Merry Christmas

My life has been a whirlwind since my last post -

Want to wish everyone a Merry Christmas and let you know that I will be back in the New Year!  Lots of things are being planned for next year on my blog.

Fog

Today I am in a bit of a fog.  Between the fibro and the weather being dreary, so are my spirits and energy levels. 

I tried to work on some Halloween projects for the grand kids but my heart just wasn't in it - nor my nerves as my 2 youngest grand daughters were here and playing with my punches and trying their hands at scrapping.

I need to write a couple more articles and do some more work on my Easy Organizer and other binders.  Not sure where to start! Off to make an attempt even if its wrong!

Anyway - hope all my Canadian friends had a great Thanksgiving and all the others a great weekend.

Time Management

I was asked to write an article for time management using a garden tool as an example.  I have been pondering this for a week or so and I went to water my plants and the hose got kinked.  That got me to thinking - so here goes.

Have you ever pinched or kinked your garden hose?  What happens - it builds pressure and either stretches the hose weakening it or it burst.  Clutter is the same way - the pinched areas or kinks are the areas in your life and home that you need to take care of like your desk, pantry (in my case), paper piles, etc. in order for you to feel organized and remove the kink.

In anything we do 20% is critical and the other 80% is trivial for the most part. What I mean by that is that being busy feels like progress, but it is important that progress is not confused with activity or being busy.  We need to take the time each day, week, month to review your planner and see what is the 3 MIT's (most important tasks) to get done the next day.  I recommend limiting your MIT's to only 3 as there are interruptions, slump time - that period in the day where you 1) reward yourself for finishing a project or 2) that time for recharging such as lunch or coffee break or light nap.

Once you have determined your 3 MIT's and listed them on your daily list, you can then focus all your attention of those items.

In order to know which tasks are MIT's and which can wait it is critical that you are clear on your goals.  Take a picture of your goal and place it where you can see it - on your refrigerator, desk, taped to the bathroom mirror, etc.  This will help you keep your goals in sight as well as motivate you to work on achieving them faster - giving you a feeling of satisfaction and contentment.

Starting a project is the hardest part of any project or task regardless of the size. We have the tendency to make excuses as to why we can't do it - to difficult, not enough time, missing tools to complete, etc.  Lucky for us we can overcome this easily.  The first step is to break the project down in steps and determine what supplies are needed for each step.  Breaking down the larger projects into smaller steps keeps it from being mentally overwhelming as if you look at the whole projects.

For example - I am very old fashion and still iron everything - pillowcases, scarves, placemats and clothing.  Looking at a basket of ironing seems overwhelming.  But when I sort it into piles of pants/shorts, shirts, scarves and accessories - it is not so overwhelming.  I then gather the items I need, water for the steam iron, spray starch for the collars and pillow cases/scarves/etc (love them crisp), the iron and ironing board, and hangers (pant and regular).  I get the plastic pant hangers at WalMart whenever I go in (they are free) and I use them to hang my pants, shorts and placemats/scarves on.  Keeps them neater and no fold lines on pants.  I then either crank up the stereo or watch a movie and get it done.  Lately it has been relaxing to iron and rock out!

Getting back on topic - grab your timer.  I strongly suggest that you spend the couple of dollars that once costs (or set your oven time or alarm on your phone), set the timer for 15 minutes.  Start the task and remember it doesn't matter how much you complete in that 15 minutes - you have started on your project and you have the momentum started.  Once you have reached the 15 minutes you will be more likely to continue and reset your time for more 15 minute intervals.

Today I totally emptied my pantry and was able to organize, toss, inventory and put back the items in 45 minutes.  By breaking it up, it wasn't so overwhelming and it definitely was a task I had put off way too long.

When you work with clear and simple guidelines it forces you yo focus your attention on getting the most important parts of the project or tasks done.  When you allot to much time for a task, we tend to make a mountain out of a molehill.  This can cause all kinds of stress and anxiety. This in itself can cause physical as well as mental problems.

When I struggle and can't break a project down into manageable tasks (can't see the trees for the forest syndrome), I step back and ask myself  - "What steps would I take if I have to complete this project in 1/2 the time".  (This may or may not work for you if you have a strict deadline for a work related project - I am referring to home projects.)  I also see what shortcuts I can make and still have the project to my satisfaction. (Being a perfectionist - this in itself is a project for me.)

Knowing that life doesn't always go according to plan, mak3es me realize that I must PAD time into my projects.  If I have an appointment, I plan to be at least 10 minutes early and I try to never be late.  The unexpected can happen - flat tire, heavy traffic due to an accident, kids sick, etc.  Good time managers know this also and will tell you to allot extra time into your daily schedule to allow for such unexpected issues.

That is why to me, writing down and listing my 3 MIT's for the day, gets them done!  If you don't allot time for these MIT's then some sort of stuff or the next mini crisis will occur and make these things less important.  I have a basic plan for my day and write my 3 MIT's down and cross them off as they are completed.  (That gives me pride in a sense that I accomplished them.)

Are you a morning, afternoon or night-owl.  I visited my dear friend Lynnim and it was evident that we were totally opposite.  It was partly due to our life styles (I worked days and slept nights, her husband worked nights and slept days so she stayed up at night and slept during the days as well.)  I totally messed her schedule up the week that I was there - got her up and motivated to run the roads with me - one of the most fulfilling vacations I had had in a long time. Anyway - what ever your "Prime" time is, you need to plan your schedule accordingly to do your MIT's when the most effort and energy is during this peak/prime time.

Keeping that in mind, multi tasking actually causes the task to take longer to finish each tasks versus concentrating on one task at a time.  Multi-tasking causes your brain to bounce back and forth between the tasks.  Do this switching can also impair your learning abilities.  Bottom line - multi-tasking is a waste of time.

Don't forget you also need time to recharge - not only with rest but fuel.  Stress affects our bodies - from your cardiovascular to your weight.  It affects your ability to learn, your creativity levels (one of the reasons I scrapbook and make cards and other crafts - my stress relievers), moods as well as your immune system - you know that run down feeling.  Skipping things like exercise seems like a good thing to do, but it makes you less efficient and prone to injuries.  Stretching before beginning any task - especially first thing in the morning not only is smart but can revitalize you.  Build in time each day to take care of yourself and renew your energy levels.  Light snacks of fresh fruit and veggies versus a heavy lunch is what I prefer.

Finally - don't forget to ask for help from family, co-workers and friends (or even hire a contractor if necessary).  This will give you more time to focus on the really important matters as well as utilizing someone else's talents and skills.  That in itself will give them the opportunity to stretch their potential and shine too!

Re-organizing my planner and binders

I totally love using binders and my planners (have a separate one that I must keep at work to track DOT, Drivers, etc)  to key me organized.  I am excited to redo my planner because I found a new –never been used one at Goodwill for $1.00.  It is red and has pockets on one side as well as slots for credit cards, ID or whatever you want to put there.  Keep in mind that my planner is the size of a half sheet of paper – landscape and I have modified some of the pages to fit accordingly.

In the past I bought the expensive 2 page per day calendars pages for my planner and I have the software to make additional pages.  I am definitely a pen/pencil and paper person.  So I went to Target for some laundry stuff and went browsing in their office supplies and found a 16 month calendar on clearance for $7.  It is 2 pages per month and will work for jotting appointments, meetings, etc on.  It is smaller than one month of the other calendar so that also freed up room in my planner.  For my binders, I have printed some free calendars from the internet that are the full 8-1/2 X 11 landscape pages.  I prefer that size to the portrait size for some reason.

Here is how I currently have my planner set up – keep in mind that this is not in the order of my planner – just the sections:

The first page of my planner has my name, address and cell number and a “REWARD” if returned notation on the top and bottom. It also has emergency contact information of my parents and daughters phone numbers.  

The next thing I have is my pen/pencil pouch.  I also have a pink and yellow highlighter that I use to cross through things that are completed and to highlight something that needs my attention.  Pink is for completed, yellow is for attention.

Then I have plastic business card and CD size holders.  I use these for various things – holding business cards, post it flags, etc.

Next is the calendar and Maria’s www.getorganized.now monthly check list

After that is my To-Do list with the MIT’s (Most important tasks). This is an ongoing list so that I don’t have to rewrite an un-done task all the time.  That is both time consuming and non-motivating seeing what I did not get done.

Master List of projects with “Need List” for items that I need to purchase or get from Dear Ole Dad’s supply.

Wish list for other things/people – like scrapbooking supplies, gifts for friends and family – along with sizes, colors, styles, etc (having teenager Granddaughters who are picky – this is much needed.)

I have a section for websites, login and password information.  I DO NOT write the actual password but a tip to remind me what it is.  For example – I use an old employee ID so for the password I type Chase and I remember what it is.

Household staple list – this is for those items that you need to buy and can’t remember the size.  I have 3 printers so I list the cartridges that I need for each. Prescription information – pharmacy name, number, and medication, how many refills left.  I make a notation on my calendar so I remember to either call or go on web and reorder medications. I have the battery sizes , vacuum  cleaner belts and filters, Air conditioner filter size, etc.  You get the idea – basically anything you need to know and can’t remember when you are at the store.

A have a section for plain paper for jotting meeting notes, etc.

Last I have an address section – I have made white pages for friends and family and pink for business’ that I use like my bank,  insurance company, doctors, dentists, electric, water, garbage companies and I notate the account number in case I need to call or have a question. I do not have my bank information listed there in the event my planner is lost.

My planner is my life line and it goes with me everywhere – either in my purse or my briefcase.

Get yourself in the habit of using a planner.  Get rid of all the other calendars, notebooks and slips of paper that you use.  Have your planner accessible at all times – and write things down.  You can use it to keep track of appointments, meetings, birthdays and anniversaries, etc.  I also document family outings, and stuff the kids say – then at the end of the year my planner has become a scrapbooking tool as well as something to look back on and remember the good and bad times.  I make a note by meetings and places that I have been (such as restaurants or movies)  It the meeting was boring I write boring  - but I also jot down notes from the meeting.  If the restaurant was good – then I notate it – if not it is also notated.  

Some other tips for planners:

1)      I keep a list of quotes and motivational sayings that I have typed on my computer.  I print these out and tape them on my to-do list and calendar pages.  Make your planner pages Happy – uses stickers, artwork, etc to make them pretty so that you will use them.

2)      I have a reference sheet for emergency situations – Like evacuation routes, shelters that take animals, emergency contact numbers of my parents and kids cell phones as well as home phones, first aid instructions, 72 hour kit list and directions for purifying water.  Living in the South we are prone to hurricanes and tropical storms for about 5-6 months out of the year.  We also have electrical thunderstorms that can knock out your power so it’s better to be prepared.

3)      Sometimes I cheat with my address book and tape the company's business card or a return address from an envelope onto the page.

4)      I NEVER write down confidential information like drivers license numbers, social security numbers, or credit card information. I know some of the organizing and time management companies tell you to do this - but I think you are opening yourself to a potential disaster. Instead these are kept at home in my emergency binder.

5)       A good way to track spam or junk mail is to write down in your planner any information regarding a website where you ordered something or have registered to receive updates. Some companies sell your information and computer geeks are known to hack into even secure sites and get your information. I receive junk snail mail too as a result of going on some sites.

6)       Get those return address labels from those charity companies - I keep them in my planner so I can used them as a business card if someone asks for my address. I have them cut out on the paper they came with - so when I give it to someone - it can go directly in their planner/address book.

7)       I try to jot one happy thing a day in my planner - I also use my note section to journal and keep track of prayer requests and praise reports that I get throughout the day. I then transfer them to my Spiritual notebook when I get home.

8)      Get a pack of clear or white reinforcements. Constant use of my planner has resulted in torn holes - so this is a great and fast way to mend the page.

9)       Save time and money by making your own dividers - as a scrapbooker I have tons of card stock and chipboard. I purchased some self adhesive index dividers and I make my own dividers. I cut the chipboard to size and cover with a pretty paper and then add the holes and the tabs.

10)   . I am constantly making new forms for my planner and binders - so what I did was to set up a template for each size in Word. I have the information such as margins and page size already set up so all I have to do is design my form. When I save it I use the "Save as" button and this keeps my template ready to use again as well as my new document.

11)   11. Invest in page protectors. I bought a pack of 10 for my planner and I have one that I have a list of birthdays and anniversaries in. I also have one that I keep a copy of all the masters in. I also have coloring pages for the grand kids as well as crossword puzzle copies for me - keeps me from getting agitated if I have to wait for someone/thing.

I know there is more that I want to share - I am getting pestered by my dogs to go outside - so nature calls. Looking forward to your tips and suggestions.  There are many websites that offer tips and ideas and I have used some of them.  I am sorry that I do not have the links so that I can give credit where credit is due.  This is something that I have been doing since 2002.

Long time - no see

I have been out of the loop of blogging now for a while and I feel the need to get back here and be held accountable and get my life organized again.  I have started with my personal planner and will be dealing with all my notebooks/binders.  I want to rid myself of the excess paper in my file cabinet and only keep a few binders.

The binders that I have are (in no particular order)

Financial - where I keep bills to be paid and the paid bills by category

Kitchen - In this binder I keep my pantry and freezer inventory, printable and blank grocery list, Food storage guidelines including one for meats, meal planners, recipes to try and some of the favorites (they are kept in a page protector, take out menus, cleaning tips and homemade recipes for cleaners

Warranty and Manuals - this is where I keep the warranty, manuals and receipts for each item.  I even have the kitchen hand mixer and toaster in there.  Not just electronics

Spiritual - Prayer and Praise request/reports, sermon notes as I refer back to them, Spitit Lifters, current bible study (we are finishing up 40 days in the word and have printables as well as a workbook from that), Church calendar, motivational passages/articles

Family/Household - This is similar to my planner but more detailed - will explain later

Tropical Vacation - this is in the event that something happens to me - the kids know where to look. In this I have copies of my will, DNR order, information on life insurance, etc. 

Holiday Planner - Anything that I will need to rely on for a particular holiday/birthday/anniversary. Also have decoration inventory for each holiday, Card list for Christmas cards - who I sent and who I received, grocery list and menu for Christmas Eve, Christmas Morning and main meal, Mail order/Internet order record (to keep track of when and who ordered for), Master gift list with sizes, colors, etc per person, A budget page and a journal for jotting down traditions that we do every year as well as things that did and didn't work at this holiday. 

Craft and Decorating Projects - Since I do several crafts and love decorating - this is my paper "Pinterest". I have pictures, tutorials, etc in this binder. (Actually have several as I have one for scrapping, cards, crocheting, and misc crafts).  By the way - my Pinterest account is:   http://pinterest.com/daysez/

Professional Organizer Guide - This is Maria's from www.getorganizednow.com  book that has all sorts of forms for Professional Organizers. It helped me when I started dabbling into organizing for others and definitely for myself. I was also able to put some of her ideas into play for my crafting business. (Neither which are active at this time - but plan to get back into it - economy permitting)

Medical - since I have been having major issues - really need to update this one. (When the kids and Grandkids were little - this was kept up to date - now that they are grown - they can keep their own if they want.)

I also keep a master notebook of all the pages I use. 

more to come........

Post it note holders with matching pens

Made these Sunday night after painting my grandson's bedroom. They are so easy. I bought a heavier acrylic frame than those at Dollar Tree. I also took into consideration whether the person was right or left handed. I really like the way they turned out and hope the receivers like them.

Awesome Ribbon Storage

I really want one of these:

http://blog.ribboncarousel.com/2012/01/27/fresh-off-the-spool-and-the-new-ribbon-carousel.aspx

The Real Vitamin C

Psychologist Dr Edward Hallowell published this in a Connect Magazine in 2001.

"We are a nation of doers. We hurry from place to place, filling our lives with all kinds of activities, sometimes over scheduling our kids and ourselves. But what really sustains us emotionally, psychologically, and psychically is connectedness, the feeling that we are a part of something that matters, something that is larger than ourselves that gives life meaning. Just as there is a vitamin deficiency, there is a human contact deficiency, and it weakens the body, the mind, and the spirit. Its ravages can be severe - depression, physical illness, early death. Or they can be mild - underachievement, fatigue, and loneliness. Just as we need Vitamin C each day we also need a dose of human contact everyday with other people.

Have you had your dose of Vitamin "C" - connectedness today.

Becoming - OLW

Here is the definition of my OLW:

be·com·ing

   [bih-kuhm-ing]

adjective

1.

that suits or gives a pleasing effect or attractive appearance, as to a person or thing: a becoming dress; a becoming hairdo.

2.

suitable; appropriate; proper: a becoming sentiment.

noun

3.

any process of change.

4.

Aristotelianism . any change involving realization of potentialities, as a movement from the lower level of potentiality to the higher level of actuality.