Organize Your Office to Boost Your Productivity
Get a boost in your effectiveness and efficiency with these tips! Thanks to Meridith Levinson of www.cio.com for capturing this and creating an awesome article and slideshow.
Just diagnosed with ADHD
All of your life you thought, hmmmm, I may be a little different than others in the way I organize, get things done, and generally fit in. You may have had trouble completing projects, getting motivated and getting started, and organizing your thoughts and your stuff. You decide it is time to learn more about yourself, and learn you have ADHD. Looking with objectivity of this diagnosis is difficult. If you have been recently diagnosed with ADHD, there’s a lot of information that can make a difference.
Think of this diagnosis as one that includes challenges to Executive Function, a part of your brain that involves planning and processing. It is more than just attention and hyperactivity. Executive function can affect your daily life including being on time, transitions, getting started, organization, prioritizing, motivation, and working memory. You will want to create a team that educates, informs and addresses ADHD challenges.
Associations are a way to connect and learn.
- Attention Deficit Disorder Association (www.adda.org)
- CHADD (www.chadd.org)
- These associations have online, national and local presence for you to tap into and learn about ADHD. Finding a local chapter makes for support and a sense of belonging in your community.
Reading may be a top priority for you. Blogs and books offer a look into the life of families and individuals with ADD.
- Terri Matlin http://www.momswithadd.com/
- Tara McGillicuddy http://www.myaddblog.com/
- Arianne Benefit http://blog.neatandsimple.com/
- Laura Rolands http://myattentioncoach.com/adhd-coaching-blog/
- ADDitudemag.com
- The Disorganized Mind by Nancy Ratey
- Driven to Distraction by Edward Hallowell
- Journey Through ADDulthood by Sari Solden
- ADD Friendly Ways to Organize by Kathleen Nadeau and Judith Kohlberg
Asking for help and creating your team are vital to your success. In the medical area, doctors, therapists, and psychiastrists will be vital. ADD Coaches are available to help you learn more about yourself and create the successes you need. Certified Professional Organizers will partner with you to create successful organizing solutions. Learn what your strengths are and work from that vantage. Most important, surround yourself with nurturers who will help you set boundaries and help you be accountable. Success is around the corner!
Learn more ideas about ADHD on my pinterest board.
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Staying on top of the paper tsunami!
Getting on top of the incoming flood of paper takes getting a great plan and personalized routines into action! Without a doubt, dealing with paper is one of the most overwhelming tasks. Attack it with gusto!
This Smead Stadium Sorter is just the tool it takes to combat paper. It is 12 tiered pockets so that you can see all your categories simultaneously. Labels are included, such as by month, or household subject, or you can make your own with your personal categories, including your kids, your partner, receipts, dinner menus, coupons and other common categories of paper. It is a small enough size to fit on the counter, right by your phone. It is large enough to hold up to 900 sheets of paper!
Let’s go step by step with this sorter.
- First decide what your categories should include for your family. I recommend not only the names of your kids and partner, but also Action, File, and Pending. Label the files with the labels included, your sharpie pen or your label maker.
- Now place this in the spot that you can see it daily, and set it up as a work zone for incoming mail and kids’ papers.
- Every evening, sort into your sorter. If you miss an evening, try to sort at least twice a week.
- Once a week, go back into your sorter and have your administrative time. This is the time to review what is in the sorter, do your filing into your real files, toss out expired, and make a list of actions left to do. Having this time weekly means you are up to date on your papers.
- Now the bonus! Give yourself a reward for your hard work! That can include a walk, bubble bath, time at Starbucks or Jamba Juice, or your choice. Working with paper is not for sissies!
What is your best tip for staying on top of paper?
TEAM: Together Everyone Achieves More
Why not make organizing more fun? Why not build a team of people with different strengths to get the job gone? Gather your team together to make a difference. It’s teamwork that works! Simple ways to gather your team include:
- Gather your family for the family meeting. Share with them a project you have in mind. Ask how each can contribute to the project using what they do best.
- Gather your friends together to support a cause. Ask each of them to bring a friend to the meeting.
- Gather your co-workers and find ways to support each other in having power periods. Find a way that each team member can have an undistracted time to get their heavy duty work one.
- Gather your faith family together to support those in need around you with child care or healthy meals.
- Gather your grandkids and have a no technology day, learning how to use a yo yo or play jacks. Your grandkids learn and connect with you regularly, creating an extended support for them.
- Gather your family together for a power hour to get house cleaning knocked out.
Who can you gather together to get more done and have more fun?
Back to School Time Management
Back to school means getting back into schedules, activities and getting to school on time. It is hard to do, especially after summer. One of the most important parts of back to school is getting back or getting going on good routines. Routines are the consistent, every day ways of getting things done that make life easier. Try out these routines this fall, starting them the third week of August, so that by the first day of school you are already in the groove.
- Have a set schedule for homework and other chores. Designate a little time for down time, and then start on homework in the late afternoon. The later you start homework, the longer it takes. Decide on what chores are done on what days and post a chart so everyone is on board with this plan.
- Use power periods to get homework done. Instead of 2 hours straight, break your homework time into 15,30 or 45 minutes of work and 5 minutes of walking around, getting a drink,texting friends or taking a very short break. Your kids will be more efficient if they know that the homework needs to be done in 45 minutes.
- All kids and parents need planners and calendars. Host a family meeting each week to write in on a month at a glance calendar what upcoming and regular events are going on. Include even the weekly activities, like ballet, football or other kids and parent activities. You can use the google calendar or Cozi.com if you are a techie, and print the calendar to post too. Kids bring their planners too to fill in so everyone is modeling and practicing how to use their planners.
- Set a bed time for the kids and parents. Well rested kids do better in school. Well rested parents are more productive. Set alarm clocks for everyone to get up and get going.
Take a good look at the big picture and what you want this year to be for your family. At your family meeting, have everyone talk about this and share. Also think through over scheduling. Be realistic about what your kids participate in and your commitment. Being involved is a positive, but being over involved can cause stress and frustration.
Organizing for College
Its time to send your baby off to college, and there is a lot of preparation to do! Not only will they be working on academics, they will be working on real life! Your kid may be ready to fly the coop, and you are not sure they are as prepared as you might like. Having an organized approach will make for an A+ transition! Organizing for college is a collaboration with your child.
- Talk through the college day with your student. No longer will they be going to one spot all day long. What will their day be like? Help them write up a schedule that will work for them, taking into account their class times, and their high energy times.
- Help them set up a planner that will work for them. Getting started in college is where real life time management begins. Having a great week at a glance planner in paper or technology will be the first step in making real decisions about their time, their priorities and their schedules. Record all the day’s details in their planner so they can see just how busy they are. Using their phone is a great option since it is with them all the time, they can set reminders and recurring events, and they can check it whenever and wherever. You can also recommended a toodledoo or notes for reminders on tasks.
- Paper is a reality for college kids. Help them set up a small filing system in a file box for their important papers such as enrollment documents. Encourage them to pay bills online and use ways to eliminate paper as much as possible. For their class notes and more, what will work best for them? Spiral notebooks, pads, or ??? As long as their system works, that is what is most important.
- The realities of dorm living mean two kids in a space about the same size as their bathroom at home. Consolidating, communicating and coordinating are key components to getting along in a small space. Encourage your student to do all of these in a positive, open and honest way for sharing a living space. Storage is always at a premium. Look for creative ways to maximize the space you have and use labeled uniform bins to store less frequently used items.
- Encourage your kids to rely on their strengths and core values. They are entering a time when there is a lot of new information and lots to think about. When they rely on their true strengths, they are most comfortable with their decisions. Core values like tenacity, honesty, creativity, and determination all make for college success.
- Keep communication going with the home front. Our kids will “fondly” remember that Sunday was the day to call home! Having one day to be sure to touch base, even in this time of texting, makes it a little easier on everyone.
- Parents can forever seem like worriers, but encourage them to keep safety in mind. Have a flashlight, jumper cables and a real first aid kit in their car. Just in case!
How is your organizing coming for your best college year yet?
10 Easy Eliminations
Ready to make a big break in decluttering? Not sure where to start? Sometimes it is best to start with the easy eliminations to make a quick visual and emotional difference. Choose a few that are really easy for you! Here are 10 easy eliminations for your home or office.
1. Boxes
I find that families keep toy boxes, shirt boxes, shoe boxes and boxes galore! Now that boxes are free at the post office for shipping, keep only a small number of different size boxes for mailing. If you think you may return a product, keep the box only until you have confirmed your decision. Only keep 2 of those shoes boxes for upcoming school projects please!
2. Tee shirts
Each race we run, vacation bible school we attend, and school alumni celebration adds to our tee shirt collection. It is time to pare down to a number that can fit in a drawer or hang in a section of your closet. What number depends on you. A memory quilt is a good next step if you are not ready to part with these.
3. Ball caps
We all have our favorite! Pull a few together, hang them in an easy access space, and part with the remainder.
4. Single use kitchen items
Some of the least useful are often the most space hogging items! If you have more than one miscellaneous kitchen drawer, go through and pare down to one drawer. In the newly empty drawer you can fit hand towels or pot holders. When was the last time you used that breadmaker, fondue pot, or air popcorn popper?
5. Toys that your kids have outgrown.
Our kids are blessed with an abundance of toys. Keep a few that you consider to be keepsakes. Ask you kids to be a part of the decision making process. Donate to local philanthropies to make a difference.
6. Cookbooks
Who doesn’t want to have a wonderful home cooked dinner on the table? But having more cookbooks than needed does not make you a better mom or an Iron Chef. Pare down to what you really love and use. Think about using allrecipes.com or the internet to find recipes too.
7. Extra towels
You get new towels, but the old ones are put in the back of the closet or in the garage. Keep a few for those big spills, a few for padding, and move the rest on!
8. Cell phones
Cellphones for Soldiers takes your old cell phone and turns it into a phone card for our service people. It is free to send it off too! As soon as you get your new phone, send the old one packing.
9. Junk mail
Stand over the recycle bin, just inside the garage before you enter the house, and drop in the junk mail. Right away you feel better! We are overwhelmed when the mail comes, so just have this baby step as the first step to getting in gear with paper.
10. Receipts
More than ever, the clerk asks if you want your receipt. Answer no if it is at Starbucks, at the gas station if you don’t keep a mileage record, at locations with small purchases, and where you think a return is not necessary. Having fewer receipts keeps them from piling up!
What are the easiest eliminations for you?
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Parents’ Resources for ADD
Learning that you or your child has a new diagnosis can be scary. Getting some background and tools empower you and your child. Here is a short list of suggested resources for you to start your education.
Websites
http://www.familieswithpurpose.com/
Blogs
http://www.additudemag.com/adhdblogs/
http://www.parenting.com/article/adhd-in-children
Books
Empowering Youth with ADD by Jodi Sleeper-Triplett
The Organized Student by Donna Goldberg
The Crumpled Paper that Was Due Last Week by Ana Homayoun
Journey Through ADDulthood by Sari Solden
Super Parenting for ADD: An Innovative Approach to Raising Your Distracted Child by Edward M. Hallowell M.D. and Peter S. Jensen
ADD and the College Student or Understanding Girls with ADHD both by Patricia Quinn,MD
Attention Deficit Disorder: The Unfocused Mind in Children and Adults by Thomas E. Brown
Smart but Scattered: The Revolutionary “Executive Skills” Approach to Helping Kids Reach Their Potential by Ped Dawson, EdD
What are your best resources? Please share!
ADD and Productivity
Slow to start, hard to complete, lose interest, can’t get it perfect? These are some of the stresses of productivity and ADD. Having some tools to work through these challenges can help.
- Know your strengths and work from your strengths. Have the best possible match for your work. Creativity, being in the moment, and being a people person are often strengths for people with ADD. Also an intense curiosity and love of information are common. Tedious, every day tasks are usually not. Whatever your strengths, capitalize on them in your work.
- Create partnerships that work for you. It can include an administrative assistant, a colleague, or technology. The interaction with your partner will help you get started and the accountability will help you finish. Be sure to ask for help in addition if you need this from a professional organizer, an ADD coach or a productivity consultant.
- Set a timeline that is compelling. Your brain clicks, clicks, clicks with a deadline. Set a series of baby steps with faux deadlines to get projects completed on time.
- Use a planner that works for you. For technology your smart phone is always with you and can remind you. For paper think about the planner pad with its lists, week at a glance and month at a glance features. Focus on using the week at a glance features to help you “see” what you are doing each day.
- Capture tasks on paper or with technology. Always have a way to have a brain dump, then prioritize your 3 Most Important Tasks (MITs) for the day. You can’t get it all done, but you can get the most important done!
- Establish routines in your day and your week. Have a power period each morning and afternoon, with interruption and distraction free times. Assign certain tasks to certain days, such a Money Monday or Financial Friday. Routines ensure that you are on top of the most important tasks.
- Delegate what you don’t do well. Continuing to struggle can be demoralizing and distracting.
- Know what good enough is. Perfectionism can strangle your work. Reflect on what a minimum standard and a good enough standard are and come to a compromise.
What is your best go to idea for struggling with productivity?
Reminders: Task Management, Technology and More
Sometimes we need reminders to help us get our tasks done, be on time, and honor our priorities. Here are some systems to use!
Technology reminders
Daily Nudge helps you remember the important things in life. Setup regular, free electronic reminders, or “nudges”, to arrive in your inbox or cell-phone.
Forgot to feed the fish again? Need a little help keeping your New Year’s resolutions?
Tell us what to hassle you about, and we’ll nag you via email at semi-unpredictable intervals.
HassleMe is unique because you never quite know when your reminder will come along.
Remember The Milk (or RTM for short)
Managing tasks is generally not a fun way to spend your time. We created Remember The Milk so that you no longer have to write your to-do lists on sticky notes, whiteboards, random scraps of paper, or the back of your hand. Remember The Milk makes managing tasks an enjoyable experience.
Cozi is a free online organizer that helps families manage crazy schedules, track shopping lists and to do lists, organize household chores, stay in communication and share memories—all in one place.
Other reminders
- Dry erase marker on your mirror. Write yourself a note each morning and evening using the Expo Dry erase markers. http://www.expomarkers.com/idea/mom-in-mirror
- Large, colored post it notes. Using the 5 by 7 size post it notes, keep your 3 Most Important Tasks in front of you at home, work or in the car. This is the one that works for me!
- Getting Things Done (GTD) list with quadrants for each category, such as @computer, @home, @anywhere/errands, or @meetings/agendas.
- Small, very adorable, spiral notebook with sections for mind sweep and categories such as kids, home, work, other. Date the top of your page each time you start a new day with new tasks to do.
Great Wall Street Journal article on making lists!
What other systems do you use for your reminders?
We specialize in working with ADD/ADHD clients. Whether in your home or your office, we motivate, empower and affirm our clients in their quest for organizing and productivity! 