Posts Tagged ‘organizing’

Organize Your Passwords

May 1st, 2013

Happy Spring – I can finally say it and actually feel like I mean it! Although it’s great to have the snow behind us, we in the Midwest have suffered through a lot of rain and flooding recently. Many people in my community have had to throw away a lot of their belongings, and some have lost their homes. While I’m reminded every day as I help people pare down their belongings that money can’t buy happiness, I certainly feel sorry for those who’ve lost items that were meaningful to them in the flooding.

While it can be devastating to lose possessions, it can also be distressing to forget a password. Yes, we can typically have them reset, but that can be a time-consuming annoyance. There are several options for organizing your passwords so you can always retrieve them if you can’t remember them.

On Paper: Keep the paper in a safe place, preferably in a locked cabinet or drawer – under the keyboard or sticky notes on the monitor are not safe places. You might also want to keep a written copy with your estate documents or in a place where the executor of your will can find them.

In a Word document or a spreadsheet: Use a Word or Excel password to protect the file. Even better security is gained by using file encryption software to encrypt the file after saving:

AxCrypt (free): http://www.axantum.com/axcrypt/

Sophos(free): http://www.sophos.com/en-us/products/free-tools/sophos-free-encryption.aspx

Note of Caution: be sure to use a password you will NEVER forget, or the file cannot be decrypted!

Here’s a link to my newsletter where you can read more about how to organize your passwords.

Wishing you simplicity, harmony and freedom,

 

The Benefits of Striving for Order

April 16th, 2013

In a prior post I wrote about how getting organized can help you live a more fulfilling life. The book that inspired that post, The Four Spiritual Laws of Prosperity: A Simple Guide to Unlimited Abundance by Edwene Gaines, has some other organizing-related concepts that I think are worth sharing.

Order is heaven’s first law. Poet Alexander Pope first acknowledged this wisdom over 300 years ago, but it’s still meaningful today. Although it may sound insignificant, an orderly desk or an organized closet can have a huge impact on your disposition. We can never feel our best when surrounded by a mess. When your environment is orderly, it’s easier to feel calm, energetic and in control, and what’s more heavenly than feeling in control?

When we de-clutter our lives, we signal to the universe that we’re ready to handle more good. When our lives are cluttered and disorganized, it’s hard to dream of anything bigger than our current situation. Many of my clients contact me when they make this realization and decide they’re ready to make a significant, positive change in their life. Whether it’s finding a new job, inviting people over for the first time in years, or starting an exercise routine, they know that clearing the clutter will free up the physical and emotional space needed to begin their journey towards a new life.

We can achieve order in our lives with a habit of neatness. Although I’ve previously cautioned that neatening isn’t organizing, there is certainly something to be said for the power of neat surroundings. Whether it’s your closet, your workspace or even your car, a tidy environment frees up space in your brain and affords the serenity that a messy atmosphere doesn’t usually offer. Although I don’t believe the goal of organizing should focus on appearance, getting organized sure makes neatness a lot more achievable.

There are simple things you can do to start organizing your life today. Getting organized doesn’t have to be an all-or-nothing endeavor. Take steps day by day towards cleaning out all the clutter in your life, and you’ll eventually reach your goal. Some ideas offered by Gaines include: tidy your house; balance your checkbook; file your paperwork; clean out your closet; and get your car washed. If those tasks sound too daunting, break them down into smaller steps and chip away at them, one item at a time.

Wishing you simplicity, harmony and freedom as you strive for order in your life,

The Surprising Costs of Disorganization and 3 Simple Steps to Overcome Them

April 1st, 2013

The weather has been quite a topic of conversation here in the Midwest these last few weeks. Just when we thought Spring was on its way, Ol’ Man Winter reminded us that it wasn’t too late for a snowstorm. Although we can’t do much about the weather (other than complain), we do have control over our own environment. If you have a
particular area in your home or office that’s in disarray, or a difficult situation to overcome (like paying bills on time), then you can start today to take control.

One day, as I helped a client organize his home office, we came across an envelope with $3,500 in cash! He had completely forgotten about this money, which could easily have been thrown away and lost forever.

You may not have envelopes bulging with cash lying around, but being disorganized does have a cost … in terms of time, stress, worry, late fees, and more.

Disorganization takes a toll on your life – and your wallet

Emotional costs of disorganization include:

  • Medical costs due to stress and worry (80% of our medical
    expenditures are stress related, according to the Centers for Disease  Control and Prevention)
  • Strain on household relationships due to clutter or always  being late for things
  • Strain on outside relationships because you’re too  embarrassed to have visitors
  • Strain on workplace relationships because disorganization and  poor time management make you unproductive

Financial costs include:

  • Losing gift cards, checks, and savings bonds
  • Missing errors on bank or credit card statements
  • Paying bills late, which incurs late fees
  • Continuously paying bills late, which impacts your credit  rating (this has expensive ramifications when purchasing homes and other big-ticket items)
  • Overlooking errors on medical bills

Here’s a link to my newsletter where you can read more about the costs of disorganization and how to overcome them.

Wishing you simplicity, harmony and freedom,

Routines Can Help You Simplify Your Life

January 15th, 2013

I always brush my teeth before I go to bed, exercise first thing in the morning, and wash the household towels on Fridays. These  routines help minimize my trips to the dentist, allow me to do some guilt- free snacking, and make sure my family’s towels are actually helping us stay clean rather than being a breeding ground for bacteria. Rather than wanting you to pity my boring life, I want to help you see that habits and routines, no matter how unexciting, can be the key to a stress-free life.

Charles Duhigg shares my passion for the mundane because he wrote a whole book on the subject of habits: The Power of Habit: Why We Do What We Do in Life and Business. According to Duhigg, habits, by their very definition, allow us to do things without thinking about them. That frees up our brains to work on the more complex problems in life. Unfortunately, habits can be good as well as bad (those that aren’t aligned with our current goals). For many of my clients, bad habits (or lack of any habit or routine) are the cause (at least in part) of their disorganization. I suggest you read Mr. Duhigg’s book to learn more about how you might be able to break your bad habits, but here are some habits or routines you might want to develop in order to create a more organized and stress-free life.

Don’t put things down, put them away. Yes, it’s often easier to just drop something near where it belongs rather than completely put it away. Often times it’s because we have a false impression of how much longer it will take to go the distance. Rather than lift the lid to put the dirty socks in the hamper, it’s easier to just plop them on top; instead of hanging up the jacket, it’s quicker to just drop it on the couch. But really, does it take more than five or 10 extra seconds to finish the job? Put mind over matter and put things where they belong. Make it as easy for yourself as possible – for example, maybe you can just remove the lid on the hamper. If the problem is that things don’t have a place where they belong, block out time to create an organizing plan for your problem areas. Of course you’re welcome to contact me if you’d like some help.

Always do something purposeful with every piece of information you encounter.  Whether it’s a piece of paper or an e-mail, make a decision about what next action you need to take and either take that action, or put the information in designated place until you’re able to act purposefully on it. Make a point of doing something to move it along on its journey.

De-clutter regularly. In your workplace, spending time at the end of each day cleaning off your desk and tidying up loose ends can be highly beneficial. Not only is there a psychic benefit of starting the next workday with a clean desk, but you’re also more likely to begin working on what you want to be working on rather than gravitating to whatever piece of paper happened to catch your eye. At home, spending five or 10 minutes in each room each evening putting things away will prevent things from getting out of control. Of course if your family helped create the clutter, it sure would be nice if they helped with the de-cluttering, too.

Before purchasing something, make sure you know where it will go. Otherwise it will become clutter. You’ll typically want to store things near where you use them and store similar things together. Store things that you use most frequently in easily-accessible places.

What habits or routines will you work on developing for your simpler, more stress-free life?

Wishing you simplicity, harmony and freedom,

Choose the Right Planning Tool to Organize Your Day

December 1st, 2012

As a new year approaches, it’s time to purchase your calendar or planner to keep track of next year’s important dates, appointments and things to do. But with so many scheduling products from which to choose, how can you make sure you select the one that’s right for you? Here are some things to consider when making that decision:

Use only one tool. While it may seem logical to have one calendar or planner for work and another one for home, it’s typically more efficient and less confusing to use just one that captures all of the activities related to your multifaceted life. After all, we often have to address personal issues while away from home (e.g., scheduling a dental appointment while at work) or consider work-related issues while at home (e.g., deciding for what time to make a dinner reservation based on your work schedule). Using a single scheduling tool will allow you to efficiently integrate all areas of your life.

Consider your sensory preference. Think about whether you prefer the physical process of entering and viewing information on paper to entering and viewing it on an electronic device. If you are more comfortable with paper, then you can limit your search to paper-based planners (e.g., Day Runner, Day Timer, or Franklin-Covey). Two less conventional paper planners that I really like are the Circa Balanced Life System from Levenger (the unique binding system lets you easily customize your planner) and Planner Pad (lets you see all of your to-dos for the week and funnel them onto the day you’ll do each of them). For students, I like a teacher’s-type planner that clearly shows what you have to do in each class. If you prefer an electronic tool, smart phone-based calendars or electronic calendars you can access from your phone or computer, like Microsoft Outlook or Google Calendar, might be right for you.

Consider how much effort you’re willing to devote to learning to use the tool.  Paper-based planners are rather intuitive to use. You just write down the necessary information in the appropriate place, and then turn to that place to retrieve the information. Electronic tools, including hand-held devices and computer-based scheduling software, require an investment of your time to learn to use them properly. 

Here’s a link to my newsletter where you can read more about the how to choose the right planning tool for you. I’d love to hear what you end up using. 

Wishing you simplicity, harmony and freedom,

Pare Down the Paper Invasion

November 1st, 2012

I’ve recently taken on the self-assigned duty of spending a minimum of 5 minutes each day de-cluttering my office.  “Ah ha!” you’re probably thinking, “Even the professional can’t keep her office organized.” Not so fast, dear reader. My office is actually very well organized – it’s just time for my annual “review and pare down” routine. But rather than doing it in big chunks, I’m practicing what I talked about in my recent blog post – I’m breaking this project down into small steps to get it accomplished. Five minutes a day (ok, it’s so much fun that I typically spend 15 minutes a day) may not seem like much, but over the past three weeks I’ve pared down two file drawers and should have my project completed by the end of the month. Inspired by the multiple bags of papers I’m recycling and the shredder that’s been working overtime, here are some ideas about how to reduce the amount of paper flowing into your (and my) life.

Jettison junk mail. Junk mail can disguise itself as fun or interesting items, but it’s still junk if it’s not something you’ve invited to into your home. I’ve used both of the following free services and they’ve definitely helped lighten my mail carrier’s load:

  • Catalog Choice is a one-stop website to simplify the process of unsubscribing from unwanted catalogs.
  • OptOutPrescreen.com will help you opt out from receiving credit card or insurance offers.

Be sure to shred any unwanted solicitations that still slip through to reduce the risk of scammers subscribing for a credit card in your name.

Reduce the number of receipts. Consider whether you need to get a receipt for each of your purchases. If it’s not for something you may return (e.g., gasoline), you won’t need it for reconciling your debit or credit card statement, it’s not for an major purchase or item under warranty, and you won’t need it for budgeting or tax purposes, you can most likely decline receiving a receipt. Your overstuffed wallet will thank you.

Here’s a link to my newsletter where you can read more about the lists that keep me organized. I’d love to hear what other ideas you have to pare down your paper flow.

Wishing you simplicity, harmony and freedom,

Lists Can Help You Gain Control

October 1st, 2012

Get the oil on the car changed; plan Saturday’s dinner party; write thank you note to Jenna – these are the items on my to-do list for today. And I mean an actual written list, not just some ideas floating around in my head. Why, you may ask, would I need to write these down? After all, it’s only three things. Writing things down prevents me from forgetting things, helps me know what to focus on, and frees me from the stress of having to remember. Writing it isn’t the same as having it in my head – a written list is like a best friend who gently reminds me what and when I should be working on hings to keep me out of trouble. A written list puts me in control of my day, and it can do the same for you.

I have several lists that help me take advantage of the power of writing things down, and I’m sharing them with you here. If you’d like a complete collection of all the forms and lists that help me and my clients stay organized, check out my APPLES Resource Guide. Fear not, Jenna – your thank-you note is in the mail!

Before I start describing my lists, I want to comment on what form your lists can take. I prefer written lists – they work well with my paper planner and I like the hand-to-brain connection of writing things down. You may prefer electronic lists – something you can save on your computer or carry around on your smart phone. Here are two resources that can get you started on making electronic lists: IQtell and Lifehacker. I’d love to hear what electronic lists you like to use.

Okay, on to my list of lists:

Master To-Do List This is where I write down things I have to do that I’m not quite sure when I’ll do. For example, I want to follow my own advice and update my emergency plans (e.g., what to do if a tornado wipes out my home). I could just choose a date to do it and jot it down on the corresponding page in my planner. However, my next couple of months are very full so I’m not quite sure when I’ll do it. Rather than trusting that I’ll remember to do it at some point, I’ve added it to my master to-do list. I keep this list in my planner, review it once a week (the reminder to do so is on my Weekly To-Do List) and schedule anything I’m ready to commit to doing. You can read more about a master do-do list in my previous blog posting.

Weekly To-Do List My weekly to-do list is typed onto a notecard that moves from Sunday to Sunday (attached via paper clip) in my paper planner. It reminds me to do things like water the houseplants, plan next week’s meals (check out my previous blog posting on meal planning), and prepare for next week’s clients. My houseplants, hungry family and clients appreciate my being on top of these things.

Daily To-Do List I have two kinds of daily to-do lists; one is similar to what most people use – I pick three to five things I want to get done on any given day and write those in my planner. But I also have a daily list that’s typed on a notecard and moves from day to day in my planner. It lists recurring tasks I want to attend to each day, like water my outdoor flowers, thaw the next day’s dinner (thanks to planning meals each week, this is easy), and check some of my social media sites. Even though I remember to do most of these things without looking at the list, having them written down keeps things from falling through the cracks.

Here’s a link to my newsletter where you can read more about the lists that keep me organized. I’d love to hear what lists you use to help you stay on top of things

Wishing you simplicity, harmony and freedom,

 

Get Motivated to Get Organized

August 30th, 2012

Have you ever spent time working on an organizing poject, only to abandon it before you reached your desired outcome?  Many people have great intentions to get rganized, but just can’t seem to keep their momentum once they get started. And ome people can’t get started at all, no matter how strongly they desire oganizational bliss. Sound familiar? Here are some tips to help you keep your mtivation high while you organize your life.

Start with a small space. Oganize a linen closet, medicine cabinet, or a drawer – a small space that wll be fairly quick and easy and give you a sense of accomplishment. That will give you the confidence and motivation to move on to bigger areas. I once worked with a client who wanted to start our organizing work in the cabinet where she kept her food storage containers. At the time it seemed odd that she wanted to start there when there were much more visible areas of her home in disarray. The next time we got together, however, she raved about how thrilled she was to have at least one area in her home she could look at that provided a sense of peace and calm. Tackling a small space might give you that same thrill.

Do it in small chunks. You don’t have to view organizing as an all or nothing proposition. Set a timer for 15 or 30 minutes and spend just that amount of time working your plan of attack. Before you have time to lose your motivation, it will be time to end the session. You may be surprised at how much you can accomplish when you focus for just a short amount of time.

Give yourself a deadline. I’m not talking about choosing a random date and saying, “Here’s when I need to have this done” (although if that works for you, go for it). I’m talking about scheduling a party, inviting houseguests, or holding an important meeting in your office. Maybe fear of what others will think of your clutter will motivate you to stick with your organizing plan.

Here’s a link to my newsletter where you can read more about how keep your motivation high. I’d love to hear what works for you.

Wishing you simplicity, harmony, and freedom,

Clear the Clutter and Find Prosperity

August 14th, 2012

I recently read the book Great With Money by Melissa Burke and Ellen Rogin. With the goal of the book being to help readers create a prosperous mindset and a confident approach to money, you might expect it to focus on how to earn more and spend less. Well, it may surprise you to know that “clear your clutter” is the first step to prosperity described by the authors. Yup, clearing the clutter in your life is the first step towards prosperity.

Even without the benefit of seeing disorganized homes and offices on the level that I do, these authors wisely recognize that being surrounded by clutter can block you from achieving more in your life – your piles of paper and other stuff represent unfinished tasks and postponed decisions that can weigh you down. The clutter not only physically blocks you from accomplishing things, but the mental clutter it creates can prevent you from moving forward in your life. You’re too busy focusing on what you haven’t accomplished to be able to think about creating new accomplishments.

Sure, great achievers like Albert Einstein were famously buried in clutter. However, I’m guessing that because you’re reading a blog about organization, you sense is that being better organized would help you accomplish more. As Swiss philosopher Henri Frédéric Amiel stated, “Order is light, peace, inner freedom, self-determination: it is power. To conceive order, to return to order, to realize order in oneself, around oneself, by means of oneself, is well-being.”

Not only does clearing clutter and creating order create a physical and mental path towards prosperity, it can actually directly generate prosperity. While helping clients de-clutter their homes and offices, I’ve discovered money (I once found $3,500 cash that the owner had no idea existed tucked away in a book!), uncashed checks, unused gift cards, and uncashed savings bonds. I’ve found things clients knew were “here somewhere” and saved them the trouble of having to buy replacements. I’ve consigned clothing and household items to resale shops that have generated income, and donated items to charity which have generated tax deductions. I’ve unearthed financial documents, insurance forms, medical paperwork, etc. that had direct financial implications for the client.

What financial potential lies buried in your clutter? What could you achieve if only the mountains of paperwork and stuff disappeared? What steps towards de-cluttering and organizing your life can you take to start realizing more prosperity? I encourage you to take at least one step today to move you in the right direction. Good luck on your journey.

Wishing you simplicity, harmony and freedom,

 

Get Ready for Back to School

August 1st, 2012

It’s the most dreaded part of summer – going back to school. Whether you’re a student or the parent of a student, some advanced planning can help make the transition from summer fun to school-ready less frenzied and more enjoyable. Here are some tips to get the school year off to a great start.

Set up a location for incoming papers. Rather than having them get buried at the bottom of  a backpack or spread randomly throughout your home, designate a specific place for your student to deposit school papers until you have time to go through them. Consider putting an inbox on a seldom-used section of your kitchen counter, or near the door through which you typically enter your home. Set up this paperwork depository now, before the paperwork onslaught begins.

Make time each day for school work. Academic homework isn’t the only assignment that will need to be completed each day during the school year– you’ll have to make time to go through that inbox of school papers. They key is to process each paper as you handle it – sign the permission slip, write the check for the field trip, review the school work and decide which papers you’ll keep, etc. Practice being decisive and deliberate with your mail so you’ll be ready to efficiently handle school papers. In addition, put reminders in your planner now to go through the paperwork each day. If you keep up with the inflow, you won’t miss any important deadlines.

Get into a school bedtime routine. Don’t wait for school to start before you begin a bedtime routine. Start now getting your kids (and yourself) to bed at whatever time will allow them (and you) to get adequate sleep. You all need these extra few weeks to get your bodies conditioned to a new sleep pattern. Also, your kids won’t necessarily view an earlier bedtime as a school-related punishment if you start the routine well before the school year has begun.

Here’s a link to my newsletter where you can read more about  how to simplify the return to school. I’d love to hear any tips you have to make going back to school easier on yourself and your family.

Wishing you simplicity, harmony and freedom,