Plan to Simplify

I know: you think schedules and routines are for school-aged children. You'd like to think you've achieved a more bohemian lifestyle since your school days. You're laid-back and able to roll with the punches. People who plan out all the details are boring. Here's a question for you: How many times have you arrived at work late and grumpy, because it wasn't until you went to get dressed that you realized your wet clothes were still in the washing machine?

You likely already have a few tasks which you perform at the same time every year. Things like changing your seasonal wardrobe, changing your car tires, cleaning out your eaves trough. You know what the benefits are to doing these things, so it's not such a huge sacrifice when you actually put the time aside to get them done. The same approach can be used when performing daily or weekly tasks.

Schedule time to do personal or business admin. Instead of letting your filing accumulate for six weeks or more, set aside 30 minutes on a Friday afternoon to sort and store everything piled on your desk. At the end of a long week, you can still be productive by performing tasks that aren’t as demanding as budgeting. If you still need to action something, file it in a desktop filer. (I’m not endorsing this product; I  just want to give you an example of what it can look like). You’ll see it first thing Monday morning and be reminded of the task to complete, without your desk looking like a twister hit it.

 If personal admin is where you struggle, try to determine how to make the task more enjoyable. As in a corporate environment, I do still suggest that you establish a routine, i.e. pick a night during the week, or an hour on the weekend that you will address the paper flow and bill payments. Beyond that, you do have a bit more flexibility. If you’ve gone paperless, you can curl up in front of the TV with your laptop and pay bills. Or, if you perform best in the morning, why not focus on admin on a Saturday morning, while the rest of your family snoozes a bit longer.  You’ll accomplish more without the usual interruptions, and by the time everyone is up you will already have accomplished something for the day.

Even laundry has its day. Don't wait until there's one pair of socks in your drawer before you do some laundry. Many people like to designate one day of the week to do all their laundry. For me, that feels like a prison sentence. I don't want to give up a full day of the weekend to be a slave to my washer and dryer. If you have a quiet night during the week, why not designate it as a wash night? You don't have to do all your laundry. Worst case scenario, you may have to do a couple more loads of laundry on the weekend. Better to give up an hour or two over the weekend, then to miss a full day of fun.

Prepare for the next day -- whatever that may mean for you. Nobody likes waking up to surprises. Before going to bed each night, do some preliminary work. Check the weather channel so that you know whether to pull out winter boots or an umbrella. Maybe you need to set your alarm for 15 minutes earlier than usual if you anticipate bad traffic or school bus cancellations. Pack your briefcase, pack your children's knapsacks, put them beside the boots or umbrella at the door. Maybe all you need to do to get your morning off to a smooth start is to prep the coffee maker before you go to bed.

Planning our time is as necessary to being organized as planning a physical space. These suggestions are merely some new habits you can introduce. Once they – or whatever changes you decide to make – are routine, you will discover that chaos and confusion are a thing of the past. You'll find yourself living a simplified life.

Chronic Disorganization: There’s More to be Said

So . . . have you tried to “self-diagnose” since my last post on chronic disorganization (CD)?  Do you think that you, or someone you know, fits the description? Fear not, you are not alone.  And now you can learn a bit more about how to deal with it.

As previously mentioned, one of the challenges faced by the CD population is that they do not respond to conventional organizing methods. That’s not necessarily a bad thing. That just means you get to think outside the box when creating your spaces. The goal is to create a space that will make you feel in control.  But before you get started, you have to know yourself pretty well.

Are you a visual person? Do you believe in the old adage, out of sight, out of mind? How do you respond to sounds around you? Are background noises soothing, distracting or downright irritating? Is it impossible for you to work at something for more that 20 minutes? Or do you get so engrossed in what you’re doing that you lose track of time completely?

If you need visual reminders use labels or try introducing colour. You could use assorted colours of Post-it® notes. Things that need to be done immediately will be written on the hot pink Post-it® notes. Things that you need to do, but aren’t urgent, could be written on the buttery yellow notes.  Then place the note where you will see it.  That might be in one central location that you are sure to see every day, like on a memo board in the kitchen. Or, maybe you’ll put the note wherever it is that you need the reminder.  For example, if you have to bring drinks and napkins to the office pot-luck, put the Post-it® on the front door, so you won’t leave the house without seeing the reminder.

But whatever you do, please try to remember that when too many visual clues are left out to jog your memory, eventually a pile of clutter forms.  When that happens, that thing you wanted to be top-of- mind is buried and your visual clue isn’t helping you at all.

If you welcome background noises, indulge yourself. Just because you decide to get organized, doesn’t mean that you have to be miserable while doing so.  And some people just don’t like absolute silence. If you like music, put on the radio or your favourite CD. Tell yourself that you’ll work on sorting out your junk drawer for the length of time it takes to hear three songs.  Maybe you’d rather listen to a CD of nature sounds. Heck, some people like the white noise of their dishwasher!! Whatever it is that makes you feel Zen, use it to set the mood before you get down to the nitty gritty.

If you struggle to stay on task, or time just seems to slip away, set an alarm for yourself.  If you’ve ever meant to give 45 minutes to a task and looked up to see it’s dawn, you’ll appreciate being awoken from your trance-like state.  It gets a bit trickier when you’re inclined to walk away from a challenge after five minutes.  If that’s your story, you might want to try using a visual timer to help you track the timer.  The Time Timer available at Scholar’s Choice might do the trick.

I hope that these tips will answer questions for some of you. As you contemplate your personal circumstances and what it will take to get you organized, remember: there is no right or wrong way to organize. It’s okay to ask for help. Not everyone get’s it.

 

 

More than Tinsel to think about at Christmastime

Doesn’t it sound like I’m going to write about the importance of gratitude and charity? While this time of year does tend to make us more reflective and likely to reach out to friends and family, that’s not the direction I’m heading.

But before I dive into this month’s blog, I have to address those who read my post last month and are expecting Part II on chronic disorganization (CD): with the last shopping weekend before Christmas less than 24 hours away, I couldn’t miss the opportunity to point out some of the things we should be prepared for in the days ahead.  Part II on CD will follow next month. 

So, this is the last weekend that those celebrating Christmas will be able to swarm to the malls. While you may be motivated to brave the crowds to ensure you’ve got the perfect gift for everyone on your list, I can’t pass up the opportunity to draw your attention to a few minor details that may make the following week a bit easier on you.

Holiday meal planning. If you’re planning a big meal, you’ve likely covered all the key components. Remember some of the less-significant parts of entertaining as well. Do you have all the condiments you need? Napkins? Butter? Chairs? Storage containers (so you can offer care packages of leftovers to some of your guests)?

Regular meal planning. With the excitement of party-going, road trips and making merry, it’s easy to lose sight of the fact that you will occasionally be home.  When you are, you might not have the time or desire to prepare a full meal. Package and freeze any leftovers.   They’ll come in handy at this hectic time of year, when chaos subsides and you suddenly find yourself needing to feed yourself and your family.

Frozen veggies. Even if this is not something you regularly buy, it doesn’t hurt to have some on hand now.  As I said above, you just don’t know when you’ll find yourself at home. Instead of stocking up on fresh produce that can spoil while you’re out socializing, why not rely on the frozen variety that offers the benefit of an almost indefinite shelf life and the easiest prep imaginable.

What happens behind closed doors. Get your mind out of the gutter!  I’m referring to your daily “personal grooming”. When you’re getting ready to head out to that family dinner at 3 p.m. on December 24, you don’t want to discover that you’ve run out of shampoo, toilet paper, deodorant, or anything of the sort.

Dry cleaning. Be aware of closures. Dry cleaning businesses are often family-run.  They will often close for an extended period of time between Christmas and the new year. If there is something you need to wear over the holiday season, be sure that you’ll be able to get hold of it well in advance of when it’s needed.  

Tis the season to get sick. While this is a time to focus on joy and merriment, the reality is, a lot of people get sick over the holiday season.  It could be a flu, cough, or mild cold. Check your over-the-counter meds to ensure you have everything you need – just in case. Also, try to have clear liquids on hand, such as broth and juice.

Prescriptions.  If you or a loved-one take daily medication, check the quantity currently on hand.  There’s still time to get refills before the drug stores go to reduced hours and you hit the party circuit.

Tape. Despite your best efforts, you still may end up wrapping gifts on Christmas Eve.  Make sure you’ve got enough tape on hand.  Nothing is worse than settling down at 10 p.m. to wrap your gifts and realize there’s no way to get the job done.

Hopefully these tips will save you some frustration over the holidays.  Wishing you all a Merry Christmas and Happy New Year.

What is Chronic Disorganization? . . . Is it Contagious?

Chronic disorganization (CD) is not a diagnosis, it is defined by a set of characteristics that fellow organizer Judith Kolberg noticed amongst many of her clients. In 1992 Ms. Kolberg spoke at the National Association of Professional Organizers (NAPO) conference, introducing the concept of chronic disorganization. From there, many other organizers acknowledged that they observed the same characteristics and had similar experiences with many of their clients. 

So, what are the characteristics, you ask? Quite simply, if you have

• Been disorganized most of your adult life,
• Tried, repeatedly, yet unsuccessfully, to get yourself organized
• Don’t respond to conventional organizing methods, or
• Need the intervention of someone else to help get you organized,

you may be experiencing chronic disorganization.  Most importantly, no matter what you do,

Your disorganization is persistent!!!

The causes of CD are many and varied. Poor modeling in one’s formative years, i.e. Mom and Dad never taught me how to do this, can lead to disorganization in one’s adult life. Major life events, such as marriage, divorce, death of a loved one or a move can create the onset of overwhelming pressures that translate into disorganization. In some cases, one’s disorganization can stem from neurologically-based conditions such as ADHD, or traumatic brain injury, or from mental health issues like depression or anxiety. These are just a few examples from a fairly exhaustive list of what can result in the overwhelm that leads to disorganization.

And there is always a caveat. You may be a very organized person who has undergone a major life event and experiences disorganization for a period of time; maybe six months to a year, or longer. No matter how long you experience disorganization or for what reason, the outcome is the same: you feel like you’ve lost control and just can’t regain control of your life, as you once knew it. 

The good news? Help is available . . . Just because you are disorganized now and maybe have been for a long time, doesn’t mean you will, or have to be, disorganized forever. The key to overcoming disorganization is to change, 1. the way you think about your things; and 2. your habits surrounding how you use your things. But like any other change you may want to make in your life, you have to be ready to commit to that change.

No one asks that you embark on this journey alone. Change can be difficult and slow; it’s only natural that you will experience frustration and setbacks along the way.  Support is necessary to stay the course.  Some of the options available to you include one-on-one time with a professional organizer, therapist, (or both), joining a support group, or accessing an online support group.  Whichever option you choose, make sure that you are learning something about yourself and how to do things differently.  That knowledge will be the key to making better decisions for yourself day-to-day.

With so much to offer on this topic, I just might have to turn it into a multi-part series. In the meantime, if you would like more information, please feel free to contact me at chris@homepuzzle.ca or visit www.challengingdisorganization.org. 

The Aftermath of Downsizing Seniors

Well, there’s more to be said on the topic of moving.  While everyone thinks of spring as the time the real estate market heats up; summer is when the moves occur. We all know that moves are stressful; but many may be unaware of the additional challenges faced by the elderly population.

In the biz, we’re coached to go slowly, allow time for our clients to make decisions, and take pictures to serve as a memory aid.  With so many decisions being made, it can’t hurt to have a pictorial reminder, right? I know what you’re thinking, “Sure, some elderly people may have trouble remembering things, but not my dad. He’s been perfectly calm through this whole process”.

Don’t be fooled. Even those who appear to be in control are likely struggling.  This may not be apparent until after they are settled in their new home and start to ask for those same things that they rationally agreed to part with a few months prior.

Keep these tips in mind when helping an elderly loved one to move:

Be patient. The number of things required for any move are overwhelming; for an elderly person, even more so. Allow time for ideas to take root and for sound decisions to be made.

No one really wants to get rid of everything. If someone says “Throw it all away. I don’t want any of it”, they are likely so overwhelmed with the project they’ve disengaged.  

Haste in the early stages of a move may lead to regrets down the road. You may plan on setting up a perfect new home for that special person; but he or she just may need some time in the new space to figure out for him/herself what does and doesn’t work.  As long as there is no expression of angst or frustration, let the process run its course.  When a decision feels right, it will be made.  

They say familiarity breeds contempt. But those things that are familiar to us bring comfort. No doubt, some things will be discarded and some new things acquired. But don’t underestimate the benefits derived from waking up in an unfamiliar place, and seeing your favourite coaster, mug or doily. When helping to set up a new space, try as soon as possible to pull out those special things that will put a smile on your loved one’s face.  

While the decision to move may have been difficult to make, and the move itself has worn out more than a few people, it can still prove to be the best thing ever done.  Once new routines are established, there are fewer responsibilities and possibley improved social contact and nutrition, you may see a happier healthier person emerge.

Moving Day is Here!

Spring is certainly a busy time in the real estate market.  The For Sale signs pop up over night and people pull all kinds of relics out to the curb, in an effort to properly stage their home for potential buyers.

If there’s one thing I’ve learned in helping people to move, it’s that you can never start to prepare too early. Whether you’re 35 or 80 year of age, moving from a one-bedroom apartment or five-bedroom house, packing up an immaculate bungalow, or hauling away truckloads of a “collector’s” – I use the term loosely – delights, there will be a lot of decisions to make and a lot of physical work to be done.  The mental, emotional and physical commitment needed to have you ready on move day is exhausting.

Bearing in mind that you need to keep your home adequately furnished and tidy for showing, consider these few pointers to make your move and move preparation run a little more smoothly.

Never assume you’ll have enough time. Have you heard what happens to the best laid plans? It’s always prudent to expect the unexpected. You will be amazed at how much stuff comes out of a well-maintained home. Don’t underestimate the amount of time needed to sort and pack. Get started as soon as possible. The worst thing that can happen is that you finish packing ahead of time and wake up on moving day feeling refreshed and prepared.  

Don’t wait until the last week before your move to take out the trash. Once you identify anything that will not be moving with you, get it out of your house.  This is true of recyclables, hazardous waste, small items you can donate to a thrift shop, larger items that may be suitable for re-sale, or those items that just have to go to landfill. Many municipalitites offer curb-side pick-up of larger items, free of charge. As well, most recycling and garbage depots allow residents to drop off hazardous waste Monday to Friday. Planning ahead for the disposal of these kinds of items can save you money in the long run.

Pack seasonable items first. You won’t need your winter coat, Christmas decorations or menorah in June.  Why not get these things boxed and free up the mental space they would otherwise occupy.  There’s got to be something else you could be planning for.

Label, label, label. No matter how tedious it may seem, label all boxes. Whether you list the specific contents, or prefer to list the area of you home that the contents came from, leave yourself some clue as to what’s inside all boxes. Consider colour coding the labels; for example, all boxes from the master bedroom have red labels, boxes from bathroom have blue labels etc.

Keep like with like. If you weren’t able to tidy up before you started packing, tidy while you pack.  If your arts and crafts project is on the kitchen table, please do not pack it in with the cookie sheets sand muffin tins.  This is the time to take your crafts and put them with your other craft-related supplies. When you need to unwind in your new home, you’ll be glad that you can easily find your crafts.  

When you finally get to your new home give yourself adequate time to unpack. Think about where you want things to go, instead of tossing them in a cupboard to be dealt with later. Taking the necessary steps to get yourself comfortably settled will make your move more peaceful and satisfying.  Best of luck to all who are moving in the near future.

Waging War Against the Inbox

I have a dirty little secret: I struggle to keep afloat of the deluge of emails I receive. Because they don’t occupy any physical space, it’s all too easy to let them sit – indefinitely.  But every time I log into my e-mail, I am irritated to see the climbing numbers.  You now the ones I’m referring to; the tally at the bottom left corner of the monitor.  How many e-mails are in my inbox? How many are unread?

About three weeks ago, I decided, for the third time, it was time to stop the insanity. Three thousand, six hundred and fifty seven e-mails greeted me that day.  Five hundred and six of them were unread. I started chipping away.  That day, I deleted 87 e-mails.  I wrote down the number of e-mails remaining, and moved on to something else.  The next time I logged in, I checked the e-mail tally.  Inevitably, the numbers had crept up.  I gave myself 20 minutes to get the numbers down and knock off a few more. 

When I logged off for lunch today, there were 999 e-mails, (61 unread), in my inbox. When I returned from lunch 30 minutes later, 1001 emails were waiting.  This will be an ongoing battle;  lifelong maintenance, if you will. But I feel good about my progress and will continue to chip away at my cyber stuff.

If an over-crowed inbox is making it hard for you to manage your online communication, here are some tips to help you get over the e-mail hurdle.

1.           Commit. You don’t have to work on this every day, but if you’re going to make a difference, consistent effort is required.

2.           Challenge yourself. Determine how many e-mails you will deal with in a certain amount of time. See if you can beat the goal you set for yourself.

3.           Sort. Sort your e-mails by sender. This way all the e-mails from your mom are together, all the e-mails from a particular retailer will be together. With your finger poised over the Delete button, scan the contents of the e-mails from one sender at a time. Then say b’bye to the expired special offers and details of the family potluck from three years ago.

4.           Take action. If an email requires action, take the necessary action. For example, maybe you’ve kept an e-mail because you wanted to verify a mailing address or telephone number. Verify the relevant information, make the adjustments needed, delete the e-mail.

5.           File. You will want to keep some e-mails. Set up folders for the information you know you will need in the future. Move e-mails from your inbox to their corresponding folders regularly.

6.           Ask. When retailers ask for your e-mail address, ask what it will be used for. Remember that many retailers will send you something daily. Do you really want to be on that mailing list?

7.           Unsubscribe. Ask yourself how often you really benefit from the e-mails that you automatically receive daily, weekly, etc. If you have never derived any benefit from them, or worse yet, never even looked at them, consider unsubscribing. For example, I’ve received e-mails from two of my favourite furniture stores for years. I can’t remember the last time I was in the market for furniture. I’ve unsubscribed. Likewise, I’ve been receiving online bulletins from two fitness groups I’ve worked out with and never read a single one. I’ve finally realized that being active – not reading about being active – is my goal. I’ve also unsubscribed from their mailing lists.

8.           Separate. Use the Tools feature in your e-mail program to create mail rules. You can create rules based on the sender or subject that result in e-mails being automatically sorted into specified folders. This is a great way to keep the junk mail separate from personal and work correspondence.

9.           Don’t give up. The e-mails will keep coming. There will be times when it seems hopeless, (like when you return from a two-week vacation to find 500 new e-mails). Decide on twenty minutes at a time, 30 e-mails at a time – whatever you can consistently work in to your schedule – just keep at it.

10.       Enjoy. Enjoy the e-mail that you really do want to receive. Enjoy the time you will save when you don’t have to sift through thousands of e-mails. Enjoy the satisfaction of having made some changes.