Define Your Containers

October 19, 2011 at 12:38 am · Filed under Garages, Mail, Spring Cleaning, decluttering, kids and toys, paper management

Home offices.  Kitchen Counters.  Entry tables.  These are prime spots in the home for baskets, bins, and boxes that are filled with many random items that just seem to collect there.  These are known as the “Big Black Holes” (BBH).  You have no idea what is in there and especially what is at the bottom.  There is nothing wrong with the container.  The issue is the system, or lack there of.

So how can you use these containers effectively without the BBH syndrome?

  • Define the Use of the Container very clearly
  • Only the items that fit in that definition can go in there.

Here’s an example
Say there are 4 square shaped baskets in your office all full of stuff, random, who knows what.

  • Empty all four, sort out the items and break them into four categories (or put them away and just start over).
  • Categories might include names like Maps, coupons and store cards, new mail, bills to pay, seminar notes and brochures, a specific vacation.  You get the idea.

It is not a catch all for anything, but a container for something specific.

The category may change over time:  a vacation that is next month has an end date.  The container might change after the vacation is complete to holiday planning items….

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Managing and Sharing your Passwords

October 19, 2011 at 12:34 am · Filed under Electronic Organizing, paper management

Some of the many things we are doing these days to decrease our paper and increase our E-storage and retention include converting bills to electronic bill pay and getting financial statements electronically.  With these changes there is an increase in user names and passwords.  Scratching these out on random pieces of paper is not a good idea.  In addition to lots of time wasted searching for those scraps of paper (now clutter), it is important to also consider what would happen if you weren’t here any more (I use the “what if you got hit by a bus” example).
1.  Password Management
There are several possibilities to consider for password management.  Consider these options and choose one that seems right for you.
Low Tech
Keep a single notebook or use a paper address book and log all your user names and passwords in there.  This is for the person who is least comfortable with their security information  on their computer or the internet and who still prefers writing things down.
Medium Tech
Make a list in a program like Excel to record your user names and passwords.  This document should be password protected with something you can remember.
High Tech, Internet or Cloud
A Google search for Password Manager will bring up sites like Roboform and LastPass.  Both of these have good reputations, and there are others to choose from as well.  This is for the person who is comfortable using the internet  or cloud to store their information.
The point is to choose what works for your comfort level and stick with it.
2.  Share Your Passwords
That might sound counter-intuitive, but in the “what if you got hit by a bus” scenario someone else will need to be able to get access to your accounts and files.  Whoever that trusted person is, be sure to let them know how to find your passwords.
And while you are at it, consider making a list of all your accounts with their passwords to pass on to this trusted person.  Update this list as needed if it is not shared electronically.  Anyone who has had to handle probate or settling an estate will tell you this is invaluable information which will save tons of time and money.
3.  Back up, back up, back up…
Did I say Back up yet?  With More and more information stored electronically, you have to be sure to  have a system (hopefully automatic) to back up your files.

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The Freezer Rule

September 1, 2011 at 12:00 am · Filed under Saving Money, Spring Cleaning, decluttering

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.

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The Gas Station Clean Out

August 25, 2011 at 11:33 pm · Filed under Time Management, decluttering

There are a lot of requests for tips on keeping the car clean and organized.  Here’s an idea that can work for everyone.
Clean out the car while you are at the gas pump!

Don’t you love that?  You are standing around wasting about 5 minutes at least once a week.  Use that time to attack a small job…one that is really close at hand.

  • Rummage around the front and back seats and grab all the trash and wrappers and throw them out.
  • Collect all the extra items that don’t belong in the car and put them in one of your re-usable grocery bags from the trunk.  Now it is easy to bring them in the house when you get home.
  • In about 5 minutes your car is neat and orderly.

I just love “found time”.

If you are laughing because your car needs more than 5 minutes…OK, do a major clean out over the weekend at home.  But then incorporate the gas station clean out into your weekly routine for continued maintenance.

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Here are a few tips to make life a little easier this school year.

August 18, 2011 at 10:14 pm · Filed under back to school, kids and toys

(originally published 8/09)
1.  Have a drop zone.  One place where the backpacks, lunch boxes, shoes, and coats “drop”.  Low hooks, a bench, baskets for each person in the household near the door will help corral all that stuff that comes home.

2.  Set up the Launch Pad.  This will most likely be the same place as your Drop Zone.  Leave things you need to take with you in the morning including school items, but also errands, returns, and more.

3.  Become a night before household.  Anything you can do the night before and set out in the launch pad before bed is going to save time in the busy morning.  Load homework and library books in the backpacks, have duffles with sports items ready.  If you are so inclined pack lunch the night before.

4.  Set up a Homework area complete with all the supplies your child needs.  Maybe this is the kitchen counter or table.  Have a pencil box packed with everything they need in that area.  Save time and reduce frustration by having everything they need in one container and ready to go.  When the homework is complete, close up the container and put it away and bring the homework to the backpack for tomorrow.

5.  Get up 10 minutes earlier.  Are you mornings crazy?  Tempers flying?  Always running late?  Set your alarm ten minutes earlier and chances are you will get out the door on time.  Try for one week.  If that doesn’t work, delete another 5 minutes.

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Commit to communication.

August 18, 2011 at 9:15 pm · Filed under back to school, kids and toys

Open communication is such a healthy thing for your family.

  • Commit to eating dinner together at least three times a week and use that time to talk to each other.
  • Share things about your day instead of just asking the kids to talk.
  • Play high point/low point to make communication fun.  This gives everyone the chance to talk about their day and share some good and some not-so-good things that happened.  My six year old likes to throw in a middle point which makes us all laugh.


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.

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Set up a well stocked Homework Zone

August 18, 2011 at 9:14 pm · Filed under back to school, kids and toys

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.

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Adjust Bed and Wake-up Times now

August 18, 2011 at 9:11 pm · Filed under back to school, kids and toys


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.

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Re-establish lunchbox foods and chores for the year.

August 18, 2011 at 9:09 pm · Filed under back to school, kids and toys


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.

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Filing

June 21, 2011 at 6:50 pm · Filed under paper management

The following tips for filing apply to both electronic and paper systems.

So many people lose their information because they make lots of dupliate files which just causes a mess.  “Where’s the car insurance poilcy?  I think I have a file for that, but I don’t know where it is.  I’ll just make another one for this new policy.”  Ugh it is a mess.

  • Consistency is the key.

Here is a reminder about naming files.

  • The name of the folder is the headline. Think of the way you will look for the item later…that is the headline.
  • Use as few words as possible:  Simple is better.
  • Nouns are best
  • Words are better than numbers (unless you have an elaborate numbering system)

Now you need a plan to store the files.  Again the point of filing is to put away information so that you can find it later.

Using either a filing cabinet or an electronic filing system….start with the big headlines.  Common items in a household would include:
Banks
Credit Cards
Monthly Bills or Utilities
Insurance
Health
Autos

Next, within those big headlines  list your sub-categories:
individual bank names
credit card companies
types of insurance, etc.

Use clear labels that are really easy to see…why challenge your brain, which is already full of other things, to have to remember things by memory instead by a simple label.

Remember…consistency is the key.  Once you have set up a system that makes sense to you USE IT.  Practice makes perfect and you will be able to find your nicely filed papers later!

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