get organized

Tomorrow I'll Do It

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Tame your time
Tame your time

The word procrastinate is defined by Webster as, “to put off doing something usually out of habitual carelessness or laziness or to postpone or delay needlessly.” I am not so sure I agree with that definition. Sometimes we have to procrastinate because there simply is not enough time in the day to do it all. If the task is really important it will get done but only when its priority is increased. For example, a student who needs to study for a test, will eventually sit down and study or will have to accept the consequences of a low grade. For the ADHD brain, the pressure of a task that HAS TO get done is often enough of an adrenaline rush to push you to get it done. Sometimes though, you may have to trick yourself by setting false deadlines as if they were real.

First step in eliminating procrastination is deciding what is in it for you and what will happen if you don’t do it? This should help you determine if you are really committed to it. Then determine what is preventing you from completing it. Is it a fear of failure or lack of information? Or are you afraid you cannot do a “perfect” job so you don’t start?

Next, decide to get started. Break the task into manageable pieces or set a time limit and work until the time is up. You may realize it isn’t as difficult as you thought and you can keep going.  Cheryl Richardson starts her day asking herself, “What action do I most want to avoid doing today?” Then she begins with that and notes that things quickly change for the better after that. Remember to reduce distractions before you begin working and reward yourself when you complete the task. Overcoming the procrastination habit leads to healthy feeling of being in control of your life. Want to feel competent and capable? Then do it today!

New Season, New Start: Goal Setting for Autumn

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Happy AutumnHappy Autumn! It is now officially autumn and I can see some of the leaves starting to change color here in the northeast. I love fall but I sometimes feel that it is the shortest season of all. Before you know it the cold temperatures will be here with the excitement (notice I didn’t say stress) of the holiday season.

A new season for me means a new start but also serves as a reminder that the year is coming to an end. In fact there are only 98 days left to the year. Isn’t that scary? The reason I know that is thanks to Gary Ryan Blair who runs a “100 day challenge” program. I love the concept that it is not time to give up but rather time to push harder to get those goals off the list so come January 1st you are proud of what you have accomplished and motivated to keep going.

So, I’m taking a different approach this season. I am not going to go crazy (please hold me to that) by taking on EVERYTHING I want to get done between now and winter. Instead I am going to focus on three goals for October, three for November and maybe one for December. The reason I say three is because you can’t just look at one piece of your life without realizing how everything else is related. For instance, if you have low energy, then you can’t possibly be as effective at work or at home. Coaches may use different names for each category but the basic “parts” of your life can be broken down into categories such as; health, money, career, relationships, fun and recreation, physical environment, family, spiritual and personal growth. So I picked three goals for October in the areas of health, home and business. I know that announcing them publicly is the way to make me more accountable. You will check in on me, won’t you?

Here are my SMART (specific, measurable, attainable, realistic, and time specific) goals:

1. Health: I will work out or be physically active three or more days a week for 30 minutes or more for the month of October.

2. Home: I will redo my son’s room by the end of October.

3. Business: I will keep track of the hours I work and separate “work” from “my time” throughout October.

There! Now I am committed to those three goals. I deliberately made them easy to do so that I could be successful without killing myself. If I had said I will work out 5 or 6 days a week for 45-60 minutes, then once I failed, I wouldn’t want to keep going. So, make your goals not so tough that life events could cause you to fail, but also not so easy that you aren’t stretching yourself.

Now please use the comment box below to share your October goals (I’m giving you the last week of September to get ready) and let’s hold each other accountable.

If you’d like me to hold your son or daughter accountable for staying organized with their homework, then check out my End Homework Hassle E-Learning Course.

Thanks,

Laine

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!

Set Three and Be Free: End Multitasking

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multitasking

Are you “crazy” busy all day multitasking and then come home exhausted wondering what did you actually accomplish?

No matter where you work or what you do you are exposed to the “instantness” of technology. The cellphone rings, the email dings and the fax hums. People want information or solutions instantly and often that means interrupting others, including you, to get it. You could spend an entire day responding to emails, phone calls or interruptions and never get a single thing crossed off your to do list. Sure, you may be accomplishing a great deal but is it the important stuff or just the “urgent” (louder, more in your face type)?

The facts are in from several studies indicating that we not only lose time when multitasking but also efficiency and mental capabilities. Some estimates indicate 20-40% decrease in our IQ when truly multitasking. If that is interfering with our ability to get things done then it’s no surprise that we often feel that nothing significant gets done. So, the first step is to determine what is important.

Usually, we wait until some deadline or time limit (usually imposed by another) puts pressure on us to complete the task before we force ourselves to focus long enough to complete it. Needless to say, this adds stress to our lives and possibly to others that we need to get information or help from when they are forced to adhere to our time table.

So, determine what is important before you start each day. Be realistic and list only 3 tasks that you deem important. If only those three things were done, would you go home happy feeling like a success?

Next find a block of time in the morning that you can work on the first task. Do not check your email before starting on this task. Julie Morgenstern, an organizing expert has written, “Never Check Email in the Morning” with lots of tips on how to be more effective at work. During this block of time which can be as short as 20 minutes or as long as 90 minutes, turn off audible notifications and do not answer the phone, or check email. Each time you switch between tasks you lose your focus and studies indicate it takes 15-25 minutes to regain that same amount of focus.

Lastly, if you are interrupted or must stop unexpectedly, then write yourself a note explaining what your next step is. This will decrease the amount of time it takes you to get back into the “flow”. Continue with each task until completed, then check email or return phone calls. This puts you in control and not technology in control. Dr. Edward Hallowell suggests that, “…despite our belief that we cannot control how much we’re overloaded, we can. “We need to recreate boundaries,” he said. “That means training yourself not to look at your email every 20 seconds, or turning off your cellphone.”

There is no way to escape the onslaught of technology unless you make active choices. Start today and list your three most important, manageable tasks for tomorrow’s success. There, I finished my first task for today by publishing this blog. Next up the treadmill and then visiting a sick friend. Wishing you a successful day that you control. Let me know how you do.

Week 7: One Day At A Time Towards Health

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            I know you have heard it before. We all know we should but then, why don’t we? Exercise regularly that is. I recently stepped back to “people watch” and discovered how many people have difficulty moving about. I take my ability to walk, ride a bike, snowshoe, ballroom dance and swim for granted. I wonder if those I see shuffling along or using a cane or walker thought about what their bodies would be like 10-20 years in the future. It got me thinking. If you don’t have your health or your ability to move then your options are limited and your quality of life may suffer.

            A quick Google of the “benefits of exercise” results in over 22,600,000 hits. To summarize, it prevents certain types of cancers, lowers risk of Type 2 diabetes, improves cardiovascular health, may help you lose weight, the list goes on and on. Now who wouldn’t want any one of those – better yet, all of those?

            So, as part of this 12 week plan I think it is important to consider fitting in regular exercise. Take a look at your schedule, could you get up a bit earlier and work out or walk before going to work? Yes, I know you are already getting up early and it is very dark still and will be even darker next week when the clocks jump ahead but try it for a week and see how you feel. Or try doing something active for 30 minutes when you get home. Take it one day at a time. Sure at the beginning you won’t see any big changes but maybe you’ll notice a bit more energy or a better night’s sleep. If you keep at it you may notice your clothes fitting differently and that I think is a great motivator. Feeling thin and fit reinforces your willpower to continue. Change it up, don’t stick with the same type of activity every day or if you do remember to push yourself a bit extra each time. The body is designed to be worked (I read that somewhere) and you’ll notice that the more you work it, the better it will feel. Of course always check with your doctor before beginning an exercise program.

            Picture yourself 10 years from now, are you active and mobile or are you limited by what you can do? I for one do not wish to wait for someone else to push my wheelchair off the plane. I have been doing this for two weeks now and need another notch in my belt. Just typing that puts a smile on my face. I feel good knowing I am headed in the right direction. I wish all of you, the same success. Please let me know how you are doing.

 

Week 6:Organize Your Jewels

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            Welcome to week 6 of the 12 week Get Organized Plan for 2009.  I started this 12 week plan because I realized there were some problem areas in my own home that needed some maintenance. “Maintenance” is what we organizers call the revising of systems that aren’t quite working as well as they should and also the ongoing “cleaning up” we do to keep the system working at its best. In the past several weeks we have talked about the kitchen, the entryway and all kinds of papers.  Today I realized the jewelry “situation” needs maintenance. Sure, women have more jewelry than men but everyone needs a place to keep their rings and watches. Where do you keep your jewelry?

            I have three places: the bathroom (where my everyday earrings and watch live overnight) a jewelry box for less frequently worn items and a drawer in the closet that has a specialized insert designed for jewelry. Although this might sound like a great idea, the compartments are very large and even when grouped similarly it is difficult to find what I am looking for (and I don’t have a lot of jewelry). The jewelry box, which is kept in a dresser drawer, has two removable inserts but you need to open the lid and pull the top insert out before you can reach the other one. I like things quick and easy and this is just too many steps for me.

            The first thing to do is analyze the situation and figure out what the options are. In my case it’s easy. Redo the drawer in the closet and make it function efficiently. I sized up the drahanging jewelry organizerwer and tried to estimate how much space I needed for my jewelry. Then I bought four different sized inserts that fit perfectly in the drawer. One holds necklaces and two others hold earrings and the other one holds larger pieces like bracelets and watches. The two larger units fill the bottom of the drawer and the smaller ones slide back and forth on top of them. There are many options now from hanging plastic bags to different sizes, shapes and colors of drawer inserts as well as jewelry armoires. Find what works for you.

            Step two is to sort and examine all the jewelry. Clean it if it needs it, repair it or toss it and pair up any earrings that may have lost their mate over the years. If you haven’t worn it in a while another option is to sell it at a jewelry store. Many jewelry stores are paying cash for gold.

            Lastly, organize it. Group like with like so you can see how many different categories of jewelry you have. Then you can decide how you will place the jewelry into the inserts. Will you put all your favorites together, or group all the gold in the first row and silver in the second? Make it easy on yourself and design a system that is simple and easy to remember.

            Be flexible, if it doesn’t work after a week or so, change it around. It is often hard to predict the best way to organize something on the first try. The key is to watch for what happens and adapt the system if necessary. Once you have it working it will take about three weeks before it becomes a habit. Don’t confuse “forgetting” with not working.

            These same three steps of analyze, sort and organize can be used for organizing other areas of your home such as your dresser drawers, kitchen drawers or a DVD collection. The key is to have your home function for you and the way you live. Make it easy on yourself.

 

March 19, 2009: Tackle and Tame Your Mountain of Paper Presentation begins at 7pm at the Norwell Middle School Community Room in Norwell, MA. Register to attend this free presentation and learn tips and tricks for organizing the papers of your life. Email: laine@laineslogic.com to register.

 

Get Organized Plan Week 4: Whip your kitchen into shape

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KitchenNow that we’ve handled the papers that invade our lives and our space (see January blogs), it’s time to organize those spaces that we use the most. The kitchen pops into mind for several reasons. If it’s hard to cook or we can’t find what we’re looking for, what are the chances that we’ll put in the time and effort to cook something healthy? The kitchen is often a favorite gathering place and a great place to strengthen relationships. Being able to quickly find things and pull together meals takes the hassle out of dinner and that helps lower the stress level in the whole household.

Start with a menu plan. No one wants to think about what to cook for dinner after a day at work. Do yourself a favor and either plan a week or a month of meals. Then each week shop for the ingredients you will need for the upcoming week and you’ll have everything you need for each night’s dinner. Remember to check what after school activities or late afternoon meetings are scheduled and plan accordingly.

Here are the things that I think make my kitchen work. I hope you can benefit from these tips and make your kitchen a haven.

  • Set up your zones so you’re saving yourself steps. Keep the most used items within the closest proximity to where they are used. For example, keep the pans near the stove along with the spatulas and stirring spoons.
  • Drawer dividers in all drawers. Why hassle trying to find a utensil in a drawer filled with them? Divide the drawer and group like with like into each section. Makes finding things quick and easy.
  • I use several tools very frequently. I like to have two of them so that if one is in the dishwasher, I can quickly grab the other one. I have two pairing knives and two vegetable peelers for instance.
  • Add a level. Take a look in your cabinets, is there empty space over your stack of dishes? Then add a wire rack and use the available space to store other often used dishes.
  • Use pull-out shelves on rollers in lower cabinets so that you can see and reach everything stored under there. These are easy to install and can be purchased at most Home Improvement stores.
  • Avoid having to search your refrigerator and set up zones in there too. Keep all the condiments together, have a space for leftovers so you can find them and eat them before they become a science experiment. It makes finding things easy and you can tell when you are out of something.

Take a look at your kitchen and see if any of these ideas will help make your kitchen more “user friendly.” Add to that a general decluttering of the things you don’t use or that are broken and need replacing and your kitchen will soon be an organized, stressfree zone. Let me know how you do.

Get Organized Plan: Week 2

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Fess Up about your Files!

This week we are going to clean out our files, collect the necessary items for doing our taxes and set up household files for 2009. Ready?

a messy file cabinetFirst step is to look at your files. Now fess up, are they neat and orderly and can you easily locate what you need? Or are they overflowing with meaningless paper jammed packed rather randomly into a drawer? The 80/20 rule has been used for our files as well. That means that 80% of what we file is NEVER looked at again. If you had 80% less paper in those files, would you feel better about them? If you answered “yes” you might want to start fresh for 2009. Either empty out your current drawer (and store elsewhere) and start with new folders or find another place to set up this year’s files. You can go back and deal with the old files a little bit at a time, but if you try to wade through that mess before you set up the new files, you just might not have the energy to get it all done. One exception though is if there are any tax documents you need – pull them out before you store your old files.

If your files are manageable, then simply go through each file folder and shred the papers you no longer need. I admit, I save the bill statements for the year….just in case. But at the end of each year I shred them and start with empty folders.

Before filing think, “Can I find this information elsewhere?” or “What is the worst thing that could happen if I didn’t have this and is that okay?”

Here are the key points to remember about files:

            1. Files should be located close to where you will use them.

            2. The headings on the hanging folders should be nouns and labeled so they are easy to read.

            3. The headings should make sense to everyone who will be accessing the files.

            4. The tabs should be on the front of the file so you can pull to open. Line tabs up in a row not scattered.

            5. Use manila folders inside hanging folders if you need to create a subcategory.

            6. Headings should be in alphabetical order.

 

To help you remember the headings you used, create a file map or list of the major headings in that file drawer. Use it to prevent duplicate headings and to help you remember where you filed things like that property tax bill.

(Hint: I file mine under Taxes so it is ready for tax time). I suggest keeping all the household papers together and then using a different drawer or plastic box for your personal files.

Once your files are cleaned out, set up any new files you might need for the upcoming year.

Now find a large manila envelope and put your tax information in it. Keep it near where you sort your mail (now that you have your command center all set up – see week 1) and as the w2’s, bank and investment information starts to arrive, place them in the manila envelope. Now when you decide to work on your taxes, you will have all the necessary information in one place.

Here’s your Homework for Week 2: Clean out your current files and set up your 2009 files. Make a file map of the category headings on a 4×6 index card and attach it to the front of an empty manila folder. Place this folder in the front of the drawer so you can easily check it. Collect all your tax information in one place.

Reward yourself for a job well done.

Got questions? Leave a comment in the box below, I will be happy to help.

Next How to Tackle and Tame Your Mountain of Paper Workshop to be held March 19, 2009 at 7pm at the Norwell Middle School Community Room. Register to attend by sending an email to: laine@laineslogic.com with your name and contact information.

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