simply-org.com Blog

Tip #3 for De-Cluttering:

Tip #1 for De-Cluttering:

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.

How is 2011 going so far? Are you making some headway with your organizing goals? I hope so, but if not, don’t fret. Maybe you are zigging and zagging too much.

A definite hazard of getting things done, be they cleaning out the linen closet or a major project at work is the zig zag. You know what I mean. Instead to pursuing a project in a methodical, straight forward manner you meander. This can be physical or mental (or a little bit of both).

Let’s take the linen closet as an example. You begin the project by pulling things out of the closet. Some of the items should go to the laundry which is in another room. You wander over there and get distracted by the pile on the floor, turn the washer knob, fill the soap, load the machine, and then notice a clean towel folded on top of the dryer which leads you to walk to the bathroom to hang it up…and there the blow dryer is sitting on the counter, so you put it away under the sink where you see the silver cleaner which would be useful to shine up the bracelet you are wearing tonight, which reminds you to confirm the reservation. Now you are at your desk…EMAIL. Need I say more.

Yup, that is the zig zag. Once you are caught up in it it is really hard to get focused back to the original project. The linen closet is torn up and mess and you are frustrated.

How do you avoid the zig zag? Try this.

* Prepare for your organizing task by bringing supplies to the area where you are going to work. (bags, paper for lists and other notes, markers to write on the bags, etc).
* Bring bags or totes to fill for items that will move to other areas of the house.
* DON’T LEAVE THE AREA OF THE PROJECT.

By physically staying at the place you are cleaning (in this case the linen closet) you are staying clear of all the other distractions that will pull you away.

* Fill a bag with items for other rooms. Don’t go the other room while you are working. Instead, do a sweep of room to room later.

Have bags for donations, recycling, and trash all nearby. That will keep you in one place so you can focus on the task at hand.

What is Visual Clutter?
Stuff that is in plain view that over stimulates your eyes and your brain to the point where you don’t even see it, but it still agitates your brain.

Examples:

Piles of magazines all over the living room.

A refrigerator that is covered with photos, calendars, newsletters and more.

A mantel that has lots of photos in frames, trinkets and candles.
A wall with tons of photos that in a wide variety of frames.

You get the picture. There is so much stuff in plain view that is screaming at you. You generally look past it and don’t see any of the individual items. It over stimulates to the point where you don’t see the loved ones in the photos.

What can you do about Visual Clutter?

If one of your goals is to have space that is more calm and peaceful, be prepared to make some changes to your visual clutter. Reduce is the key word.

First strip the area with the visual clutter totally clean. That means completely clear it. Remove everything off the refrigerator, or clean everything off the mantel. Strip the wall of photos. In this process you will likely find things you didn’t see before, forgot about, or maybe don’t even like and you are not sure how they got there.

Second, decide to put back no more than three things. Just try it….On the refrigerator that might be one calendar, and two photos. On the mantel that might be one candle, one framed photo and one trinket. One the wall re-frame three large photos in a similar frame (all black or gold frames for example).

Three is not the magic number, but it is a great starting place to show that less is more. That you will actually see those few things clearly and enjoy them more. You may settle on five things at the end, but either way it needs to be greatly reduced from where it was when you started.

Third, what do you do with everything else? Put it away. It might be a photo album or box. It might be a place where all the newsletters go together. It might be the trash or recycling (you don’t need the newsletter from 9/10).

Have a look at your space. It is already calmer without all that visual stimulation attacking you. Give it a try.