efficiency

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Declare War on Time-Consuming Clutter with Action Zones

Friday, January 6th, 2012

Does your struggle to be productive at work and at home feel like waging war with yourself and others?

Perhaps it makes sense to perceive that struggle as a battle ground. You are the commander. You are waging war on several fronts – special projects, ongoing skirmishes, and supply logistics.  You have a map of the terrain (the floor plan) and know what your resources are:  equipment,  personnel, and supply lines.

To win the battle, you  must match trained personnel with specialized equipment and ensure that needed supplies are available for immediate use. In other words, you want to have all the components needed to engage the enemy to come together in the same place at the same time.

I’m sure you have decided (as I have) to work on a certain project only to spend 20 minutes or more gathering all the varying pieces of information, supplies, and equipment before you can begin. Whether that is finding your mixing bowl in the kitchen, asking yourself “Where did I put my 3-hole punch this time?”, or just trying to get the kids out the door in the morning, it is time-consuming as well as frustrating!

The answer is to designate action zones.

  1. First make a decision that you are  going to start now! The time you spend in planning for efficiency will be returned to you tenfold.
  2. Brainstorm. Ask yourself what activities you actually DO in the room/area you are organizing. Perhaps the question should be – what activities do you ideally want to do there!
  3. Assign specific areas in the room, or zones, to similar activities. Try to limit each room to 2-3 zones. In an office you might have action zones for:
    • Communication Central – your desktop and shelf above
    • Reference library – bookshelf and file drawer
    • Action/Projects – credenza with In/Out boxes and incline sorter for specific activities/projects.
  4. Place equipment and supplies within arm’s reach in the appropriate zone for each activity.
    • Filing – extra hanging files, manila file folders, labels
    • Enjoying media – TV, Radio/CD player, VCR/DVD player, CD’s, DVD’s, and remotes, of course.
    • Paying bills – computer, bills, calculator, check book, stamps, address labels
    • Baking – measuring cups and spoons; mixing bowls; baking pans; spices, extracts and leavening agents
    • Getting in the car – keys, diaper bag, shoes, coats, hat, gloves & backpacks

Now that you have the stage set for control over each new project, all you need are the trained personnel. Is that you or do you have employees, friends, or children you can delegate the task to?

The beauty of action zones is that whoever is assigned to that battle will have all the tools necessary to succeed! That will save you time in both set- up and in wages paid.

You may find that once you know where everything is to get started quickly, you are raring to take on that project yourself, right now. You are the commander and it is an easy victory!

Product Review: My Favorite Weapon

Friday, October 28th, 2011

Those of you who have been in my small group Clutter Management Program, or have been a Simple Changes reader for a while know that I LOVE the Freedom Filer paper management system.

I have helped quite a few clients set up this system in their home to corral paper so they can find what they are looking for in 10 seconds or less. It’s kind of a “no brainer”. You purchase, set it up like in the picture, and it is so easy to use you don’t have to think. Love saving those little grey cells…

The best part is the “maintenance free” or as I like to call it “self-purging” aspect of this system. The color-coded categories not only tell you when to purge, but practically force you to do it!

What I usually do with clients is have them purchase the system online. I put the basic system together, then show up ready to customize and train on how to best use all the additional features. The client hands me the copy he/she ordered and pays only for materials and the training time.

The benefit of ordering directly from Freedom Filer is that the company will then email you reminders on when to update and purge. Love it!

Make the decision today to break free!

Product Review: Packing and Grocery Checklists

Thursday, July 28th, 2011

 

I love these ready-to-use checklist pads! They were perfect giveaways for my Moms Summer Series listeners.

You get 60 sheets that save you little grey cells and loads of time NOT WRITING your list over and over.

These are available at The Container Store for $6.99 each. Buy 2 of each and wrap a set for that friend’s birthday!

All Out Of Checklist Pad

Make your grocery (or take with you on vacation!) list as you go with this pre-made checklist.

Frequent purchases are listed under major shopping categories so you don’t have to write those staples every time.

Magnetized so you can post on your refrigerator and everyone can add to the list.

 

Pack This! Classic Checklist

Read through the list and mark what you want to pack. Then check off each item as you assemble what you need.

Now you don’t have to rack your brain wondering what you are forgetting! Let the checklist remind you.

Go back to revise your list after each trip until you have it down to a science!

Managing and Organizing Medications

Monday, March 28th, 2011

We all know for any trip to the DR we will need a list of all medications we take regularly. Usually this is not a big deal … until suddenly it becomes a big deal.

Recently my dear mother-in-law has been struggling to get her medications stabilized after a hospital stay. As a diabetic who also is on Coumadin to thin her blood, trying to balance the interactions is tricky and her medications can change weekly.

The situation can be confusing not only to the patient, but to children and other caregivers who try to keep up with it all.

Both patient and family have to work together to keep medications straight.

The three key pieces necessary to organize and manage medications are:

  1. A written record of medications including the dosage, schedule, what each treats, and the refill schedule.
  2. A reliable method to know when you have taken each dose.
  3. A specified storage place or container to keep the daily prescription drugs that is out of the reach of children.

Why is it so important to have that written record?

Again, each physician is going to ask you for the list, so you may as well go in prepared.

The written record keeps all parties informed as to what the regimen is. You never know when a primary caregiver will become incapacitated. Someone else will be able to step in without a hitch if the medication list is always up to date.

By including refill due dates, it is easier to see at a glance when to contact the pharmacy. That way you are sure keep crucial medicines on hand.
A computerized copy of the medicine chart will make it simple to update when medication or dosage changes. Then you can print out the new chart – 2 copies, one for you, one for your physician.

By a reliable method to keep track of pills taken, do you mean a pill reminder box?

Yes, a weekly pill reminder box is one of the easiest tools to see what you have taken when.
Ideally you will purchase two pill boxes so you can be preparing the next week’s medications before you (or your family member) are done with this week’s. Rather than the standard ugly plastic, get rainbow reminders or discreet traveling kits.

Your third recommendation is to store all daily prescription drugs in one place or container. That seems like a no brainer.

Yes, it does. You would be surprised how easily one prescription bottle can go on vacation if there is not a designated container.

I like using a portable container myself – maybe even one with a handle. It will be easier to carry with you to the place where you can sit comfortably to fill the pill reminders.

Once you get into a system of recording, preparing, and assuring medication is taken on time (whether that is for you or for a loved one) it will become a habit. The less brain power and effort needed, the more likely that action will be performed consistently.

With the right system in place, even laziness (mine, especially) will not interfere with maximum health and safety!

Special offer –  a free downloadable Medication Chart

Image credit: CC-BY lauren nelson

Are You Getting The Right Things Done?

Monday, January 3rd, 2011

Yes, this is the first Monday of the New Year 2011. Did you jump right back into your life and work with gusto? Do you know where you are headed and how to get there?

One of the hardest things about a TO DO list is choosing which task to do first. That choice is difficult to make unless you have a known destination in mind. Then, do you tend to see one task completed, or do you like to dabble with 3-4 in progress at a time?

To find out your productivity quotient, try taking David Allen’s GTD-Q test. This is a “less than 2 minute” activity, so you can do it now. Find out what your strengths and weaknesses are in the “getting things done” arena.

Are you proactive or reactive? Do you have more creative ideas than you ever follow up with? How are you at taking care of details?

Suggested reading after you see your detailed results:

Getting Things Done by David Allen
Time Management from the Inside Out by Julie Morgenstern
The 7 Habits of Highly Effective People by Stephen R. Covey

Closet Storage Tip: Use Shelf Dividers

Friday, August 13th, 2010

Don’t you hate it when you fold lots of towels or tees and the first time someone grabs one off the shelf the pile tips over?
That’s where closet shelf dividers come in. You can attach these to either solid shelving or the wire shelves in your closets. Just be sure you are ordering the right type! These are a few examples.

Check your big box stores first before you pay shipping.

Organize It

Chrome

Chrome Shelf Dividers
from OrganizeIt.com
Item No: 014982186409
10” high by 12” deep
Set of 2 – $6.99
These can slide on front of shelf, so fit all widths

Acrylic

Acrylic Shelf Divider
from Amazon.com
8″high x 12″deep
$13.75 each
Pricey, but so elegant! Use for  your MBR closet only?

Lilian Vernon

Wire

Wire Shelf Dividers
from Lilian Vernon
SKU: 603989
10 1⁄2″ x 1 3⁄4″ x 12 1⁄4″ H
Set of 2 – $9.98, 4 for $19.96
Expands to fit between most wire shelving slats.

NOTE: Lillian Vernon also has a solid shelf version at a reasonable price, but these fit only 12” shelves.

When you are planning the number to purchase, decide on an odd number of stacks and buy one more divider. (i.e. 3 stacks => 4 dividers)

Finally, if you want to fold with the best of them and fast, this is a neat folding tool!

Michael Graves Closet Organizing System, A Review

Tuesday, June 29th, 2010

When I first saw the Michael Graves closet organization system, I thought, “No Way! That will be too much weight on one closet rod!”

With further thought about the possibilities, I have come to the conclusion that the ClosetMax system will work for some folks provided their needs are within certain parameters. Think with me to see if you “qualify” to use this system.

The Michael Graves ClosetMAX System

  • You are committed to keeping only the amount of hats/shoes, sweaters that fit in the hanging bins – a clear “one in, one out” mandate.
  • You want to use the double hang rod in a child’s closet to put his/her hanging clothes within reach.
  • You will use only 3-4 of the hanging storage bins to keep weight at a minimum.
  • You are able to reinforce your existing closet rod that is 6′ or more in length.
  • You are ready to keep the essentials of a spartan wardrobe and let go of mistakes, mismatched items, “weight loss” wannabes, stained and irrepairable items.
  • You will only keep linens used in the adjoining bath here, not the entire linen closet!
  • You want to use the 6 shelf bin to sort and label children’s clothes for each day of the school week.

OK, I am convinced that this system has merit provided it is used carefully. These are the pros and cons to consider when making your decision.

Pros:

Versatility and cohesive look – The many choices of organizing bins  give lots of options while the neutral palette ties all pieces together.

No tools required – Everything hangs from your existing closet rod.

Multiple double hang options – Each piece has the double hang bar holder, so you can use the lower bar in any configuration.

Cons:

The weight issue – Everything hangs from your existing closet rod. Be ruthless in trimming down your wardrobe and use this system to keep it in check.

Wasted space – Each of the hanging bins will take 10-20” of closet rod space. Only install the pieces you will fill from top to bottom

Wide access needed – this system may not work for the older narrow closets with limited entry or sliding doors. In order to find what you need quickly, the bins should have direct “reach in” access.

The ClosetMax Collection is now available at Target. You can view the collection online at NeatFreak. This manufacturer blog states that you must purchase from retailer. I guess The Shopping Channel counts because that site sells the above configuration for $89 (S&H extra).

Like any other tool, this closet system will work for the right application. I have been known to hammer the 1” nail I need to hang a picture using the end of a screwdriver. Not the best idea. Use the right tool to get the best results.