Organizing Life

Goal Setting for Teens III

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setgoals1Now that we have determined how to set a SMART goal(please see previous posts) it is time to take it to the next level and actually design a plan or strategy for achieving it. Take a look at your goal, if you have followed the steps in the previous two posts then your goal is specific, measurable, attainable, realistic and time specific.

Next, determine what needs to be done to attain that goal by breaking it down into actionable steps. I use a big blank piece of paper and just start writing all the things I feel are involved in that goal. As you are brainstorming this part you’ll notice that certain steps seem to go together, write them in the same area of the paper. You’ll end up with a “mind map” or “web” with key steps grouped together. Make sure to break each idea down until it is a specific step. Going back to our example of raising a grade to an 83%, we can see that a step such as, “studying more” is much too general. Break it down until you can get to the specifics involved (it helps to answer who, what, where, when, why and how questions). Is your goal still realistic and attainable given all these steps?

Now before we go further, take a look at what you have written down. Do you see any potential obstacles, roadblocks or challenges that could occur to stop you from achieving your goal? If you can foresee the obstacles before they occur you can design strategies to overcome them before they happen. Knowing your plan if “x” should occur will prevent you from giving up on your goal because one thing went wrong. I am assuming you have had this goal before but did not achieve it. Einstein is known for his definition of insanity as, “doing the same thing over and over again and expecting different results”.  What will make it different this time?

You should take a short break at this point and let your brain process all this information. Often new ideas or strategies will come to you while you are doing something else that is less brain intensive. Come back and reread what you have written, is there anything to add?

The last step for today is to prioritize your steps and actually put them in your calendar. You do use a calendar don’t you? Mark out where and when you will do step a, b and c, etc. I would suggest you double the time you think it is going to take to do the step, until you get a better idea of the actual amount of time you will need for each step. Is it still realistic? What can you do RIGHT NOW to keep the momentum going? DO IT!

Next post will cover ways to leverage your environment and track your progress. Please feel free to post your questions or goals in the comment box below.

Happy New Year!

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new year magicI wish each reader a happy, healthy and prosperous new year where all your dreams come true! I love the start of a new year (new month and new weeks work for me too). I feel like it’s a chance to start over with a fresh, clean slate and wide open, empty calendar spaces.

Part of my “getting ready” process is to go through the past year’s planner and transfer any important dates like birthdays, anniversaries, deaths, milestones, etc. into the new planner. While I am going through each month I also see what was actually planned and what was accomplished. Most years my plans are overly ambitious as Super Woman couldn’t complete my lists even if she never slept.

This year though, I want to stay more positive and so I’m not berating myself about what didn’t get done – I am celebrating what did. Jack Canfield’s recent blog mentioned a Wins List. He listed a number of questions to get the reader thinking about specific kinds of “wins” they had throughout the year. I started doing that and noticed that not all “wins” were simple. Some were the results of derailments or serendipitous experiences that weren’t planned for. Had I stuck to my (often) rigid plan I would have missed these surprises and the delight they brought to my life.

For example, the 5pm phone call that led to dinner out with friends at 5:30pm and a lead to an administrative assistant who is now working with me. Or the rescheduled haircut appointment that coincided with a long lost college friend’s appointment, giving us time to catch up.

Life is unpredictable and the tighter we try to control it, the more it seems to throw at us. Loosen up and enjoy the ride….that’s what I’m aiming for this year. What will you do differently this year? Let me know by adding a comment in the box below. Thanks for reading.

Three Tips to Tame Time

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It is back to school and back to juggling multiple activities and schedules. How is your stress level?  Since we can’t stretch time, and we really can’t “manage” it either, we have to learn to “manage” our choices and ourselves. Here are three tips to help you take back control.

How is your relationship with time?  Do you manage it or does it manage you?  We all know what it is like to be running non stop throughout the day only to discover that we have accomplished little by days end.  Often it is one little unplanned “glitch” that sends us spinning out of control.  To manage ourselves is to make choices and influence the course of our day to include what matters most so that each day is satisfying and rewarding.  Here are some things to consider:

1. Are you realistic about the amount of time a task takes? Estimate how much time you think a task (not a project which is more than one step) will take and then use a timer to check your guess.  This is a great strategy for kids to use with their homework too.  Simplify household tasks and/or get the family involved to reduce the amount of time needed.  Get creative to trim time.

2. Do you schedule more tasks than can be accomplished in the allotted time? After you have a realistic idea of how long each task takes, simple math will tell you whether or not you can fit those three tasks into the hour you have allotted.  The idea is not to fill up each available minute but to focus on the things that are meaningful to you – make sure you add those in before the less important tasks.

3. Do you plan for the entire task, including preparation, completion and clean up, as well as, allowing for travel time or interruptions? Whether you use a “to do” list or a planner your list of tasks often runs together without separation.  Instead of listing the big task, try listing the next action step and include a space for preparation time and clean up.  For example, if you have a report to complete, gathering the information might be the next action step rather than “write report,” which involves multiple steps and makes estimating an accurate amount of time to allow, nearly impossible. For students, they often see “science project” as a single step activity. Help them break it down and plan out when to work on the pieces of the project and you’ll have fewer last minute dashes to the office supply store for poster board.  Also, don’t forget to add in travel time and leave several blocks of 15 minutes free throughout the day to handle the unexpected or to give you time to catch your breath when tasks take longer than expected.

With practice you will develop a more realistic idea of the time needed to accomplish the things you need to do. To truly feel in control of time you need to start with what’s most important to you and be sure to put that in first.

Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent. Be careful lest you let other people spend it for you. Carl Sandburg US biographer & poet (1878 – 1967)

Protect your Identity

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Quick quiz time! Answer the following questions with either a yes or no.

1. I know how many credit cards are in my wallet right now.

2. If one was missing I would notice instantly.

3. I have the names and numbers of each credit card company I would need to call in case of theft.

4. I know the bank account numbers my debit card is linked to.

If you answered no to any of the above questions, it may be time to create a master financial list. Identity theft is increasing and becoming less and less obvious. Thieves may be photocopying your card or writing down your numbers (including the security code on the back) while your bill is being printed. It doesn’t take long.

Having a master financial list could be very helpful in the event of theft, fire or sudden illness. A list with the telephone numbers of your credit card companies would make calling and reporting missing cards quick and easy. The same applies to knowing your bank account numbers, social security numbers and insurance policy numbers.

First step is to empty your wallet and write down all the important numbers. Now locate the toll free numbers of each card that you would need to call. Do the same for your debit cards, ATM cards and checking account. Or put all the cards on your printer and copy both sides of them. Other important numbers are insurance policies, license numbers, savings bond numbers and retirement plan information. Any number that you think you would need if suddenly it was gone.

Once you have completed the list, make three copies. Store one in a fireproof strong box (with originals), one in a safety deposit box or other place off site and the third with all your important papers. (I would not recommend storing a copy of this information on your computer). Now, hopefully you will never need this information, but if you do, you’re ready.

Next week begins the second quarter of the year. Watch for my strategic plan update, it’s how I deal with New Year’s Resolutions.

Five Years and Counting

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Happy Anniversary to me! I have now officially been in business for five years. Although that puts me in the elite Golden Circle membership of the National Association of Professional Organizers (NAPO) it means so much more. As a person and a business owner I have had to stretch further than I thought was possible. Yet, here I am 5 years later much more confident, capable and compassionate.

To my all my clients I want to say thank you. I am grateful that you allowed me into your homes and into your lives. I have learned from you as I hope you have learned from me. Once you decided to get organized, I watched you dig deep to make tough decisions always keeping in mind the bigger picture. You have challenged and pushed me to find answers to your questions and solutions to your challenges. For that I am extremely grateful.

Thank you also to the students I have taught both in the Learning Logistics classes and in individual coaching sessions. The skills you have learned and the new habits you have developed will continue to serve you well. I applaud your determination and your stamina and I thank you for allowing me to share in your successes.

Looking forward I am continuing my education in the Coach program, expanding the Learning Logistics classes to other towns and teaching more workshops. I continue to be passionate about helping students and their families deal with life’s responsibilities in an organized way that works for them. Together we can make a difference!

Dedicated to Biff, Jason and Marc who stuck with me from the beginning (28 years ago today, when I changed my/our disorganized lives).  I love you!

The Learning Logistics class teaches 5th -8th graders the skills they need to succeed in school. Skills such as time management, project planning, organization and homework strategies are taught in this 4 week class at the Hingham Community Center. Next class begins March 8th, call to register (781) 749-9789.

Exercising – What's stopping you?

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Sometimes when you least expect it, someone says something that really resonates with you and your life changes. I recently had this experience and it has made such a difference in my life that I wanted to share it with you.

I am in a coach training program and as part of our training, we practice coaching and being coached.  Each week we need to present an issue that is affecting us. My coaching issue was the fact that I just can’t seem to get on the treadmill regularly. Sounds simple doesn’t it? You might think blocking out a specific time each day or rewarding myself when I do it would be helpful, but no. These were all suggestions I came up with and then dismissed because I had tried them before and failed.

Then my coach asked me how I felt about each part (beginning, middle and end) of exercising. I realized I don’t mind the treadmill, once I am on it. The part I do not like is getting ready. It seems I always forget something (heart monitor, water, sneakers, mp3 player, etc) and that means another trip downstairs. Sometimes I could be up and down the stairs three or four times.

That’s when my coach asked me how much time it takes to get ready. My answer was 3-5 minutes. Here’s the revelation. Three to five minutes (of disorganization) was stopping me from working out regularly!  Three minutes of aggravation stopped 45 minutes of fitness. I was stunned!

A quick analysis of the disorganization showed a number of ways I could make that 3 minutes easier on myself. I now have everything except my water upstairs. I bring the water upstairs with me after breakfast. Now I don’t need to go downstairs for anything and getting on the treadmill is almost enjoyable! It is certainly easier and less painful. What part of the whole exercise routine is preventing you from getting fit? Let me know what changes you make so that 2010 is the year you get and stay fit by using the comment box below.

Thanks for reading.

Stop! No New Year's Resolutions in 2010

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Happy New Year!

          Yes, I know that January is just about over and that any resolution you may have set for yourself is probably long forgotten. In fact, according to research by the Franklin Covey Company, 33% of people will give up on their resolutions by this time. By the end of March, 75% will have given up.  They must know me!

          This year though, being the start of a new decade (and me loving numbers like I do) I decided to do something different. Hubby and I set off for a few days to have some fun and do some “serious” planning for this year. We talked about the good, the bad and the ugly of 2009 and our hopes and dreams for 2010. We used Jack Canfield’s Success Principles book as a guide and used his seven categories to define the areas of our lives. They are: work/career, finances, recreation/free time, health and fitness, relationships, personal goals and contribution to society. We then came up with a (S.M.A.R.T.) goal for each and then listed some “to do’s” under each. When projects like redo the dining room and clean out the basement started showing up on the personal list we decided to add an eighth category called physical environment. That took my “organizing projects” and hubby’s fix it projects off the personal list and into its own category (whew!).

          The whole thing was a bit overwhelming so we decided we would think ahead only one quarter – just January, February and March. We took a yearlong calendar and added in the Big Rocks (commitments, vacation, holidays, etc.) first so we could see what time was actually left. (Don’t tell anyone but I have a SLIGHT tendency to overbook myself J.) Then we went month by month for the first three even getting down to the nitty gritty tasks we want to do and making sure they were balanced with non “work” type activities.

          This was such a learning experience for us and we are already moving ahead because we are both on the same page. I’ll be sharing more in future blogs. Stay tuned by using the RSS feed button on the right sidebar and be automatically notified of new blog posts.

Thanks for reading!

Hit the Beach – Organized and Stress Free!

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Summer is the time when one sheds one’s tensions with one’s clothes, and the right kind of day is jeweled balm for the battered spirit.  A few of those days and you can become drunk with the belief that all’s right with the world.  ~Ada Louise Huxtable

 

            The sun’s out!! Are you headed to the beach? Here are some tips to keep you organized so that a day at the beach is as relaxing as…well, a day at the beach.

            Start with a large beach bag preferably one with a few smaller pockets inside. The kids (depending on their ages) can and should have their own bags. That way each person can be responsible for their own belongings.

            First thing in the bag should be sunscreen to protect you from getting a sunburn. A sunburn is an actual burn from the ultraviolet rays of the sun. Depending on the amount of exposure the skin can become light pink, or in more serious situations, become dark pink with blisters. As the skin tans due to the pigment in the skin called melanin, it blocks some of the UV rays. Thus the darker the natural pigment of the skin the more UV protection is provided. So those that are fair skinned, young children and seniors are more susceptible to sunburn.

            How do you protect yourself? Use a sunscreen product that has a Sun Protection Factor (SPF) rating of 15 or higher. The higher the rating the more you are protected. It should be applied 30 minutes before you go outside to give it a chance to “sink in” and protect the skin. It should be reapplied every two to four hours especially if you are in the water. Also long sleeves, wide brimmed hats and sunglasses are recommended.

            Having two bottles of sunscreen makes it easy to leave one in the beach bag and the other to use at home before you go. You can keep it in a zippered pouch that can attach to the inside of the bag.  With the sunscreen you can add bug spray, waterless soap or wet ones™ and a few band aids with some antiseptic cream to the pouch or put in separate pockets inside the bag.

            Next throw in a sun cover-up, hat, and something for your feet. If you have young children don’t forget to add some toys to the bag too and probably a change of clothes. Add the towels, a blanket to sit on and you have all the necessities you need. Leave the bag totally packed in an easily accessible place. If you prefer to bring chairs and/or an umbrella or sun shelter then keep them together also. Then when the urge to go to the beach hits you are ready go. Just add some food and plenty of water, a good book and/or the kids and you can be out of the house in no time!

            When you get back from the beach empty the bag, dump the sand out and put back all the little necessities mentioned above, refilling if necessary. Throw the towels into the wash and when they are done, pop them back into each bag. Keeping the things you need for the beach or any other activity you do often, in one place saves time and energy. Enjoy!

 

 

How to organize your closet

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Organize your closet
Organize your closet

Is the warm weather on its way? Maybe if we all put away our winter clothes and pull out the Summer stuff it will force the weather to cooperate. What do you say, are you ready to make the wardrobe changeover?

Organizing the closet is one of the best ways to add time to your day and reduce the stress of the morning rush. Depending on the size of your closet and whether or not you share the space with someone else, the following five steps could take anywhere from one hour to four or more hours. If you would like to be able to easily find what you want to wear (and have it fit) then set a date to organize your closet right now. Once you have picked a time slot read below so you will have everything you need to complete the job.

First step is to get ready. That means turning off the phone so you won’t be distracted and led off task. Grab a snack and a beverage to take with you along with a box of trash bags, a sharpie, three boxes (labeled undecided, needs fixing/cleaning, and belongs elsewhere), a label maker or index cards and tape, a hanging rack if you have one, a full length mirror and the vacuum.

Now you’re ready to begin:

1. Sort is always the first step in any organizing project. Use the three boxes to sort for things that belong elsewhere, things that need to be altered or cleaned and the undecided. Beginning on the left hand side of the closet and moving clockwise start with things that are hanging up and pull them out and either place on the hanging rack or on the bed. If you are using the bed, only take about ¼ of the closet out at a time. Now sort that pile into the “love it and it fits” pile, the “never felt or looked good” pile (which will be the give away) and the “not sure it fits pile.” Move the “love it pile” to its own spot on the bed or the rack and then try on the “not sure it fits” pile. I know it seems like it will slow down the process but if you never liked it or liked it but it never fit then either give it away or put it in the undecided box. Continue around the closet through all the hanging clothes. When you get a pile to give away put it in a trash bag and label it. When the bag is full move it outside the room you are in and continue with the next bag. Next step is the shoes, followed by the rest of the stuff. Each time you need to consider do I love it, hate it or does it fit? If you find anything that belongs elsewhere put it in that box, do not just “take a minute” to move it to where it does belong. Put the trash in a labeled trash bag.

2. Once everything is out of the closet, dust and vacuum it well. Take a break and have your snack. You have just finished the absolute hardest part of this whole process.

3. Next we will need to decide where things will “live.” You want to keep like things together, for instance all pants together, all tops together etc. First though check to see that your closet is optimized for the most storage space. Do you have a second rack hanging below the first one? Is there available space above the first shelf to put another shelf so you can utilize the whole space? If not, you may want to consider adding a rack or shelf at a later time. Now is NOT the time to go to Home Depot. Write it down instead. Stay with me….you’re almost done.

4. Looking at the piles you have made (starting with what will go up high on the shelf or shelves) start to put things back into the closet. Grouping similar things into a basket or bin will keep them together and make it easier to find what you are looking for. Label everything. For the hanging clothes you can sort by color going from light to dark (all tops together from white to black) or put all pieces of an outfit together and sort them by color or casual to fancy. Make sure there is space for the long hanging things like dresses. Many people find it easy to hang all tops on the top rack and all bottom pieces (skirts and pants) on the bottom rack. Then you can quickly grab a top and a bottom and off you go. Continue until everything that belongs in the closet that you absolutely love (and fits) is back in there. Then take the bags of give away and put them in your car to drop off. Put the dry cleaning or alterations into a bag and put them in the car. Empty the trash and then empty the box that has things that belong in another room. All that is left is the “undecided” box. Take a second look is there anything you know you really won’t wear…..it doesn’t matter how much you spent on it or how much you saved when you bought it. If it is really only collecting dust, it is not worth the space. For those things you truly cannot decide about, box them up and date the box. In six months take another look inside and see if the decisions are any easier. (Be careful where you store this box that it is not exposed to moisture.)

5. Lastly, maintaining the closet means putting things back where they belong. Use laundry day as a quick tidy up. Gather the empty hangers, put everything back in its place and give it a quick dust and vacuum. Use the one in and one out rule. Buy something new, out with something old. Maintaining the closet of things that fit makes it easy to get dressed, easy to see what you have and takes the stress out of, “What should I wear?” Good luck. Let me know how it goes. I am always happy to answer questions.

Turn Off the TV and Turn On Your Creativity

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The third week of April (April 20-26 2009) is Turn off the TV week. In Massachusetts this is also school vacation week – not a typical week for children but perhaps one with more flexibility.

            So, how much TV do you think you watch in a typical week?  I think you may be surprised. Often times, we as adults, just want to stop and slow down for a few minutes. Having that big black box staring back at us has the effect of a black hole….it pulls us in. We turn it on; we sit there and then wonder where the time went. Take a look at your TV habits. Do you have special shows that you watch or are you constantly flipping channels? Do you turn it on for the news and then watch the 6pm and 11pm news and everything in between? Well this is a good week to go “cold turkey” and turn off the TV. You might just realize that the hours of 7pm to 10pm are some of your best.

            Let’s face it, with TIVO™ and other DVR ‘s you can be the one in control of your viewing. By fast forwarding through the commercials you can save 15 minutes off each hour long program. I guess what I am saying is take a look, are you wasting valuable time getting hooked into something that really doesn’t interest you? Or are you deciding what and when you will watch?

            Families can work together to plan activities for the after dinner hours that are typically spent watching TV.  Be creative, you can bake cookies, play games, do crafts or read together. The options are limited only by your imagination. Even Barnes and Noble bookstores are getting into the act. They are providing story hours and game nights at many of their stores.

            Try it for the week and let me know what you do instead. If you’re a typical 3 or 4 hour a night watcher, that could mean 15 to 20 hours gained in just 5 days! Think about that! My husband doesn’t know it yet, but the TV is going off for the next four days. One thing I do want to mention, these three or four hours that you gain, should not be used to get more “work” done. Think of it as your “self-care” time or “family” time and use it wisely. Check out this website for more information: http://www.tvturnoff.org/  

Good luck.