spot a clear 30 minutes on my schedule between clients and plan 6 5-minute tasks for that time.  Or a couple of 10 minute tasks.  Just one more way to make my To Do list work for me!

Finally, the “June List”: Or July, or Autumn or next year.  I have lots of tasks I want to complete and goals I want to reach, though some of those don’t need to be completed any time soon.  I keep the Task or Errands, but I assign in to a day far in the future.  Yes, I have a September list already, with a couple of house projects I want to tackle then.

We all have time and productivity clutter we can prune.  Look closely at your tasks and time this week, and see where you, too, can cut away the unproductive branches to help you grow!