Family Calendar for Family Communication

/4 Comments/in , , , /by

family calendar and family organizing

 

It’s 5 pm and you are headed home from work! Who will be there when you get there? Where did they go if not?  What’s going on this weekend for you and your kids?

 

Its time for your family calendar.

Why use a family calendar?

We all know we live in a busy world. Being busy sometimes means we are not able to communicate as consistently or effectively as we need. Here comes the concept behind the family calendar.  It is the one spot where everyone’s activities are recorded and the connections created.  Having a family calendar posted where everyone can see it means that there is subliminal information being shared!  It works best when the family holds a weekly gathering to add information.  Don’t be deterred by trying to find a day and time to meet.  Set a time on the weekend, when there is a little more flexibility, and just be sure to hold your meeting each week.  If you are using a technology calendar, no problem! Simply print out the week or month at a glance and post it.  Now you have the best of all, an on the go calendar and one for everyone to see!

Great family calendars come in many forms

 

No matter how much or how little your family does, a calendar gives you a spot to see it all.  It’s easy to know goes where and when.

 

Tips for organizing families here!

Effective, Efficient, Productive Home Office

/2 Comments/in , , , , , /by

 

Organizing your home office, whether it is for personal or business reasons, makes all the difference!  Getting down to business at your desk is a chore if it is piled with papers! Establishing a comfortable area for paper work and other office activities is important for productivity. Use these tips to create a space dedicated to effectiveness, efficiency and organization.

Create a Work Zone
As you begin, determine what tasks you are doing in your office and the tools needed for these tasks. By making these decisions at the outset, you are preparing your space for accomplishment. Create areas specifically designated for most frequent activities. As for room arrangement, place your desk in a position that allows maximum use of natural light. Position the desk in a direction that allows for direct viewing of all who enter without you having to turn.  Add an L shape or credenza behind for easy access storage for your command center or project files. 

Desk drawers should have only what you use at the desk in them. Store your additional office supplies in another area. Keep specific categories of items individually stored in different drawers. One drawer should contain checks and bill paying items, one drawer stationary and note pads, one drawer with a pencil tray holding pencils, pens, tape, stapler and scissors. Again, keep just enough to use and not over stuff the drawers. Place books on book shelves, magazines or reading material in a basket to grab and go. Be sure that your telephone, computer and other essentials are placed easily in reach.

A Personalized Paper Plan
A “paper plan” is most important in this work zone. Create an area for “Action” files. This is a temporary home where papers live until either filed away or thrown away. Papers used frequently or that are a “hot topic” need a basket, vertical file, or other space on your desk. Label them according to what actions or terms fit best with your needs. These files can be call, file, mail, or pay. Or these can be named by client name, project name, or other key word that comes to mind quickly. Clearly label your files so you will always know what is in them, and just as importantly, the labels will remind you what not to put in them.

Arrange for the placement of frequently used files to be placed in the desk’s file drawer. Less frequently accessed files can be placed in a separate filing cabinet. As for filing cabinets, use a low-lying, two-drawer cabinet that can be placed next to or near your desk for the added use of its top for other items that you often need. Filing system should be simple easy and manageable. Create categories in your files for the different major work/home areas. For work it may be clients, administrative, financial. For home it may be home/auto, personal, and financial. Use general key words that come to mind quickly, and sub categorize as needed. An example would be Car – insurance, Car – maintenance, or Insurance – Car, Insurance – Home. Think about how YOU think about the paper to find it. Color-coding your files makes it faster to find information. Use one color hanging file to easily slip information into a file. Label the file with a tab using a label maker!

Using Vertical Space

/0 Comments/in , , , , , /by

Using an “organizer’s eye”, there is often space in a home, closet or office that is unused.  Vertical space can be a great asset for organization.

  • Use a section off your kitchen as an office nook with calendar, bulletin board and wall pockets for information.
  • Use a narrow bookshelf with baskets at your back door to keep all the last minute items you need.
  • Use a mud room installation at your entry for backpacks and shoes.
  • Use hanging canvas organizer in your closet with plastic bins to hold lingerie, pajamas, and socks.
  • Use decorative hooks on a wall to hold hats.
  • Use clear push pins near the bathroom mirror to hold jewelry.
  • Use a wall pocket just inside your office door to hold unprocessed papers before cluttering your desk.
  • Use a dry erase board to list projects at your office.

What clever uses of vertical space do you use?

Kitchen Organizing: The Heart of the Home

/3 Comments/in , , , /by

kitchen organizing

 

Our kitchens are the heart of the home!  We want to nurture and communicate with our families, have dinner together, and make this hub of activity more efficient and less cluttered.   Take a simple, step by step approach to making this space more effective. Kitchen organizing makes family life more cohesive, less stressful and more fun!

  • Pare down to what you need by assessing what is in each drawer and in each cabinet.  Keep the multi-function tools and donate the single use tools.  Do this in baby steps, just drawer by drawer.
  •  Arrange your kitchen tools by use.  Keep food preparation items near the sink, food storage items near the refrigerator, cooking items near the stove, and plates and glasses near the dishwasher for easy retrieval and storage.
  • Be brutal about your food storage containers. Keep all the rectangular containers nested together with the lids nested in a separate container and then the circular containers nested together with the lids nested in their own container.
  • Group small appliances together for easy access and improved storage.  Assess when was the last time you used your bread maker or waffle iron  and donate these if it is a while ago.
  • Establish work zones for frequent tasks.  A lunch zone is great for getting your kids’ lunches together, including sacks, Ziplocs, and snacks that go into the bag.  A coffee zone for the morning java might include coffee pot, coffee filters, mugs, and sweetener.
  • Your “command center” for paper keeps piles from forming.  Use a desk top sorter with hanging files for categories such as Action, Pay, File, and then one slot for each of your kids and husband or wife. Drop paper in when it arrives and then take an hour once a week for administrative tasks.
  •  Add a calendar space for your family calendar.  Be sure to hang this where everyone sees it regularly and add information during your family meeting to keep it up to date.
  • Review the expiration date of food in your pantry.  Set up the “grocery store” on the shelves and put a label where food goes.    Remember to keep a section for healthy snacks for your kids to easily grab and go.

Tackle Tasks One At a Time

/0 Comments/in , , /by

tasks and time management

 

 

All the experts agree, it takes time for change to happen.  It can be from 30 to 60 days to create a habit or develop a routine.   So take it in baby steps.  Start with awareness of what small change will make the biggest difference.  And remember, multi-tasking sets you back.  Tackle tasks one at a time.

  • Building in extra minutes to every task.
  • Staying mindful and being in the moment on whatever the task is.
  • Creating a checklist for step by step completion
  • Finding a partner for every task to help you with accountability.
  • Using a timer to get you started and get you finished on your task.
  • Setting out a sign that signals a productivity period to keep unwanted distractions away.
  • Establishing a power period twice a day to work undistracted on one very important task
  • Linking one new task to an established task

What do you do to tackle one task at a time?

S.O. S. – Send One Suit – and make a difference! Kingwood, TX Drive on March 8, 2011

/0 Comments/in , , , /by

Kingwood professional organizer Ellen Delap and her company Professional – Organizer.com will be participating in this year’s Dress For Success Houston’s S.O.S. (Send One Suit) Drive.  The effort, formerly known as Clean Out Your Closet Week, provides interview suits, confidence boosts and career development to more than 45,000 women in over 75 cities each year.  Dress for Success is a not-for-profit organization that helps low-income women make tailored transitions into the workforce. Each Dress for Success client receives one suit when she has a job interview and a second suit when she gets the job.

 If you would like to contribute, please bring your interview appropriate suit in excellent condition, cleaned, pressed and on a hanger to Kingwood Country Club on March 8, 2011 from 5:00  – 6:30 p.m.  Don’t have suit to donate?  Dress For Success Houston suggests donating $75 toward the cost of a suit for clients over size 14. Receipts for donations will be sent directly by Dress For Success Houston.  For more information call 281-360-3928 or email edelap@professional-organizer.com.    

 I have my suit already chosen to donate! Do you?

Paper Triage

/5 Comments/in , , , /by

 

paper management

 

We hear that philosophy, Only Handle It Once, OHIO, for paper all the time. But what if we thought of a new mantra for our paper strategy, paper triage.

 

What is paper triage?

Paper triage is when we sort the important from the trash. We make the first brutal decision of what to keep and what to eliminate. In this one step, we are taking paper from overwhelming to in control. We are making decisions about what is a priority or not.  Just like triage in the medical field, we are getting to what is most important first.  To be most effective with triage, we need to be honest about what we keep and why we keep it.  Empower yourself to make bold decisions and keep less.  Except for bills, many papers will come around again, such as electric rates, credit card offers, and information in general.

 

Resources for what to keep and what to toss.

If in doubt there are two great resources for what to keep.  On www.oprah.com, look at the ABCs of Important Papers by Julie Morgenstern (http://www.oprah.com/home/The-ABCs-of-Important-Papers).  This is a lengthy list of what to keep and for how long.  Also you can review on www.realsimple.com the five steps to simpler record keeping is a quick reference (http://www.realsimple.com/home-organizing/5-steps-to-simpler-record-keeping-10000000688976/index.html.)

 

Paper triage routines

Do you already do some sort of triage?  I hear from clients “I sorted my paper in the kitchen, but now what?  There are still piles!”   This is when we add admininstrative time to a weekly slot.  We commit to a time we can now really work on the paper, again by prioritizing.  Make a list of the tasks associated with each paper, then review and prioritize.  Establishing your command center with these slots, Action, Pay, Pending,  and File, give you another visual reminder of what your tasks will be during admin time.  If you need additional categories, Receipts, School and Church may help you too.

Best time to triage? Its really up to you! Can you do it right when you get the paper and work at your command center? Do you need time without distraction?  Set aside this time daily to prevent being overwhelmed.

When will you do your triage and get your paper under control?

 

Need new ideas for paper management?  Check out my pinterest board Paper, Paper, Everywhere.

Lists that really work!

/13 Comments/in , , , , /by

list making productivity

 

 

It used to be that we could keep our tasks and projects in our heads.  Things were simpler, life was simpler and we had less to do.  Not any more!  Because our lives have become more complicated, having a great way to capture tasks and projects is critical to productivity and peace of mind.

Paper lists

One of the simplest ways to get all your lists in one place is a super cute spiral notebook.  It must be a size that can fit in your purse or bag to be carried with you wherever you go.  Being just so adorable means you will use it for each and every thing you need to remember.  Being a size you can carry means you will have it with you all the time.  If you like to have categories for your lists, you can divide you page with a vertical and horizontal line to show four squares.  Or you can purchase a spiral with color on the edge of the pages to have different sections for different parts of your life.   Your categories might be work, home, church and kids. Or it might be calls, errands, computer and anywhere.  You decide if you need categories and what these might be.

Lists made especially for families are available on www.familymanager.com.  Here there is the daily and weekly hit list,  a summary of the seven different departments that families require, such as home and property,  food, time and scheduling, finances, family and friends, special events and personal management.  With this list, you are sure to be on top of family activities and more.

 

Digital lists

Evernote is a way to use technology for list making.  You can capture any ideas, thoughts or lists on any computer, phone or mobile device. It is a free service and can be uploaded to all types of technology.  Everything you capture is automatically processed, indexed, and made searchable. If you like, you can add tags or organize notes into different notebooks.  You can keep files for “someday maybe”,  your kids’ shoe sizes or whatever you need wherever you go.   Keep a record of your favorite wines by snapping a photo of the label when you find one you like.  Check it out at www.evernote.com.

 

Prioritizing your list

And once you have your list, remember to prioritize.  We can truly only accomplish between three to seven tasks in a day.  I suggest determining your 3 Most Important Tasks (MITs) for every day.  You start the day with focus and end with productivity.

Make a commitment to your list making by finding and using the right tool for you!

 

Find more ideas for productivity on my pinterest board Powerful Productivity.

 

Want more productivity ideas? Join my newsletter for a monthly boost!

 

Clutter Support Group Forming in Kingwood Spring 2011

/0 Comments/in , /by

Clutter Support Group Now Forming in Kingwood

Have you had a life long struggle with being organized?  Need support from a community of people who are equally overwhelmed?  Don’t know where to start? Need an affordable organizing solution?  It’s time to get started and declutter your life! Join Ellen Delap CPO® for the Clutter Support Group. A membership based group facilitated by a certified professional organizer, this is a six week, 1 ½ hour program that meets to discuss challenges and work on personal projects.  The group will start on January 25 and ends March 1.  

Clutter support members work on a small project in their home or office for the duration of the group meeting. Together we help each other move forward and be accountable. During this time, we will be reading Linda Samuels book, The Other Side Of Organized.  It is a light hearted and endearing view of organizing. 

The membership fee of $130 includes meeting materials and other resources.  For information and to register, call 281.360.3928 or visit professional-organizer.com.

Time Management Tips

/4 Comments/in , , , /by

 

time management tips

How are you? Busy? Busier than ever? Never thought you would be this busy? How is it we never have enough time?

No matter our age or stage, we all feel and deal with time issues.  We lack of control of our schedule with too many demands, too many balls in the air and too many meetings.  Having no time means we have disorganized space.  There are so many interruptions and distractions.  Tasks take longer than we think.  If you are organized, you think you can squish in just a little more.  Is it time for a change?

How we use our time comes down to creating a new awareness of it and a baby step to make change happen.   The first step is the awareness of how you use your time.  Ask yourself some questions.  What is working well?  Are you getting places on time? Are you always on the go, with too much to do? Do you feel like you are productive and get tasks done? Do your planner and task list work well for recording commitments and tasks? Now ask yourself what is not working! That is where your first baby step will start.

Not getting places on time

  • Set a timer to alert you 15 minutes before you want to leave.  This gives you time to gather up and get going.
  • Plan on arriving early.   You get the best seat, you stress less about parking and traffic, and you are in prime position for whatever you are doing.   Bring your magazines to read now!

Always on the go with too much to do

  • Everything can’t be equally important to you.  Assess if you need to join both girl scouts and adventure princesses, volunteer for church and PTA, and work second and third jobs.  Spend time thinking about what you want to commit to for now.  One of my favorite sayings is, “we can do it all, just not all at the same time.”  Simplify your time with one big commitment at a time.

Day to day productivity

  • Put the big rocks in first, as said by productivity guru Stephen Covey.  Be sure you know what the big rocks are for your job and get these done early in the day.
  • If you are smothered by small tasks at work, group them together and consolidate to be more effective.  Having a call list, an email list, and an errand list for work to group and conquer!

Your Calendar and Task list

  • First decide if you are a paper or technology person.  See what works best for you and all the jobs you have, including parenting.  You can cover a  lot of ground with the google calendar to match up to your partner.  If you love paper, think about www.plannerpads.com.  It consolidates your tasks and your calendar.
  • Find a work flow that works with your style.  With your family, host a family meeting weekly to update your calendar.  At work meet with your assistant or colleagues to be sure you are on top of dates.  Having partners makes the process more effective and fun!

This is a long list!  Please pick just one of these baby steps to own this year.  You will be glad you did!  Please share with us your choice and how it is working for you! We want to help you get this done.

You can also find more organizing ideas at http://www.organizewithsandy.com/2011/01/10/organizing-mission-monday-link-party-week-4/