Back to School, Already?

I can’t believe the summer is coming to an end.  I’ve ironed all the uniform shirts we bought eight weeks ago, and am trying to figure out what I will make for my son’s first lunch at school. I’ve checked the bus route and schedule, and looked ahead to the end of the month to see if I will be able to manage after-school responsibilities on my own, or if I’ll have to ask for help. It’s astounding how much planning has to go into the annual ritual of returning to school. 

I’ve even had to decline invitations for visits that are long overdue.  After work and family, there is only so much time left. I hate to say no to the fun stuff, but I’ve learned from experience that filling the calendar isn’t always the best choice for me. I like white space on any page that I’m reading; apparently that extends to my calendar as well. There is no doubt that while I may not have a scheduled task or event, inevitably, the time will be used up.

So, if you find yourself feeling frenzied as the oh-so-familiar responsibilities of the school year consume your time, remember these few tips:

1.       It’s okay to say “no”.  You will feel better if you leave yourself some time to deal with the other things in your life – or just take time for yourself.  

2.       Plan meals ahead of time.  Meal planning is a pain at the best of times.  I absolutely hate it, but I do believe it’s a necessary evil.  I always feel better when the dinner hour approaches and I have a plan of attack.  

3.       If you’re feeling overwhelmed, say so.  You’re not alone. Chances are, someone will be happy to help you out.

Paper, Paper, Read All About It!

I’ve spent a lot of time over the last couple of weeks reviewing every piece of paper read by a family for the last 85 years. I’m not kidding.

For some reason, most people have a great deal of anxiety over what to keep and what to toss. Early on we’re taught that we should keep personal correspondence, like greeting cards and letters—remember when we used to communicate by hand-written letters sent by snail mail? When we assume responsibility for paying the bills, we want to keep them all.  And we can’t forget the investment statements: some come monthly, some quarterly, some semi-annually.  Inevitably, we want to keep all of them as well.

Managing that much paper is a daunting task. Yesterday’s mail is thrown in the bottom of a draw with recipes and newspaper clippings.  Eighty years later, we find the utility bills with the Christmas cards and the file folders brought home at retirement.  None of the paper that has filled our home was useful to us. 

Throwing away a greeting card doesn’t mean you are unappreciative or insensitive.  It just means you’ve made room to receive greetings on the next occasion that your loved ones think of you. Unless you need utility bills for income tax purposes, you really only need last month’s bill to confirm payment was received. If you tear a recipe out of a magazine and don’t make that dish within a couple of months, there is a strong likelihood you never will. Toss the recipe. 

When you find that your collection of paper is too big to manage, consider these tips:

1. Go electronic. Many companies can notify you of bill payments via email.  But be careful: electronic communication is not for everyone —I personally prefer receiving a hard copy of my credit card statements. But once the bill is paid, the statement is filed. Once I receive next month’s statement and confirm my payment was received, I shred last month’s statement.
2. Have a system for the paper you do keep. That means file what you keep, and set a time limit for how long you will keep it. Filing makes it easy to find what you need. And who knows? When you discover that you only go to the file cabinet to put more in, and never to refer to its contents, you may realize that you’re keeping more than you need. 
3. Throw away the envelopes.  Keeping everything in an envelope means you have to take the extra step of removing the item from the envelope in order to identify it. Envelopes are just paper with no value.  
4. Throw away the marketing pieces.  The glossy papers that accompany your statements usually advertise time-limited offers, or announce imminent changes. Six months down the road, they’re useless.

We all have to keep some amount of paper.  Let’s just try to keep what is truly of value.

The Value of Baby Steps

On Easter Sunday I had quite a shock when I discovered that my accountant wanted my 2011 taxes submitted by the end of the week. I didn’t know how I would ever make the deadline. I was always planning to get to it. I don’t know how many time s I said, “I’m going to finish my taxes today”. But in my mind, I still had a couple of weeks, not a couple of days. Birthday parties and the holiday celebration were my top priorities. Taxes hadn’t made it on to my radar yet.

Monday morning, bright and early, I got to it. The bulk of my expense entries were already in place; I maintain my tax records throughout the year. But sometimes the day-to-day gets a bit overwhelming , and some important tasks, (in this case, tax entries), slip through the cracks. I had some homework to do. Miraculously, juggling work and family, I was able to finalize my tax package within two days and get it into my accountant with time to spare.

In the end, it all worked out because I had been taking small steps along the way to keep my taxes in order. We can’t underestimate the benefits of doing a little bit of something at a time, no
matter how tedious it may seem.

Ironically, I came across one last receipt this morning. As I vowed to never again mismanage my time with regard to recordkeeping, I wondered if that final charge would make it into my 2011 tax return, or if it would remain a reminder for the coming year.

Goal Setting

Last month's post looked at the importance of planning your (organizing) projects. The first thing to do was to set yourself a goal. Before a Professional Organizer begins working with you, they need to understand what you want. Unfortunately, the direct approach seldom works. Whenever I've asked a client "What's your goal for this space?", they look at me for a moment then reply, "I want it to be organized".

Understood, but let's dig a bit deeper. What does organized look like? Can you articulate your vision of organized? Remember: this is specific to you/your family, in the context of the room you want to organize.

In setting goals for your organizing project, we need to identify that which is specific, attainable and measurable. For example, do you want the kids to help themselves to snacks without the kitchen looking like a war zone? (This would be a specific goal). Then let's discuss ways for your kids to achieve some autonomy, while still being responsible for putting things back where they came from. If we can get the snacks in the right-sized container, and put that container in a place that's easy for the kids to access, we may have solved one organizing dilemma. (This is how we hope to attain the goal).

One of two things will now happen when the kids help themselves to snacks: they will leave the kitchen in an impeccable state, or they will still leave the kitchen in a shambles. (This is how we determine/measure whether we've attained the goal). If the kids don't immediately embrace the changes, don't worry. We haven't failed: we've learned something about the kids and how they function in the kitchen. This is our opportunity to teach new behaviours to the kids, or modify the solution -- or both.

The goal of a pristine kitchen is still attainable. We just need to determine how to achieve it. Remember that change takes time. It can be time to find the right solution, time to learn a new way of doing things. Regardless, with patience and a bit of Q & A, we can achieve our organizing goals.

The Importance of Planning

I love the rush that accompanies just about any accomplishment. Getting things done is incredibly satisfying. But in my haste to reach a goal, I, like many others, will start a project for which I have not fully prepared. Truth is, planning isn't fun. Planning requires much thought, and thought is considered inactivity. We want action!!! But planning also means that we will likely encounter fewer setbacks when we finally do get rolling.

Many people embarking on an organizing project say, "I'm ready! Let's get started! Can we get this done in a week?" Slow down friends. I greatly admire your enthusiasm and wish you success beyond your wildest dreams, nota bene, there are a few things to consider before diving in.

1. Set yourself a goal. It can be a goal for the first hour that you organize, a goal for the closet, a goal for an entire room. It can be a short-term goal, long-term goal, or combination of the two. Goal-setting is extremely important. If you don't have something to strive for, how will you know when you've got it? Reaching your goals and, more importantly, celebrating your accomplishments, will keep you motivated. And anyone who has tackled a big project knows that motivation is what keeps you moving forward.

2. Have realistic expectations. If you are trying to empty the third floor bedroom that no one has entered in 15 years, lugging boxes down the stairs will wipe you out. You will become tired, need to rest, drink more water and generally move slower than desired. Consider this before you start and you are less likely to be discouraged by your own limitations.

3. Measure. Whether buying new furniture, shelving, or containers, always measure before you shop. There are enough storage and organizing solutions out there to make your head spin. The reality is, you may fall in love with one that just doesn't fit down the stairs, or makes it impossible for you to close the cupboard door. Be familiar with the dimensions of your space, before you spend your cash. This will allow you to use your time effectively organizing your space, instead of standing in the Returns line.

These three tips will get you in the right head space and save you much frustration. Having a good foundation from which to start will aid you in making decisions and, dare I say it, overcoming challenges.

9 Common Myths about Clearing Clutter

Have you read The Happiness Project? This much-talked about book has finally captured my attention. I'm only just starting out, but was pleased to see that today's blog post was about one of my favourite topics: clutter!! Check out Gretchen's 9 Common Myths about Clearing Clutter; her words may help you to make peace with your own clutter.

Outdoor Play

Organizers frequently help their clients to establish a drop zone for each family member to put their stuff as they walk through the door. This provides a guideline as to the acceptable size and location of the piles that can appear at the front entrance.

But I’m finding that at this time of year, the focus shifts from the drop zone to a smooth exit. Not following? We travel light in the warmer months. No coat, hat, scarf, mitts. We have less to “drop” when we get home. But preparing to go out still poses some challenges – particularly if you’re getting young children out the door. How often have you been ready to walk out the door, then needed to run back upstairs to get sun block?

To save yourself some time and keep the family moving, why not store some of the things needed for outdoor fun and safety at the front door? The same basket used for your winter woollies can just as easily contain suntan lotion, a hat, sunglasses, sidewalk chalk and bubbles. Ask yourself what things you always have to run back in the house for, then try to find a way to store them within a few feet of your main entrance/exit. And just to be safe, throw in a box of Band-Aids.