Online Organizing Tools

Originally posted 2009-04-21 16:01:10. Republished by Blog Post Promoter

Vacuuming I've reviewed a few of these tools in the past, but today I came across a huge list of online resources, over a hundred, via Mashable. If you use your computer for to do lists and calendar, you may want to check some of them out. The list is a year and a half old now so some of these apps may not exist anymore.

One that caught my eye is Chore Wars. This is an online household chore board disguised as a monster-fighting video game. Each "player" selects an avatar (elf, dragon, horned demon, etc.). Mom, AKA the Dungeon Master, creates the chores and assigns them to her apprentices. Completed chores earn points toward prizes. Fighting monsters along the way is optional.

Another intriguing one is FutureMe.org, a free service that lets you send emails to yourself in the future. I have often thought it would be helpful to send myself email reminders. Of course, I can put them in my datebook, but I find I look at email more often than my datebook; I use it as an organizing tool.

Turns out that many FM users write diary entries or time capsules. There are public ones you can view on the site. It's always fun to read someone else's diary, right?

Vacuuming from Sunrise Ottah's photostream.

Reminders for "Messies"

Originally posted 2008-01-25 11:48:11. Republished by Blog Post Promoter

Author and "Organizing Lady" Sandra Felton has written many books about organizing for "messies." She herself is a recovering messie so her advice comes from first hand experience.

Cleanies vs. Messies
She often writes that "cleanies" tidy up automatically, without having to be reminded or nagged at. That’s because they immediately see what is out of place and feel uncomfortable until it’s put away. Cleanies can find it hard to understand why messies don’t just spend a few minutes getting rid of the obvious mess in front of them.

But messies tend not to see the mess until it gets so big that they can’t find anything or put one more thing down. At that point, it seems too overwhelming to do anything about. What messies need is a way of reminding themselves to tidy up regularly, since visual cues don’t work for them.

Make a List
I suggest having a list of all the tidying tasks in the house posted prominently. Breaking the clean-up into smaller tasks means you can glance at the list, find a task and do it in a few minutes. It also means that other family members can do the same thing (yes, enlist all of them!). Note that this list is for straightening up, not for house cleaning, so it should be obvious whether a task such as "clear the kitchen counter" needs doing or not.

Pair Up Tasks
Another idea is to pair up tasks with other activities you do regularly. One of my clients decided that she wouldn’t check her email until she spent a few minutes clearing off her desk. She didn’t have to finish clearing it, just put in some time. But since she checks her email a lot, it will get tidied up pretty fast!

Write It Down!
The important thing to do is write down the tasks and make a habit of looking at the list. Don’t try to remember to do them. Don’t worry that you shouldn’t need to be told to clean up. It’s okay to need a reminder.

Do It Now
Don’t put them off for later. Tasks that take two minutes or less are worth getting out of the way right now, because a pile of two minute tasks quickly becomes half an hour or more. Put your purchases away as soon as you come home from the store, for example, even if it means walking all over the house.

Simple habits like these will make a huge difference in the clutter level of your home. Start right now!

Are You Committed to Getting Organized?

Originally posted 2009-09-29 15:17:28. Republished by Blog Post Promoter

Have you tried to get organized in the past and just gave up? The culprit might be your level of  commitment. If you're in a situation where you haven't gotten organized for a long time, or clutter has been building up for many years, you're taking on a big project. No doubt about it. Your commitment must be strong or you'll slow down and get discouraged, or stop altogether and decide that it's hopeless.

Blue water branch

Getting committed starts organically. You look around one day and realize that you really want to change your environment. Something clicks inside you and you know you've got to do it now if you're ever going to do it. The question is, how do you stay committed?

Of course, the first answer that comes to my mind is to hire a clutter coach like me to help you. But let's look at what a coach can do for you and see if there are ways you can coach yourself.

As I mentioned, creating a goal or commitment isn't usually the hard part. It's the follow through, the actual doing, that can grind on and on, way past the end of your initial enthusiasm. It's kind of like being in love. At first, you are starry eyed and believe that nothing can go wrong. Then you start seeing bits of reality creep in and they tarnish your original image of love.

Some relationships die at this point. The ones that continue do so because of commitment. You realize that the love relationship you wanted is always still there, despite morning grumpiness and badly squeezed toothpaste tubes.

Coach yourself to remember what was originally exciting and stimulating about your commitment. Feel in your bones the wonderful benefits of decluttering that room, for example. Would you feel lighter? Clearer? More energetic? What about honoring yourself? Making a decision and following through on it? Accomplishing a feat that you weren't sure you could and then feeling proud of yourself? Envisioning a thrilling goal and then seeing it as reality?

A simple way to keep your organizing vision in front of you is to collect pictures that embody it. These can be of actual, organized rooms or they can be of serene landscapes, happy scenes or other inspirational images.

If you've started to get organized and there's a place that you've made to look exactly the way you want, take a picture of it and post it. Appreciate what you've done. Celebrate it. This picture can also come in handy if the area starts to get cluttered again. It will serve as a reminder of how you want it to look so you can use it as a template to re-achieve that look.

Acknowledge that you can get organized because here's photographic proof right here that you've done it! If you did it once, you can do it again. Expect that you'll be successful based on that. Positive feelings about your accomplishments are powerful motivators. You don't need to know everything right now about how you'll do it. What you need most is to nourish your commitment so it will carry you through.

Branch and water in my favorite colors from austrini's photostream.

How to get organized for everyday disasters

5532445369_574cbdcfce_zWhen disaster strikes, being prepared is essential. That means knowing how to get organized to recover. It means knowing where that solar powered radio is is critical. Having a food stash means not worrying about scavenging. Creating a plan for your family to keep them safe and in communication is comforting.

Now, what if you had such a set up for your everyday life? How to get organized so you can recover fast?

I live in earthquake country. You can buy deluxe earthquake preparedness kits that include food, water, a tent and a snap-on toilet seat. I’ve heard of people digging bunkers on their property and outfitting them with months of survival supplies. At the very least, people usually have a few jugs of water, some canned goods and a flashlight.

Our days are full of disasters, small and large, and how we deal with them has a lot to do with our daily quality of life. When we can’t find our keys or watch and have to leave the house ten minutes ago, we get pretty stressed out.

Your earthquake kit is carefully stored in a place that you’ll be most likely to reach it in an emergency. Why not do the same for your keys? If every morning is a chaotic rush, that qualifies as a disaster for which you can easily prepare.

Create your own daily preparedness kit. What are your particular earthquakes? Losing keys? Phone? Getting lost in email? Shuffling through piles looking for things?

If you have all of the preceding, don’t worry. You can prepare for them one by one. Keep it to the essentials, remember. In a disaster, you’re happy to have a tent to live in.

What’s one small thing you can do today to prevent a disaster tomorrow? Tell me in the comments!

Use Email to Stay Organized

Originally posted 2008-10-08 17:26:08. Republished by Blog Post Promoter

I asked my friend David over dinner one night how he manages to keep on top of all his projects at work. I don't always talk about organizing with friends, but I often discover new ways to do things from them, and that's always fun. He said that he uses his email program.

Juggler
How does that work? For each project he opens a new email and starts typing in bullet points for all the tasks that need to be done that day. The emails are automatically saved as drafts and he can quickly cycle through them to see at a glance what's happening. He continues to add to them during the day, including notes from conversations and other emails. So he ends up with an outline of all project activity for the day.

He sends the emails to himself using the date and project in the subject line and then keeps them in the appropriate project folder. Sometimes they're also mailed to other people working on the project, saving him the step of copying information from other sources. And he has a chronological, easily accessible log of project activity.

I like this idea because it's simple and fast, it uses a program he already knows (no learning curve) and the information is easily transferred elsewhere, including to other people.

Juggler from jayniebell's photostream

The Organizer Sees It Differently

Originally posted 2008-05-27 09:27:00. Republished by Blog Post Promoter

I went clothes shopping last week with a friend who had volunteered to help me upgrade my image. I haven't been completely happy with my professional look and she has a great eye for clothes.

First she asked me to find pictures of clothes that I liked and identify what colors I liked and hated. We got together over coffee and she made some notes based on my choices, then we went to the shops.

She walked down the racks saying "this," "this, "yeah, this one," while I stood by holding the hangers. Sometimes I'd say, "uh, I don't think so…" and she'd reply, "Just try it. For me." She quickly picked out a stack of garments, most of which I never would have chosen for myself.

Pink
And, amazingly, almost all of it looked great on me! I discovered that pale pink is my color. I have never, ever worn that color (well, since age 4) and I own nothing in it right now. But I'm sure going to change that.

The interesting thing to me was how productive and eye-opening it was to shop with someone who knows what she's doing and is focusing all her attention on me. The same thing happens to my clients when I work with them to get them organized. They see things that were unclear before and that suddenly seem so obvious. We come up with ways of doing things that seem completely right, but were easily overlooked before.

Having another pair of eyes seeing what you see and reporting a different view is powerful, and helpful, stuff.

Li'l sweater and hat courtesy of Mantofev.com.

Clutter is Tiring

Originally posted 2012-01-17 15:58:31. Republished by Blog Post Promoter

It’s exhausting, actually.

It’s hard on the eyes.

It hems you in.

Sometimes it feels like it’s just in the background, just there in case you need it. But then you remember how relieved and calm you felt last time you cleared out that clutter, as if a weight had been lifted.

Clutter niggles at you, subtly draining your energy.

Old magazines whisper “read me!” Piles of clothes coax “come sort me!” Your crafts bag says “come play with me!” This creates a low level of background chatter in your brain that’s more distracting than you realize.

One of my clients has a lot of clothing. More than will fit in her closets. The last time I saw her, the ironing board in the bedroom and the chair next to it were piled high with clothes. We’ve made progress, but it’s a big project.

It seemed to me that she was feeling worn down by constantly seeing the piles and waking up to them every morning. So, we moved them to her office. Now, that’s not a solution, it’s just an interim step in this long project.

Her mood lightened up right away.

She took a big breath and stretched her arms out. The room suddenly felt bigger and more restful to the eyes. I predict she’s sleeping better at night too.

If you have a lot of sorting to do, try to keep it contained or covered in between sessions. You’re not hiding the truth, you’re letting yourself focus on other parts of your life instead of being nagged all the time by this undone project.

Here are a couple of sorting techniques to try: triage and quick declutter.

The Six Styles of Procrastination

Originally posted 2011-06-01 10:47:17. Republished by Blog Post Promoter

Hey, it’s like a quiz! Don’t you love taking quizzes? Identify your particular procrastination style and try the suggested solutions. Or try any of the solutions that appeal to you, even if you don’t match the style. If it works, it works.

These definitions come from the book It’s About Time, by psychologist Linda Sapadin, condensed by me. You may have characteristics of several types; that’s okay. Pretty normal, actually.

The Perfectionist
These people don’t want to finish, or even start, a project that they fear won’t be perfect.  They waste time refining and honing their work, but adding no value.

How to overcome:

  • Set absolute deadlines.
  • Devise other criteria and adhere to it.  Remember that anything can be improved infinitely.  There’s no ending point for improving something.  You have to pick an end point and stick to it.
  • Most of the details you’re worrying about won’t matter in the end
  • Keep in mind how much effort you can afford, given everything else that’s going on in your life.

The Dreamer
These people are better at ideas than execution.  Actually doing the work seems tedious and boring.  They are vague about how to make things happen and tend to believe they’ll be magically rescued.

How to overcome:

  • Make plans in writing
  • Talk to others regularly to “test your reality”
  • Give yourself specific tasks to do, some routine and some that make your dreams reality
  • Use a timer to keep yourself on track and honest.

The Worrier
These people fear risk and always worry “what if?”  They put off acting if it means doing something unfamiliar or uncomfortable

How to overcome:

  • Remember that avoiding decisions is still deciding
  • Motivate yourself by focusing on the positive outcome you desire
  • Break down your tasks as small as possible to circumvent fear

The Defier
These people hate feeling controlled by others.  The feel oppressed by mundane chores.  “You can’t make me” is their line.

How to overcome:

  • Realize that people are requesting you to do something, not demanding it
  • Don’t take it personally!
  • Do what you know is right, even if it means “giving in.”

The Crisis Maker
These people are adrenaline junkies.  They thrive on and even create near disasters because they’re exciting.

How to overcome:

  • Don’t wait to feel excited about a project.  That might not happen until you get involved in something.
  • Satisfy your need for speed in more benign ways, like speed cleaning your kitchen.
  • Before you act, focus on how you’ll feel later, not just in the moment.

The Over Doer
These people are indecisive and unassertive.  They say yes to everyone and then get stuck.  They over commit and burn out.

How to overcome:

  • Realize you aren’t superwoman, and you’re fine the way you are now.
  • Don’t let the priorities of others take precedence over your own.
  • Remember that you are already in control of your time.  You are choosing what happens to you.  Let that empower you to make positive decisions.

Still stumped? You could get a few customized tips to deal with your particular brand of procrastination during a free 20 minute consultation. I’m offering this for another week or so. Jump on it!

What To Do with All Those Notes

Originally posted 2011-03-24 12:13:54. Republished by Blog Post Promoter

I wrote a post this morning on this topic but then I was feeling adventurous, so I made it into a video. It’s my first video blog post! Yay!

Remember that this is just the way I do things. It’s my system. My current system, that is. If you have ways of doing things that work, you have a system, and there’s no need to change it.

I like to write on paper. It helps me think better. But I also store notes in electronic form. It’s a hybrid system. A mongrel, perhaps. A mutt!

Mutts are strong and hardy. A mutt system is versatile and will come when you call it ;) .

httpv://www.youtube.com/watch?v=y3HL4WEi6Yo?rel=0

Multitasking Revisited

Originally posted 2008-08-06 11:07:37. Republished by Blog Post Promoter

One man band
My previous, multitasking-bashing post may have given the impression that I'm against multitasking. I'm not. I'm for anything that helps you get your work done. Multitasking, or the illusion thereof, is appropriate when:

  1. You have a short attention span
  2. You crave novelty
  3. You're easily bored
  4. You're energized when there's a lot going on at once
  5. Deadlines motivate and thrill you

The caveats here are that:

  1. You need to be actually accomplishing things, not just spinning your wheels (however fast they go)
  2. You don't create crises for others and hinder their work
  3. You do not alienate people by giving them only half your attention
  4. You're aware that you're not getting things done faster or even more effectively, you're just using a work style that suits you

I'm a firm believer in finding ways to be organized and efficient that work with the way you are now, not the person you think you should be. Change your environment to suit you, not the other way around.

Personally, I hate multitasking. When I do it, I find that I can remember the primary task I did, but the secondary focus ones get forgotten. That means I have to go back and check to see if I did them, which is a waste of time and annoying to boot.

There's very little on the Internet in support of multitasking! This article is one of the few. Vos Savant makes some very good points, such as why talking on the phone while driving is completely different from talking to your passenger.

One Man Band from Jaroslaw Pocztarski's photostream.