I hear from people all the time about how they want to use technology to be more organized. You want to know which software to use to track day-to-day life through email, calendar, contacts, tasks and notes...among others, but these are the top 5. You've tried and tossed in the towel because it’s just too cumbersome… and sometimes you keep trying and before you know it you're spending so much time trying to create the system you forgot the purpose of creating it in the first place. You want a system rooted in technology but keep reverting back to paper.

Here are the three keys to creating a system that works. My three-pronged approach may seem quite obvious on the surface. However, when I work with clients who are struggling with their system they're always missing one of these key components.  The ideal digital organization system requires software solutions for your desktop, the internet, and a mobile device.

Desktop software on a laptop or desktop computer will allow you to store, retrieve and work with information quickly (generally speaking, netbooks don't currently provide enough processing power) and without access to the internet.

Recommended Solution: Microsoft Outlook (yes, currently only for PC users but Microsoft is releasing MS Outlook 2010 for the Mac) or Apple Mail for Mac; Evernote Desktop for Notes

Internet solutions or Software as a service (SaaS) will allow you to access your information if you don't have access to your desktop in an emergency or if you are a frequent traveler.

Recommended Solution: Google Apps including Gmail (I recommend using IMAP to send and receive email), Calendar and Contacts; Google Sync for synchronization with Outlook; ToodleDo for tasks plus ToodleDo Sync to sync with Outlook or iCal subscription for the Mac; Evernote for Notes

A mobile device is the third prong and often where most systems fall apart.  The ideal handheld mobile device will allow you to quickly and easily capture information. If you're serious about using technology to keep you organized it's necessary to invest in a tool that you WILL use to enter information into when you are away from your computer. If you aren't disciplined enough or hate your device, you simply won't do it and your system will fall apart.

Recommended Solution: iPhone or iPodTouch using native functionality to sync email, contacts and calendar with Google; ToodleDo App for tasks; Evernote App for Notes. Please Note: The iPodTouch will not allow you full time connectivity, however, it provides the ability for you to enter information when you are on the go.

Finally, if you aren't willing or are unable to implement this 3-pronged approach, I recommend establishing a hybrid paper/digital information organization system, which can work but requires some discipline…and that's a topic for another day.  As I always say, if your system is working for you then don't change it. But most likely you're reading this because you have some questions about how to use technology to manage your day-to-day information. I invite you to ask your questions in the comments section.

When a friend or colleague emails you a link to an article or website, you routinely move it to your 'To Read' folder for reading later (yeah, right!)  Alternatively, you may use bookmarking services like Delicious or Xmarks to save your web reading or maybe you simply leave pages open in your web browser to come back to later.   If you truly want to be more productive with email AND you really do want to read something later, try a different approach for your online reading activities.

Originally, I began using ReadItLaterList and switched over to Instapaper when Google Reader added it to their list of 'Send To' options.  InstaPaper is a "simple tool to save web pages for reading later." It allows you to continue what you're currently working on but move your reading to another location for addressing at the right time.  I now use it to mark web content and feeds that I may want to blog about, research further, or simply spend more time on.  Plus, they've got a neat little 'bookmarklet' button that makes it easy to do from whichever web browser I'm using.

And, InstaPaper has been in development overdrive- they provide the option of reading articles without the ad & visual clutter, integration with Google Reader, a version for your Kindle and my favorite, an iPhone/iPodTouch app.  In a future post, I'll talk more about how this helps you to be on time for appointments.

One final word of advice: If you simply set aside reading to occur 'later', it will pile up no matter which tool you're using.  Scheduling time to read is imperative.  Here's my criteria for weeding reading:

If it's important enough to save to read later, it's important enough to schedule the time for.  If you aren't making the time, then perhaps it's just not important.

Are you an InstaPaper fan? Or is there another tool/method you're using successfully to manage your online reading?

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.

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.

“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!

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...