The Magic of Number 871

That was the magic number on Wednesday.  Today’s magic number is 848. That’s the number of emails in my Inbox. Today’s blog is about being real, owning my challenges, taking the stigma out of disorganization and reminding you that even as a professional organizer, I’m not always organized.

Important to note is that I first confessed to my challenge with email clutter three years ago – almost three years to the day. I posted on April 29, 2014 that I had a “dirty little secret”. I reported at that time that I had 999 emails in my inbox.

Somewhere along the way, I fell off the wagon. Because I’m human. Because priorities change. Because when the numbers started to climb, I didn’t think I had the time to deal with my pet project. What I didn’t realize was how the glut of emails made me feel, how much I missed out on, that a lot of people never have more than 20 emails in their inbox. While that last point still blows my mind, it remains my constant inspiration.
                                                                                                                                                                         
It was mid-January this year when a friend looked over my shoulder and noticed that I had 2200 emails in my inbox.  Aghast, she exclaimed “I could never handle that much in my inbox”. I didn’t have the gumption to tell her that number represented only the unread emails. I never checked the total number, but suspect it was somewhere in the range of 5,000 to 6,000. Most of those emails were Facebook notifications, correspondence with other professionals I worked with at some point over the last three years, and a lot of how to messages for various online apps and services I use.

So what has changed in the last four-and-a-half months? Well, I turn off Facebook notifications as needed; I’ve unfollowed some groups on Facebook, I’ve updated contact information for many people and saved several pictures to the appropriate folders on my C:/ drive. I’ve appointed a friend to be my accountability partner; every once in a while, she checks in to get an email count. The best part is that I’m able to look at every email I receive each day and take action in a timely manner. Ironically I feel somewhat more present, because I can respond to emails instead of being overwhelmed by my inbox and losing sight of what needs a response.

What’s the take-away for you? A few things:

• Everyone has something they just aren’t great at; for many, that thing is organization.
• It isn’t always easy to follow through, even when you have the best of intentions. Backsliding (falling off the wagon) happens – to everyone. It doesn’t mean you have failed; it means you are human.
• Clutter creates feelings and emotions we aren’t always conscious of. Be sure that your stuff isn’t holding you back.  

If you have tried and failed, at anything, I hope you will give it another go. You've got this!

Warning: This Could Make Tax Filing Easier

It’s that time again. You know what I’m talking about. April 30^th. It is fast approaching and that means you need to file your income tax return.  I hope you’ll be amongst those who coast to the finish line, i’s dotted, t’s crossed, instead of staggering over that line. In last place. Cursing yourself because you did it again: left all the tax recording to the last minute.

If you fall into the latter category, let’s see what we can do to get you in better shape for next year.

If it’s simple, keep it that way. If you are dealing with 8 pieces of paper of less, you can probably get away with putting all your tax slips in one folder or envelope. Label it Taxes. File it at the front of the drawer. (Remember, we don’t want you to put it in alphabetical order and integrate it with the whole filing system.  We want this to be simple). As you receive any slip that has to be accounted for in your annual taxes, take it out of the envelope and put in the folder. Done. When you’re ready to prepare your taxes, you pull out that one folder and deal with the few pieces of paper that have accumulated in there over the year. Simple.

But if tax prep is more of a paper chase, we can certainly look at ways to simplify the flow.

Go electronic. Many companies can notify you of invoice or statement delivery via email.  The PDF of that document is all you need to keep as proof, if proof is ever sought. Speak to a representative at your bank, investment firm or utility provider to learn how much information you can access via electronic delivery.

Once you access that electronic document, all you need to do is create an electronic file to save it, and assign a name to the document, so you can find it easily.  Be sure to use a consistent naming convention.

Know CRA’s rules. Do you know that you don’t have to keep original paper for everything?

“The Canada Revenue Agency (CRA) accepts records that are produced and kept in:

• paper format
• paper format, and later converted to and stored in an accessible and readable electronic format
• an accessible and readable electronic format

Records and supporting documents originally produced in electronic format
You have to keep them in an electronic readable format, even if you have paper printouts.”

Make time. If you are one of those who needs to track annual expenses, schedule a couple of hours with yourself each month to input the values you need recorded. The overall process will be more manageable when handled in monthly increments, instead of dealing with a year’s worth of paper just before the filing deadline.

Talk to a professional. Many people are able to handle their taxes without a care in the world.  But not everyone has simple accounting needs. For example, a new entrepreneur may be overwhelmed with record keeping and document retention. Even if you think you can handle preparation of your tax return, it might be worthwhile to consult a professional to learn the best way to handle your particular circumstances. It’s better to pay for an hour of time with someone who can guide your correctly, than to forever be struggling and second-guessing yourself.

Overwhelm: The #1 secret to conquer it!

Guest Blog Post from 
Suzy Rosenstein, Master Certified Life Coach
www.suzyrosenstein.com


It's hard to know what to do when you feel overwhelmed.

Feeling this way can be such a drag.

And drag you down.

And hold you back.

It feels like a fuzzy cloud to me...but not soft and cuddly. It's fuzzy and amorphous...unclear...murky.

It's just so....

I don't know...

OVERWHELMING!

When do you feel overwhelmed? One time I feel overwhelmed is when I’m tidying up or trying to declutter.

For sure, I feel this way when I have too much to do. Busting through my piles ALWAYS feels like too much to do somehow.

I also feel this way when I don't know what to do, another common feeling for me when I’m trying to get more organized.

Overwhelm is so common in general, not just regarding organizing.

My clients tell me all kinds of reasons they feel overwhelmed, but in the end, they usually fall into these two categories: Confusion or Indecision.

When you are confused, you can feel overwhelmed.

Similarly, when you think you can't make a decision, you can feel overwhelmed.

Feeling overwhelmed and confused are feelings that, just like any other feelings, are created by your thinking.

For some odd reason, though, we tend to indulge in these feelings. It's almost like we allow ourselves to wallow in them.

I don't actually remember ever typing the word "wallow" before...that was kind of fun! "Wallow" means indulging in an unrestrained way...and it usually creates a pleasurable sensation. Interesting, right? Because you don't often associate "overwhelm" with pleasure.

Overwhelm feels like the opposite of pleasure...but there's more to it than you think.

Let's walk through an example. Think about the last time you were confused about something, couldn't make a decision an felt overwhelmed.

The first thing that came to mind for me was when I was taking a course that required me to create and promote a webinar from start to finish. I felt completely overwhelmed and confused about the technology. I had no clue what to do, where to start, what software to use and so on.

So, what did I do?

I procrastinated and did nothing.

What was my result? I didn't produce the webinar.

I happened to be working with an extremely talented coach at the time, Brooke Castillo of The Life Coach School (where I trained) and she helped me see what was going on in my mind.

She suggested I was indulging in overwhelm. I was so surprised and taken aback! I really didn't understand because the reality was that I didn't know how to do a webinar and it was stressing me out.

Brooke correctly pointed out that I wasn't destined to be overwhelmed because of the webinar. The problem was what I was thinking about the webinar task. It was more than just thinking that I didn't know how to do a webinar. I really thought that my lack of webinar know-how was what was creating the overwhelm and stress.

There was a thought behind that one.

And that thought was creating my overwhelm.

This blew my mind.

What I realized was that the fact or the circumstance was my level of knowledge about the technology. But that's not what was freaking me out.

It was my THOUGHTS about my level of knowledge, or lack thereof that was creating my feelings.

What was the thought?

The sneaky little thought that was behind my feelings was "I suck at technology."

I can't even tell you how many times a day I would think "I suck at technology." It was like an automatic loop. And I have been thinking this thought for decades, about other techie things too (like the TV remotes).

When I thought about sucking at technology, I felt ignorant and overwhelmed. I felt confused about what to do. And I ended up doing nothing...which, of course, ultimately proved my thought that I sucked at technology.

BAM!

You might be thinking why this was an indulgence.

The answer is because it kept me in my comfort zone of not knowing, not pushing myself, not evolving into someone who didn't suck at technology.

This didn't feel like "wallowing" but it was.....it was definitely more pleasurable to indulge in confusion and overwhelm instead of pushing myself out of it into discomfort.

This pattern of thinking went on and on until I was coached out of it with a baby step.

The first thing I had to do was to become of aware of what was going on up there in my mind.

Then, I had to change my thinking.

I couldn't get my head around how to do this at first, because I still didn't know how to create and run a webinar. I still felt overwhelmed by the whole thing. I didn't understand how I could think differently if my level of knowledge didn't change.

In other words, I didn't see how I could think differently without changing the facts or the circumstance.

It's so easy to say you understand the concept that facts are neutral and that it's our thinking about the facts that creates our feelings. Until it's about you, that is.  I really had trouble seeing that even though I still didn't understand how to run a webinar, I could start thinking differently about that fact. And if I wanted to feel differently, that's exactly what I would have to do.

So I tried on a new thought.

"I'm learning to figure this out."

WHAT?????  This new thought changed everything!

When I thought, "I'm learning to figure this out," I felt capable and motivated. I felt like I knew how to learn.

And then I took a small step. I began to learn.

The result? I figured it out and learned how to do a webinar. Of course this proved my thought.

Duh!

Just like "wallow," I'm not sure I've ever typed "duh" before.

But I digress.  Here's the bottom line.

The Secret to NOT feeling Overwhelmed

Become aware. Ask yourself why you're thinking what you're thinking. Take a close look at the thoughts behind your feelings.

Decide how you want to feel. Practice thinking a thought that creates this feeling. What feeling would you need to feel to do what you want to do? Find the thought.

Take a baby step. This first step is what you need to move forward and do something. The best way out of confusion and overwhelm is to make a decision and move forward.

GREAT NEWS!

Overwhelm is a super common feeling I coach my clients through. It got me thinking how I could help more people. This is what inspired me to create the FIRST STEP.

The FIRST STEP is my new mini Coaching Package that helps you take that most important first baby step when you're stuck, overwhelmed or confused....or maybe all three.

Why waste another minute not knowing what to do about the change you want make? It could be anything that is keeping you stuck – even getting more organized.

Stop feeling frustrated and do something! I'm here to help you take the first step and be happier. Life's too short. Let's do it!

Click here to learn more and take the FIRST STEP!

This blog first appeared in Suzy’s Empty Nest Blog, http://suzyrosenstein.com/empty-nest-blog/

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Suzy Rosenstein has been honing her laser sharp questioning and listening skills professionally for over 25 years. She coaches working moms to get out of their midlife funk so that they can be happier and regret-proof their lives! Enter your email today on her website for some quick tips and weekly insights about aging with mindfulness and humor: www.suzyrosenstein.com/midlifefunk. 

Decide with the Clarity of Emotional Intelligence

The year 2017 is well underway. There was barely a chance to reconcile with the start of a new year; and we are almost into its second month. Always looking for the best way to help and inspire you in your organizing journey, I was very pleased a couple weeks ago to be introduced to the Thought Model.  Researching online, I discovered this model is integral in the coaching world; the University of California is even touting it as an important tool in managing employees. But I heard it described by a midlife coach, who was using it to illustrate our relationship with our stuff. My wheels started spinning and I couldn’t wait to share with you.

Here we have it, (with my organizing spin): Every one of us faces certain circumstances all day. These are things we cannot change. Maybe your circumstance is a closet full of memorabilia form high school.

Perhaps when you look through that closet full of your past you think things like, I scored the winning touchdown with this football or, I hated that class! or, This is the test that proved I was capable.

Now the feelings are stirring within. What are they? Do you still feel the pride and elation you did that day on the football field? Or do you just smile wistfully and remember what a great day that was?  Are you angry thinking back on that class? Do you sigh with disbelief when you recall how stressed you were preparing for that test? Or are you satisfied thinking of the path your life took, because you were able to pursue a higher education than anticipated?

How do your feelings cause you to act? Do you go out and buy a display case for that football, then put it in your rec room? Or are you happy to put it in a big black garbage bag and say goodbye? Do you want to recycle the text book and free yourself from the negative thoughts of that class? Or do you want that book taking up space in your current life? What about that test? Do you still need it to identify who you are today? Or is it enough to be grateful, remembering that you had a breakthrough that helped shape the person you are today?

And finally, what is the result of your actions? Are you able to eliminate some of the clutter of your past and make room for your priorities today? Or will you let stuff consume your physical space, still not adding value and still not being respected? When we let go of things that no longer add value, we are able to spend our time doing what we enjoy. As well, we feel a sense of pride and relief in our  ability to move forward. When we continue to close a door on the physical items of the past, we have decisions that remain to be made. They wait for us. They overwhelm us and clutter our minds. As you weigh the pros and cons of decluttering your space and your mind, remember that the items themselves are neutral. You are the one who attaches meaning to the items, because of your thoughts and feelings. And you are the one who will reap the benefits of reframing your thoughts and feelings, and allowing yourself to enter into the now of your life.

O Christmas Tree! O Christmas Tree!

Another year is quickly coming to an end.  For many, this is a time for reflection, a time of contemplation. What will 2017 bring? We have to wait and see.

For now, I leave you with some of my favourite quotes from this past year.   You may have seen them on my Facebook page or in a blog header.  Or maybe you're seeing these words for the first time.  Regardless, I hope they give you something to ponder as we embark on a new year.

Never overlook the power of simplicity. - Robin S. Sharma

Giving doesn't have to be about excess. - HomePuzzle

It always seems impossible until it's done. - Nelson Mandela

Minimalism. Is about your life. Not your closet.  -  Becoming Minimalist

Discipline is doing what needs to be done, when it needs to be done, when we don't want to do it. - Bobbi DePorter

Clutter is nothing more than postponed decisions. - Barbara Hemphill

However you like to spend this time of year, and whatever your dreams for the future, I hope this holiday is as magical and peaceful as your heart desires.  

Best wishes,
 

Chris

Minimalism: The Next Big Thing

On the coat tails of the Kondo phenomenon, we have minimalism. It’s not new, per se, but awareness of this lifestyle is growing. There’s a lot said about it via social media, and the trend seems to be that it’s the millennials adopting the minimalist lifestyle. They want experiences, not things. They want mobility, not to be tied down -- especially by their things! 

But there is need to dispel some of the myths about this way of life. Minimalism is not a specific formula. You are not forced to own a specific number of items or live in a space of miniscule dimensions. It’s not about living with nothing.  It’s about personal choices. Joshua Becker, one of the more recognizable names in the world of minimalism, writes, “Minimalism is the intentional promotion of the things we most value and the removal of everything that distracts us from it. And while this looks different for each person, it always requires its pursuer to further define his/her passions—and discover intentionality because of it”. Makes sense.

Some turn to minimalism out of despair. This is true of Joshua Becker (quoted above) and also of Ryan Nicodemus and Joshua Fields Millburn – The Minimalists. Nicodemus and Millburn lived what appeared to be pretty amazing lives, but they weren’t happy.  After some soul-searching, the two decided to quit their jobs, leave behind the security of healthy paycheques, and pursue what really made them happy. That lead them to a book tour in 2014 and they have just finished another tour promoting their new movie Minimalism: A Documentary About the Important Things.  I had the opportunity to see the movie when it was released in Toronto, and to see the minimalists themselves. They are two, regular guys. Authentic. Down to earth. They just travel light.

I also recently participated in a discussion on this topic with a group of organizers. The general consensus is that none of us are minimalists – although, according to the Facebook quiz I’ve taken, I am an extreme minimalist J The thing we do have in common is that we live with intentionality; this is at the crux of minimalism. The goal is to think before you buy. Leave behind the forced consumption that plagues western society. Question the value that will be added to your life if you buy just one more of this, or that.  Just because you can own a different coat or pair of shoes for every day of the month, doesn’t mean you have to have them or that they will bring you eternal happiness.

As a minimalist, you live a life that is filled with the experiences, relationships and things that make your life meaningful.  You don’t read from someone else’s script, you identify what truly matters to you and what you need to be happy and fulfilled.

Grab a Lifeline When Paper Overwhelms

Last week I helped a client to clean out her office, when we came upon a newspaper clipping bearing the same name as this month’s blog post. It was from the Careers section of the Globe and Mail and was dated April 6, 2013. This is noteworthy for a few reasons:

1.     This piece on organizing our paper flow wasn’t in the Life section, or Homes section. It was in a section about being successful in business. So, organization plays a critical role in realizing greater success and peace of mind in our career. Can you imagine the benefits to be realized in your personal life if your living and working spaces at home were organized?

2.     The lovely lady with whom I was working had waited 3 years before grabbing that lifeline (i.e. seeking help). That’s a long time to postpone our personal satisfaction and serenity. Why do we do this to ourselves?  

3.     This topic never gets old or goes away. The Globe covered it three years ago, everyone I work with, entrepreneur or otherwise, complains that paperwork makes them crazy. This is a real challenge for a lot of people.

At the time the article was published, the lawyer who was interviewed said that “having those piles of paper visible and touchable in my office were not helping me be efficient and keeping me calm and ready, but rather increasing my stress levels every time I walked into my office.” Can you relate?

To further prove the point, after getting the piles sorted out, this woman recognized that she spent less time in the office, worked fewer nights and weekends and increased her billings. Have you ever wondered what life would look life for you if the stress created from piles of paperwork were eliminated?

One of the most important tips I can offer, whether in reference to paper or a LEGO collection, is this: Only handle it once (OHIO). Don’t pile paper on your desk, committing to filing it later. File it now. Don’t put an article or research material to the side, promising to make a folder for it later. Make that folder now. The more you pile around you, the more inclined you will be to add to the pile: clutter attracts clutter. You’re the only one who can cut down those paper mountains; and let’s be honest you will feel so much better once you know what’s contained in those papers, than spending time worrying about what’s in there and how you will ever get through the task of dealing with it.