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Organize with Friends: More Fun, More Accountability

Friday, May 28th, 2010

Organizing your cluttered space can be lonely and downright depressing! Who wants to spend a couple hours looking at the clothes you could fit into two years ago, the mementos you saved from your now-grown children’s early years, or the projects from work that you poured your life into and have now been replaced by newer, better?

The solution: make a party of it! Invite a bunch of friends, promise to feed them, and divide the organizing among the lot of you.If you only have one friend kind enough to help, make it a reciprocal agreement. He/she comes to your place first (of course) and you go to to help at the friend’s place the next week. To quote English playwright and poet, John Heywood, “Many hands make light work.”

Take these steps to ensure your organizing party is both fun and productive:

  1. Choose a date that works for you and your friend(s).
  2. Dream and plan your ideal layout for the space.You can always make a course correction later.
  3. Purchase any large storage pieces you know you will need:  bookshelves, end tables, storage ottomans. Wait to purchase smaller organizing systems until you know what they will contain and the dimensions of the drawer/shelf to hold them.
  4. Gather supplies: black trash bags, cardboard boxes or plastic bins for sorting, felt tip pens, sticky notes or 3×5 cards, masking tape.
  5. Use an proven organizing method like Julie Morgenstern’s S.P.A.C.E.  Explain how it works to your guest(s)
  6. Feed the workers before you start, and take water breaks.
  7. De-clutter and organize for a set time, say 1-2 hours, stop and straighten up.
  8. Celebrate the great progress you made and make another date to complete the task!

In addition to the extra hands and brainpower, this method works well because once committed, you can’t back out. We may break appointments with ourselves on a daily basis, but hesitate to let our friends down.

Just think… if you and a friend did this trade once a month for a year, you could organize your whole house or apartment! An added side benefit is the relationship building time together. How fun!

Use an organizing method like S.P.A.C.E.

A Bit of Wisdom

Wednesday, May 5th, 2010

Adults are always asking little kids what they want to be when they grow up because they’re looking for ideas. –Paula Poundstone

The best part is, kids aren’t afraid to dream big. They want to be an astronaut, the President of the United States, a famous movie star or basketball player.

One of my favorite questions is: “What would you do if you knew you could not fail?” Try to answer that question now with no boundaries, no holding back, no thinking about whether some other person would approve.

Too often we barely get a dream in our head before the reasons why we will fail drown out all hope of succeeding. You don’t have to have a really big dream, either. Sometimes the modest dreams become the steps toward something we could never have imagined!

Take time to dream a bit today. Think of a first step that would bring you closer to that dream becoming a reality. Is it taking a French class, making a phone call, volunteering in a similar field?

What do you want to be when you grow up?

1. Adults are always asking little kids what they want to be when they grow up because they’re looking for ideas. –Paula Poundstone

Tools: Digitize Your Paper Piles

Tuesday, May 4th, 2010

If you are ready to move into the digital age with your paper records, the Neat Company can help.

The Neat Receipts portable scanner can handle receipts and invoices, business cards, and full page scanning. The accompanying software allows you to both organize the information and search for key words for quick retrieval.

“NeatWorks software uses OCR and patented parsing technology to identify and capture key information from scanned documents.  On receipts, it looks for the date, vendor, amount and sales tax.  On business cards, it captures all of the contact information: name, company, title, address, phone, email, website and fax.”

Watch a demonstration of this product to see its capabilities.

Empty your file cabinets onto a thumb drive or your computer’s hard drive to save space and for searchable digital files. How neat!

Clear the Clutter! Part 3 – Keeping Stuff Contained

Thursday, April 29th, 2010

This past Monday I was giving a presentation at a local Senior Center. I met Terry who found me online and had several printed copies of my blog in her hand. Then she asked, “I found your blogs Clear the Clutter Parts 1 and 2, but not Part 3, did you write Part 3 yet?”

I was embarrassed to have to answer, “No, I have not.”

So, you know what’s coming… by golly, this is Part 3! Maintenance doesn’t have to be a bad word. Use these tips to keep your newly organized space contained and going strong.

Room to live

7 Keep it Organized Tips to making “main-tain” more than two rhyming four-letter words:

  1. Store items by categories. Name the category so you and everyone else know what goes in there. Label, if necessary. Sample categories: first aid kit, cold weather accessories (hats, gloves, scarves), everyday office supplies, Stationery/Bill paying supplies, hair care.
  2. Keep items close to where they are used so you don’t have to travel very far to put them away.
  3. Use containers that fit the item to be stored in size, convenience of access, quality of décor. Ask, “Does this container make me want to put things in it, or is it too hard?”
  4. Set limits on how many you truly need. You are the manager here. Too many extraneous things make it hard to find what you really use and love! How many margarine tubs can you use in a month? That’s enough.
  5. Commit to putting things in their homes that you have designated.  Think “There’s no place like home…there’s no place like home.” Click your ruby slippers and let that object go home.
  6. Gather things that have escaped, or are on permanent vacation from their homes into a “Move” box. Then walk around your house delivering them to the doorstep of the room where they belong. Put each one in its home the next time you enter that room.
  7. If you have kids, make a family play date to do some straightening. In each child’s room let him/her be the manager and tell the “employees” where things go. Hold your tongue, mom or dad. Any headway you make is an improvement on what was before. Other children may make some good suggestions that can better be heard by their sibling.

Maintenance issues often are solved in the organizing process.  When systems are put into place in deference to personality and present habits, the odds become much greater that we can “keep it up.” If you are having lots of difficulties maintaining your organized space, it could be that the system itself needs tweaking.

Organization doesn’t have to be boring. Use color and style to ratchet up your desire to keep your space appealing to the eye and inviting as a fun place to hang out.

Final thoughts:

  • Enjoy your space as you currently have it arranged.
  • Be present in NOW.
  • When you leave an area, look for something that you can deliver to the room you are headed to.
  • Try to spend 10 minutes a day putting things away.
  • Devote a concentrated 2 hours per month working on one area in particular.

Living and working in an organized space is more a process than a destination. Over time as you find systems that work for you and are committed to keeping it up, you will see the gradual change. If you need more support, find a professional organizer in your area on the National Association of Professional Organizers webpage. We are a diverse group but all have a passion to help others live balanced and productive lives.

Be Organized for a Medical Emergency

Tuesday, April 20th, 2010

How can you be organized and ready for a medical emergency, you say? The answer is – not totally, but having the everyday workings of your household in order makes a big difference!

When I read Erin Doland’s  April 8th blog “In Cases of Emergency, Being Uncluttered and Organized Can Help”, I was identifying with her being thankful for an uncluttered home. I don’t have a cat and am not in a wheelchair, but recently had outpatient surgeries one leg at a time with two weeks in between. DR’s orders were to stay off the leg of the week, keep the leg elevated, limit lifting, etc.

Like Erin, I found myself grateful for an uncluttered floor so I could walk like Chester in Gunsmoke and yet not trip over piles of stuff. Other basics that have been of great help are:

  • First aid supplies and medicines in one place where I can find bandages and pain meds easily.
  • Food staples on hand so my husband Jeff has only had to shop as we run out.
  • Knowing where things are in our condo so if  I need something out of reach,  I can direct Jeff to an exact location to retrieve it.

“Being uncluttered and organized is great during regular times, but can be a huge asset during those times when life puts you on a roller coaster,” Erin writes. ” Significant ups and downs are easier to manage when the day-to-day activities aren’t already out of control.”

I totally agree. One more reason to take charge now before life throws a new curve your way!

Is Your ADD Showing at Work or at School?

Wednesday, March 17th, 2010

The tickler for the latest ADDitude magazine article  caught my eye: “When the System is Against You, Overcome ADD Obstacles at Work and at School.” Some of the best people I know have ADD.  I often work with folks who have organizational problems as a result. This was information I wanted to have in my tool kit.

The article gives strategies for working through ADD, how to manage with and without medication, and highlights the hidden benefits of a limiting condition.  Better still, this advice comes from five top executives who persevered despite being labeled as losers in school. I couldn’t stop reading the personal stories of  David Neeleman, founder of JetBlue Airways; Paul Orfalea, founder of Kinko’s; Diane Swonk, economist and author; Alan M. Meckler, Chairman and CEO of Jupitermedia; and Charles Schwab, founder and chairman of Charles Schwab & Co.   Each overcame their ADD obstacles to make a difference.

Very inspiring stuff!  Read the entire article here:

Jill’s Story, Behind the Scenes Coaching on De-Cluttering

Friday, March 12th, 2010

You want to soar, stuff gets in the way

You want to soar, stuff gets in the way (neoliminal/Flickr)

Over the last month or so, Jill and I have been emailing back and forth. She shared that she is finally motivated to let go of all the paper she has been storing with her business.  I hope you will be encouraged by her story. I asked Jill if I could share our email correspondence. She was surprised that I thought she could be of help to someone else, but agreed graciously.  I will post her “Before” pictures soon. Jill has promised to show us her “After” pictures when she gets more work done. I think she has come a very long way already!

Hello Martha:

I have enjoyed reading your 60 tips.  Nice to know that I am on the right track and not as bad as I thought!!!

I have my own business as a graphic designer/marketer/printier and I am a paper hoarder.  I save samples of my work, sayings, books, reference materials, magazines, business journals, catalogs, postcards, etc. I have the thought of “just in case”

In my office, I have 5 file cabinets with 15 drawers, book shelves, cabinets, etc.  with these items stored.  I even have the paper piles on the floor in my office which I can’t seem to get through and is driving me crazy….I know it is a bit of OCD. …but I am trying to plow through.

Here is my Serious question:  How do you deal with samples, catalogs, etc.?  I have had them on file for their information and use as photos of an item, like a magnet, shirt, signage, etc.  Do I input all of the info about the catalog/company in a database and pitch the catalogs?  Keep them?  ETC?  I was just trying to make room in my files for other info and to reduce the weight on my floor!

Help!  I could really use your advice.  Thank you so much.

Jill


Hi Jill!

I am so glad you found the report helpful.  Yay! You have systems in place already!

It sounds like you have a filing system for your work-related papers. Before I answer your question of  “How do you deal with samples, catalogs, etc?” I want to get a little clarification:

  1. How often do you use what is in the files in your present projects?
  2. Are you able to find what you need when you go to look for it?
  3. Do you replace the old catalogs with the latest version when it comes?

In principle, you probably use only 20% of what you have.  The only trick will be to figure out what that percentage represents in your mix.

I may be able to get some hints from your answers to the questions.

You are brave to ask the questions, Jill.  Kudos!

Martha Clouse
Professional Organizer and Speaker

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