Your mind is swirling with ideas. There are so many projects you would like to do, but they are all running together.  There are also lots of small but very important unrelated tasks, which never seem to be at the top of your list.

According to ADDitude Magazine, “personal productivity is not a matter of coming up with ideas for what to do. The problem lies with poor sense of time and inability to gauge how long it will take to complete a given task. Then there’s trouble with setting priorities, and tendency to get distracted and forget what we were trying to do.”

Here is a list of some ideas that can help you get more done in your week.

• A body double helps you get started and make decisions.   Ths is a person who is with you, virtually or in person, to just be in the moment with you.  The person is just there, not giving you advice or being an expert, just in the space with you.
• Be sure to list all your tasks in one place. This can be on paper or in technology.  The list starts with just a brain dump, getting everything out of your head.  This step makes the biggest difference in clarity! Then choose just 3 Most Important Tasks (MITs) for you complete.  Prioritizing these 3 MITs can be difficult. However, any 3 completed are 3 less tasks to do.
• Set a timer to help you get started on your tasks.  Initiation can be a challenge, so just getting started may be the key to getting tasks done. 
• Give yourself ample time to complete a task. If you think it will take 10 minutes, give yourself 30 minutes. It may take up to 3 times longer for completion.  Give yourself some “warm up” time too.  This is about 10 minutes to get oriented, prioritize and get into the mindset of the work at hand.  
• Find someone to assist  you with verbal processing.  Verbal processing is talking the ideas that are swirling in your head.  By talking through the work, you become aware of what is most important and cull out the first action step.
• Know how important self care is and practice it. We all work much better with a good night’s sleep and good lean protein in our diet.  Be sure you are at your best to get your best work done.

What ways do you get started or get finished with your tasks?

I am often asked where to start organizing in a home or office. It just takes starting in a small spot. Here are 5 you can start in to feel successful and motivated.

• Car glove box! You can easily clean out receipts, old insurance papers and other odds and ends.
• Silverware drawer! It gets a little crazy sometimes getting utensils back in the right slot. Take a few minutes to sort and clean out.
• Sock drawer! There are just too many socks sometimes. Match up the socks, and toss the rest. Be brutal!
• Top drawer of your desk! We just slip papers in there, just too easily.  Spend a few minutes tossing what is old, unused or broken in there, decide what really belongs in this space, distribute the rest, and then you are more productive than ever.
• Email inbox and processed folder. You don’t have to keep all the emails in your inbox.  Add a subfolder called “processed,” “read,” or whatever you what to name it, for the emails you have read and want to keep.  Keeping your inbox just for incoming mail will be more effective and efficient.

What small stuff do you do to get organized?

It’s time to get moving on decluttering our homes and offices.  It’s been a busy winter and now it’s time to focus on spring renewal.   Doing the Spring Fling helps us by eliminating the unnecessary, deciding on what is most important and keeping only the best. 

Get motivated and focused first by having the end in sight.  Find ideas on www.houzz.com.  Tap into your inner organizer by defining 3 key words that will describe your newly organized spot, such as nurturing, simplified, inviting, or friendly.  Know what you want your organized space to be and to feel like. 

Gather your team to get going. At home your team can be a supportive friend, your children or your spouse.  At the office it can be your colleagues, assistant or boss.  It is more fun and energizing to work with partners.  Set specific dates and deadlines for your organizing.  Break the work into smaller units to work effectively and get this job done.

Find a cause that you are passionate about to donate your items. Make donating simple and get your donations out the door the same day you decided to part with them.

Not sure what to “fling?”

• Would you wear it today if it fit?
• You purchased a new one and it’s time to “fling” the old one.
• Your kids have outgrown it or don’t play with it.
• Extra home decor, linens, or framed prints
• It’s still good and it’s time to let others use it. 

Create functional, accessible and beautiful space using bins or boxes in colors you love, adding uniform shelving, and embracing simplicity.  My new favorite closet items are slimline hangers. Choose one color for your closet and donate your used hangers or return wire hangers to your dry cleaner.  This simple addition makes for a beautiful closet. 

 Add in great routines to keep your space maintained. Have a nightly family pick up or take just 5 minutes each evening to get items back to where they are stored.  Plan a general reorganization each spring and fall, just to keep your home and office efficient, orderly and attractive.

Practical Estate Planning: Organize Your Documents on April 4th at The Veranda, Kingwood. 

 Help your family — and make your executor’s job easier — by getting your paperwork in order.  Estate planning isn’t just about legal issues — there are practical ones as well. Join Tamara Paul and myself to learn more about this at  Lunch and Learn at The Veranda, Kingwood.  Fee of $20 includes materials, lunch, tax and tip.   
 
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The first step in less filing is getting less paper! Here are some ways to make it happen.

1.  Eliminate catalogs with www.catalogchoice.com.

2. Get your Explanation of Benefits (EOBs) online through your medical insurance company.  Create a log in and password, then set up the email account to notify you.

3. Use E-vites instead of invites. View paperlesspost.com for lovely invitations by email.

4. If you find articles to clip from the newspaper, find the article online instead. You can find it by the name of the author and the date of printing.  Save these with a bookmark in your computer.

5. Stop clipping recipes and use allrecipes.com to find the ingredients and more. 

6. Need a map? Use your GPS, google maps, or your smart phone navigation.

7. Add coupons to your email and smart phone through online sites.  See how on http://shortcuts.com/.

8.  Want to scan in your papers?  Try using the Fujitsu ScanSnap!

What ways have you eliminated paper at your home or office?

In our busy lives, information and paper come at us from all directions all the time! Where does all this come from? It comes in with the mail, from school or work, or in your purse! These items might require immediate action, might be dates and times to enter on our calendar, bills to pay, or addresses or service providers we may need later. The family command center is a space for information and paper that needs easy access and quick retrieval.

Our first decision is where best to create the space for this work zone. Where do you see these papers? In most homes, it is the kitchen since it is the hub of your home. However, if your home office is on the first floor and in a central part of your home, this is a great space to establish this area. You decide what works best for you.
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For papers begin by reviewing the current clutter. Start by deciding what to keep and what to toss. Be decisive! This ensures keeping only what you need. Continue by sorting your papers into the categories that work for you. Most people need these categories: to do, to pay, pending, and to file. Other categories include the names of each of your children and partner, weekly activities, other school and organizations’ papers.

Now that you have categories, decide what organizing product might assist you best in keeping these papers in order. Look around the space, measure the area for size, and think about your personal organizing style. Look for a desktop file suited to the décor of the space with hanging files to label with each category. You can also use wall pockets, one for each category, if you have h ave vertical space.  Be sure to choose a product you love and this will help you stay organized.
 

A family calendar is a vital tool in this area too!  Add a month at a glance calendar where everyone can record their activities.  Placing it where all the family can see it helps everyone stay on top of weekly plans. 

Establish family and personal routines for your family command center. Hold a family meeting once a week to update your calendar. Family members take turns as scribe to add information.  Designate an administrative time for you to work  on the command center. This routine usually takes just one hour a week, especially if you choose a time you are high energy to get the job done. Write your administrative time in your personal calendar to commit to the time and make yourself accountable to get the job done.

Creating a family command center makes the difference in keeping information accessible and easy to locate. Find the right space, the right categories, the right products and the right time to make this work for you. You benefit by having balance and peace of mind! Your family learns organizing systems and routines that will last a lifetime!

I am often asked for “my” organizing ideas, including tips, tricks and tools.  Here are the top 12 for me! 

1.  Always shop with a list.

2. Know where an item will be located in your home, before you purchase it.

3.  Set up specific spots for specific items, such as only clothes in your master closet or only paper in your office.

4. Commit to tasks and responsibilities only after checking your calendar.

5. Anything that is really going to happen, has to be listed on a date on your calendar.

6. Go through your paper for 5 minutes every day. Spend one hour once a week paying bills and working on admin tasks.

7. Know what papers to keep, and how long to keep them. Ask your accountant or lawyer for your personal dates and details.

8.  Always keep a list of tasks, not matter how small the task or how short the list. 

9. Use versatile organizing products in many different places, such as the back of the door shoe holder used in the craft room for crafts, toy room for matchbox cars, or back door for bug spray.

10.  Find organizing products that you love, that match the decor of the space they will be used, and that have ways to separate and categorize your items. 

11.  Any big project is best done in baby steps, one hour at a time. 

12.  Keep it simple sweetie! The simpler, the better!

Is it really this simple?  Thanks to the Wall Street Journal!

More from this article! http://online.wsj.com/article/SB10001424052970204296804577124742529431640.html

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When life’s transitions occur is when your organized papers really matter. Use this list for a reference to get your items in order. Remember, every family and every situation is different.

  Legal

Will, Durable Power of Attorney

Medical Power of Attorney, Living Will/Directive to Physicians/HIPPA release form

Declaration of Guardian and Appointment of Agent to Control Disposition of Remains

Revocable Living Trust

Driver’s license

Safe Deposit Keys and Bank address

Social Security Cards

Birth Certificates, Marriage Certificate, Adoption papers, Divorce papers, Military discharge

Passports

Home

Copies of home and auto insurance, with Insurance Agent name and phone number

Home closing documents

Home Title, Car titles and other Vehicle Titles

Utilities phone numbers and account numbers

Medical

Medical and prescription insurance cards

Allergies

Prescription names and amounts

Doctors names and phone numbers

Financial

Bank names and account numbers

Name of financial advisor and phone number

Investment account numbers

Copy of taxes

Original life insurance policies

Loans and outstanding debts

Credit card copies

Credit reports

Royalties, Certificates of Deposit, Stock Certificates, and other investments

Emergency Contacts

Family and Friends

Home helpers and neighbors that have access to your home

“To be contacted” in case of death or illness

 Miscellaneous

Passwords to all online accounts

Burial policies, Pre-paid funeral arrangements