Time Management Tips

In doing some reading on time management online, I came across some tips which I thought were so right-on. They are nothing special, new or complex -- but sum the concept up well. I can honestly say I do most of them, and they are easy to execute so thought I'd share.

Time Management Tips (from www.timethoughts.com)

1. Write things down
A common time management mistake is to try to use your memory to keep track of too many details leading to information overload. Using a to-do list to write things down is a great way to take control of your projects and tasks and keep yourself organized.
2. Prioritize your list
Prioritizing your to-do list helps you focus and spend more of your time on the things that really matter to you. Rate your tasks into categories using the ABCD prioritization system described in the time management course.
3. Plan your week
Spend some time at the beginning of each week to plan your schedule. Taking the extra time to do this will help increase your productivity and balance your important long-term projects with your more urgent tasks. All you need is fifteen to thirty minutes each week for your planning session.
4. Carry a notebook
You never know when you are going to have a great idea or brilliant insight. Carry a small notebook with you wherever you go so you can capture your thoughts. If you wait too long to write them down you could forget. Another option is to use a digital recorder.
5. Learn to say no
Many people become overloaded with too much work because they overcommit; they say yes when they really should be saying no. Learn to say no to low priority requests and you will free up time to spend on things that are more important.
6. Think before acting
How many times have you said yes to something you later regretted? Before committing to a new task, stop to think about it before you give your answer. This will prevent you from taking on too much work.
7. Continuously improve yourself
Make time in your schedule to learn new things and develop your natural talents and abilities. For example, you could take a class, attend a training program, or read a book. Continuously improving your knowledge and skills increases your marketability, can help boost your career, and is the most reliable path to financial independence.
8. Think about what you are giving up to do your regular activities
It is a good idea to evaluate regularly how you are spending your time. In some cases, the best thing you can do is to stop doing an activity that is no longer serving you so you can spend the time doing something more valuable. Consider what you are giving up in order to maintain your current activities.
9. Use a time management system
Using a time management system can help you keep track of everything that you need to do, organize and prioritize your work, and develop sound plans to complete it. An integrated system is like glue that holds all the best time management practices together.
10. Identify bad habits
Make a list of bad habits that are stealing your time, sabotaging your goals, and blocking your success. After you do, work on them one at a time and systematically eliminate them from your life. Remember that the easiest way to eliminate a bad habit, it to replace it with a better habit.
11. Don’t do other people’s work
Are you in the habit of doing other people’s work because or a ‘hero’ mentality? Doing this takes up time that you may not have. Instead, focus on your own projects and goals, learn to delegate effectively, and teach others how to do their own work.
12. Keep a goal journal
Schedule time to set and evaluate your goals. Start a journal and write down your progress for each goal. Go through your goal journal each week to make sure you are on the right track.
13. Don’t be a perfectionist
Some tasks don’t require your best effort. Sending a short email to a colleague, for example, shouldn’t take any more than a few minutes. Learn to distinguish between tasks that deserve to be done excellently and tasks that just need to be done.

Halloween Time!

All set for Halloween? Make sure you have ready:

• bowl with candy for trick-or-treaters


• all the decorations out


• jack o'lanterns and candles to go in them


• all costume parts for your kids (if applicable)

Hope your Halloween is lots of fun!

Complex Problem / Simple Solution

I once heard Dr. Phil say that problems may be complicated but solutions are generally simple. This is similar to when my mom used to say, upon hearing me tell her "it hurts when I (fill in the blank)", "then don't do (fill in the blank)". Sometimes things are easier said than done, but when it comes to organization, Dr. Phil's pithy philosophy works.

You can come up with a long story about a piece of furniture and why it is in your house, or what is in a box, or why a system is set up in your routine, but ultimately the 'fix' can be short and sweet. It is common for clients to want to offer me explanations, excuses and reasons things are the way they are -- that's OK. But part of my job as a Professional Organizer is to bottom-line it and play devil's advocate. What if we don't do something that way anymore? What if we got rid of that? How about we try moving this there and that to another room?

There may be emotional reasons that become obstacles to getting organized. You may not like to hear the simple solution but that doesn't make it less true. You may have to admit to yourself that you don't actually want to deal with the decision of whether to keep or toss. Julie Morgenstern writes: "Often, it's hard for people to let go of things they aren't using anymore because they infuse them with a tremendous amount of meaning. These objects come to represent another time, person, or part of themselves that they feel will be lost forever if let go."

Just some food for thought on a Monday...good luck!

Reuse, Recycle, Repurpose

I read a cute use for old/unused china on RealSimple. They suggested repurposing saucers as soap dishes and sugar bowls as vases.

“Use the lone remaining saucer from your starter set of dishes to hold hand soap in the powder room. RS Tip: A dish with some decorative trim provides a discreet accent, especially on a white porcelain sink.”


“A topless sugar bowl is just the right size to use as a vase for a single cluster of hydrangeas or a half-dozen sweetheart roses. Set it on a bookshelf or a small side table. RS Tip: Crop the stems very short so the bouquet is tight, full, and spilling over the sides”.

What I like about these suggestions that they utilize common things you like or normally weren’t using, in practical ways. Plus they are perfect if you’re into shabby chic or hate parting with classic china pieces. Gotta love that!

Thanksgiving, Already?!?!?

Since I made my kids' Halloween costumes in September, and finished my Xmas shopping for them this month (October), I don't think it is unreasonable for me to talk about Thanksgiving now, is it? It is certainly better than me discussing organization as a New Year's resolution, don't you think?

At this point, do you know where you're going to be on Thanksgiving? If you are hosting the holiday at your home, here are some tips that you can think about in the weeks ahead:

• Choose your preferred style: formal with everyone dressed up and using their best manners or a more informal relaxed style. If you’ve invited more people than your dining table will seat, decide whether to add extra tables or a set up a buffet and use couches and occasional chairs for seating. Arrange for extra chairs if necessary.


• Keep in mind the ages of the people involved and choose a time for the meal that will fit their needs. Young children may get too tired if you wait to sit down at 1:00 pm. Consider seating for children based on ages. Teenagers might enjoy the day more seated together.


• Ask guests to identify their favorite dish include as many of them as possible. (If someone wants a pecan pie, and you don’t like to bake them, check out your local restaurant or bakery.) Don’t assume you have to do everything. Why not invite guests to bring a favorite dish? (Or ask them to bring a table centerpiece or bottle of wine.)


• Plan your menu well in advance, make a shopping list, and purchase non-perishables at the same time you do your regular shopping. If you’re planning to use a fresh turkey, place your order early.


• Get out the table linens before Thanksgiving morning make sure you have the sizes you need, and check to see if they need to be laundered, or ironed.


• Select table decorations. Be sure you have enough serving dishes and utensils for the quantities you will be serving.


• Make a checklist of things to be done before Thanksgiving Day.

Repetition Makes the Organizer Grow Fonder

I often find myself saying the same catch phrases time and time again while working with clients. While I'm not trying to be repetitive, there are just some basic principles and tips that I find are important enough to keep mentioning.

Just because you have it, doesn't mean you have to use it -- this applies to containers, space, closets, furniture, storage accessories. People sometimes feel compelled to keep things or systems either because they've bought it, used it in the past, it exists, or for emotional reasons. If something does not work for you, don't use it!

When in doubt, throw it out -- while this may seem extreme, in 99.9% of cases it holds. If you don't think you'll use something or don't know where the piece goes, get rid of it. Things that offer no use to us are clutter, and can be given away to someone who will use it or can be tossed.

There's only 2 options: less stuff or more storage -- let's be honest, if you are having a problem with storing belongings, there really are only two things you can do. Generally, increasing the storage (i.e. building another room or closet, adding on, or buying more furniture) is not always realistic or in the budget. Better to start of reducing your inventory (purging) then utilizing existing storage more effectively.

Do you know what is in there? How long has it been there? -- Think about the box that's been on the top shelf or the stuff in the attic. If you haven't accessed the container in a while, and furthermore don't know what is in the container, seems to me that the contents are not that important. Be prepared to get rid of it, and use the space more effectively. Don't use the "someday I might..." excuse.

There's only three things you can do with paper: File, Act, or Toss -- again, I like to boil things down to their simplest formula. The Toss category is easy -- the harder part seems to be getting used to a system for Filing and Acting. Filing including both short-term and long-term files, and Acting is anything you need to do (i.e. invitation RSVP, catalog order, bill paying). Address mail and incoming paperwork accordingly.

If items are important to you, they should be displayed or stored with respect, not stuffed away or in a box in the attic. It is amazing what people have in boxes, tubs and in storage, all dusty or wrapped in paper (sometimes not knowing what the exact contents are), but then they see the item and tell me how important the item(s) is/are. How important can it be if you're treating it like that? Have sentimental china? Use it or display it! Want your daughter to have a set of family heirlooms? Give it to her now.

Just because you've had it that way/done it that way, doesn't mean we can't have/do it another way going forward. Think outside the box. Try something a different way -- nothing is etched in stone and we can change it back if it is not working. This applies to furniture layout, household systems and routines, and use of space.

It didn't get like this overnight; it's not going to get fixed overnight (which is a variation of "it took you X years to get like this, it is not going to change in X days"). I have to reassure clients that things don't change without effort, progress and adapting new habits and routines. Like a diet must become a lifestyle, organizing is a habit that must be learned and applied to daily life. It definitely takes work, but is SO worth the effort!

What's the worst thing that would happen if you got rid of it? In all my years of organizing, I've never had someone say that they regret getting rid of something. Between buying a replacement, finding it online, or realizing you can live without it, you generally can function after getting rid of items. You may even find it liberating! You have the power over your things, not the other way around.

Procrastination is really just postponed decisions. I didn't come up with this gem, but I really like it. Often people become stuck in indecision because they find the decision of 'keep or get rid of' difficult. Hence they choose to keep clutter in order to reduce anxiety. Those of the deferral mindset are guilty of the great set-aside. Ultimately, once you face the decision and move on, you'll feel so much better. Plus, that's my job to face procrastination head-on and make you deal!

Gotta Share...

...my friend Janine's blog post on the value of organization. Hope you enjoy!

The Art of Follow-Through

Yesterday morning I went on a field trip with my preschoolers. Being that it was their first one and there'd be plenty of Kodak moments, I brought my camera. One of the other mothers commented on the bus that she had forgotten hers, but "knew exactly where it was" -- I think inferring that she was organized despite [I get this a lot -- women referencing organizational skills as to assure me or defend themselves or talk specifically about organizing becauese I am a Prof. Organizer (???) but that is a whole 'nother post].

It made me think about the 2-part nature of being organized, and the part she was missing on this particular task -- the follow-through. The action, which when completed along with the part about being able to find things, fulfills the definition of being organized. Of course, is it great that the mom knew where the camera was? Yes. Is it commendable that she got it out or had it accessible for that day? Yes. Or when someone says "I thought about doing such-and-such" or "I remembered that whatever, but then I (fill in something to excuse the lack of follow-through)".

Is it the thought that counts? Not in this case. Harsh -- yes, but true just the same. All I am saying is that is just part of it -- obviously it doesn't matter how ready things are if you don't remember to grab them or act upon them.

If you are the type that is great at thinking about tasks or events, but not so good at the follow-through, write things down. Make yourself accountable in tangible ways to ensure you act upon them. Reminders, alarms, emails, lists, string on fingers -- whatever it takes. Try putting the item you want to take with you on your purse or keys (with something you have to take to drive away). Or try a door hanger product like one at the Container Store or one from See Jane Work.

Good luck!

To Every Season -- Turn, Turn...

Let's talk about changing out clothes for each season. Here in New England, you could change out the closet 4 times a year. But it can be difficult, too, because one week it is in the 90s and then a cold front makes it 35 degrees. (You have to be flexible to live here!) It is easier to kind of group Fall clothing with Winter, and Spring stuff with Summer and then only do it twice. I like to keep it pretty simple, so that's what we do.

I also have a system for seasonal clothing that differs for kids and adults. For the kids, I have open baskets (on a shelf in the closet) labeled "Too Big" that hold clothing items for the future, including out-of-season things that will fit at one point. When it is time to pull out warmer or cooler clothes, I pull down the bin.

I take those items that are the in the closet currently and divide them into 2 categories: still can wear for following year/season (back into "Too Big" bin) and too small for the following year/season (to be donated). Items like jeans or sweatshirts that can be worn year-round stay if they fit, but otherwise go in the "to be donated" pile.

Because kids are always growing and clothing sizes change, it is easier to have as many clothes in close proximity so you can frequently check to see if they fit. Otherwise, they'll be out of sight and out of mind, and you may miss opportunities for kids to wear the clothing.

For adults, since our sizes don't change much for snow boots and sweaters et al, I use out-of-the-house plastic tubs that you can store in a garage, attic or shed. Since it is easy to separate my stuff from my husband's, all of our clothing that is season-specific (for winter it might be heavy sweaters and boots) goes into a labeled bin. It gets swapped out with the other season-specific bin (with, say, shorts, tank tops and flip flops). Again, I suggest trying to do it only 2x a year.

Note: if you know you have a vacation coming up where you'll need summer-y things, this method works well, too, instead of having ALL the clothes you own in your closet at one time.

Happy Fall!

Main Causes of Clutter-itis

According to organizing book guru Julie Morgenstern, the 6 biggest reasons clutter happens are:

• items have no home


• inconvenient storage


• more stuff than storage space


• complex, confusing system


• "out of sight, out of mind"


• organizing is boring

These causes certainly won't come as a surprise to you, much less to an Organizer, but I did want to make a comment about each.

First -- it makes sense that if everything has a place, there won't be confusion about putting the item(s) back where they go. If you don't have a spot for something, reconsider why you don't, and decide if you still want/need to keep it.

If you have to go out of your way, do extra steps, or otherwise don't have easy access to a storage place, then you are more likely not to put something away which leads to clutter. Put things you use most often in readily-accessible and close-by locations. Anything you use/need less frequently can go far away or to a less convenient spot.

The "more stuff than storage space" cause is a no-brainer big time. There's only 2 possibilities when you are trying to declutter: remove stuff or add storage. The one I recommend you start with is to remove stuff. Purging via trash or donation is definitely an easier, less expensive and more practical way to go.

Keep things simple. Don't over-label, over-file, or make getting things harder than they need to be. Some things don't need to be folded or containerized -- think underwear or socks. If you find you're reaching for items again and again but are frustrated by their storage system, rethink the system. Again, humans go for the path of least resistance. If it is too hard or too much work, they won't do it!

#5 is certainly a true one. When asked about the contents of a box or bin that has been out of sight, clients often have no idea. I say, if you have no idea what is in a container, then that must mean you never needed it and can live without it. When you find something that has been hidden for a long time, and say "oh, that's where that was", usually you've replaced it or the need for it has passed.

And as for the last cause, I am horrified. Organizing, boring??? Bite your tongue. Don't you find it liberating, a relief, making things peaceful and less stressful, more convenient and efficient, and allowing you to be at one with your possessions? Trust me, I'd rather be boring and organized, than exciting and disorganized.

Avoid These Impulses During Decluttering

I wanted to share a couple of scenarios that relate to why we hold on to the things we do. Julie Morgenstern, in her book Organizing From the Inside Out discussed the pitfalls of "fantasy" and "sentimentality" as it related to kitchen gadgets and stuff, but they can be applied to all things in your house.

Fantasy is the place that you do all the scrapbooking, gourmet cooking, craft projects, home decor projects et al you say you're going to do. "Face it, if you haven't found the time yet, that's because you prefer investing it in other quality-of-life interests that are more important to you". This is the excuse we encounter when we say we're holding on to it for 'some day' when we get to it. Ask yourself how long you have held on to it. Be realistic. Fantasy clutter takes up space that could be clean/empty or hold day-to-day items. If you are holding on to supplies for these fantasy projects and tasks, toss or donate to someone who will make time to do them.

Holding on to sentimental items is a touchy subject, I know. Clients are hard-pressed to let go of items of special memory, and I don't just want to throw them away. What I want, and urge people to do, is to display things that are special, not keep them up in the attic in a dusty box. According to Morgenstern, "We all inherit flatware, dishes, silverware, and stemware that, for emotional reasons, we want to hang on to even tough we never use it." If you love it, show it or use it. And remember, just because you don't have the item anymore, it doesn't mean you won't have the memory of the person anymore -- physical objects only remind us; they are not a replacement for someone who you've lost. Why not keep 1 piece of a set instead of the whole set?

Information Overload -- Clutter of the Mind

I spend a lot of time on the computer and reading. Other than eye strain, the biggest pitfall of these 2 activities could be information overload. To avoid this dilemma, here are some tips:

• Be realistic about what you really want to read on a regular basis. Limit magazine and newspaper subscriptions. Be brutal about keeping things you get in the mail and buy from the store in terms of reading material. Use an upright magazine holder to contain periodicals and catalogs and, once it's full, purge.
• If you find an article or coupon in a magazine, rip it out then and there. Do not put the magazine aside with the idea you'll look at it again later to do that task. That's how periodicals pile up and then you don't remember why you kept them. File articles in the specific subject file or place they belong; don't store away entire magazines for future reference. Same goes for catalogs: almost every page has the website address or company name on it so you can order item (then put page in your To Do or action file).
• Take the time to "unsubscribe" from unwanted email sources (link is usually on the bottom) instead of just deleting. If the amount of spam gets too out of control, consider changing your email address to a different free one.
• "Bookmark" Internet pages if you want to look at later, but then make time to purge "Favorites" or delete websites you don't need anymore.
• When you buy a new book, choose an old, existing book to donate or sell. One in, one out.

The Organized Santa

A couple of days ago I sat down for a marathon session at the computer and ordered the items from 2 or 3 online stores. Presto -- the list is almost complete. I put a check mark next to the gifts purchased, and leave just the item name if I know that is want I want to get but haven't bought yet. The list currently resides near my desk but in the past I put it in my purse if I actually have to go the brick-and-mortar route (God forbid I have to be in a store in November or (eek!) December!!!). I just would rather avoid dealing with the holiday craze and prefer to get it out of the way.

I just started writing down my kids' Christmas presents -- some are "want to get" and some I've already ordered. The information is written down on a simple list for each child, but if you want to get a bit fancier or official-looking, try the Holiday Gift List Worksheet from Real Simple by clicking this link: gift list.

Before you get too annoyed with me for my early Christmas shopping, understand I still have items to get (i.e. Stocking stuffers and some gifts for others). My list helps, though, because I can always write down ideas and then I'm halfway there in my opinion.

And how do I handle the influx of merchandise for these months before Xmas? I use a large Rubbermaid bin/tub (not labeled to avoid curious preschoolers) and put all items in it. I keep the stocking stuffers and smaller items in separate shopping bags with an attached stickie note stating who they're for -- makes it easy to grab the bag, wrap a few of the contents, then stick right into the person's stocking on Christmas Eve.

When I have time to wrap over the next month or so, I pull out the bin and wrap a few at a time, then put it back. I often do this while watching TV or when the kids are napping or at school. I use gift tags so I know who gets what, so eventually I end up with a large bin or bins full of wrapped presents.

Do you think Santa Claus is an organizing freak, too?!?!?

Importance of Writing it Down

I'm no neurologist, but there's something that happens in our brain when we write something down. It increases our ability to both remember it and put it "out of our head". If you ever have the same thought running over and over in your mind, and want the madness to stop, take a minute and write the item down. If it is a task to do, writing it down will both ensure you do it and release your brain from worrying about remembering to do it.

I try to have paper and pen readily available on all levels of our house. That way, if I think of something while getting ready in the bathroom or doing laundry, I can easily jot it down and then slip the paper in my pocket or bring it with me to my desk or calendar. Taking that extra 30 seconds is so helpful -- I do what I remembered to do. If you run out of something in the kitchen or bathroom, within a minute get to the grocery list and add it. There's no time like the present is apropos here.

Are you a list maker? I am, but not as much as I used to. Now I'm more of a scheduled item list maker, that is, I note when both tasks or events happen on my calendar. I can see where we're going, what we're doing, and what "to do" item I need to complete each day. Ultimately, scheduling time this way means I just have to focus on that day. It prevents feeling overwhelmed.

Tip: don't put big things on a list -- break it into tasks. For ex., put "purchase party supplies" and "call caterer" on your calendar or "to do" list; don't put "organize party". Going with that example, you'd write the date of the party on the calendar, and put all the specific things you need to do for the party either on a list or on days of the calendar prior to the party's date. If you like the satisfaction of writing a list and crossing off items, do so but be sure to tag each action item with a date it will be done.

Have something you need to do in the future but without a date? Pick a day on the calendar and write it in. For things that don't come with a due date, I choose reasonable time frames or pick days when I know I'll have more time. Use the calendar as a way to remind you of things -- actionable tasks -- and not just holidays, events and happenings. Time can be managed!

Today I moved some things around (again) in the kitchen in my ongoing quest to have things "just the right way". And, no, that's not my kitchen in the pic (I wish!!). With that in mind, here's a review of Kitchen Organizing 101. In terms of the layout and where to store things:

• In an ideal and efficient kitchen plan, the 3 most heavily used work areas should be laid out so that the lines that connect them form a triangle. If you find yourself crossing back and forth certain spots, examine relocating them closer together.


• Set up zones to help things stay where they belong, such as a baking zone, cooking and spice zone, etc. Keeping all the "like" items together saves a lot of steps looking for things in the kitchen. You could have a baking area where you keep your flour, sugar, mixer and bowls, and utensils specific to baking.


• Put things near to where they are used. Cups, glasses, dishes, cutlery should be ideally located in the drawers, cupboards closest to the dishwasher. Pots and pans beside the stove. Gadgets in the drawers right below the counter where prep work is done.


• Group according to the 5 basic kitchen activities: cleaning (sink, dishwasher, trashcan, soap, rags, sponges, etc.), cooking (stove, pots, pans, microwave, toaster, etc.), food prep (countertop, mixing bowls, blender, measuring cups, etc.), food storage (refrigerator, Tupperware, canned foods, etc.), serving (dishes, linens, candles, flatware, glasses, etc.)

To better organize your kitchen:

• Get rid of or move small kitchen appliances you rarely use; keep in LT storage with platters, holiday serving dishes, vases, etc.


• Install under-the-counter items such as clock, TV, radio, can opener, a paper towel rack, spice rack, stemware rack, coffee maker


• Under the sink, put hanging wire baskets/holders on the backs of cabinet doors to hold cleaning stuff, wrap, etc.


• For deep cabinets, buy the slide-out baskets or shelves that come on tracks. The tracks can be mounted to the shelf with screws, and the basket slides in and out


• Consider buying cabinet pullouts, tiered racks, specialty holders, flatware trays, drawer organizers and other kitchen organizers to help maximize space.


• Use rectangular storage containers instead of round ones for using space efficiently.


• Use clear plastic baskets in the freezer to hold like items such as chicken, veggies, etc., and in cabinets to keep small packets (gravy, Jell-O, sauces) together.


• Use lazy Susan’s/turntables to hold things such as oils, vinegars, and other cooking ingredients, as well as spices, vitamins or medications.


• Get a magnetic sorter box to hang on the side of the fridge for coupons, takeout menus, a notepad and pen, and other papers that tend to accumulate on the countertops.

Basement, Garage or Attic???

In New England, where we actually have all 3 places in our homes, it can be tough to figure out what items go to which space. I found a nice, bulleted list of items suggested for basement, garage and attic contents on http://www.realsimple.com that I wanted to share:

Basement
Keep airtight bulk food items, batteries, and lightbulbs near the entrance for quick retrieval.
Hang tools on a pegboard, and put seasonal small appliances on shelves.
Label out-of-season clothing and holiday decorations clearly so they won't be forgotten.

Garage
Store sporting goods, gardening equipment, and lawn furniture here so you don't have to worry about bringing mud or bugs indoors.
Gasoline and anything else that's flammable (a kerosene space heater, a camping lantern, turpentine or other solvents) should go here, ideally in a metal storage unit. Don't put these items in the basement, a dangerous location because it's near the furnace and the main living areas.
If your garage gets cold, keep cans of paint in the basement instead (at least 10 feet away from your hot-water heater and furnace).

Attic
Use this space for things that you probably won't need anytime soon and that don't need preserving — like those tax documents you have to keep for at least six years.
Stash away things your kids have outgrown — baby clothes, beanbag chairs — but will want back someday.
Luggage and the folding chairs and table you bring out once a year will be safe in the attic.

Written by Amanda Hinnant