Category: Time Management

Practice Good Elf-I-Mean-Self Management This Week

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More.

More, more, more, more, more, more.

This time of year, there is just More.

More events to attend, more pretty things to see, more fun to be had, more snacks and yummy things to eat, more service projects,  more items on the to-do lists, more stress and struggles.   More fun, sure, but also so many more expectations  for our time and energy and efforts.

But – wait!  We were already busy, even before there was More!  And now we are living our regular lives while trying to be great little Elves, bringing Christmas to our friends and family!  Aghhhh!!!!

Chances are, with this busy Christmas Season,  you are feeling a little maxed out, a little overwhelmed.  Chances are,  you are wearing your Elf-I-Mean-Self out.

If we are going to manage all those other things this week, first we need to manage our Elf-I-Mean-Self better.  This week, in the midst of all the MORE that you have… might I gently suggest that you spend a little time taking care of you?    (and I will try, too, I promise!)

Try these:

  • Grab a cup of hot cocoa, and take a few minutes to plan your day.
  • Collect all the stuff you need to take with you today into a tote, add a snack or two and a bottle of water, and go put it in the car right now while you are thinking about it.
  • Take a few more minutes, and look ahead at your week, and start smoothing out the bumps now!
  • Now, act!  I have to say, nothing saps my energy quicker than the mental nagging of those tasks that need to be completed.  Once you’ve made your plan for the day and week, implement it!
  • Embrace more short cuts.  Get more take-out? You bet.  Gift Cards and Gift Bags?  Yes, please. Send your Christmas Cards out the week after Christmas?  Go ahead.
  • Sing more Christmas carols.
  • Cut your Elf-I-Mean-Self some slack.
  • Take more deep breaths.
  • Drink more water.
  • Eat more actual food, and at regular intervals.
  • Take your vitamins.
  • Get more rest.
  • Accept more help.

And now, take care of your inner-Elf, wrap up this blog and go do something for You!

Right Now, What’s The Right Thing To Do? (a.k.a. Don’t aggravate your loved ones)

Last week in my newsletter, I stated:a755a998abbfc3e4597f01a9ba15e829

“Let me recommend – focus on the most used areas of your home.  For a Thanksgiving event, those areas would be:

  • the entryway / coat closet; 
  • kitchen; 
  • dining room; 
  • family rooms; and 
  • guest bathrooms. 

“Now is NOT the time to pull out everything from the attic, garage, or basement storage room.  Restore order and touch up those public spaces this week, and leave the other projects until after Thanksgiving!”

Apparently, this statement resonated with a number of my readers, thanks for your comments. One reader specifically asked if I had grown up in her home, as her dad would take the day off before Thanksgiving every year to “help”, and would instead start a huge and messy project , driving her mother crazy.

Every.

Year.

We all want to help.  We all want to act.
But we all need Priorities, Focus and Big-Picture planning and we don’t always have these!

My To-Do list is long.  I may never complete it,  since I add more tasks all the time.  But since I always have tasks and to-dos to complete, I have to decide “RIGHT NOW, What’s The Right Thing To Do?”

I think this happens to many of us, to some extent.  We have so many tasks and to-dos and ideas that we want to act upon, we could ACT all day but still not get to our important work.

So here’s how to figure out What’s The Right Thing to Do Right Now.

Write Things Down!  Write down, either on paper or digitally, ideas and tasks and to-dos.  Don’t edit them, just write them down.  Your busy brain will thank you.

Not All Actions Are Created Equal.  It’s often difficult to know what the next step is.  Sometimes we feel like we should be doing SOMETHING, but we don’t want to think through the process, so we just dive into a project or task and end up making a bigger mess.  THINK first, and Act Well.

Often, it’s the simplest thing.  We tend to over-think things.  Sometimes the best thing to do is take a shower, put some clothes on, get a drink of water, make a phone call, make dinner, leave the house, send the email.

Pick Today’s List.  Look at the  on-going To-Do list, and choose.  Last week, a client asked if we could come up with a plan for our 3 hours together and talk through the planning process.  So, on her dry erase board, we:

  • wrote down all the tasks that were on her mind to complete that day;
  • asked how long each task typically takes, and how long to allot for it (finish tagging files – 20 minutes; file receipts – 30 minutes; hang art in home office – 45 minutes, etc.);
  • determined if any of them were attached to a specific time (like a 3 o’clock conference call, or starting the crock pot to warm dinner 2 hours before dinner time);
  • and finally, ordered the list by attaching a number to each item (#1, #2, #3, etc.,), and moved a few things to the next day’s list.
  • This was an interesting exercise.  We ended up adding other tasks in, and we ran over a few time estimates, but we certainly learned a lot about the process and the client.


Group Similar Tasks.  A class participant explained how her home seemed to be full of distractions and asked me how to keep focus.  We talked about a couple of strategies, and she chose “set aside a half an hour for house tasks, then a half an hour for paying bills, a half an hour for cooking and cleaning up the kitchen” etc., instead of hopping from task to task without ever feeling like she had completed a project.


What tasks on your list only need elapsed time?  Start the laundry, start the crock pot, send out the emails and ask for responses by a certain day this week.  And then ignore the results until the next time you need to check in.


Ask.  Communicate with the folks around you, whether at home or at work.  You may feel some tasks and your part of the overall plan are high priority, but some one else may see other tasks and other parts as higher priority.  You both may be correct, but communication will help everyone get the right things done.


Make an “After Thanksgiving” or “January” list now.  Looking at all the tasks and to-dos on the Master list, determine which ones can wait.   Today, I was reminded that I need to make an annual doctor appointment for February or March, but I waiting until January to make that call. I wrote it down so I won’t forget, and will worry about it later.
Manage your time and yourself better by asking often “Right Now, What’s The Right Thing To Do?”.
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

Tech and Back To School: Update your Home, Habits and Devices

c89201_usb_phone_pakGetting your Tech and Home organized for family productivity is a great idea any time,  but especially for Back To School! Read on for 11 tips for getting your Tech and Home in order!

Update Your Home for Tech.

  • Centralize your office supplies and printers.  Have you noticed?  As our capacity to work anywhere in the house has expanded, so has the spread of office supplies and clutter. Establish one printer space and a wireless network for printing.  Then, collect all the supplies stashed all over the house, and create office supply (pens, papers, post-its, etc.) storage near the printer.  This will: save time searching for items; save money when we can find what we need and don’t have to buy more (I found lots of new items that we can use for back-to-school); and cut stress when we don’t have cabinets in every room dedicated to half-used notebooks or derelict writing supplies.
  • Work Stations Are Good. Consider your favorite library or coffee house – flat work space, no storage.  Have specific spots available for family members to work – home office, kitchen counter, traditional desks –  and let folks be flexible and share the spaces.  At these specific spots, make sure there is good lighting, access to an outlet, a comfortable chair (or make it a standing work station, also awesome!).   Keeping specific work stations makes it easier to find that rogue charging cord or book left behind.51L838PvfDL._AC_US200_
  • Desks are Bad.  Have you also noticed? New desks have changed a lot.  New desks (more likely to be called a Work Station) don’t offer drawers these day, and that’s a good thing (see the centralized supplies idea above!).  Traditional desks with multiple drawers full of paper and supplies and clutter are just waiting to drive us crazy!
  • Establish a Charging Station.  Find a convenient-to-everyone counter or shelf, NOT on your surge protector with usbkitchen counter where you need to make dinner; add storage for cords not being used; and a surge protector (new ones include USB ports).  We mounted ours on the wall, to cut down on counter clutter.  And here’s an idea – if your cords “wander off” sometimes, like mine, label the chargers and cords with a sharpie or label maker, or choose a color per person (once I started buying pink earphones and cords, they stopped disappearing.  Go figure!).

 

 

Update your Habits.

  • Pick Your Battles.  In recent history, I have advocated for keeping tech and charging out of bedrooms.  The light of technology devices disrupts our sleep signals, texting and notifications can occur 24/7, and even the fields generated by electronics can disrupt sleep in some sensitive folks.
         However, slowly the chargers have moved into the bedrooms, which aggravates me, but my 16 and 18 year old offer solid arguments, and need to learn to manage themselves.  I am reminded often that the world they are growing up in looks a lot different than the one I grew up in.  So, I have stopped pushing so hard on that, though I still encourage screen-free time and getting enough sleep.
  • Using your cool new charging station, make charging your devices a habit, part of your routine.  We have extra charging cords stashed in the car and at work, just in case!
  • Use On-Line Portals for School. Most schools have on-line parent / student portals these days, and some teachers have websites for their classrooms, where students can access homework and educational resources.  Make checking on things part of your habits (for example, I have a item on my daily to-do list to remind me to check the on-line announcement page for the high school).
  • Passwords and Log-Ins. Keep a page for each child’s passwords and login info for their student portals and on-line resources (these often go missing in our house!).

 

Update your Devices.

  • Buy the warranty.  Since our tech devices go with us everywhere, chances increase that something bad may happen to them.
  • Stay up to date!  Automate your device or computer udpates, or add “check updates” etc. to your weekly routine.41DGbXhN5zL._AC_US160_
  • Keep the college laptop safe.  (Love these, thanks MJS!) College students should invest in and use a lock to tether a laptop to a desk at the library or in a dorm room.  Also, buy an extra long charging cord in case your student is on the top bunk.
Save yourself hassle later, and invest time a little time and energy this week getting your home, tech stuff and tech habits ready for Back-To-School.
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
Via LinkedIn, M. Colleen Klimczak, CPO

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!

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?

Shhh! (Anything Can Become Clutter, Even Sound)

Working out of my satellite office (Corner Bakery) last week, I thought I was losing my mind.

There was a beeping, a burble, a… Something.  And it drove me buggy.

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 I checked my phone for notifications and closed the apps.  That wasn’t it.

Checked my laptop and ended up turning the whole thing off.

Still, the sound continued.  Checked my IPad, nope – not that either.

Finally, I determined I was hearing the woman working behind me, on either her laptop / phone / tablet, etc, and her devices were REALLY LOUD.

My hearing and listening skills are a strength.  I’m good at hearing sounds and nuances that others may miss.

  • I can tell if something is wrong with my car based on how it sounds (occasionally);
  • As a musician, I notice if an instrument or vocalist is sharp or flat (and it occasionally causes me to wince);
  • I still have mom-ears at night, able to respond to sounds in my house and from my kids out of a sound sleep; and
  • In coaching, I can perceive a lot by what a person says and also how it is said, and also what isn’t said.

But…..Sometimes I hear too much or too well.  Some days, or in some situations, I become overwhelmed by too much sound, and then it becomes noise!

We aren’t always aware of sound, and certainly not aware of auditory clutter and the effects it can have on us.  If we’re overwhelmed or stressed, or struggling to focus or find clarity,  sound clutter (or NOISE!!) might be part of the problem!

Sometimes, to get organized and be productive, we need to clear our auditory clutter, just like clearing physical or visual clutter.
How do we clear sound clutter?
  • Be intentional with your listening.  I listened to inspirational and organizing pod-casts on a road trip this past weekend, a positive use of my time.
  • Step away from your devices once in a while!
  • Turn. It. Off.   Some folks leave the TV or talk radio on for “background” noise or for company.  But when the content is negative, inflammatory or petty, ask yourself if that’s the company you really want. The media streams news (good or bad, but usually bad) 24-7, but we don’t have to listen or engage.
  • Be intentional with your TV viewing.  A class participant mentioned that the DVRs a upbeat and informational Sunday morning news show and watches it during the week when he has the time, a much more positive choice for TV viewing than ‘whatever is on’.
  • Bring music into your life.  Craft your own own playlists on your devices (smartphone, Google Play, Pandora, Spotify, etc.), and be intentional with what you hear.
  • Be aware of the sounds around you.  Turn off everything, then sit quietly.  What else do you hear?  Wind? Quiet motor noise (like a ceiling fan)? White noise? Or whistles, ticking, humming or other sounds that we might not notice consciously but that our brains are still processing unconsciously?
  • Appreciate the sounds of nature.  These can become noise, just like anything else (birds chirping at 4 am?), but they typically create positive feelings, to calm or energize us, too.
  • Close your eyes (where applicable).  Cutting off one sense gives your other senses a chance to make sense of things.  I often close my eyes when I am listening intently (while listening to music or to other people speak) so that I don’t get distracted with visual clutter.

 

Some sounds are amazing!  But in the same way that some stuff can become clutter, so, too, some sounds can become clutter.   Open up your ears, be aware of the sounds around you and be intentional about your listening!

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.

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

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

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

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

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

  • Active;
  • Passive; and
  • Archival.

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

ACTIVE PAPER

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

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

PASSIVE PAPER

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

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

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

ARCHIVAL PAPER

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

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

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

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

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

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

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

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

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

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

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

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

    So, to repeat my earlier question,

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

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

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