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?

One to-do list, one calendar.  Talk to any professional organizer worth their salt and they are likely to make this recommendation for being organized.  So, when it comes to incoming information, similar rules apply.

If the majority of your information comes in via email, you may want to take a closer look at the email software you're using in order to consolidate functions.  It's no wonder we're having difficulty organizing information that comes at us via different modes of delivery and we track with separate task lists, calendars, address books, etc.  I am NOT making the argument for electronic methods vs. paper, you need to find a system that is supportive of your style, personality and tendencies.  BUT if you are using software, think about how you are using it and what you need to do better.  Does your software help you do that?

While I am no fanboy (or girl) of Microsoft®, I do think that Outlook® messaging software is one of the best organizing tools available. Though it's often underutilized and sometimes disregarded, used correctly Outlook® can help you perform tasks related to email, calendar, contact, time management and even customer relationship management (CRM).

Email is the function that a majority of users may already be familiar with but if that's the only thing you are using Outlook for, you are definitely missing out.  By acknowledging email as more than just a simple, digital form of communication, we must recognize the need for the right tools to be more productive and efficient. What is that old saying? "When you only have a hammer, everything looks like a nail." When all your software does is 'organize' email messages, you think every email is just a message. But when you dig a bit deeper and ask more questions, you find that email messages are representative of decisions, actions, appointments, contact info, customer information, intellectual property, project information, etc. Stop using 10 standalone programs to track all the info you need.

The ideal solution will allow you to load in your contacts, use it for email, track appointments and events and manage your to-do list in one centralized location. The features and functions available within Outlook® and its integrated nature make it an ideal organizing tool. Here are just some of the things you can do in Outlook®:

• Customize 'view' in each module
• Create an appointment, contact, task or note from an email message
• Sort and filter by any number of fields for each module
• Ability to create views to support weekly and master task lists
• Sync with hand held device seamlessly

I have yet to find a software solution that does it better—or even comes close. And, believe me, I have been seek them out. Don't get me wrong- I think "the cloud" is amazing but I just haven't been able to find, create, or formulate an arrangement of 'SaaS' solutions that come close to what Outlook delivers. I am seeking an application that allows as much ease of use and flexibility for the creation and management of tasks and synchronizes with my (or any) hand held device without too much intervention on my part.

Word of warning: Just like with any other organizing product, tool, container, planner, etc. YOU are the key to its success! Marrying the functionality with organizing best practices, mixing in some customization and consistent routines on your part will produce the long-lasting results for managing email overload.

I have tried Gmail with various lab features or extensions as well as several Mozilla Thunderbird task add-ins, and while their email capability is quite robust, the task sync features were weak or cumbersome.  I would love to hear about additional integrated email/task/calendar tools, so please comment about what you have found.

If you already own a copy of Outlook® and would like to set it up, you can learn more about accounts and profiles here.

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?

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.