Even though this post has nothing to do with technology, I felt the urge to share it here anyway.  So, I received my February issue of Real Simple yesterday and the article on pg. 140 titled “The Ultimate in Organizing: 4 Real-Life Systems” by Nicole Sforza just got me thinking… So much so, that I woke up thinking about it again this morning.

The article features lots of pretty images, as you may have guessed, and it highlights  four “brilliantly organized spaces”.  It’s nothing that Real Simple or Nicole said specifically that offends me, it’s just that the message the media sends time and time again about ‘organized = perfection’ that is so bothersome to me.

When I started out as an organizer 6 years ago, I definitely bought into the pretty pictures, colorful bins and perfectly ordered supplies but I knew then (and feel even more strongly now) that living organized is about so much more.

Many of the solutions featured are achievable to some degree, depending on your budget.  But what the article doesn’t highlight is what ‘real-life systems’ are about it.  Living organized is not about having your bookshelves sorted by color;  it’s not about having your system be so pristine that no one else is allowed (or wants) to use it; and it’s certainly not primarily about purchasing a product or hiring a contractor to automagically create the perfect system for you…which is really all you’ll read in magazines & see on TV.

You can create your own definition of what living organized is about! In general, I think you would agree that it should:

• Allow you to find what you need when you need it & have the ability to store it quickly and easily without frustrating you.
• Work for everyone who needs to use it.
• Ease your stress.
• Free up time for the things & people you love.
• Keep things simple…

And, finally, what it doesn’t have to be is PERFECT!

What do you think?

Lately, I have come to despise scheduling meetings via email- it’s especially challenging to do so with multiple attendees. Some of the annoyances include confusion about time zone, multiple emails going back and forth, having to gather all of the info, and it never fails that none of the times proposed work for the last participant to respond… If you have the pleasure of using an Exchange Server, than this is probably not a primary source of email clutter for you due to the enhanced availability view it provides. But for the rest of us, no matter how organized you are scheduling meetings via email are a real pain in the @#$!

I have been using services like Doodle.com or Moreganize.com. They definitely made the process less painful by allowing you to enter proposed days and times to forward to invitees. I still had challenges where attendees were in different time zones, flipping back and forth between my calendar and the browser, and entering each time range (i.e. 10am, 10:30am). The process was still too cumbersome and too many keystrokes for me.

I recently came across a service from Tungle.com on the TechCrunch blog. At a first glance, here is what I like about Tungle:

It provides the ability to sync my schedule and select my available times with a click. Plus, ease of correction via the erase feature, too!

Invitees don’t have to sign up for anything to use the service.

Tungle is smart enough to allow only one selection if scheduling a meeting between two people.  This prevents the additional back and forth to actually agree and confirm a time.

Not only does Tungle sync with your Outlook calendar but it will sync contacts and calendars with Outlook, Google Calendar, Apple iCal and Entourage.

It’s quick and easy to get up and running. First, you will need to create an account. Next, you can choose to sync your calendar and/or contacts. This is optional but it certainly will make the process more seamless. Now you are ready to schedule by clicking on the “Schedule a meeting” button. And if you install the Outlook Connector, Mac Connector or Google Quick Links plugin for Firefox these will provide you with additional features and scheduling convenience. Check out this brief video I recorded on how to schedule a meeting using Tungle.com.

The first thing you should do when you want to get organized is go shopping for containers, right? WRONG!!
If you begin with this step, you are definitely not alone.  However, it is most certainly one of the least effective methods for beginning most organizing projects.

Why?
1.  Most of the time you simply purchase large opaque tubs available in just about any store.  I guess the urge is to be able to dump your stuff into the big bin, throw on the lid and you instantly feel better because you don’t have to look at the clutter anymore.  OK, sounds good in theory.  But it certainly isn’t organized and many people often still FEEL cluttered and chaotic even though the stuff is contained.

2.  Until you know the quantity, volume and actual measurements of the stuff you need to contain you are unlikely to purchase the right size or type of container.

3.  They often compound the challenge because not only did they not solve your problem, now you have to find a place to store them and you will often spend more time digging through them trying to find what you need.

Here is a tip about using large plastic tubs:  They are useful for larger items in places like the basement, garage or attic.  They are great for seasonal supplies and decorations- as long as you separate smaller items in their own smaller container inside.  Make sure to store like with like, dumping lots of stuff is just containing not organizing.  Avoid purchasing opaque containers, clear containers will improve the storage and retrieval process.  And, finally, (I’m sure you are sick of hearing me say this) don’t forget to label clearly!!

Agree or disagree?

In the organizing profession, we often ask our clients what organization looks and feels like to them.  It helps to create a vision for the project and is a great motivator.  But what does it sound like?

Do you need an extra inspirational kick in the pants to get organized?  NAPSI recently posted this article on Music to Get Organized By.   Among the recommendations are classic titles such as “Come Together” by the Beatles along with more recent songs for getting in the groove like Sheryl Crow’s “A Change Would Do You Good” or “Throw It All Away” from Brandi Carlile. And, yes, even the Queen of Pop makes the list with “Express Yourself”.  My personal fave for getting started is “Feeling Good” by Michael Buble.

I’d love to hear what music gets you motivated…whether it’s for a getting organized, going for a run, working out, whatever.  What does inspiration sound like to you?

Can you believe it?  Thanksgiving is next week already.  Thought I would share an article I wrote a few years ago on holiday meal tips…

Here are some tips for preparing for the holiday meal to make the actual event considerably less stressful.

Don’t let your regular activities slip- like paying your bills, sorting the mail, doing the laundry, etc.  However, now is not the time to revamp your entire organizational system and start cleaning out all of your cabinets, or rearranging your closets, etc.

Make an effort to consume the food you have in your refrigerator instead of making huge shopping trips.  This will make room for the turkey and other fixings.

If you are having people over, plan in advance and ask your guests to bring a dish. Bringing one dish is considerably less work than hosting the meal, so I am sure they would be more than happy to do so.  And make sure to coordinate so you don’t end up having three people bringing sweet potatoes and no veggies!

Gather your recipes in advance. Not only will it eliminate last minute searches for grandma’s mashed potato recipe, it will also allow you to create a thorough shopping list be referring to all of the recipes at once.

Make sure you have plenty of containers for leftovers- my family has taken to using ½ and 1 gallon sized plastic sealable bags.  It eliminates the need to search for just the right sized container and it makes storing leftovers much easier because the bags are much more flexible than hard plastic containers.  And, of course, you can readily see what’s in the bag!

You may also be able to prepare some dishes in advance. This is where the plastic bags can be helpful, too.  They can be thrown in the microwave or purchase boiling bags so you can toss the whole thing into a pot of boiling water to easily reheat dishes and cut down on the massive amount of food preparation on the holiday.

Don’t forget to thaw the turkey! In case you don’t already know this (or forget every year at this time), it could take three or four days to thaw the turkey in the refrigerator.

If you have converted to frying your turkey, don’t forget to check if you have enough oil or make that purchase.  And start looking for the equipment now.  This will eliminate the stress of a last minute search craze for all of the parts.

Prepare your linens by pre-washing (and yes, that dreaded ironing), especially if they have been stored in the attic or musty space all year.  Or better yet, bring it to the dry-cleaner to press in advance.  Just make sure to remember to pick it up.  And make sure you have enough napkins.

Some families have chosen to go disposable. Is it really worth all of the stress to wash and re-wash dishes and utensils on this special holiday in order to make sure there are enough for every course?  Or would you rather spend that time enjoying the holiday with your family and friends?  There are so many options available that you can choose from to match your tastes.

Make sure to have games and activities set up for any children so they will be entertained while the adults spend time together.  There is nothing worse than a bored child- except maybe many bored children!

Create new traditions- try to plan a traditional event, particularly an active one.  During the holidays, the average American gains 1-3 pounds.  Encourage everyone to get up off the couch, go outside and play a game.  This could be a game of touch football, kickball, a ‘turkey trot’ fun run, a scavenger hunt.  The possibilities are endless.

Last, but not least, if you are traveling, keep in mind that Thanksgiving is one of the busiest travel days of the year. Leave extra time and be realistic about your travel expectations.  Many times we are extra-stressed because we fool ourselves into thinking that it will take us the same amount of time as it always does.

Remember that this is a time of giving and sharing and time to be spent with those we care about.  If you know someone who is unable to spend the holiday with their friends and family, please consider inviting them to share in your meal.  You don’t have to go overboard here- inviting one or two additional guests is a gracious gesture.  And finally, don’t forget to cherish the time you spend with your loved ones.  The more you are able to plan in advance, the less stressed everyone will be.

I just heard about this great new product from Post-it® called the Post-it® Pocket.

Of course, they have an adhesive back and they are repositionable and tear-resistant. Great for using on vertical spaces like walls and doors, etc. and they come in handy on the inside of binders and folders, too. Post-it® Pockets are available in 3 sizes: 9 in. X 12 in.; 5 1/2 in. X 9 in.; and 4 in. X 9 in. I can’t wait to come up with more creative uses for them…how about inside hanging folders for receipts?

I haven’t seen them in stores yet but their website says you can purchase them at your local Target or Office Depot and online at 3M.com.

I’d love to hear your ideas on creative uses for the Post-it® Pockets, please leave a comment…

Overwhelmingly, paper is at the top of the list of struggles for my clients and readers so I wanted to share a few ‘baby steps’ to help you get started on tackling your paper clutter:

1.  Tackle the mail as soon as you bring it into the house.  This means getting rid of the outer envelopes and inserts that come with bills, any obvious junk mail and sort/file the rest into action and reference categories.  You can check out this previous post for more info on eliminating junk mail.

2.  Set up a ‘bill paying’ center.  Designate an area/container to place your bills once you have opened them. It may also help to designate a bill paying day or days…find something that works for you.  If you feel you only need to pay bills once a month, choose a day and try to stick to it.  You may feel that every 2 weeks works better for you.  Try asking your spouse/significant other to help you remember your designated bill paying day (but only if you feel that would help you remember- not cause you to be resentful )

3.  Be more selective about the paper you keep- Here are some questions you can ask yourself when dealing with the decision, remember it only helps you to keep it if you can retrieve it when you need it!

- Is it expired (or soon to be)?

- Can you reference the information quickly and easily elsewhere?   These days, the internet is a great reference tool. Or more importantly, ARE YOU more likely to reference it elsewhere?  It isn’t really necessary to file the paper if you are more likely to go online to search for the info.

- Can you condense the paper clutter?  If you have collected a brochure or other literature, can you transfer the pertinent information (web address, name, phone #, etc.) to a small notepad dedicated to that purpose and throw out the remaining paper?  I use a Circa journal-sized notebook that I carry in my purse, for small reminders, phone numbers and reference information (like window measurements, etc. I even tape swatches into my notebook so I have them when I am out shopping).

- Do you really need it?  Be realistic and ask yourself – am I really going to read this article/magazine/catalog?  If you decide to keep it, dedicate yourself to following through and then toss the item when you are done.  (This will also help you determine if it is worth your time to keep those papers the next time.)

Of course, these are just some basic steps and there is much more to an effective paper management system.  But it’s a start…Check back soon for more on tackling your paper clutter- especially since tax season is fast approaching!

“Mom, where’s my spelling notebook?”
“Dad, you didn’t sign my field trip permission slip and I missed it!”
“Mom, I have a book report due tomorrow and I can’t find my book.”

Does any of this sound familiar?  Are you already frustrated by the morning chaos of the back-to-school routine (or lack thereof) just thinking about it?  The truth is that organization is a culmination of learned skills.  If we don’t teach our children those skills or exhibit them ourselves, we can’t expect them to be organized.  But there are simple steps that we can take in order to build organizational systems and skills for the whole family.  Here are my 9 organizing ‘lessons’ for back to school:

Make Peace with the Paper
Designate a basket or bin for all papers including rosters, permission slips, long term homework assignments and other school related papers that parents may need to reference.

Corral the Family Calendar
Use one and only one calendar to post all of the family events to avoid confusion.  There are quite a few calendars on the market that allow a row for each member of the family for every day and make it easy to view at a glance.  You can try using color-coded markers instead if you don’t mind the extra step.

Hold a Family Council Meeting
Have a weekly family meeting and involve your children.  Review the family calendar, appointments and events over the next 7 days and identify any tasks necessary to prepare i.e. sign permission slips, wash the soccer uniform, make carpool arrangements, start studying for the math test on Friday, etc.  This will help you (and your family) prepare for these events and it will teach your children the skills necessary to become organized adults.

Establish an Evening Routine
If bedtime has been designated at 8:30pm, have your kids change into their pajamas, brush their teeth, wash their face and hands or bathe, etc. starting 15-30 minutes earlier…and be consistent.  This will also help them create healthier sleeping habits by winding down ahead of time.

Layout School Clothes
Pick out school clothes the night before.  By doing this, you will avoid (or at least minimize) last minute rushes around the house for your child’s missing ‘Dora’ sneaker or another matching (unwrinkled) shirt for them to wear because the one they had on was stained.  If you can’t do this every night, do it once every few nights or once a week.  It’s not always important to know which outfit if for which day.  It will make getting dressed in the morning quicker and easier by having to choose one of 5 prepared outfits.

Purge Book Bags Daily
Clean out your child’s’ book bag every evening.  If they are five years of age or older they can assist or you can supervise the process.  Remove and dispose of leftover lunches or snacks, other trash, sign and replace any necessary paperwork, books or materials.  This can also be a method of taking general inventory of what should be there.  The sooner an item is identified as missing the easier it can be to get it back.

Create Sport/Activities Packs
Use different colored/types of duffle bags or backpacks for equipment for sports or other activities.  For example, if your daughter participates in dance lessons and soccer, designate one bag for cleats, shin guards, extra practice uniform, etc. and the other for dance shoes, tights and leotards.  This will make life easier when it is time to run out the door and will eliminate or minimize missing or lost equipment if they have a home and are not constantly being shifted around.

Set the Stage
Establish a ‘staging area’.  If possible, establish an area in your home near the morning exit where book bags, cleats, sports equipment, etc. can be kept for the next day.  The fewer steps involved in getting out the door in the morning the more efficient and on time it will be.

After-school Schedule
Write or type up an after-school schedule for each child so they know what is expected of them and post it on the ‘family’ board.  i.e. Snack  3:30pm-3:45pm; Homework   3:45pm-4:45pm, etc.

I could go on but instead I’d love to hear some of your greatest tips for back to school whether it’s for grade school, high school, your college freshman or the adult going back to school!

I just got back from a visit to one of my favorite stores- Levenger and thought I would share my love for their great products. If you have never heard of nor seen any of their great products they describe their product offerings as “tools for serious readers”. And while that may be true, I don’t think it does them justice.

Case in point, check out their entire line of Circa- a ’scheduling and notetaking system’. It’s a serious system that is so much more than that. Circa has the three-ring binder beat hands down!  It is made up of small discs that serve as the binding and pages that you can easily move around and transfer between notebooks. They come in a variety of sizes including letter, junior, compact, 3X5 and PDA. You get to choose from a wide variety of quality paper that comes in ruled, grid, annotation, agenda, address, project planner, things to do, etc. Plus there a ton of fun accessories that are extremely functional as well like colored tab & pocket dividers, plastic & zipper pockets, photo sleeves. What I love about this line is that it is entirely configurable or customizable for you…and you are never tied to your current setup. You have the ability to add, edit, purge, transfer information, page styles and accessories between notebooks (given that the notebook you are adding to is the same size or larger as the item you would like to add).

If you are overwhelmed by the choices and are not sure what you would use (as I was) you can start small with a Circa Starter Kit. Or even better, purchase the Circa Simply Irresistible Sampling kit for $40- it comes with a ton of stuff AND a $40 gift card!

Do you have any favorite products from Levenger and/or the Circa line?

These days we are always on the go and eating on the go also tends to pack on the extra pounds. Not to mention the saturated fats, artificial sweeteners and preservatives…

Well…I was reading a blog post written by fellow PO Aby Garvey on Organizing Your Car Travels and she asked about divided food storage.  I was out shopping a day earlier and came across divided food storage containers so I thought I would just check it out when I went back to the supermarket the next day. It turned out that the container I saw only had two compartments, not the 3 she highlighted.

Needless to say I am always looking for a better solution and came across the Fit & Fresh website highlighting a plethora of products dedicated to the preparation, storage and transportation of all foods that are fresh (and portioned).

Preparation
They offer the Smart PortionTM Prep Center which consists of a cutting board with integrated food scale and removable side measuring cup.

Storage
The Smart PortionTM Prep & Pack Tray allows you to do your food prep for the week while controlling portion sizes and then helps to organize your refrigerator by keeping all of the food in one place for easy access.

Transport
Here is where they go all out:

• The Breakfast Chiller holds dry cereal, a folding spoon, container for milk or yogurt, removable ice ring and cold storage cup.
• The Salad Shaker includes a knife & fork stored in the lid, dressing dispenser, ice pack and of course, a salad bowl.

• Their Lunch on the Go container contains 2 side containers inside for snacks, a removable ice pack and a large compartment to hold the 2 ’side cars’ and a sandwich or entree…and the cover doubles as a plate.

• The Deluxe Lunch Chiller has room for storing your utensils and napkin, a removable ice ring, small portion container and main course container.

and the list goes on…

The icing on the cake is that these containers come in bright, fun colors and all Fit & Fresh products meet FDA regulations for food grade plastic and are easy to clean, freezer, microwave (except for the ice packs) and top rack dishwasher safe. See if your local grocer or retailer carries the Fit & Fresh line.

While I am not big on promoting products as the organizing solution, these great food storage products are fun and functional. They can help make preparing and organizing lunch on the go a little easier and much more interesting, which will make your advanced lunch prep more likely to happen. My hubby always says that the only system that works for you is the one you will use. (OK, he really says that the only diet or workout that works for you is the one you’ll follow- but you get my drift, right?)