One of the easiest steps for detoxing your inbox and getting a jump on inbox overload is to stop it before it comes in. It’s also a great tip for dealing with your paper inbox. So you can apply these tips there as well.

• Are there subscriptions that you never have time to read? Do you belong to a ton of listservs that don’t really provide any value? Unsubscribe or cancel them.

• If you don’t already have one, install a good spam filter and train it well. If you simply delete all of the true spam that comes into your inbox, the volume will remain the same. Training your spam filter by marking messages as spam and blocking senders or domains will decrease your volume of spam.

• Do you have well meaning friends and family that send you every chain letter, tax scam, prayer and pretty picture that comes their way? Ask them to remove you from their distribution list. “But how?”, you say? Your friends and family genuinely want to help you and you would be surprised what they will do if you simply ask for their assistance. If you are having a hard time asking, the next time you receive one of their junk emails, reply with the below response and customize as you wish:

Hi <name>,

I would like to request your assistance. I am making an effort to simplify and get organized and would like to spend less time in my inbox. Would you mind removing me from your distribution list for jokes and other forwards? I always love to hear from you personally and I thank you for helping me to simplify.

• If there is absolutely, positively someone who would die of heartbreak at your request or someone who make your life miserable with the big G (GUILT), then set up a rule and have emails from that person automatically sent to a separate junk mail folder and get them out of your inbox.

Do you have any other suggestions for getting off of that loved one’s distribution list? Love to hear what has worked for you.

photo credit: gruntzooki

We live in a society where we are bombarded with information from every angle and we are especially overloaded by incoming email. Try Googling “Email Overload“- you will get 299,000 results. Everyone seems to be suffering from it.

So, why are we so overloaded by email? Here are some points of pain that seem to be common among email users:

• One of the basic frustrations of disorganization in general, and email specifically, is not being able to find what you need when you need it.
• Your inbox fills up quicker than you can empty it. Therefore, if you don’t keep up you will be perpetually trying to catch up.
• You can’t get any REAL work done because you are too busy dealing with email.
• You feel pressured to reply to ALL of your emails quickly.

I’d love to hear your email pain points and why you may be frustrated and overwhelmed by email in the comments section. More on email overload next week…

The Annual National Association of Professional Organizers (NAPO) conference was a blast! I got to meet a great group of P.O. bloggers and it has motivated me to formulate my blog action plan. I have already made some changes behind the scenes (upgrades, etc.) and have a shopping list (with tasks broken down, duration and delivery dates, of course!) so check back often to see what’s new. In the meantime, you can check out fellow PO, Brandie Kajino’s post about the Organizing Business Meetup at the NAPO conference in Reno.

And who knew Professional Organizers were so talented?!? OK, some- not so much- but everyone who attended had a ball. Check out this pic of some of my Clear & SIMPLE cohorts singing about the SEE IT, MAP IT, DO IT™ Systems! You can also check out Ten Reasons Why The Next President Needs To Be An Organizer on John Trosko’s OrganizingLA blog.

And the NAPO conference went International…Here’s a pic of me (middle) with Linda Chu, the President of Professional Organizers in Canada (POC) and Wendy Davie, the President of the Australasian Association of Professional Organisers (AAPO).

Check back soon…I will be updating my blogroll with some great organizing blogs!

Hi! I am currently writing this from Reno, NV where I am attending the 20th Annual National Association of Professional Organizers Conference. The conference hasn’t even started yet but I am excited about all the friends to see (old & new), things to learn and products to share!

This year’s conference is at John Ascuaga’s Nugget and the rooms are great. I have even found a great product here in my room…it’s the shower curtain. Don’t you hate hanging your shower curtain? It’s a pain to change it out and if you change the liners frequently, you may have to deal with punching out the holes on the new liner while struggling not to drop the hooks.

Try the Hookless® It’s a snap!™ Shower Curtain from Arcs & Angles! To start, the shower curtain has a sheer panel at the top to allow light into the tub area. For those of us who don’t have lighting in the tub area, this is a lifesaver when you have a razor in your hand. Then, there are no shower hooks to struggle with. The large grommet style openings have a slit between every other opening so they slip right on to the shower curtain rod and the slits are hidden by the rod.

And finally, the liner is actually attached with plastic snaps that make it quick & simple to remove for washing. You can also check out Arcs & Angles other great bathroom innovations- the Arc Shower Bar™ or the Slide & Tilt Medicine Cabinet Organizer.

If you have any great bathroom products, I’d love to hear about them in the comments section!  And check back soon for more updates from my NAPO conference experience!

I often have clients that have updated their computer equipment (mouse, keyboard, cpu, monitor, etc.) with the latest and greatest and held onto the old one ‘just in case’.  Which is reasonable to do for a set amount of time (i.e. 3 months is being quite conservative), in case there is a problem, etc.  However, after 3 months I would recommend finding a friend or relative who could use the equipment that you no longer have a use for.  Otherwise, you may find yourself in the same situation as many of my clients who have cpu’s, keyboards, peripherals, etc. that were outdated the minute they were purchased, nevermind 4 years later after you have sucked the useful life out of them but they still ‘work’. 

Let me share with you a harsh reality, your old equipment is not worth the time you will spend trying to get good money for it.  Believe me, I have learned through my own experience and that of my clients, that the highest expectation you should have for your used computer equipment is to donate it to a friend, family member, post it on a free site like craigslist OR drop it off at a recycling center.  If you are looking for someplace to recycle a cpu or hard drive, even that is an risky situation unless you know how to wipe your data clean.  If you have a clean drive or other equipment, there are a handful of donation sites you can bring your equipment to.  They will charge you $10-20 per piece of large equipment to cover handling, recycling, etc. No charge for smaller computer peripherals like keyboards, mice, and speakers. 

Trust me…No, you are not going to sell it on ebay (you won’t get much more than what you will need to shell out for postage so it’s not worth your time).  If you don’t believe me, feel free to invest your already-scarce time researching what comparable products have sold for (and then taking pics, gathering specification information, researching postage, posting it, packing it and bringing it to your local shipping store).   And No, you are not likely to sell it at a garage sale either.

Please let us know of any resources you know for recycling used computer equipment by posting a comment.

photo credit: denn

OK, well maybe it’s not so scientific…but according to Real Simple their Periodic Table for Cleaning may finally help you “get your cleaning routine down to a science”. If you print and laminate it, you can then use a wet erase marker to check off what you’ve done and even mark the date. I also give you permission not to complete everything on the list, it is a little overboard, IMHO.

Even less scientifically accurate but definitely a lot of fun is the Table of Condiments that Periodically Go Bad credited to FORND…or check out the color version created by a character named Dr. Foo.

photo credit: ShutterCat7

Planner Investment
$$$- As far as dollars go, the paper based planner can definitely be a lower risk investment. And you have the most flexibility. You can purchase a very inexpensive planner at your local office supply store for under $20 or if you consider yourself a ‘paper-snob’, you can browse places like Franklin Covey, Levenger, or FiloFax.

Time- Again, take some time to make a plan. If you need to account for small increments of time, then a daily planner is for you. Consider turning your simple appointment calendar into an overall planning system. This can ensure that you are spending your time doing what is most productive for you.

What You’ll Love
You can find planners in many formats or combination of formats according to how you use it. They come in so many different colors, shapes, sizes and materials. You can also find calendars or appointment books that incorporate a detailed planning system and time management strategies, such as the Compass Planning System from Franklin Covey or the PlannerPad.

There are also planners that facilitate a healthier lifestyle, like the Prevention or Diabetes Management Day Timers. And, of course, there are tons of accesories to choose from like dividers and pockets, photo, pda or business card holders, etc. Finally, since my planning system helps me manage my actions, tasks and appointments or events, I find that planning with paper supports the process of goal writing and project planning.

Challenges
Many people like to view their appointments in the context of the week but if you want to see it in a month format, you need to write appointments in two places. If you have ever done this, I don’t have to tell you what can happen when you enter information on the wrong date or worse, forget to enter it and wind up double booking- ugh! In addition, if you would lose your planner, you don’t have a back up copy. Paper planners are not easily shared- if you are not the only person responsible for scheduling, one planner can be annoying and two can be detrimental.

photo credit: Matthew Oliphant

When choosing between computer and paper-based planners, here are a few things to consider:

How often are you on the computer? If you use a computer or smartphone for most of your daily tasks and activities a software based planning system is an option for you.

Are you willing to invest?
Software Investment
$$$- There are tons of great freeware options available but many of them are standalone. In other words, they only provide one function like calendaring, or email or tasks, etc. If you are a small business owner that relies on your planner, email and to-do list, I highly recommend investing in an integrated personal information manager like MS Outlook, Entourage, or Sage’s ACT. The stand-alone price for MS Outlook 2007 is $109.95 and the MS Office Suite ranges from $149-$679 (you could probably do well with the comprehensive small business version which includes word processing, spreadsheet, personal information manager, presentation, desktop publishing and accounting programs). There are also industry specific tools like Top Producer for real estate agents.

Time- I highly urge you to invest some time into learning your system. If you don’t understand it, it won’t facilitate the process and in a few months your software or smartphone will have become another expensive item in the gadget graveyard. I guarantee that if you take the time to learn what you need, you will get a high return on your investment.

Smartphone Investment
$$$- If you are going to use software to manage this information, consider where you do your scheduling. For example, if you work a 9-5 job and mostly schedule appointments at your computer at work and events and limited appointments at home, it makes sense to use software at work and a paper calendar at home. However, I find that it is not frequently the case any longer that our work and home lives don’t overlap. And if you are an entrepreneur, small business owner, or real estate agent, there is constant overlap. You may also want to invest in a smartphone that can sync with your computer, which can range from $99- $400 depending on features, service, discounts and area.

Time- Take the time to MAP it out, Make A Plan! Believe me, I am familiar with the urge to just jump in and do it- and I believe it is a recipe for disaster (ok, maybe I’m being a little dramatic here). If you don’t take the time to research your options and make the right purchase for your lifestyle, personality and preferences, you will be in the red on this investment. What features do you need? Which ones would be nice to have? Ask friends and family about there software and smartphones, but dig past emotions and get the facts. What features and functions do they like and dislike?

What You’ll Love
I love the fact that you can easily see your tasks and appointments in the context of a day, week, month, year, or desired date range. If you receive an email re: an appointment, you can simply drag it into your calendar and create an appointment from the email. Then, when you are on the road, you can view the details of the email from your smartphone. You can link appointments to contacts for quick and easy access which works great for conference calls, etc. Of course, you can set up reminders for appointments and tasks which will sync to your smartphone. You can also easily set up recurring or repeating events, i.e. first monday of the month, every 4th thursday, every

Challenges- One of the challenges to using a computer based planning system is mobility. Syncing with a smartphone will help alleviate this challenge. However, mobile data entry can pose a problem for some, especially when information is thrown at you quicker than you can enter it. It is helpful to note that not all smartphones offer the same features. If you haven’t already done so, checkout my free Productivity Toolkit E-course (Look for the signup in the orange box in the top right corner…). In session four, I provide a more detailed overview of smartphone and functionality. For example, some have touchscreens and a stylus, while others like the Motorola Q does not; some have QWERTY keyboards; some are pc based, and so on.

Check back for more info on paper-based planners…

If you haven’t already done so, you will want to choose your planner for 2008 very soon but before you do, here are a few things to consider in the software vs. paper-based planner battle.

Everyone probably assumes that I am going to recommend a computer based planner for all. I admit, I am a big fan of automating things, especially calendaring and managing information. But I have also found that I need to utilize paper for my weekly planning because it supports the creative planning process for me. And overall, I am big proponent of finding what works for you and your lifestyle, personality, and preferences!

Benefits of Automation

• With one click, you can view your calendar in day, week, month, year formats which can help put appointments and tasks in context when scheduling. This eliminates the need to enter appointments in multiple locations as well as the instance of forgetting to input an appointment.
• You can utilize an integrated personal information management system which can allow you to manage email, tasks, calendar and contacts all from one program. Less task switching means higher productivity.
• You have the ability to sync your calendar with a pda, smartphone or online calendar sharing tools.

Benefits of Paper

• Paper has its purpose and is especially good for creative planning.
• It’s easily mobile and doesn’t require syncing.
• It takes no time at all to enter appointments and tasks and there is virtually no learning curve.
• It doesn’t need to be booted up or turned on for easy access.

Either way…

Regardless of which way you decide to go, choose a planner, make it yours and make it your only planner. There are not many individuals who acutally invest in a planning system. Whether on paper or on the computer, you need a planning system that works for you. It doesn’t have to be complicated, in fact, the simpler the better. A system is simply a process that saves you space, time, energy, money, and stress.

Make sure whatever method you choose, you make it simple to store and retrieve information. If you don’t have it handy when you are in the position to schedule an appointment, you risk forgetting about it or double booking.

Check back on Monday to read more on software-based planning systems…

Where to begin? I’ll start with what I think is the first step in living more organized and that is having the right mindset. It consists of reframing the way you think about getting (and staying) organized and getting rid of any stinkin’ thinkin’.

So, here is my list of Top 10 Organizing Myths to help you set the foundation for your organizing mindset…

Myth#10: Either you are “Born Organized” or not.
Truth: Organizing is a skill that anyone can learn.

Myth #9: Getting organized is such a time consuming, labor-intensive process.
Truth: It is actually a simple process that can be applied and utilized over and over. Isn’t NOT getting organized a time consuming, labor-intensive process?

Myth #8: It is impossible to stay organized?
Truth: Organization CAN be maintained as long as your system is customized to fit your needs/preferences and can grow and change with you. The idea is to keep it simple.

Myth #7: I have to throw out all of my stuff.
Truth: Not true. You may need to edit or minimize your belongings, but only after determining a keep criteria and evaluating items based on what you use, love and want.

Myth #6: I should be able to organize my rooms in a day or two and it will look like those organizing shows when I am done.
Truth: Only if you have a team of 10-20 consultants and professionals. Your life or home did not become cluttered and chaotic overnight and it likely cannot be fixed overnight.

Myth #5: If I could just buy the right container…(or planner).
Truth: Containerizing actually works counter intuitively for most of us. We purchase containers and then expect to organize our stuff with them. The most effective and efficient method is to make container/supply purchasing one of the last steps to getting organized.

Myth #4: In order to be organized, I have to be obsessive about details and focus on perfection, minimalism, and flawlessness.
Truth: Organizational success does include minimizing and editing your belongings, but you do not have to organize your canned goods in alphabetical order with the labels facing the same direction to be successful (although I am not stopping you from doing so). It’s about finding and maintaining systems or processes that work for you and your family. The more customized a system is the more likely you are to stick with it.

Myth #3: It costs too much.
Truth: The process can actually cost very little (in dollars) if you use what you have. I have clients that spend little to nothing on supplies. It does take a bit of time investment and forethought.

Myth #2: If I have read every book and still can’t get organized, there is no hope.
Truth: Books offer some great information and tips and there are some basic concepts to getting organized. However, you need to customize systems, processes, containers, etc. to work for you! And you cannot get organized by simply reading a book- you must put things into practice.

Myth #1: ‘Getting organized’ is an event or destination.
Truth: ‘Getting organized…’ The words seem to summon the idea that it is a destination. Why don’t we ever seem to arrive? Because organization is not a destination- a place you spend time traveling to, eventually to arrive at and remain until you decide to leave. It is not a one-time event either. It is an ongoing process, or most simply, a lifestyle.