Too much to do

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too much to do time management for the overwhelmed

 

We greet each other daily with how are you and the common response is busy. Too often we find ourselves too busy with too much to do.  At times we underestimate how much time a task will take, how many responsibilities we have and generally overwhelmed.  Here are some first steps to take to move from from too much to do.

 

Triage first

When we are overwhelmed, we are often paralyzed. This means that we accomplish nothing. Start first with deep breaths to physically respond with more oxygen.  Take a minute to get a drink of water or walk for a few minutes. Then start with triage.  Triage is sorting the most important and most urgent from the general.  If there’s a looming deadline, your taxes are due,  you have a speech tomorrow, you can tell immediately that these need attention.  What you don’t want to do is check out facebook, go through email to check off the easy responses, or sit staring into space.  Triage and make a list of what is most important. Keep your list to 3 Most Important Tasks (MITs)

 

Focus on one thing

It’s tempting to multi task to get more done. Research shows how ineffective this can be.  Clear everything off your desk and leave just the one task you are focusing on to work.  Be ruthless about the electronic distractions, like the computer, phone or device, and stay on target with your one task.  Keep on target and set a timer for when you are going to switch to your next task.

 

Take time to simplify

The real solution for simplifying your schedule is to prioritize and evaluation. There are many good reasons to participate in an activity, solutions to challenges and connections for us to make. Find the best reasons and the best connections for yourself.  It may be difficult to let go when you have already found something or someone new.  Set aside time for yourself to know what is most important, learn to say no, and let go.

 

Think about gratitude, being in the moment and self care

When you are overcommitted with too much to do, you feel stressed. Over the long haul this builds and builds.  You are resentful, unhappy, and tired.  Let your gratitude and self care be the prompt for letting go of too much to do.  As you think of the joy you feel when you are at home more, getting in bed early, taking care of your responsibilites without rushing. you will quicky see the bonus of saying no and letting go.  What you are you letting go of today and not have too much to do?

 

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ADHD and Team Support

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Creating an ADHD support team

 

As an organizing coach, I’ve noticed an important element for my clients.  My clients need a “boost”to get tasks done, such as an extra set of hands.  They need Vitamin C, called that by Edward Hallowell, the C representing connection.  At times my clients stumble when they don’t know a skill or technology gets too complicated. At times they need to verbally process information, create a plan or help getting started.  All of these pieces add up to adding an element called support.

 

What do you mean by support?

Support can appear like many different things. It can be physical support with extra help to accomplish something. Think of it as someone on the end of the furniture you are moving.  Support can also mean being body double, where someone is in a space alongside you, doing a parallel activity or sitting quietly.  Support can mean adding more players to your team, like a therapist, house cleaner, or administrative assistant.  When working together, we process what kind of team members can support you best.

 

Why do brain based conditions like ADHD especially need support?

All of us need support.  Brain based conditions especially need support with planning and executing. Executive function is weak in the ADHD brain.  Time management and paper management need boosting with the ADHD brain.  With ADHD, there are many projects with many open items.  Often an assistant prioritizes these projects. For these reasons, having a team in place can amplify what you want to accomplish.

 

Emotional support is important.  An organizer coach, ADHD coach, or therapist can play a role in emotional support. Emotions are intense and can affect every day living.  Normalizing these emotions and processing emotions are part of working as a team.

Are you reluctant to ask for support?

Without a doubt, many of us have had experiences that have left us vulnerable to ask for support. It might have been unintentional however has left us feeling that we can’t ask for help.  There’s no shame in being vulnerable, as noted by Brene Brown. It’s in that moment we can benefit the most from creating our best team.

 

What are some ways to find support?

  • Find a clutter buddy or paper partner to help you declutter. Your partner tethers you to the task by keeping you in the space you are working in. Having a partner means you are committing to what you intend to accomplish.  A partner is there when you are stuck with a decision.
  • Ask a friend to be a body double. That’s a person who works in the same space you are working, however on their own task or project. By virtue of that person being in the space, you’re benefitting from energy and connection.
  • Virtual support is available online for you.  CHADD offers classes for yourself, for you as a parents, for teachers and others.  You can volunteer and support others as well.
  • Look for an ADHD therapist, Organizer Coach or ADHD coach specifically trained for working with brain based conditions.
  • Support can look like many different things. It can be your housecleaner, your nanny, or your baby sitter. It can also look like your bible study group at church or your pilates class. Look around and see who is available for you.

I find support in creating a team for my work and home. I walk with a partner, go to pilates weekly, have a helper at home and collaborate with my colleagues. Not only is teamwork and support help me run my business, it makes my work and life more fun!

 

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Bring Spring

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Bring spring

 

It’s been an extra long winter for us in Houston this year. With real snow, cold temps and dreary rain, we’re ready to bring spring. When we think of spring we think of fresh.  Bring spring into your home by freshening up and organizing.  A checklist also helps you keep every nook and cranny decluttered and organized. Getting organized is the best way to get out the old and start fresh.  This short list of areas in your home will help you bring spring into your domain.

 

Entry

The entry is where everyone drops everything as they enter.  It’s probably currently a collection of gloves, scarves, and boots.  Match it all up and get it back to it’s long term storage solution, which is best the back of an auxiliary closet in your home.

 

Guest room

Has your guest room become a dumping ground for returns, extra holiday wrapping paper or things you have yet to decide on?  It’s time to spend time clearing this space out, freshing up the bed linens and getting this room back to a welcoming space for friends and relatives.

 

Laundry room

One of the busiest and most neglected rooms in your home is your laundry room.  Have winter linens, single socks or just too many clothes gotten stuck in here?  Dig out with a few minutes of donating or distributing what’s stuck and reclaim efficiency here.

 

Master closet

Winter has about concluded. Now is the perfect time to let go of the winter clothes not worn.   Since this was one of our more serious winters, if you did not wear a heavy sweater, pants or other garments, it’s the time to donate what you are avoiding wearing. It’s a quick scan of what you have not worn, dropping the items into a shopping bag, and then off to your car to bring them to donate.

Dont forget your home away from home, Your Car

Your car has collected not only trash but lots of random books, clothes and other stuff this winter.  It’s time to run by the car wash for an interior cleaning.  Taking care of our valuable asset will also make us feel like we took an extra step of care.

 

Just like you, I am ready to bring spring into my home, office, and car!  Take time this weekend to welcome spring, get organized and enjoy your refreshed spaces!

 

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Get ahead of the game

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Get ahead Get organized Be productive

When I talk about getting organized, I hear back that getting ahead is the equivalent of getting organized. By getting ahead, it’s about being proactive, anticipating and being prepared. Being organized often means being in control, and getting and staying ahead of the game is just how to do so.

 

Getting ahead of the game at home

Just what does getting ahead of the game at home look like? This can take many forms in your home.  It’s creating a meal plan, shopping and getting dinner done on Sunday to be ready for the week.  It can be prepping the night before so you are ready to conquer the day.  You may choose to get up early, take quiet time or exercise alone, so you can be ahead of getting your kiddos up. You can choose what means getting ahead to you as you know specifically what matters most in being proactive and organized.

 

Getting ahead of the game at work

At work, getting ahead means anticipating the day and the work you will accomplish.  A first step is setting your day up for success with a proactive calendar.  Having a power hour will help you prioritize and manage your day, so you can accomplish what is most important early in the day. Anticipate where distractions and interruptions occur so you can maximize  your time to do your work.

 

Getting ahead of the game in taking care of yourself

Article after article talks about sleep and it’s importance in our daily functioning.  Often I hear, “l’ll catch up on sleep later.”  There’s conflicting research on whether you can catch up on sleep debt, although it’s not wise.   Stay ahead of the game with prioritizing sleep, exercise and good nutrition.  Rather than sleep less, underschedule your time to be sure you can complete what you commit to.  Review your schedule to assess and see what you can release to free up time to add in exercise.  Make a simple meal plan and grocery list for food that even your grandmother can name the ingredients.  Be sure you have added time into your calendar for your self care.

What’s the real benefit of getting ahead of the game? It’s about your confidence to conquer what’s next. You are going to feel accomplished and prepared. Isn’t that the best feeling in the world?

 

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How to Host an Annual Summit for your Family or Business

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Annual summit and strategic planning

Each year as the new year begins, thoughts turn to how can I make this year better. We think about goals and habits. Have you thought about an annual summit that takes a big picture view of your family, work and life?  A summit is a strategic,high level conversation that brings together all the parts of your work.

 

Wrap up last year

Start with a summary of last year. Assess what went well and what still needs work.  This wrap includes what happened and what did not, as well as assessing if what happened really does still need to happen.  Be sure to congratulate yourself on your successes, acknowledge what you are grateful for and to whom you are grateful.

 

Dig deep for your Purpose

Before you embark on your new goals, define what is your purpose.  What gets you up in the morning? What brings a smile? What’s your core value(s)?  Getting this defined first gives you direction and meaning to your summit.  If you are working with a partner or team, it’s a time you can collaborate to define your purpose.  It can be a simple, single statement.

 

What do you want more of in your life or business?

There are many areas of your life and work you may want to change. Here’s a start for you. It could  be your health, more fun, connection to family and friends, a better or different career, more money or a closer walk with God.  As you review each area, think about what you want and why you want it.

 

Who is on your team?

One of the biggest supports in accomplishing your goals each year is your team.  These are your trusted advisors, your friends you have coffee with, your family and partner who make you laugh, and any others you know you can count on.  On this list you may realize there are some who are not supporting you and you are ready to let that door close.  Knowing who is with you as you start the year keeps you movinng forward.

 

Establish a time line

Adding your goals to your calendar together creates the plan for your year.  Break your goals or habits into manageable pieces and incorporate these by month or week.  Having a plan and following it means your goals become reality.

 

Create a metric to assess your work

How will you know what you have accomplished in this year’s plan? You want a checklist with dates to assess what you are doing, when it is getting finished and what’s left to do.  Your metric can be written in a notebook or kept digitally in evernote.  Your plan can be checked off or crossed out, just so you celebrate the successes throughout the year.

 

It’s easy for us to forget how important seeing the big picture is. The details can bog us down.  Your annual summit can be held at the beginning, middle or end of the year.

 

 

 

Snow Day

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Snow Day

On January 15, we were treated to a rare delight in southeast Texas. It was snow!  It was snow that started as the pinging noise of sleet and continued in fluffy white flakes through the afternoon.  The weather gave us a rare snow day in Houston.  Now the decisions of how to spend a day at home.

 

Snow Day as Work Day

In a completely unscientific Facebook poll, most of us opted for getting ahead and getting organized.  Posts ranged from paperwork (so unfun!) to organizing closets.  Most of us took the day to get ahead on projects we had let lag.  That was me as well!  I loved having a productive day.  It seemed far less difficult that other days to be productive since it was “free day.”  For those who chose a work day, I congratulate you on your organizing and productivity!

 

Snow Day as Fun Day

Half way through the “blizzard”, it was time for me to spend time out and about. I could not resist the opportunity.  Having time outside was a great way for me to think about the kids running and dashing, the real reason we identify as a snow day.  I remember just how important an unscheduled day makes me. It builds my energy and engages me in more thinking. For those who chose a fun day, I congratulate you on seizing the moment for fun!

 

Snow Day as Possibility Day

We may not have the specific opportunity for a snow day for a while, however you can think about the possibilities. I love the idea of planning a snow day!  What could your snow day bring to you? Could you invent a snow day for yourself, keeping you and your kiddos thinking?  What would the possibilities be?  I encourage you to set aside an annual snow day to rejuvenate and relax.

 

Learn more about the  possibilities here!

 

30 Things to Declutter in 30 Days Winter Edition

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30 things to declutter in winter

 

Winter brings us time to be indoors and work on our home or office.  It’s a great time to declutter because we realize how much we have and how much we use.  There’s many items that are easy to declutter once we decide that they are well used and ready to move on.  Here’s the winter edition of 30 things to declutter in 30 days.

 

1. Single mittens or gloves

2. Kids’ winter coats that have been outgrown

3. The extra zip in lining of a coat you never zip in

4. Too tight long underwear

5. Turtle neck shirts that are too hot to wear

6. Itchy sweaters

7.  Single slippers or slippers that are beyond repair or use

8. Extra flannel sheets

9. Winter boots that are too small

10. Extra wire or plastic hangers

11. Extra cans of soup or other pantry items

12. Recycling that has built up

13. Extra linens that overload your closet

14. Smalll appliances that have been replaced with a newer model

15. Excessive grocery paper or plastic bags

16. Snowpants that are too small

17. Hoodie attachment you don’t attach

18. Summer clothes you did not wear last summer

19. Stained or torn hoodies or sweatshirts

20. Makeup over a year old

21. Cough or cold medicine that has expired

22. Pots or pans that are scratched, stained or ruined

23. Mugs you seldom or never use

24. Mismatched glasses

25. Too many plastic cups

26. Broken pairs of glasses and sunglasses

27. Freezer foods past their prime

28. Almost empty bottles of cleaning products

29. Extra boxes that are taking up space

30.  Electronics to recycle

 

That’s our round up for this month! Now you are in the decluttering habit! Make this last by taking one category a day to the next step, whether it’s to donate, sell, gift, or trash.  It’s keeping items leaving your home or office that makes for a better organized home or office.

 

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How to Create a Great Foundation for Productivity

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how to create a great foundation for productivity

 

We think that being productive hinges on knowing the latest technology with a calendar, app or to do list. We search for ways to get more done, be more efficient, and make it easier to be productive. What if I shared with you the secret foundation for being productive?  It’s really quite simple.

Step #1: Get more rest

In our 24/7 society, there’s not much time alotted for rest and sleep. Research shows that sleep is crucial for productivity.  The secret to being more productive is rest.  There is  profound impact of rest on our brains.  Just how do we get more rest?  Have a plan to get ready early, turn off all blue screen devices an hour ahead of time, and set your room cool. Creating a sleep routine helps you get a great night’s rest.

 

Step #2: Get moving

Sitting too long at your computer? Not getting to the gym?  Can you take the stairs, park further and walk longer or use your fit bit to assess how much you are moving? Harvard research has shown the link between exercise and productivity, especially with thinking skills. Add a short exercise routine to your day, count your steps on a fitbit, or take a short work during lunch.  All of these will help you with clarity and brain functioning.

 

Step #3 Get support

Maybe you don’t realize how important support can be for your productivity.  Maybe you don’t know what support you need or maybe you haven’t reached out for support. In any of these instances, it could be time for you to add this element to your foundation.  Support can be help from someone or something tech.  First identify the support you need. It could be learning a new technology skill or delegating with laundry and cleaning your home. Add in as much support as you can in small increments.

 

These three secrets that are a baseline for great productivity and also for general self care. If you start on only one of these steps, you will see an increase in efficiency and effectiveness.  Good luck!

 

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My Organizing Obsession: Color

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Organizing by color

 

Have you noticed how colors make us feel? It might be the color of your favorite outfit or the bright blue sky against a white cloud.  Color makes a difference for me and my clients and that’s how it became my organizing obsession.  I love that color makes us happy and helps us be organized and productive.  Here’s my long list of why I love color.

 

Categorizing

Color creates distinctions in how we view organizing and productivity. My clients rely on visual cues to help them create a category and maintain it. When filing, use files that are designated by color.  An example of this is using green files for money or financial related files.  Your filing system might be notebooks and you can use the green notebook for financial documents.  Each category for filing can be a different color and represent a different area of your filing.

 

Color is a common choice for categorizing clothes. You can easily organize your closet with ROYGBIV, colors of the rainbow. Use a single colored hanger to set off your color clothes or use a certain color hanger for a certain type of clothes. It’s remarkable how happy you feel when you enter your closet and how easy this is to maintain.

 

Big families often categorize their kiddo stuff by color. Assigning a color by kid makes it easy to keep their stuff together. As a twin, my color was blue and my sister Ann’s color was red.  For families, you can assign a color using waste baskets, laundry baskets, hanging files or whatever you need to keep organized.  It’s great for your family calendar to keep color coded by kiddo what’s happening this month.

 

It’s easy to use color for productivity too.   In your calendar and on your email, this is an easy way to categorize your tasks.  Not every task needs a designation. Your most important work or who you work  with can be a single color to keep your calendar simplified.   A key of your categories organizes who does what, your big picture goals, or important information from a colleague or boss too!

 

Color = happy!

Client after client has told me how they love and use color too. More often than not, I hear “I use yellow because it makes me happy.”  We pair happy colors with happy thoughts and happy outcomes.  When you think of the color of a space you work or live in, let’s make that space happier, more organized and more productive with a happy color.  That coat of paint might be all you need to be more effective and efficient.

 

Color coordinated baskets appear more organized. It’s a simple camouflage technique for areas that get a lot of use. Pair two happy colors in a space to maximize the organization there.  It establishes organization in looking coordinated and organized.  Carrying a color between two spaces is a visual clue for their connection.

 

A word of warning here on where I don’t use color: my label maker. Simple, single color labels make it easier to read. I use only white labels with black letters to make my labels with my label maker.

 

 

How have you used color to keep more organized?  If  you haven’t check out my pinterest boards to see how!

 

Check here for more of My Organizing Obsession!

ADHD Resources

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adhd resources

 

When I start working with a new ADHD client, my first step is to share resources that will help them, their family and their colleagues understand more about ADHD and brain based conditions.  I am a student of all  things ADHD. I love gathering practical tips, information and resources.  Sharing ADHD resources is what I do!

 

It was exciting to attend the CHADD and ADDA conference, known as the International Conference on ADHD.  It’s billed as “your one-stop shop for a world of expert insight on the latest in ADHD treatments, advancements, research, and more.”  It was a 3 days of powerful learning from authors, consultants, researchers and professional organizers.  Attendees are clinicians, social workers, productivity and organizing professionals, and those with ADHD.  I’d like to share a bit of what I learned and some resources for you to learn from as well. Each of these presenters offers programs, books and other options for learning more about your ADHD.

 

Research

Ellen Littman, PhD spoke on the topic of Females with ADHD Across the Lifespan.  The presentation focused on women’s research and the interplay of neurology, genetics, hormones and social conditions.  Her research highlighted how executive function, the ability to organize, plan, initiate and complete tasks was different than the same scenario for men.  As a practitioner, this information explained much. My takeaway was how important it is to share with my clients that the ADHD brain is different in a good way.

 

Stephanie Sarkis, PhD talked about More Than Just Medication.  Ms Sarkis shared how nutrition and exercise play important roles in self care.  If you have not had success with your medication, follow Ms. Sarkis to learn more about cognitive behavioral therapy, mindfulness, and healthy supplements.

 

Relationships

Melissa Orlov presented the topic Diminishing Anger in Relationships Impacted by ADHD.  Ms. Orlov is a well known author on marriage and relationships.  The presentation focused on communication, strengths and practical tools. Ms. Orlov shared practical ways to diminish feelings of anger and improve communication.  Here I learned that by focusing on how to best communicate is based on how two individuals weave their partnership.

 

Technology

Judith Kohlberg, shared information about ADD and Digital Distraction.  Here Judith shared proactive tips to work productively with alarms, structured work spaces and technology that helps.  Ms Kohlberg reminded me the power of timers. There are many different fun timers on your phone, such as the bomb alarm and the AidaReminder that can help remind you, help you transition or help you create a new routine. Ms Kohlberg also reminded us to expand your idea of organizational support to include other people, such as a professional organizer, body double, tech tamer or ADD coach.

 

Productivity

Terry Matlen MSW presented Distracted and Disorganized.  Ms Matlen asked audience members to share their own sure fire ways to conquer distraction and disorganization at home and at work.  Audience members appreciated learned from each other.  In Ms Matlen’s audience, I learned that my clients with ADHD are resourceful, creative and can get the job done. It’s up to you to set the structure that works best for you.

 

Cris Sgrott-Wheedleton CPO presented Three Common Mistakes People Make about Time Management.  Cris’s engaging presentation included time for the audience to review their best work time and slot in how to be more productive.  It’s much easier to accomplish more by using your high energy time, setting boundaries on distractions and helping others set  up these systems in compliment to your productivity.

 

Want to be immersed in learning about ADHD?  The International Conference on ADHD is the place to go!

 

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