Laine

New Year Organizing Plan: Week 1

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MailWeek 1:

Are you ready for lesson one of our organizing plan? What arrives 6 days a week no matter the weather. Sometimes it is only a small amount and other times it is a pile but each day it continues to grow. If left unattended it can cost you time, money and really add stress to your life. Know what it is?  That’s right it is the mail.

Leaving the mail in the mailbox until you have time to deal with it is NOT an option.

Rule #1: You must deal with it EVERY day.

Now that doesn’t mean that you have to handle each bill or invitation on the day it arrives, but it does mean that you have to separate the bills and invitations from the junk mail each day. So by following the next five steps you will be able to separate the important from the unimportant quickly and easily.

Step 1: Toss/shred/recycle anything that you know you do not need.

Step 2: Separate reading materials (including catalogs you want to browse)

Step 3: Separate bills and keep them together in one folder (To Pay)

Step 4: File anything you really need to keep (automobile title, insurance policies, etc.) or put into a TO FILE folder.

Step 5: Put what’s left into an ACTION folder.

There are several storage ideas you can use to house your mail. Vertical hanging pockets, desktop files or literature sorters work to separate and contain the mail until you can deal with it.

Mail  Rule #2: Deal with the ACTION items and BILLS weekly.

Step 1: Set aside 20 -30 minutes a week to handle the action items you have set aside and to pay the bills that have come in. I suggest weekly payment of the bills unless you already have a plan that ensures all bills are paid on time. This is the time to make that call, reply to that invitation, or send that email, whatever it takes to handle all the items in the ACTION folder.

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Step 2: Be sure to mark all important dates on your calendar. Clear out this folder each week and you will never again forget to RSVP, pay a late charge on a bill or have to apologize to your child because you lost their permission slip to the museum.

Here is your assignment: Decide how you want to contain your mail and set it up. Whether you use labeled hanging folders in a desktop file or pockets hung on the wall, or a literature sorter, find something that will work for you. Sort the mail each day as it comes in. Pick one day that you will deal with the ACTION items.

Let me know how you do.

Happy New Year!

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Happy New Year!!!

I love January! The fresh start offered by those clean white calendar pages always makes me feel hopeful. This year I plan on being more conscious about the choices I make. Sometimes I quickly say “yes” when I really should say “no.” Has that ever happened to you? We may have the best intentions and want to be helpful (liked or avoid hurting someone’s feelings), but in the long run we only add stress to our lives and wear ourselves down because we have taken on more than any human should. Can you tell I am reading “The Art of Extreme Self Care” by Cheryl Richardson? That’s step one.

            Step 2 of my plan (I don’t make resolutions anymore) is to systematically go through my home and declutter, fix or reorganize anything that is bothering me. I like to call them “gnats.” Just like those tiny little black bugs that you can’t really see but feel buzzing around your face, these things “bug” me. They can be physical things that I have been tolerating for too long or an area where my current system is either not working effectively or is lacking. Some examples might be the pile of shoes in the entryway, creating a password manager list (you would think I could remember my Amazon.com password by now), planning time to visit with friends, and handling the constant influx of papers. Take a look around, find what is bugging you and write it down. Then join me as we attack and put to rest these “gnats” that have been bothering us for too long. Each week a problem will be discussed and I will provide you with several solutions. You’ll have a week to complete the task before the next one. Twelve activities, twelve weeks to a calmer, more organized life. Are you in?

 

 

For those readers in the Norwell, Massachusetts area or areas south of Boston you can learn how to Tackle and Tame Your Mountain of Paper by attending our free workshop.

 

Tackle and Tame Your Mountain of Paper

Wednesday, January 14, 2009

7pm

Norwell Middle School Community Room

328 Main Street

Norwell, MA 02061

Call or email to register

(781) 659-0513

laine@laineslogic.com

NO! NO! NO!

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guilt freeToday’s message is just say NO! I am sure you know exactly what I mean. Those invitations and “special” activities that you really don’t want to do, but feel obligated to do, can really put a damper on your holiday spirit. Are you finding that you have less patience, are more tired and a bit crankier than last year? Well some of that could be the constant negativity we are hearing on the news each night about how bad things are. Hearing how many people are out of work and the fact that we haven’t hit bottom yet is very disheartening. At the same time the media is emphasizing that people are doing things differently this year. Even if you are lucky enough to have not been affected by this economic downturn, take advantage of the situation to change some of the “rules” you have been following for your holiday preparation and celebrations.

 

I am giving you permission to say no to those things that you cringe at as soon as you think about them. For you it may mean the big holiday dinner, writing a long family letter to include in your cards or the hours you spend at the mall searching for the “perfect” gifts (which don’t exist). Now don’t get me wrong I am a strong believer in tradition or in at least having some traditions, but I also believe that each year is a chance to start a new tradition. Our life situation is constantly changing (the young kid stage, teen stage and grown up kid stages, empty nest etc.) so why cling to old traditions when making a new one might work better for all concerned?

 

This year, I especially like the “unstressed mom” tradition. Being a professional organizer comes with its own pressure, the pressure to do it all and make it look easy. Many of my organizer friends finish their shopping before December even begins-but not me. I crave that adrenaline rush that can only come at 10:30pm December 23rd at the mall. This year though everything will be bought and wrapped by the 15th and the house will be decorated (I am going to make this one too!) The dinner for 35 people on Christmas day will also be simplified (wish I could do pizza but no one will deliver). Who says everything must finish cooking at the exact same time when there is only one oven and a microwave? After all I am THE ORGANIZER! I can simplify and set up systems for handling this dinner just like I can organize any space in the home.

 

The point I want to make is that YOU are in control. You can say no, you can do things differently as long as you are happy and your family is happy. Talk to them, they want you to be happy too. Work together and make this your best holiday ever.

Wishing you a peaceful, unstressed, organized holiday season.

The Magic of Containers

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Do you have mail and papers spread out all over your counters or in separate piles throughout your home or office? With the holidays fast approaching, here is a quick tip to save you time and make your home look “organized.” Ready?

Get a decorative container or basket large enough to hold all those papers and put them in it. There doesn’t that look better? By “containerizing” you are transforming several piles into one and:

·         you’ll know where to look when you need something (saving you time searching each pile)

·         your home or office space will look neater (reducing your stress)

·         you are able to quickly move the container to clear the counter (saving you energy and time)

·         others in the family know where to look (reducing the blame game and your stress level)

In general, containing papers holds them in place until you can deal with them. It takes less than five minutes and can make a big difference in how neat and organized your home looks. One warning though, do NOT put bills in this container! Bills should have a separate home and should never land in a pile (unless you like paying late fees).

Want to learn how to deal with this container of papers? Next “Tackle and Tame Your Mountain of Paper”  workshop is being held January 14, 2009 at the Norwell Middle School Community Room in Norwell, MA. It’s full of helpful tips and it’s FREE (but you must register to attend by sending your name and email or phone number to laine@laineslogic.com

As always, I welcome your comments. Thanks for reading.

Laine

Postponed Decisions Find New Life in Tickler Files

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Do you have piles of papers cluttering your desk, table or countertops? Paper piles are often the result of postponed decisions. There are many reasons why you may put off a decision. Do you need more information and need to make a phone call or send an email? Or do you need to check your calendar, check with another person or just need time to think about it? Rather than making the decision do you set these papers aside “for now?” The more postponed decisions you have the higher your pile of papers becomes.

 

A Tickler File can serve as a holding place for those papers waiting for the next action or a decision that you are not ready to make right now. It can also be used to hold information for a date in the future. For example, tickets to the theater next month can wait silently in the tickler file until they are needed. Birthday cards, reminders, directions to that party, and other date specific items can be safely kept in a tickler file until needed. Want to place an online catalog order but don’t have time until the weekend? Then place the catalog in the tickler for Saturday and it will be there when you are ready.

 

The most common type of tickler file is made up of 43 pockets or file folders. The numbers 1-31 are used for the days of the month and the other 12 are used for the months of the year. The ready made ticklers work well when placed in a desktop file. This holds them upright and keeps things from slipping out of the open sides. If you prefer to set up your own you can rotate the file folders so the current day is in front and you can use a desk drawer or file box of your choosing.

 

The key here is that for the next 30 days you will need to remind yourself to look in the tickler file and to put things into the file. Connect the time you want to look in the tickler file to something else that is already a habit. Do you sit down with your second cup of coffee and plan your day? Then place the file near the coffee pot until it becomes a habit. If you use Outlook or a PDA then set a reminder. Then remember when new items show up that you will need in the future you can file them and forget them until they show up again. Remember the tickler can’t tickle your brain if you forget to use it or check it each day.

 

So if papers are taking over your life and you find yourself revisiting papers over and over again before making a decision then try using a tickler file. David Allen of Getting Things Done and Elizabeth Hagen of Fearless Organizing are just two of the many successful people advocating use of a tickler file system.  If you Google it, you will find over 89,000 entries with more information. Let me know how it works for you.

Back in the saddle

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It’s two weeks into the new school year – how are you doing? I hope you have followed some of my tips (see August blogs) and are finding things going a bit smoother than last year. One more week to go before it becomes a habit….unless of course, you haven’t been following the routines each day. Then you are at step one. Baby steps one day at a time for three weeks to a less stressed life. Isn’t it worth a try?

For those with or without children in school, the fall is a great time to do something fun. Check out the adult education classes in your town (or a surrounding town) for ideas. There are classes that meet for one, two or eight sessions depending on what your interests are. Your local newspaper has information on other options such as a Toastmaster’s club, dance lessons or even a scrabble club nearby. There are plenty of options available. I know you are probably thinking I don’t have time for fun. Well, if you don’t take time for fun (which willstar gazing recharge you) then how will you ever take care of your family? Self care comes first and keeping yourself happy and healthy allows you to be at your best for those you love. Isn’t now a good time to start?

I am signing up for a two night class that allows me to look at the stars through a powerful telescope. Time commitment 3 hours, the recharging of my soul as I realize I am only a speck in the grand plan of things…..priceless. What fun will you have?  I’d love to hear about it.                                                                              

What the right motivation can do

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60 miles for hopeThey made it! This mother and daughter team walked the entire 60 miles during the Susan G. Komen 3 Day Walk for the Cure!! The first day didn’t start out well, with rain and soggy sneakers occurring in the first few hours. That was followed by a last minute change in sleeping arrangements because the lightning made it unsafe to sleep in the tents. But in spite of these difficulties they continued on with the over 2000 other walkers because they knew they weren’t walking for themselves but for all of us.

Their determination and commitment helped push them each mile. I think they learned something very important about themselves over those three days and so did all of us cheering from the side lines….if you find something that touches your heart….there is no limit to what you can do and together we can make a difference. Way to go ladies! I knew you could do it. Now readers, what inspires you?

3 More Tips to Organize for Back to School

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Nestly packed backpackNow that you have set up a system for handling incoming and outgoing papers, a landing pad area and a central calendar (see last week’s blog), you are ready to organize the study area and backpack.

          1. The study space should be away from the hustle and bustle of the kitchen. Yes, it is convenient for children to work on the kitchen table, but the noise of dinner preparation and other siblings really makes it difficult for children to focus on their homework. Ever wonder why it seems to take them so long to finish? Set up a quiet place away from others for your child to work. Give the child a timer so that they can “see” how long they have been working. Depending on their age children should work in blocks of 15 minutes to 40 minutes and then should take a 10-minute break. Doing something active will help stimulate the brain, making learning easier. Instead of saving the most difficult subject for last, it should be done first while the brain is the most energized. After that, take a short break and the rest of the homework will seem much easier. Check on your child now and then to see how they are doing. For those with ADD, set the timer for 15 minutes and have them come to you and tell you what they are working on. Keep a list of their subjects and have them check off each one as they complete it.

  2. Make sure all the supplies that your child needs for their homework are within an easy reach of the study area. Using a whiteboard for calculations saves paper. Check to be sure that the chair is comfortable and ergonomically correct. Feet should be flat on the floor and not dangling above it. Lighting is another key factor. It should not be behind the child casting a shadow or too bright and glaring. Consider this-would you want to work in their space?

If your child prefers the floor or the couch to work on, provide a clipboard or hard surface for writing, but do not insist they sit at the desk. Set up a desk top file to hold returned papers for each subject area. That way when tests are coming up your child has all previous homework and papers to study from.

  1. The backpack is often seen as a big black hole where things seem to disappear. Help your child organize it by naming each pocket and deciding what belongs there. Create a little “map” of what the inside looks like and use it to see where things belong until it becomes a habit or label each pocket.

Using clear poly folders with bright colored end tabs makes it easy to find homework papers. Teach your child to put books and notebooks in according to size. It is very easy for a small book to get lost between two big notebooks.

 

Color code subjects so that notebooks and textbooks are easy to locate. Use zippered pockets in bright colors to keep things separate. Check the fit of the backpack and the weight when packed. It should not hang more than four inches below the waistline when both padded straps are used. The weight of the backpack should not exceed 10% of your child’s weight.

 

Encourage your child to bring home only what he needs and not just load the entire locker into the backpack, "just in case."

What is your favorite tip for keeping your child organized?  Please comment below. Thanks for reading!

3 Tips to Organize for Back to School

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Great ideas for back to school

It’s back to school time. Are you ready or are you dreading the start of a new school year? If your last year was filled with stress and disorganization, then take a deep breathe. We have three home projects you can quickly do while you wait for the supply lists to come from the school. With a system for handling papers, a launch pad area and a family calendar in place you will start the year off on the right track.

  1. Set up a system for handling the incoming and outgoing papers. Using a simple in/outbox system for each family member helps reduce the hunt for that permission slip or the emergency contact form that needs to be sent back. Help children empty their backpacks daily and put papers that need to be signed or seen by a parent in the parent’s box. Once signed it is returned to the child’s box or put back in the backpack. If possible, set this up near the door that is used most often. Office type in/out boxes come in plastic, metal, bamboo, and fabric covered cardboard. Pick something that makes you feel good. If you’re short on flat counter space use the wall and hang a literature rack, or Pendaflex has a hanging file with 4 poly pockets.
  2. The launch pad or landing pad area is probably already established. It is the place where things get “plopped” on their way in the door and also when they are waiting to go out the door.  Why not make it more efficient and create places for those things you use daily? Have coat hooks for children (at their height) and a place for their backpacks, shoes, musical instruments, library books and/or sports equipment bag. A key rack and place for your cell phone, pocketbook and/or briefcase will save you time and energy too. With everything in one place, and set out the night before, there is less chance of forgetting things and you and your children will start the day off feeling confident.
  3. Central calendar: Having one main calendar for the entire family to use to post appointments, practices, and special events helps avoid overbooking and/or missed appointments. Let each family member use a different color marker on the calendar and be sure that all family members are included. If you use a planner or digital calendar be sure to input the new information so that you are up to date. Pick one day a week to review and plan the upcoming week. Sundays work well for many busy families.

Rain, rain….come again!

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Put a couple of rainy days together and what happens? Outdoor plans change for indoor plans. This past week I had planned to move some flowers in order to get ready for the new front walkway and weed my vegetable garden, trim some bushes, etc. You get the idea. Then the rain came…..now I don’t mind a little drizzle but this was a torrential downpour with thunder and lightning to match. No hope of getting any of those things off my “to do” list. So while I was reconsidering my plan for the day, I happened to glance at a photo on the wall that was crooked again!  I decided to handle it this time once and for all. So, I used that magic hook and loop stuff called Velcro™ to make sure it never moves again. That felt good! Then I tightened the loose door knob, changed a light bulb and removed a blotch of paint on a curtain (don’t ask). I was on a roll.

 

These little things had been bugging me for some time, yet I had continued to tolerate them (some for longer than I care to remember). As I took care of each little thing, I felt better and better. So just like unfinished to dos, these tolerances were draining my energy.

 

Monica Ricci’s blog today mentioned that disorganization is about “TRYING to control what you can’t, and NOT controlling the things you can!” This is something we can control and you’ll be surprised at what a big difference it will make in your life! Let me know what you have been tolerating and how you feel when you take the time to take care of it. I’d love to hear from you. Now I can’t wait for the next rainy day!

 

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