simply-org.com Blog

A client recently asked about the continual problem of pantry overflow…out of the cabinet, on to the counters, everywhere you looked in the kitchen there were snacks, boxes, bags and more.  This is clearly visual clutter and it is not that uncommon.  Here’s the solution we came up with.

The Freezer Rule.
When you are grocery shopping locally or more importantly at the large warehouse store, you definitely think about your purchases that have to go in the freezer.  The items have to be stored in this specific environment or they will melt and end up in the trash.  The size of the freezer defines how much you buy.

Take that same mentality to the pantry, or for that matter the closet, the garage, your storage area.

• The physical space defines the amount.
• If the pantry is full, you can’t buy anything else.
• If you aren’t using the items in the pantry and they are just taking space, out they go.
• If items in the pantry are past expiration they are simply eating up valuable space.
• If the sale at the store is for a large number of units, but you don’t have the space to house it at home in your pantry, then the sale isn’t really a savings for you.  You are better off buying a smaller amount.

You get the idea.  Let the space define the boarders.

Is your work space, kitchen cabinet doors or refrigerator filled with slips of paper and Post-Its with little notes to yourself?  And yet, you are still losing track of things?

These papers are actually more of that “Visual Clutter” I mentioned a few months ago.  Random pieces of paper stuck to random places…Ugh.  How can you possibly find anything?

It is time to kick the Post-It habit and work from a more organized system for managing your little notes.

I would like to suggest a notebook. Yes, One Notebook.  It needs to be contained or bound (spiral works well).   It can be paper or electronic.  This is the place to capture your little notes, phone messages, to do’s and more.

The notebook works because it is one item, as opposed to many little pieces of paper.  Your notes and lists are contained in one place.

Which notebook?

• For Manual Writers, one that easily fits in to your purse or work bag.  So it may be on the smaller side.
• For Electronic Users, try using a notepad on your computer or phone.

Both of these are great because it means the lists are always with you.

How do you manage this?

• Use the notebook as a resource center to capture all that information you used to jot on the little slips of paper.
• You can transfer information from the notebook to its primary home later when you have time, or are in the right place.  For example all phone numbers go in your phone book, cell phone, or computer contact system.  Another example is to capture notes from a meeting or phone call (especially if you are mobile at the time) and then tear them out or transfer them to the place you store the rest of the information on that subject, client, meeting, etc.

It should be with you constantly from your desk, kitchen counter, purse, work, car, where ever.  Give it a try and break the Post-It habit!

Electronic Waste is now a part of our lives, but we are all concerned about the best and most responsible way to deal with it.  I have a great company who is now open in the East Bay that I want to share with everyone.

Green Citizen was introduced to me about three years ago through the local NAPO chapter (National Association of Professional Organizers).  James Koa, a former silicon valley executive who made his mark there then decided to follow his passion, founded Green Citizen in 2005.  James was concerned about the “e-cycling” that existed which really consisted of shipping our e-waste to third world countries, polluting their water sources and environment.  Our problem became their problem.  James developed a socially and environmentally responsible company whose mission is to “create a cleaner environment by addressing the growing electronic waste crisis.”

I encourage you to go the Green Citizen Website to learn more about their services which include:
IT Support
Repair Services
Reuse Services
Advanced Data Security Services
E Cycling Services
And Total Accountability

Here is a link to a listing of all the items Green Citizen addresses and any fees that may apply, which is very few.  (Scroll down the page to review the list).  Recycle item list

I hadn’t mentioned this phenomenal organization until now because they did not have an East Bay location.  NOW THEY DO.
1971 Shattuck Avenue
Berkeley, CA 94704
510-981-1900 x104

Many people (and companies) are concerned about security and their data on computers, cell phones and other electronics.  Discarded and donated computers and media disks are a principle source of identity theft.  Read more about this and what Green Citizen doe for their clients at Green Citizen Data Security.

This company works with both residential and commercial clients.  Please share their information with everyone you know and your work place too.  They have outlets in San Francisco, Palo Alto, Burlingame, and Now Berkeley.

Sometimes clutter and general messiness can seem to hold you back.  It is hard to get the day going on the right track when the mess is starring at you.  Here are two practical tips to get your day moving in the right direction.

Make Your Bed
It sounds really simple, but if you skip this step at the beginning of the day you are already setting a tone that it is OK to leave things undone.  A made bed shows you that little tasks that are completed will make an impact on your outlook.

Clean your sink
The same principle applies here too.  If the sink is full of dirty dishes it gives you permission to let other things go too.  Tidy up your sink, clean the dishes or load the dishwasher.  Wipe up the counters.  Now you have set a new tone with that little accomplishment.

• Pull together all the manuals throughout the house and garage.
• Purge what you don’t need….honestly, this won’t take very long at all.
  • Toss any manuals for items you no longer own.
  • Check the remaining manuals to see if any of these are on-line.  The newer the item, the greater the chance you will find the manual on-line.  If it is on the web, feel free to toss out the paper.
• Sort the remaining manuals into categories.
  • Use broad headings like software, tools, kitchen electrics, phones, large appliances, etc..
• Store the manuals according to those broad headings.  There are several methods for storage that I have seen used and all of them can work.  You decide what works best for you.
  • hanging files with tabs.
  • three ring binders with pocketed sleeve inserts.
  • three ring binders with clear sleeve inserts.
  • shallow office boxes (from office supply stores or The Container Store).

Now, when you need to find some information from a manual, you will be able to put your hands on it quickly!

With April 15 fast approaching and taxes on our minds, I offer to you some great tax saving incentives to help motivate you to de-clutter. You can’t effect last year’s taxes, but you can start making an impact for 2011.

As you begin clearing out a particular area of your home or office, it is well worth the effort to corral items that are in good enough condition to be donated for use or re-sale to a non-profit. The result for you is less clutter, cleaner space, less to put away and a receipt…which is a tax deduction.

The best and most efficient way to do this is to make a list while you are adding to the donation bags of the items you will turn in. Some charities offer valuations of items. A great on line tool is from the Salvation Army.
Salvation Army Valuation Guide

I have two quick stories of clients I worked with in 2010 that are thrilled with their de-cluttered space and their tax receipts.

One gal was a book lover. We (I had a helper for this) removed 950 books and donated them to Bookmark Bookstore in Oakland. This is a non-profit whose proceeds go to the Oakland Public Library. The client still had plenty of great books in her house. She gained bookshelf space and regained floor space in her house that had been filled with piles of books. Best of all she has a huge receipt which details the number of soft and hardback books donated. That will have an impact on her taxes. Oh, and by the way, we took a few photos in case there were any questions about the donation.

In another case, the client told me this week that she added up all the receipts from her donated goods and it came to over $17,000. A large portion of that was clothes, books, household items and more that we had collected throughout her house over the course of a few months. Her response to this was, “And I don’t miss any of it!”

Finally, there is the “feel good” part about donating your un-wanted items. It is nice to think that someone else may need something you no longer want or need. This is re-cycling at its best.

Can you remember the last time you cleaned out the bathroom cabinets? Are they stuffed full? Is it hard to find anything? Are you purchasing seconds or thirds of items you already own like tweezers and nail clippers? It’s TIME!!!

Let’s be really practical and do this the most efficient way.
Tools needed:
Trash can or bag
donation bag
recycling bag
sharpie pen

* Begin by pulling everything out of the cabinets and drawers.
* Discard anything that is out of date including old makeup. (If you can’t remember when you bought it, it is probably too old and could be a hazard).
* Empty the contents of any outdated pills (over the counter or prescription) into a plastic seal-able bag. Toss or recycle the containers. Bring the pills to your local pharmacy to dispose of them properly (CVS in Montclair will take your pills).
* Toss out any “almost empty” lotions and other mostly used up items.
* Edit cleaning materials to those items that you truly use.

Once you have reviewed everything and have only what you truly love, need and use left you can begin returning items back in the cabinets and drawers.

Be specific and keep “like with like” when you are putting things back. Makeup together, first aid together, cleaning together, paper goods together….

Use small containers to keep little items from loosely floating around (tweezers, nail clippers, hair pins, etc).

You should be left with clean cabinets and find it easier to locate things. Generally, a bathroom clean-out should take about a hour at most.