Maintain your organizing system to prevent relapse

It is a common assumption that once you put an organizing system in place it will always work and function exactly the way it did in the beginning indefinitely.  Even more widespread is the thought that one is a failure if the system does not continue to serve the purpose for which it was intended.  Both of the previous outlooks lead to a lot of frustration and and a sense of inability to rise to the task.

The reality is life varies constantly.  When your schedule, routine or responsibilities change it is important to recognize that the organizing system supporting you must mold to the new development.  Do not beat yourself up if your methods need to modify to fit the new dynamic you are facing.

The best approach is to take stock of what works in your current system.  Then identify the changes you must make in your system to make it fit your current needs. For example, if you now take the kids out through the garage instead of the front door it is ok to move the coat and boot storage so it is convenient to your new point of exit and entry.  What once worked may not be the best solution anymore. 

When your system no longer feels as though it functions properly, take an honest assessment and see if there is a change that needs to be made.

Get rid of miscellaneous clutter

What can you do with items or papers in transition? For instance, a pair of pants needs to be dry cleaned so it can't go in the closet. Where does it go? A vase needs to be fixed so it can't go in the cupboard. Where does it go? There is a tool that needs to return to the shed but you don't want to walk out there at the moment. Where does it go?

Things is transition can be the hardest to organize because they do not belong where they normally are stored. They need to be separate so the tasks associated with them do not get forgotten. However, most of the time we keep them out on the counter, or on our desk, or somewhere else where they take up space and create clutter. Here are some suggestions to keep transitional items organized but on the radar:

-Have a hook and a basket by the door or on the way to the door. Any hanging items or bags you need to take out of the house can go on the hook. All other items like library books, letters etc can be in the basket until you are ready to run the errand.

-Put a basket at the top of basement stairs or on the way outside to your garage or shed. When you have a tool or item that needs to be returned you can set it in the basket until you are ready to make a trip outside or into the garage. The same method can be applied at the bottom and top of stairs to different levels of the house. By placing items in “holding areas” you can wait to transport groups of items.

-Designate an area to keep items that need to be mended. You can even attach a note and broken pieces to the item so you remember what you have to fix.

Think of other situations where you can implement similar strategies. You will begin to cut down on transitory clutter!

Technology doesn't always fix the problem

I met with a prospective client a few weeks ago to discuss the possibility of organizing her business office. During our initial consultation we talked about the problems she was facing with her desk and why it was always unkempt. At one point in the conversation our attention turned to the disorganization within her computer and why her computer files and emails were not being managed properly. It highlighted an often forgotten fact…Technology does not automatically make a person organized! In fact, sometimes it can make their situation worse. My prospect’s desk and computer were remarkably similar: her papers were all mixed up on the desk and so were her computer documents. Her physical filing system was not functioning properly, and she had not yet created a system for her computer files that was efficient and effective. In the end I believe that good habits and discipline make someone organized, not necessarily the technology they use. For some people, electronics and technology are a God send and make life easier. For others, it highlights and accentuates the current lack of organization.

Organizing tips for newlyweds

Setting up your new house or apartment with your spouse is an important part of starting the next stage of your relationship together. The goal is to have living quarters that are comfortable, functional and conducive to your own living habits and preferences as well as your spouse’s. The worst mistake most new couples make is not listening to the other person. Both individuals should give and receive opinions openly and be willing to compromise on non-essential preferences. Organization is a very personal thing, often molded to our own unique habits and lifestyle choices. Working together, you can build systems that are easy for both of you to follow and maintain. Sit down together and discuss the different rooms in your home, and determine how each of you thinks they should be used. Consider the activities you do or want space for, and assign these activities to the room(s) you think will best accommodate them. Be creative; for example, a bedroom could be your craft area or second den. Then think about the furniture you want to use as storage. Ensure that it fits what you want it to hold, and that it will make sense in the room in which you would like it to reside. Storing items by how they are used, grouped or categorized into specific spaces is the easiest and most efficient way to find things. If you both lived on your own previous to living together and have two households to combine, remember that you do not need two of everything. First, decide what non-duplicate items you would like to keep. Ask yourselves if it is useful to your lifestyle and if you want it. Then tackle the duplicate items. First look at the space you have to work with. While having two sofas is nice, your living room simply may not be large enough. Ask yourselves if you really need, and will use, two sets of utensils or dishes. Don’t always expect your spouse to make the tough call all the time. Be willing to let some of your personal belongings go. If you decide to keep more duplicates, consider storing the second item in a basement, attic or closet if it is not going to be used frequently. You will leave more space for things you are going to use on a regular basis, and cut down on clutter in high traffic areas. Starting fresh with the registry gifts you receive and items you buy together can be easier. However, there will always be a few gifts that weren’t really what you were looking for. Do not be afraid to return things that you do not need, will not use, or do not want. Your guest would prefer that the gift be used and wanted rather than sit in a box because you did not want it. Replace the item with something else you need or have not yet received. Finally, create a simple filing system for bills, statements, personal information and household information. Mail and paper can become overwhelming. Catalogs, bills, invitations etc should all have a place once they cross the threshold of your home, like wall mounted mail sorters or nice baskets. Any papers that need to be kept should be in a filing cabinet with all papers in clearly labeled, hanging files. Long term or archive storage can be in bankers’ boxes or plastic file bins in the basement. Remember to always ask yourselves if you need a document you are about to save. Can you condense the information elsewhere? Are you ever going to refer to it again? Do you really need it for tax purposes? By following these suggestions, you will ensure a smooth transition into creating a manageable and organized household with your spouse!

Clutter and guilt

Sometimes clutter originates from incomplete tasks and projects. Often times we leave items or papers out as reminders, place holders for later. However, piles as reminders clog up your environment. They also can create a sense of guilt over things you “should” have done. These piles remind you of money “wasted” on interests you did not pursue and time you “should” have spent addressing an issue.

This sense of guilt prevents us from addressing clutter. In essence, our guilt can keep us in the problem. It is difficult to work through stacks of papers or items reminding us of tasks left unfinished, being forced to recall our past “failures”. In spite of the pain, clearing your environment, especially of these visual cues, will create a more peaceful space.

Before you start the sorting process, realize that you don’t have to commit to fulfilling all the unfinished things. If they have been sitting around for a couple years, weigh whether or not the issue is still relevant and if completing it will achieve the desired results. Is it still even of interest to you? If you decide to let it go, you will experience a lift and sense of freedom.

For projects you decide must be kept and completed, prioritize them from most to least important on a piece of paper. Each week schedule time on your calendar to work on the first project until it’s complete. Move on to the next one after the previous project is finished. You can move all the supporting paperwork and items to an area out of sight but keep the list visible as your reminder. With this approach in mind you can overcome guilt AND clutter.

Helping your kids get organized

It can be a frustrating battle when you attempt to “organize” your kids. Many times they are reluctant to change, and all the containers you buy and systems you create go unused. Helping a child (young or teen) achieve balance and order in their surroundings cannot be done by sheer force. They need to be actively involved in every aspect of the process and then given expectations for how their things will be taken care after the initial cleanse is complete. -First, let them purge with you. Ask the hard questions, like when was the last time they really wore that article of clothing or when they last used an old toy. Try to put everything in a positive light. Explain that in order for them to have room for the stuff they really, really want, other items will have to leave or be stored elsewhere. Do not go through your older child’s belongings alone…they will feel as if their opinions do not matter and become reluctant to change. -Encourage generosity. Many people, kids included, can be motivated by helping another. Pick a charity you know will give toys away to less fortunate families, or have your teen pick a charity of their choice to donate old clothes to. Be sure to recognize and praise their act of kindness. -Third, let your child go container shopping with you. Let him or her brainstorm with you about the best place to put the hamper, what shoe rack would really make it easy to store all the sports footwear, or the most convenient location for a desk. Be sure to get their input on any storage containers you want to buy. If someone loves a good solution, they will use it! -Finally, set the expectation that any system put in place must be maintained. No item will put itself away. Create clear guidelines and agree upon how often things will be put away and cleaned up, and then stick to the agreement. You are not only helping your child become more responsible, you are helping them foster good organizing habits!

How to handle paper

Paper can be the most pervasive thing we encounter on a daily basis. You deal with it at work and then get attacked by paper when you come home. It is easy to become overwhelmed and not do anything. But as we all know this leads to piles and further sensations of having no control. Eventually everything just sits there and then important information starts to get misplaced.

To avoid this scenario, sort papers over a shredder and recycling bin. Right out of the gate you can get rid of any junk or obsolete information in the recycling, or shred documents with important information. By doing it at that moment you prevent build up of big piles that are harder to go through later on.

Have a home for everything. All paper should get trashed, go in a folder or basket for temporary holding or go on a memo board for easy access. If you have an upcoming event and get a postcard for it, record the event in your calendar and then place the postcard with directions in an “events” folder or tack it to a memo board. If you get a document at work pertaining to a specific project put it right with the related papers, either in a binder clip or folder and set it aside until you are ready to work on it.

As soon as you receive relevant paper distribute it to its proper home and watch the piles slowly go away!

Why we save things

Sometimes when you sort through your belongings and papers you come across things that have an obvious solution: a broken lampshade that is past its useful life and should be tossed, the first communion dress that is kept as a memento and the pair of jeans that no longer fit but can be used by someone else. These decisions feel like no brainers, questions with easy and direct answers.

What happens when you encounter an item you need to think twice about? People hold onto things for many reasons. The item may be valuable, it might have emotional meaning, it could be useful in some way or you feel compelled to keep it because it might come in handy down the road. Occasionally you may find a gift that has remained in hiding because it never really found its place in your home.

To avoid being overwhelmed in clutter by putting off decisions, do not overlook these more difficult situations and work to determine if something is important enough to keep. When you are faced with this scenario, ask yourself the following questions:

Do I love it?

Do I really need it? Can something else do the same job?

Do I have to keep this in the unlikely event I use it, or can I simply purchase it later if I am in need of it?

Is it worth making room for and do I want to spend the time to create a permanent home for it so I can find it again?

Can someone else make better use of this?

Is it part of the solution or part of the problem?

How to let go

Sometimes when you are sorting through your belongings and papers you come across things that have an obvious solution: a broken lampshade that is past its useful life and should be tossed, the first communion dress that is kept as a memento and the pair of jeans that no longer fit but can be used by someone else. These decisions feel like no brainers, questions with easy and direct answers.

What happens when you encounter an item you need to think twice about? People hold onto things for many reasons. The item may be valuable, it might have emotional meaning, it could be useful in some way or you feel compelled to keep it because it might come in handy down the road. Occasionally you may find a gift that has remained in hiding because it never really found its place in your home.

To avoid being overwhelmed in clutter by putting off decisions, do not overlook these more difficult situations and work to determine if something is important enough to keep. When you are faced with this scenario, ask yourself the following questions:

Do I love it?

Do I really need it? Can something else do the same job?

Do I have to keep this in the unlikely event I use it, or can I simply purchase it later if I am in need of it?

Is it worth making room for and do I want to spend the time to create a permanent home for it so I can find it again?

Can someone else make better use of this?

Is it part of the solution or part of the problem?

11 ways to not prioritize

I have been reading ADD Friendly Ways to Organize Your Life by Judith Kolberg and Kathleen Nadeau. While the strategies and and examples in the book deal with the difficulties of ADD, I find much of the book can be helpful for anyone. Judith and Kathleen wrote a short section on the challenges of prioritizing and I wanted to share them. You can find this section on page 70 and 71 of their book: It is only when we take stock that we can prioritize, asking ourselves, "Is this really necessary?" "If I'm going to take this on, what am I going to give up?" "Am I really living life according to my deepest values, or just reacting to whatever pops up?" Prioritizing is difficult for everyone, especially in the fast-paced life that so many adults live today, bombarded with choices and burdened with high-pressure jobs in addition to the responsibilities of home and family. When ADD is added to the mix, prioritizing often goes out the window in favor of rapid reaction - reacting to demands as they hit you, without deciding whether they are your top priority. Rarely in a jam-packed day, does an adult with ADD take time to realistically assess what can be accomplished and then prioritize, asking, "If I can only accomplish three tasks on my list, which three should I choose?" Often, top-priority items may be the least likely to be chosen, while many less important things are placed first. Instead of prioritizing "first things first," many people make choices according to other rules: Whatever is on top- Paper shuffling Whatever is the easiest- Easy does it Knock-knock- Responding to whomever asks me first False Progress- The more I can check off my list the more productive I feel Proximity- Might as well do it while I'm passing by You decide- I don't want the responsibility Conflict avoidance- If you yell loudly about something, it'll go to the top of my list Whatever I'm in the mood for- I'll do it if I feel like it Save the worst for last- Anything but that! Go with the flow- Doing whatever the others do Habit- Just doing the usual All of these ways of "prioritizing" are not really prioritizing at all. In fact, they are ways to avoid prioritizing, letting habit, circumstance or the priorities of others determine how you spend your time. Adults with ADD who "prioritize" according to these rules often find they've never met many of their life's goals.

Organizing for Spring

After a long, winter hibernation we can look forward to the beginning of spring this weekend! However, along with the warm air and sunny days comes the task of helping our homes recover from the colder months now behind us. There is a sense of starting fresh even though 2010 began almost three months ago (yikes!). Here are some of the areas you could focus on as you start your spring-time organizing and cleaning:

-If you personally do your home’s spring cleaning it can be quite an overwhelming chore. Creating a simple list of what you need to do in each room is always the best way to proceed. You can methodically clean each room in an order that makes sense to you and you are less likely to forget anything. Create the list in Excel and you can use it over and over as well as edit the spreadsheet.

Go into each room and list the areas that need to be addressed. Some good ideas would be: launder draperies, scrub trim, dust sconces, dust radiators, wash floors and walls etc.

-With new school sports starting in the spring and a whole new slate of potential commitments, it is important to assess your current schedule. You do not want to be a slave to over-commitment. List all your present activities and projects and consider what is already happening before you allow another activity on your schedule. If your calendar is packed commit to dropping a current activity before adding a new one. Always go back to what is most important and vital to you to help facilitate a good decision.

-Create more space in your closet by rotating out the heavy, dark winter clothes. Not only will your closet look more perky but you will have more space overall. You won’t have to wade through a ton of clothing to find the one article you need. Designate a spot in the basement or attic for plastic bins and storage wardrobes for seasonal clothing. Don’t forget to organize your new clothes into the closet, keeping shoes, belts, hats, shirts, pants and other garments in their proper areas.

Prepare for 2009 taxes

Have these documents ready for your 2009 Taxes: -Your tax return from 2008 and the cost of preparing it, if prepared by someone other than yourself -Any forms that have W-2, 1098, 1099 etc. printed on them -The total amount of local and state taxes you paid in 2009 -All relevant social security numbers and birthdates required on your tax return (children, spouse, other dependents etc.) -Documentation of all contributions you made to retirement plans or IRAs -Any expenses related to your investments -The purchase date and total investment in all stocks or other property you sold -Records of additional income, such as rental property, a hobby, jury duty, alimony, gambling etc. -Expense and income documentation for work that is not already shown on your W-2 or 1099 -Income from unemployment and expenses related to your job search, if applicable -Expenses related to your job, such as publications, travel, tools, dues, uniform etc. -Records for personal property tax, real estate and mortgage interest -Total miles driven for medical purposes or charitable purposes -Non-cash charitable donation records -Amounts donated to charitable organizations, schools and religious establishments -Documentation to support higher education and childcare costs -Amounts paid for health care insurance and also to doctors, hospitals etc.

Take the stress out of tax season

As you prepare for tax season it can be a mad rush to find all the appropriate receipts and calculate the numbers. Not to mention the overwhelming tax document that still needs to be filled out. Who wants to spend all that time and frustration doing taxes? While it may be too late this year to change the organization of all your tax preparation, start 2010 off right with these simple steps:

-Create a folder for your taxes. You can use a thick hanging file, manila folder or an expandable file. Any forms, tax documents etc. should go in here. Your finished tax return will eventually be filed in this folder.

-Create sub folders within the main folder for charitable donation letters, tax deductible receipts and any other tax information you find pertinent.

-To eliminate last minute reconciling, try to maintain a log or Excel spreadsheet tracking tax deductible expenses. At the end of the year you can simply tally all the numbers instead of going through all your receipts one at a time.

-Consider paying an accountant to do your taxes for you. It is much easier to hire a professional than to navigate the tax document yourself. As an alternative, consider using a software like Turbo Tax to do your state and federal taxes. It is reliable, much faster and allows you to not only print and save electronic copies of your return, but you can mail the return directly or file it electronically. Many of these programs can be purchased for businesses, too.

10 simple ways to organize your office and manage your time

1) Keep a master list of your projects. Draw weekly and daily tasks from this list. 2) To minimize papers on your desk, keep all current projects in folders, either in a filing cabinet or a desk-top file. Pull a file only when you intend to work on it. 3) Designate a time everyday to answer emails and return phone calls. This reduces distractions and the tendency to get caught up in lower priority issues. 4) Do not stuff a filing cabinet drawer. Filling a drawer to its maximum capacity makes the drawer nearly impossible to flip through. 5) Designate a place in your office for all supplies, electronics, multimedia, papers and desktop necessities so your office is divided into zones. 6) Make sure the supplies for the activities you do the most are closet to your desk or at least easily accessible. 7) Retain the information, toss the paper. 8) Utilize the vertical space in your office by using wall pockets, memo boards and shelves. 9) Use drawer dividers and trays to help organize drawer contents. 10) Tidy up your desk at the end of the day. This gives you a fresh start every morning, as well as allowing you to return everything to its proper home.

Starting the New Year right

January is the time to start fresh or upgrade your plan from the previous year. Here are some pointers to keep in mind when you put together a strategy:

1. Look at your priorities. Are you focusing on projects that directly relate to your goals and priorities or are you spending time and energy on unimportant activities?

2. Ask yourself "why". When you reorganize your life and schedule, ask why your current situation isn't working.

3. Tackle one project at a time. In the excitement of starting fresh it is easy to begin several new initiatives at once. Before you tackle each individual project, lay out the exact steps needed to accomplish each goal.

4. Reward your efforts. Change can be hard so acknowledge your forward progress, no matter how small!

The problem with overcommitment

I have been reading ADD-Friendly Ways to Organize Your Life by Judith Kolberg and Kathleen Nadeau. This small portion on over committing our time was quite accurate. We cannot possibly organize our physical space if our time is stretched too thin: 

 Overcommitment is the commitment of your time beyond its availability

"If overcommitment is typical for you, you may even feel a sense of pride, at times, about the number of things you are involved in. As you rush from one activity to the next, you may not be aware of the cost, to yourself and to the people around you, of overcommitment. When you're up against the wall, struggling to meet a deadline, you quickly look for that individual that it is least costly to disappoint. Many people have fallen into a pattern of robbing their personal lives to compensate for professional overcommitment.

 For others... overcommitment results from approval seeking and difficulty in setting limits on the demands made by others. Some individuals live with a frantic seesaw of imbalance, trying to measure on a daily basis whether they should sortchange their jobs to meet their family's needs, or whether to disappoint the family and keep the boss happy. You pay a high cost for overcommitment on a daily basis. 

You pay with a high stress level because you are habitually late. You pay with chronic fatigue becuase your overcommitment doesn't leave time for eight hours of restful sleep. Many people... become almost proud of their ability to meet the crisis (often a crisis of their own creation) and prove the critics wrong. "I told you I'd get it done!" Sometimes adults... become hooked on the excitement of crisis management as a lifestyle. For others, overcommitment only leads to chronic anxiety because their life feels out of control and they can't find a way to keep a balance."