simply-org.com Blog

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!

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.

In general people are typically not very good at estimating the TRUE TIME a task will take.  Under-estimating can put you behind schedule and effect your entire day.  If you are stuck in this cycle more days then not you will find yourself constantly running behind, stressed and missing appointments.  Here are a few tips to learn to better plan your time.

Let me start with an example we can all relate to:  a Doctor appointment.  It doesn’t matter if it is a sick visit or a wellness check-up.  The appointment is at 1:00 and you block that on your calendar.

• What is the real time for this appointment?
• Do you need to prepare anything (find paperwork, forms, etc.)?
• How long does it typically take you to get out of your house or office?
• How long is the drive to the office and is parking easily available?
• Does your Doctor typically run on-time or late?
• How long do you anticipate being at the office?
• Will you run errands on the way home?

Ah…you get the idea.  Instead of blocking from 1-2:00, this appointment is more likely 12:20-2:45 (depending on the answers to the questions above).

Apply this same logic to meetings, lunches, projects, exercise, and just about everything in your day.  This will take some practice, but you will begin to learn what the TRUE TIME is for various items on your calendar and you will plan better.

“I want to get Organized” is too broad and unachievable. Here’s what I suggest if you really want to make a change.

I start every new client meeting with two very important steps. We review the current state of things for what is working and what is not, which then leads us to DEFINE THE GOALS. The goals are very clear, measurable, straight forward, and have an end date. We write them down and post them where they can be seen: the refrigerator, bulletin board, computer notes….

Here are some examples to help you plan your own personal goals:

* I want to be able to find the insurance paperwork quickly and without stress by February.
* I want to be able to see my clothes clearly so that I can get dressed more quickly in the morning before my big vacation in March.
* I want to set up my pantry and kitchen this weekend so ingredients and tools are easily available to make nutritious meals for my family.
* I want to clear the dining room table and have a system in place so the clutter (mail) does not come back. We will eat our meals at that table starting next month.
Go ahead and set your own goals.

Service Provider of the Week
Scott Halbrook, Agent, Farmers Insurance

* When is the last time you did a thorough review of your home, life and auto insurance?
* Do you know, like and trust your insurance agent such that you actually look forward to seeing him/her?

I want to introduce you to Scott Halbrook of Farmer’s Insurance. Scott is local to Montclair. He’s your neighbor and friend who wants to do the best for you. If it has been a long time since you had a review or you barely even know your agent, take the pain out of the process and give Scott a call. He will come to your home or office and take good care of you. And you will make a new friend. I constantly recommend Scott to my clients and he is my agent too.

scott@halbrookinsuranceagency.com

510-531-1432

Big jobs, focus on perfectionism, over-commitments, dreaming. These are just a few of the reasons we procrastinate. It is important to recognize that you are putting things off to a point where they are effecting yourself or others. Raising your awareness about your procrastination habit is the first step to conquering this habit. Here are a few tips to help you overcome the “putting it off until later” syndrome.

1. Start the task: don’t get held up by how to start. Start in any way that you can. It doesn’t have to be at the beginning. Any progress will encourage you to continue.
2. Adopt a “do it now” frame of mind. This phrase can be very powerful and give you the kick start you need.
3. Set clear goals. It is easier to get something going when you have a clear picture of where the project is headed.
4. Eliminate the clutter. The clutter may consist of things or time wasters. Either way set up a clear space. Your brain will appreciate the space and will be more willing to get going.
5. Focus on the outcome which may be relief, a sense of accomplishment, pride or some other gain.
6. Set a time line with accountable milestones. Make them realistic and work to stick to them.

These are a few ideas to get you to started to overcome the procrastination habit. As you contemplate a project and find yourself saying that you will start later or tomorrow, challenge yourself to do something NOW. It’s a big step, but it will give you great rewards.

Establish a Homework area.
* Choose a public area like the kitchen table or living room coffee table for homework. That way you can be involved in your child’s homework and keep abreast of what is going on at school.
* Have a pencil box with pens, pencils, erasers, sharpeners, paper clips, etc. that the children use daily or weekly.
* Turn off electronics including the radio and TV.

With everything at the ready, they will spend more quality time on the homework.

Become a “Night Before” family.
Set up lunches, pack backpacks with library books, homework and other things for tomorrow’s activities the night before. This will save lots of time and confusion in the morning. Have a launch pad and drop zone near the front door. This is a place for each family member to grab what they need as they run out the door and drop things as they come in. We are taking about backpacks, sports bags, permission slips, newsletters, keys, mail and all the other paperwork that kids seem to bring home.

We have a rule in our house that
Homework is not done until it is in the backpack.
Does it work every night? Not always, but we have improved our rate of getting the work to the teacher dramatically. When homework is done, have the child put it in their backpack and leave it at the launch pad ready to go in the morning.

No Kids in your house: The same principles apply to your work and home life. Your home office or area where you work should be set up with the supplies you need to perform your job. The extraneous stuff should be moved away from this area.

This should include you too. I bet most of us are sleeping a little later during the summer. Get ready for school in a few weeks by starting now. It is too hard to adjust in one night.

Set bedtime and wake up time at the same time every day. We all work better when our body clocks have consistency. Choose a time for bed and work backwards to make it happen. If bedtime is 8:00, begin the wind down time at 7:30 with the goal to have the children in bed by 8:00. Wake up time should give everyone ample time to eat, clean up, get dressed and straighten their room before it is time to run out the door.

Are you having trouble getting out the door on time?
Set the alarm 10 minutes earlier. Super busy mornings are not the best way to begin the day. Tempers flair, shouting ensues…There has got to be a better way. Beat the morning craziness by setting the alarm 5 or 10 minutes earlier. This simple adjustment could make a big difference.

No Kids in your house: The same principles apply to your work and home life. Summer is generally more relaxed and the fall is time to kick it into gear again.

Mark your calendar for the entire year with the school or school district master calendar.

Put all the important dates including vacations and school closures on the family calendar now at the beginning of the school year. This will ensure that you don’t get caught off guard later in the year for some unexpected day that school is closed.

No Kids in your house: The same principle applies to work, travel, conventions, vacation, and other big events that will effect your coming months. Get everything you can on your calendar so you can plan around them.

Update your grocery list to include lunch box items and snacks that you have not been stocking during the summer. This year try a “greener” approach by purchasing large packages of snacks and then re-pack then in re-usable smaller sized containers for the lunchboxes. Overall you will have less packaging waste.

Re-establish school year chores. Your routine is different in the summer than it is during the school year. Bring the chores that are relevant during school days back into your household routine. Each child should have age appropriate chores for themselves and to participate in the household.

No Kids in your house: The same principles apply to your work and home life. Summer is generally more relaxed and the fall is time to kick it into gear again.