Category: Time Management

What Do “Fat” Pants and Empty File Cabinets Have in Common? 

What Do “Fat” Pants and Empty File Cabinets Have in Common? Well, let me tell you.

Recently, a client rejoiced about losing 50 pounds over a two year period.  Awesome!  However, she can’t seem to part with a few pair of pants from those past heavier days.  Her concern?  “What if I gain some weight back? I’ll need these (old, stretched, faded) pants.”

Another client recognizes that his work office is overcrowded.  He and I have worked for months, converting his papers to either digital documents or to shredding.  And even though he has lightened his paper load considerably, he is still hesitant to get rid of the old empty file cabinets. “What if I accumulate all that paper again?”

“What If?” or “…Just In Case…” is what “fat” pants and empty file cabinets have in common.  We rejoice with positive change, but don’t always trust our good fortune or good intentions to last.  So we keep clutter, instead of purging it.  And it piles up.

We all have some “What If? / Just In Case” items cluttering our space or brains.  I’m a planner and a Mom, so I spend a lot of time considering “What If? / Just In Case”.  For example, I packed for a 7 mile hike last week – “What if it rains? Or someone gets hurt?  Better pack the rain gear, first aid kit, and some extra water, just in case.”

Some “What If? / Just In Case” is necessary.  But saving too much for “someday” gets us into trouble, by subconsciously giving us permission to fall back into past negative behaviors.  Or we crowd our closets and offices with STUFF saved for “What If? / Just In Case”, for some possible future far down the road.  And all that STUFF gets in the way of today’s reality.

I helped a client de-furnish her space last week.  We moved a large table out of her living / dining area, and moved a desk, chair, box fan and mirror out to the curb.  Some stranger will come along, pick up the items and be happy.  She let go of the “What If? / Just In Case” items, and has more room to breathe and move, plus less visual clutter.

How?  She knows she has all the stuff she needs, and now she needs clear space and peace of mind.  She has changed her habits over time, and knows that regardless of what life brings, the uncomfortable chair and outdated desk won’t be needed.  Empty boxes or furniture is great, but sometimes attracts more clutter.

Over the weekend, another client was seeking motivation to go through some clothes, papers and religious items.  I suggested she start looking at her stuff with the belief “I know I have everything I need”.  Then she supplied the important rest of the question:  “Since I have everything I need, Could someone else use this, more than me?”  The coat we save for “What If” could keep someone warm today.  The old dishes or household goods could help a woman getting back on her feet after homelessness.

So when “What If?” or “… Just In Case…” has got you stuck, change your internal sound track and make some changes.  Tell yourself:

  • Letting go of STUFF will provide me with Peace of mind, clear and uncluttered space, perhaps a little extra $$ in my pocket or a charitable donation tax write-off.  Those are real and immediate benefits, to counteract the vague and uncertain “What If? / Just In Case”
  • I have everything I need.  And more.
  • Since I have everything I need, I can let some things go.
  • If I let something go and then someday need it again, I can borrow it / rent it / be creative and make do.
  • Having the fat pants / empty file cabinets will tempt me into sliding back into old and bad habits.

Conquer “What if?”  or “… Just In Case…”, make some permanent positive change, and purge that clutter!  Gone, gone, gone is Good!!

I’ll Never Be A Secret Agent (And I’m OK With That)

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secret agentI’ll Never Be A Secret Agent (And I’m OK With That).  Or, this article could also be titled “How being organized and predictable makes me a better mom, driver, dry cleaner customer and person.”

I have been thinking a lot about time management lately, to prepare for 2 productivity presentations.

My sons and I like to watch “NCIS LA” together, it’s one of our favorite shows.  The characters, the agents, often discuss how they vary their schedule every day – rarely stopping at the same coffee shop or taking the same route to work, all in the interest of their personal and professional safety.  For them, having a predictable routine could encourage an attack, so they shake it up every day.

I, on the other hand, am apparently predictable.  Or so says my son.  Last week on his birthday, he and some fellow band students stayed late to help with an evening event.  I let his band director know that I would bring cupcakes for the kids who stayed late, to help my son celebrate.  It’s a good thing I did, too, because when I mentioned it to my son, he said “I sort of expected it, Mom, you did it last year for the same reason, I figured you would do it this year, too.  You’re kind of predictable like that.”

Predictable sounds rather dull, but finding out that predictable means I consistently do nice things for my son and he knows he can count on me makes me think predictable is pretty great.

 

I stopped by the dry cleaners this morning, to drop off my husband’s work clothes.

The nice lady I see every week at the Cleaners:  “Good morning.  You’re early today!”

Me:  “Yes, lots of people to see and things to do”.

Nice lady:  “And you’re dressed for working, you must have people to help.”

Me: “Yes!  No jeans or skirts today!”  Then….

Nice lady: “6 pants and 5 shirts this week? Did your husband buy some new pants?”

Me:  “Why yes, yes he did.”   Then, at the end….

Nice Lady: “See you next Monday!”

This is typical.  And as I think about it, being consistent and predictable in my errand running has made it really easy for my Cleaners to take good care of me (and she really is a very nice lady!!).  Interesting.

My oldest son is learning to drive.  Lately, many conversations center on the logistics of driving, but also the spirit of driving.  For example, on the expressway yesterday, we talked about how important it is for all the drivers on the road to follow the rules.  The three lanes of expressway traffic flow much better when slow cars stick to the right lanes, and when the left lane is used solely for passing.  Other drivers depend on us to follow rules and be predictable in our actions, so they can make their decisions, too.

So, looking at my three examples, and taking a metaphorical leap:

  1. Being predictably organized make it easy for my kids and family members to count on me;
  2. Being predictably consistent improves my relationship with others, to our mutual benefit; and
  3. Acting predictably makes for a safer and more positive flow in life.  Unless you are a secret agent.
  4. (I suppose I could be predictably bad, too, if I never showed up for stuff or did things consistently wrong, but that’s not today’s topic.)

Now, I know some instances in life require spontaneity and creativity, and I can step up with both of those, too, I am not advocating only predictable and organized behavior.  I am recommending, however, that you spend a little time today and this week considering how creating and maintaining routines and predictability could improve your performance or relationships.  Meeting the same friend or co-worker for a weekly chat, consistently getting your work submitted ahead of time, creating routines for making everyone’s day less stressful and more enjoyable.  Sounds pretty good to me!  So, I’m ok with never being a secret agent. I have other things to do.

Command Center Part 2: Your Paper & Scheduling Challenges (& Solutions)!

A few weeks ago, I asked my FB friends to tell me their most and least favorite things about their Command Centers.  And because I know absolutely awesome people, I received great input and ideas!

The biggest challenges for my contributors were Paper Management and Scheduling.  There was a third area, Technology, but I will address that in a separate blog article!

So, Command Center Paper Management and Scheduling ideas – here we go!!!!

Paper:

  • Did you know?  There are three main types of paper: Active, Passive and Archival.  And each requires slightly different handling.
  • Active (requires an action):
    • If a paper needs returned to school, sign it immediately, note any necessary info on your calendar of choice, attach a check or cash if necessary, then send it back to school.  Right away!
    • Tuck Bills-to-Pay in their own folder, so everything’s together when the weekly bill-paying time comes.
    • If the action required is to jot down a date or details in your planner, make time to do this everyday.  Maintaining our active papers daily keeps them from building up.
  • Passive (keep for a predetermined amount of time, then purge):
    • If you keep schedules or notices for upcoming events on hand, keep them all on one single clip, with the soonest event on top.  Keeping too many notices or reminders causes visual clutter, and we stop really seeing what’s in front of us.
    • Kid papers – admire-then-purge daily papers, if possible.  If papers need to be kept for a few weeks, tuck them in hanging folders per person, and purge monthly.
    • Display kid art on the fridge, and purge old items as new ones come along.
    • Purge passive papers ruthlessly!  Once a week is preferred, once a month is a Must.
  • Archival (papers we expect to make a permanent record)
    • Keep a binder per person for long term papers, or papers you want to keep.  Each of my sons has a binder for their academic records, award certificates, team photos, etc., organized by academic year.
  • With each piece of paper in hand, ask yourself a few questions:
    • What is the next action to take on this paper?  (Act, File, toss)
    • If I choose to keep this paper, why am I choosing to keep this paper?  For example:
      • Academic records?  someone may ask for it some day.
      • Today’s completed and graded spelling test?  No one needs it anymore.  And no, your child will not want to look at it again in 20 years.

Scheduling:

Many of you have scheduling challenges, and I absolutely understand.  My sons, while awesome!!, are often a little light on calendar and event details.

Good scheduling requires regular effort, strategic planning, cooperation from all participants, and communication!  Communication is key.

We have planning sessions with both parents and two teenagers, typically on Sunday night after dinner. The 9 year old gets the highlights and then is dismissed.  I keep everyone’s calendar in MS Outlook, so our planning sessions consist of making sure everyone has the same information in front of them.  We had one a few weeks ago, we probably need to have another one this week since we just added another sports team and schedule.  My husband and the teenagers use Google Calendars, so they can synchronize their own pertinent info, and invite me via email to important events.  I have not yet made the switch.

A few of you asked about scheduling “consequences / rewards”, but I don’t give parenting advice!  However, we have a few guidelines:

  • If you want to add an event to the calendar, tell me in writing / text/ email so I won’t forget it
  • You are one person in a 5 person household.  Keep that in mind when making time and event requests.
  • If you didn’t inform me of an event with adequate warning, it’s possible you may not be able to attend.  You know I will always try, but the answer may be “no”.
  • At any time, the answer may be “No”. And school, family time and church can trump anything else.

If your challenges are also paper and scheduling, try one of these solutions today!

Five (Really!) Simple Steps To Start Menu Planning!

Many of my clients have “Start Menu Planning” on their list of projects. And many never get around to it.  Meal planning is such an invaluable practice, for home management and peace of mind, nutrition and wellness.  People know Menu Planning is a good idea, but getting started proves too daunting.

Why Bother with Menu Planning?  Spending 30 minutes once a week to menu plan will:

  • Save money (shopping the sales, using coupons, using your food better)
  • Save time (plan ahead, cook once and eat twice)
  • Decrease stress. (Avoid the 4 pm emergency grocery run FOREVER!)
  • Allow more flexibility in your schedule.  (Be in command of Dinner Time, instead of a slave to it!
  • Provide better nutrition for you and your family.   (Home cooking is almost always the most nutritious, and family dinners are the foundation of family communications!)

But you probably know all that, just like my clients do.  So the hurdles are still “How do I start?  Where do I start?  What is the small first step that I need to take to start making this good idea a reality?”

Start Where You Are, with What You Have.  And Start Right Now. 

It takes little time and no tools. 

Just start.

  1. Start In Your Kitchen, not at the grocery.  Take an inventory, and base your Menu on what you have.  I was recently in a client’s kitchen, and she had made a list of what was in the freezer.  Brilliant!  Most kitchens I am in have too much food, which means most of us more challenged by “How to use what I have?” than by “Help, the cupboards are bare!”  So, now that you know what you have…..
  2. Make a list of your Family Favorites, and start with those (and not intimidating new recipes).  Start with meals you know your family will eat.  Have everyone list their favorites, and work those into your plan.
  3. Start with just today.  This morning, look in the kitchen and decide what is for dinner.  Decide on your dinner time, thenIMG_1520 check your recipes, if you use them, to determine when you need to get started.  Now pull out 2 baking dishes.  Load one on the counter with the non-perishables to make dinner tonight.  Put the other in the fridge with the perishables.  If you are feeling really ambitious, plan breakfast and lunch while you’re at it.
  4. Do this every day for a few days, until you get the feel for how it works.  Now go the next step, and plan a few days ahead.  Look at that!  You’re Menu Planning!
  5. Be open to changing your kitchen and your habits:
    1. A client suggested buying an extra set of measuring scoops to leave in your canisters.  The largest scoop can go in the flour, second largest in the sugar, third largest in the brown sugar, etc.  Or go to the dollar store, grab all 1 Cup scoops, and leave those in every canister. (thanks LG!)
    2. I am working on a chart for my kitchen cabinets.  The list contains all the items that I tend to use, and how many of IMG_1285each I need in a typical 2 week period (that’s how often I do my major grocery shopping).  For example, if I tend to use 4 cans of tomatoes every 2 weeks, I need 4 on hand, or I need to add some to my grocery list.  Your grocery stores have re-order points, consider this inventory control.
    3. I may not have mentioned it lately, but I love my crock pot.  At least once a week, I spend 20 minutes and assemble dinner at 8 am.  I love coming home those days to the smell of dinner cooking!
    4. A friend shared this link on Facebook, just as I was editing this article!  http://blog.myfitnesspal.com/2014/03/plan-prep-party-3-steps-to-a-cooking-at-home-habit/
    5. Also, go to www.cookingwithchefkate.wordpress.com, and sign up to receive Kate’s blogs.  She has a handy “search option”, and so many of my new favorite recipes come from Kate! (and she is a friend and just delightful!)  Check it out!
    6. Use your prep time for twice the impact.  Soup is on today’s menu, which is great because I can spend 10 extra minutes, clean and cut all the carrots and celery I bought the other day, and have carrot sticks for snacks and diced veggies for a meal later in the week.

So, I hope I have taken some of the “overwhelm” out of getting started with Menu Planning.  It really is a great practice, and saves so much time and money.   Start In Your Own Kitchen, Start Small – Just START!

Strategic Planning: My March Marching Orders

I’m working on my Strategic Plan this week, and you should, too.

My 2014 so far:

January:  snow; back-to-school and holiday wrap up; Get Organized Month, presentations and new clients; busy family life.

February: snow; my son’s Confirmation and the associated preparations, sacramental and otherwise; my Dad’s illness and the travel and planning associated (he’s better now); and busy family life.

These are all good things.  I’ve been focusing on details and getting things done, and that’s great.  But now I need to check my Big Picture, and make sure I’m looking at the right details and getting the right things done, plus plot my personal and professional path for the next couple of months.   Onward March!!

What and where:  Strategic planning is a useful activity to help us see the Big Picture, and determine:

  • What we’re doing;
  • where we are;
  • where we are actually going;
  • where we are should be heading;
  • where other people around us are going, and
  • what we have at our disposal to get us where we want to go, either personally or professionally.

There are often times when we just need to move forward, but only after we know where “forward” is, since we wouldn’t want to charge off a metaphorical or actual cliff…

When: 

I am a planner.  So trust me when I say, “Don’t Spend Too Much Time Planning”.  We can over-analyze and over-plan, leading to Analysis Paralysis and getting “stuck”.

Never Let Planning Take the Place of Action.

Regularly review your Plan and make sure you are still on the right path, doing the right things, moving towards the right goal.  I discussed this topic with my husband recently, and he mentioned that his department’s implementing weekly meetings, for everyone to check in on work flow plus elements of their strategic plan.

I can’t tell you the right percentage of time to spend time in planning.  It is necessary, but so is doing your actual work!  So make time for both!

Why and How:

  1. Strategic Planning takes the view from 30,000 feet.  Focusing solely on details for long periods of time stresses me out.  The closer we look at something, often the less we see.  So backing up, and looking at an overview gives us perspective and a break.  For example, looking ahead perhaps I see a conference coming up in April – I can note that, and start preliminary planning or book my travel plans, but I certainly don’t need to start packing.
  2. It always feels better to have a plan.  Most of us don’t like feeling out of control.  I understand the benefits of planning for events and the unexpected.  And just because sometimes things don’t go as planned, they often do.  And the act of planning is invaluable.  “In preparing for battle I have always found that plans are useless, but planning is indispensable”.  Dwight D. Eisenhower
  3. Strategic Planning elevates the mundane, and gives purpose to our actions.  When we look at the Big Picture, we seen that our every-day work is part of something bigger and grander.  Hope is a huge motivator!
  4. Strategic Planning helps us recognize and allocate resources.  My biggest resource challenge right now is my own time.  I have ideas and energy to spare, but a busy schedule to manage.  I wouldn’t want it any other way.  But it means I have to allocate my most valuable resource very carefully.  Which leads me to ….
  5. Priorities: I have 7 index cards sitting here on my desk, with one word written on each, representing my main priorities.  Knowing that time is my most valuable resource, any new requests on my time have to fit in of those priorities, or the answer is “No, thanks”.
  6. Master To-Do List:  My master To-Do List is not the same as my Strategic Plan.  The Plan has broad categories and steps, and the To-Do List a very detailed list of tasks.  I couldn’t have one without the other.  My Strategic Plan dictates my tasks, and having my Master To-Do List ensures that work gets done, because it collects tasks and ideas for 4 or 6 months down the road, so the Plan and the List rely on each other.

This is a very broad topic, and I’ve given you a lot to think about today.  I have taken entire college courses on similar subjects, so I know Strategic Planning can feel a little overwhelming.  But invest some time this week on your Strategic Plan.  Gain perspective, look ahead, cultivate some hope, elevate your “everyday”.  Time well spent, I promise!

Less Searching, More TIme, Less Dirt, More Focus? Must be Clean Off Your Computer Day!

Today is “Clean Off Your Computer Day”, designated by savvy IT people to clean old files off your computer – Embrace it!  I am a PC user, and not familiar with Mac, but some suggestions are universal, so read on for ideas to make your system work better for you!

Here are my suggestions:

  1. Grab a note book.  These types of projects generate a lot of other to-do items.
  2. Clean up your actual computer:
    1. Turn off and unplug (if possible) everything.
    2. Locate and wipe off your computer’s fan(s).  My IT guy says this very important step is often neglected, and skipping it can hamper computer performance.  Keep your computer area de-cluttered to maintain good airflow.
    3. Grab your can of compressed air, and blow out your keyboard.  It’s amazing (and disgusting) what lands in there.
    4. Since everything is turned OFF, with an ALMOST DRY antibacterial wipe, wipe down your keyboard and mouse. I said ALMOST DRY, so if you do this wrong and screw up your electronics, I have 100s of witnesses who read “ALMOST DRY” and who know I am not responsible.  Let everything dry completely.
    5. With a DRY and clean microfiber cloth, wipe off your screen.
    6. Since the compressed air is going to blow stuff around, use a slightly wetter wipe and wipe down your work area.  It’s typically a very germy place.
  3. I often get asked:  HOW DO I WIPE AN OLD COMPUTER SO I CAN RECYCLE IT?
    1. Every computer is different, so run a google search on “How do I remove the hard drive from xxxxxxxxxxx (brand and type of computer)”.  You will receive an instant answer involving a screwdriver and about 20 minutes of your time, and perhaps even links to you-tube videos to walk you through the process.
    2. Once the hard drive is removed, google E-Waste recycling in your area and get rid of the old computers, monitors and printers.  Many towns have permanent drop sites for such things as old computers and printers, TVs and almost anything else with a cord.
  4. Storage:  Back up, back up, back up.  External hard drive or cloud, take your pick.  This will be a blog for another day.  Just know you should be backing up your computer.
  5. Manage Your Hard Drive Better:
    1. Operating systems are getting cleverer with their search capabilities, but you can still save time by setting up your system better now to find things later.
    2. When you search for something, sort documents in your hard drive in reverse chronological order, all the time.  Click on the “Date modified” column on your Documents Library page until your most recently used documents are listed at the top.
    3. DO NOT just have one large folder with everything in it.  Just thinking about that idea makes me cringe.  A single cluttered directory makes finding anything very frustrating.
    4. Use Naming Conventions and subdirectories when you save your folders and documents.  For example, my business subdirectory contains a folder called “Presentations”.  Within that folder, I have subfolders for each type of presentation I give (so, Time Management, Kitchen and Menu Planning, Paper Management, etc.).  Within those folders, I have the actual presentation notes, but also the Handouts associated with the presentation, all starting with HO plus the presentation name, so I know which is which.  I use similar rules for naming other things, too, to quickly find files when I need them.
    5. My IT guy saves his documents first to large folders per Application.  For example, he has both a C:Excel and C:Word folder.  He suggests this strategy helps him find things faster.  Within those very broad “type” names, he then breaks down his files into categories.
    6. My saving method is categorical.  For example, I volunteer with Cub Scouts, Choir and Baptismal Prep Ministry.  Each of these important-to-me categories has its own sub-folder in my main drive, with a folder for each year or project, again to help me find my files quickly.

My clean-out-your-computer day activity may be deleting any documents more than 2 years old, or within category folders if those categories no longer pertinent (for example, “completed clients from 2012 and before”, etc.).  Clearing computer clutter will help you save time and focus more clearly.  What will your clean-out your-computer day activity look like?

As Maggie Says, Now There’s More Room to Dance!

Last week, I talked to two clients about productivity and time management.  Both are struggling to get more done, personally and professionally.  These high-performing individuals, Bob and Sue, have systems in place to take care of their personal and professional tasks.  But they, and we, often get distracted from maintaining those systems.

Sue, one of these two wonderful, productive and hard-working people, went so far as to say she was “lazy’.

I have a problem with the word ‘lazy’. Actually, it makes me cringe.  I never assume a person is lazy, but I think we all lack motivation, focus or a plan sometimes.  And I try to be more positive.  No, dear client and dear readers, you’re not lazy.  What is more likely is that life got in the way, as it often does, of being productive.  So let’s talk MAINTENANCE!!!

We have systems, we know what we “should” do, to move ourselves and our homes and our careers forward.  But we often get caught up in survival mode, and forget about taking a little time once or twice a day or week, to get back to the small tasks that helps us maintain order in our lives.  Bob has great time management tools that he’s used successfully (time blocking, face to face communications, email strategies), but he has fallen away from using them with some office changes this month.  Re-committing to proven, effective strategies is a lot easier than coming up with new strategies!

I got a wonderful email today from Sue about her maintenance efforts over the weekend with her family.  She said I could quote her, and since she says it best, I will!

“’Maintenance isn’t happening’ is a kind way of saying we’re lazy.  It’s true, and we’re teaching the kids bad habits by our example.  My new mindset is to keep removing the clutter, even if it’s in little steps.

Yesterday…I set a timer and cleaned for about 1.5 hours, giving us enough time to get ready for church and not be late.  After Mass we played in the snow, and then I cleaned the living room.  I met family for dinner around 3 pm, then came home and cleaned the dining room.  Hubby got rid of stuff while I was gone and Maggie worked at her stuff too.  Little pieces of cleaning made ALL the difference in my world yesterday.  Instead of complaining, I worked the problem until it was finished.  … We still need systems in a few areas, but there were more pressing jobs that needed done first, like getting cleaned up and cleared out so that we can start fresh habits from clean and organized spaces. 

I’ve decided to get to work, with Maggie working at my side.  Hubby tackles 1 or 2 small jobs before he goes to work each day because I know that works for him.  Weeknights are full with full time work, dinner and homework, so weekends work best for me for Maintenance.  I really took to heart your comments about finding out what day / time works best to deal with household maintenance chores and embrace it.  It’s ok to not go gang-busters during the week, but maintenance must be done during the time that’s been assigned to it.

You certainly got me rethinking my shredding/recycling locations while I was cleaning/de-cluttering my first floor.  Plus, after we took out the leaves in the dining room and put away the extra chairs, it was amazing at how much larger the space was…even Maggie noticed and said it was more room for her to dance in. 

 We just did some redecorating… the next job is getting some new area rugs, but the best part is seeing the space when it’s clean and clutter free with enough room for us to dance.  It’s so calming when it’s like that and because I know this, I know it’s up to all of us to keep it that way.  Doing even little things each day with help us all live better, less stressful lives.”  (Thanks, S!!!)

Indeed.

Working with a client yesterday, I mentioned this week’s blog topic.  We had just cleared out her large coat closet and entry way, and restored order.  We hung up things that had fallen, set aside things to be dropped off with errands and donations, and generally maintained the organization we had established on previous visits.  We agreed that she knew what she “should” do, but had just fallen behind on actually doing it.  We cleared clutter, and indeed, Maggie, Now There is More Room To Dance!

Slow Down. Smile. Breathe. Merry Christmas!

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I spend a lot of time organizing others and myself, but I remind myself often “Why?”.  My personal “Why to be organized” reasons include running our home efficiently, using our resources responsibly, setting an example for my kids, and taking care of tasks so we have time for other things.  Above all, to me, being organized means I take good care of my family.

I attended a scripture reflection gathering last weekend.  60 minutes with 4 wonderful women, and my mindset for the holidays was blessedly changed.  I was reminded that everything we do for others this time of year is a blessing. Our labors and service are all a gift, to us and to others and to God.  Hope and Faith and Glory.  Ahhhh….  (that was me sighing a contented sigh).

We discussed how the ornaments on our tree reflect all the different places our lives have been.  For example, the ornaments my husband and I brought from our childhoods when we got married, and the ones we have received over the years since.  The “baby’s first Christmas” ornaments from each son, the cactus ornament from our anniversary in Arizona, the Irish ones we received at a family ornament exchange, the Mickey-shaped one we carefully brought home from Disney.  The hand-made ornaments from many school parties: angels with little hand-shaped wings; the same photo ornament of each boy holding the Velveteen rabbit in the same preschool classroom; banners and bells and beads and glitter.

A friend stopped by the other day and exclaimed over my handmade ornaments on my tree.  Since I consider myself totally not-crafty, I hadn’t really realized that we had more or less handmade ornaments than anyone else.  I did look at my tree anew though, admiring my sons’ crafty work: the ornaments they have made, and the fact that we all decorated the tree together and they chose which ornaments to put out.  My heart warmed when I realized how they have come to value the history and present life that the ornaments represent.

Our lives have gotten busier and busier as the boys have gotten older.  And I have been cranky at several points this holiday season about the apparent lack of time for our family traditions.  But I guess they still understand and appreciate and love our traditions, even if they haven’t figured out how to help, or haven’t made them their own.  And that’s ok.

So my organizing idea for you this week is to slow down and appreciate the Holidays for what they are.  An opportunity to get closer to God, to your community, your friends, your family and to your own self.   Admire and embrace anew your own traditions.  Appreciate the time and focus that being organized has afforded you, and reap the benefits now.   Slow down and smile and breathe.  I know I will.

Merry Christmas, everyone.

Stay Productive When All The World Is a Distraction!

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This time of year, do you struggle to maintain focus in the midst of all the holiday hustle, bustle and hype?  I know I do.  After a busy family weekend of volunteering, parties and activities, I sat down Monday morning at my desk already tired, and opened my in-boxes to hundreds of email.  Gah!  I fought the temptation to run and hide, but it got me thinking about how to Stay Productive and On Task When all the World Seems Like a Distraction!

So here are some tips to help us all out:

1.  Clear the clutter in your work space.  Spend 10 minutes and file your filing, tidy your resources, clear the trash, wash your coffee mug (and swap it out for a holiday themed one).  Take a few deep breaths and enjoy your cleared space. Then get back to work.

2.  Clear the clutter in your in-box.  Ruthlessly delete emails. A tip from my paper management classes that applies to email, too:  Catalogs and email advertisements are sent with the specific intention of making you buy stuff.  If you don’t want to shop right now, delete the emails.  Or put them in a folder to open later, and put “Review sale emails” on your to-do list with a date and time and time allotment attached (give it 10 or 15 minutes, then move on).

3.  Decorate your work space, but just a little. For safety sake, no candles.  And for health sake, no candy jar or food-scented anything (it will just make you hungry)!  I have a single lovely large decoration hanging in my window.  I bought it from a crafty friend, and it is the extent of my decorations around my desk.  Remember, any decorations you put out now will be clutter in 4 weeks.

Saying this again, for the people in the back:
Remember, any decorations you put out now will be clutter in 3 weeks!

4.  Clear the clutter in your calendar and on your to-do list.  I started the day with a dozen quick and easy tasks on my work to-do list – send invoices, follow-up with emails / schedule a client for Wednesday, etc. (and I deleted over 200 emails accumulated over the weekend in my personal and business email accounts).  Whew!

5.  Employ hard stops.  We all know when an event will start, but we don’t always know when it will / should end.  A friend opened her home to a group of us over the weekend, and served us a lovely meal.  It was wonderful.  And then we all packed up and left 2 hours after we started, so she could get to her next event.  She gave us a hard stop, a specific end time, before we began and we tried to stick to it.  We should employ hard stops all year ‘round, but especially when time and productivity are at a premium.

6.  Don’t get distracted.  Check in many, many times a day / hour / minute to make sure you are on-task and doing what you actually intended to do today, and not mindlessly browsing the internet, watching tear-jerking videos on Facebook, or chatting too long with a friend at the grocery store (a little while was awesome, though, catching up with a friend in the produce section).  Compartmentalize, and set timers if you must.

7.  Multitask.  Put the cookies in the oven, then write your blog (oh, maybe that’s just me – molasses cookies with white chocolate kisses right now).  I don’t often recommend multitasking, but sometimes we must.   Run errands on your commute, use your time well.  I have taken to checking my email remotely on my phone so I know how to order my tasks when I get home.

8.  Set professional goals, even though you’re busy with other things.  Keep your professional focus, and make one or two more goals for this month, to give you some accountability and keep you on track.

9.  Start the January list.  What are important work tasks that need to be completed, but can wait until January?  OR personal tasks, as well? Expectations are high enough this time of year without adding unnecessary stress.  Look at that to-do list and ask yourself if anything can wait for a few weeks, or months! , and then schedule those tasks for January.   And, I know I always say this, but leave notes for future you when you think of something!  For example, we loaded up the car to drive home from MI on Thanksgiving night, and my son opened up an app on his phone and said – Notes?!  (He gets me.) Notes for next year like less mashed potatoes, less dressing, more games, more beverages, etc.

I hope this helps you clear some brain and life clutter and maintain focus on your professional goals this time of year.  Merry Christmas!  Now get back to business!

The Holidays Are Here. Don’t Say You Didn’t Know.

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Here’s a head’s up – the holidays are here. Don’t say you didn’t know.  And Do not allow your procrastination to create emergencies for others.

I know the holidays are busy, but on December 23rd, you are not allowed to freak out and cause other people angst of any kind.  Not your family members or the poor unsuspecting store clerk who gets stuck waiting on the cranky-freaked-out you or your loved one who doesn’t receive the really nice gift they deserve.  If you don’t plan ahead now and take care of business, you don’t get to be crabby, or whine that the holidays just crept up on you and now you are too busy to get things done.

However, if someone else’s lack of planning causes you stress, you have my permission to say “No” to bailing them out, or at least expect a little something extra in your stocking for your troubles. 🙂

I was at Mass this weekend, and two of the three scripture readings said “Wake Up! Be Alert!  Be Prepared!”  Now is the time to wake up. Now is the time to prepare.  So let’s go!  Here is some tough love, friends.  You can get everything done, yes you can.  But you have to start now and you have to keep moving.

Take a couple of deep breaths, remind yourself It’s all Baby Bear, and get busy.

  1. Make a Plan – There is still time.  State your purpose.  Schedule the big stuff, put the events and necessary tasks on the calendar, assume that you will need to step up your usual pace for a few days to get things started.
  2. (Here is my purpose:  I am celebrating the gift of the Birth of our Savior.  I will open my home and heart to friends, family and strangers.  I will remember that the gift of my time      is the most unique gift I can give to friends, family and strangers, and plan accordingly.  I will give of myself and my resources joyfully, in the example of God and Jesus.  My mantra remains God, Family & Community.)
  3. Santa was right – make a list.  Make that list and check it twice.  As I sit here writing this, random ideas are popping into my head.  Work related – follow up with that client, remember to (fill in blank here). Holiday related – text sister-in-law about gift idea for (insert name here).  If it’s a quick task, do it.  It if requires a little more time, put it on the list.  Keep those ideas from getting lost, and then act on them.
  4. If you have something you need to do, Do It Today.  For goodness sake, why would you wait?  If you have the idea, and a little bit of time, take action!  Make the phone call, order the gift, run the errands, hang the lights, etc. Do it today.
  5. Do Good.  Donate your time or money or stuff to a worthy cause.  It is always the right time to do Good.
  6. Be prepared.  But be prepared to be surprised.  Prepare for work and life and the holidays, but expect that the unexpected will happen in the next month.  There will be big and little emergencies and surprises.  Prepare as much as you can, but expect pitfalls.
  7. Go to bed on time (Click here for my friend Erin Dubich’s Facebook page for more motivation:  https://www.facebook.com/erindubichnutrition.  And get out of bed on time.
  8. Make a January List.  There are already a number of tasks on my to-do list that I realize I won’t get to until the New Year.  So I’ve moved those tasks to January already, to clear more space in December.

Get busy, friends, get things done and make some progress towards great holidays this week!