Author Archives: organizetosimplify

15-Minute Organizing Projects

Organizing doesn’t have to be incredibly time-consuming or daunting.

Here are a few quick projects that can get you motivated.

  1. Create A Calendar
  • Find a calendar that fits your needs and style: wall calendar, day planner, custom spreadsheet, etc.
  • Fill in non-negotiable obligations.
  • Create an area to document tasks to get done during the month.
  • Categorize tasks by A/B/C priority.
  • Schedule tasks around non-negotiable obligations.
  • Check/update calendar on a daily basis.

 

  1. Clean Out A Drawer (pick a drawer, any drawer)
  • Take everything out.
  • Sort items by purpose (do they even belong there?).
  • Throw away anything that isn’t functional; donate items that are functional that you don’t use.
  • Thoroughly clean the drawer.
  • Containerize like items together as much as possible.

 

  1. Clean One Refrigerator Shelf (or pantry shelf, medicine cabinet shelf . . . you get the idea)
  • Take everything out (seeing a trend?)
  • Check expiration dates; throw out anything past expiration date.
  • Categorize items by function: condiments, snacks, salad dressings, etc.
  • Thoroughly clean the shelf.
  • Containerize like items together as much as possible.

 

  1. Create A Mail Station

 

  1. Clean Out Your Purse/Wallet/Briefcase
  • Take everything out (there it is again!)
  • Vacuum/wipe out the inside; wipe the outside down with appropriate cleaning agent (vinyl can tolerate antiseptic wipes, leather cleaner, etc.).
  • Reorganize by function: sunglasses/reading glasses in one section; small cosmetic bag in another; wallet in another. If the purse/briefcase doesn’t have sections, consider investing in an organizer.
  • Scan front/back of important cards/documents in case the purse/wallet/briefcase is lost or stolen.

 

  1. Clean Out Car Interior
  • Remove all the garbage.
  • Wipe down surfaces with a duster or soft rag. Use mild detergent where appropriate and safe for surfaces.
  • Clean windows and vacuum seats.
  • Create a place for a small garbage can/bag.
  • Containerize like items: one container for reusable shopping bags; others for emergency kits (see below), etc.

 

  1. Create Emergency Kits: 2-Part Project

Part 1:

  • Check for dealer-supplied items already stored in the vehicle/home.
  • Find appropriately sized containers for the available space.
  • Gather the following supplies for the “Everyday Situations” kit: paper towels, granola bars, water, blanket, coat, gloves, flashlight/batteries, etc.
  • Gather the following supplies for “Emergency Situations” kit: first aid kit, flat tire repair kit, flares, jumper cables, etc.
  • Make a list of needed supplies and containers.

Part 2:

  • Acquire needed supplies and containers.
  • Add them to the kit.
  • Create a list of items in each kit and check semi-annually for expiration dates. Replace anything used or out of date.

 

  1. Create a Meal Plan
  • Check refrigerator to see what needs to be used within the near future.
  • Create a meal plan for the week.
  • Plan at least one day for leftovers.
  • Post meal plan for the entire family to see.
  • Create a weekly master shopping list.

 

  1. Clean Out The Linen Closet
  • Take everything out (Darn! There it is again!)
  • Sort by function: sheets, towels, etc.
  • Secondary sort by sheet/towel size.
  • If possible, designate shelves by function; label sheets and towels by size if possible.
  • Donate any items no longer used to a local charity. (Note: your veterinary office may want some of your cast-off towels.)

 

  1. Create A Household “To Do” List
  • Make a list of tasks you perform on a regular basis.
  • Consult with others in the home who perform regular maintenance and include their items on the list also.
  • Separate tasks by frequency: weekly, monthly, quarterly, semi-annually, etc.
  • Create a spreadsheet or other document capturing regular tasks.
  • Designate responsibility across appropriate household members.
  • Review list weekly.

 

Even small projects can have a large impact.

 

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and AD

 

 

 

Delegation: The key to success

Manager to a team member: “Please graph 2nd quarter sales, this year to last year.”

Sibling to sibling: “When you go see Mom, please water the flower boxes.”

Spouse to spouse: “Can you stop and get milk on the way home, please?”

Parent to child: “Before you go out to play, please unload the dishwasher and set the table.”

One of the most tried and true ways to get more done is to delegate effectively.

Note I said “effectively.”  We can’t just delegate willy-nilly, we need to ensure we are delegating fairly, responsibly, AND we need to follow up accordingly.  (For those of us that might have some control tendencies, delegating requires us to take a deep breath and take a leap of faith.)

What does it mean to delegate?

1: to entrust to another

  • delegate authority
  • delegated the task to her assistant

2: to appoint as one’s representative

Do delegate . . .

. . . assignments you aren’t good at and/or don’t like to do.

. . . things that you don’t have time for.

. . . repetitive tasks.

. . . chores that need to get done, but not necessarily by you.  Just because you’ve always done them, doesn’t mean you need to continue to.

. . . responsibilities that will empower others.

Don’t delegate . . .

. . . things you love to do.  Even mundane tasks can be rewarding. Personally, even when I had an awesome, capable team, I still loved to file.

. . . one-time tasks where your expertise can get it done quickly and efficiently.

. . . responsibilities that require your personal attention (don’t delegate a presentation when someone has requested you as the presenter, but do delegate compiling the slides and handouts).

. . . things that require a level of expertise only you possess (no delegating that brain surgery!)

. . . things where only you can ensure the confidentiality of sensitive information.

Some things to delegate:

  • Business reports
  • Meeting organization
  • Tax preparation and filing
  • Laundry and cleaning
  • Grocery shopping
  • Errands
  • Household maintenance and repairs

Delegation doesn’t require a team of employees.  Look around.  See what needs to be done.  Prepare a list.  Ask for assistance.  Empower others to learn and grow. Give yourself more time to do what you do best.

What can you delegate to make room for what’s most important?

 

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and AD

Slow the heck down!

I’m at my mom’s celebrating her 89th birthday.  As usual, when I visit, there’s a list of things she (I) would like to accomplish.

Here’s this trip’s list:

  1. Organize photos.
  2. Install screen to hide the garage work area.
  3. Install pull-out organizers in bathroom cabinets.
  4. Get bedspread dry-cleaned.
  5. Do a little de-cluttering.
  6. Coordinate celebratory dinner.
  7. Relax and have fun (Mom’s list, not mine).

Honestly, #7 was not even on my radar, but it seems to get moved to the top of the list almost every trip.

The following things were not on the list but happened anyway:

  1. Leisurely coffee, muffins, and chit chat every morning.
  2. Dinner at my brother and sister-in-law’s house.
  3. Two ceremoniously long lunches with my mom and sister.
  4. A casual get-together with an amazing high-school buddy.
  5. Lunch with my mom, sister, and nephew.

Although we did get a lot of our tasks completed, there were so much more I wanted to “accomplish.”  But, really, didn’t we accomplish the important stuff?

In a year, what will my mom remember about her birthday week?  I think she will remember that we strengthened the family bonds beyond what even those family photos show.

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

 

 

It’s heeeeeeeere . . . Back to School!

Wow!  Where has this summer gone? It’s hard to believe, but some schools have already started and several start in the next couple of weeks.

Although I don’t have any children in the back-to-school range, a few of my clients do.  I’ve experienced, through them, how getting everyone ready to head back into the classroom adds an extra layer of anxiety and stress to the last few lazy days of summer.    Below are some quick and easy tips to get you started and make the transition a little smoother.

But, before we get into the nitty-gritty of back-to-school strategies, I’d love to share some of my favorite commercials.  (Note:  I do not endorse any retailer for shopping purposes, however, I do love their commercials!)

Target’s “Rock It” is pretty fun.

Walmart’s “Let’s Get It Started” is heartwarming.

2017 Walmart Super Hero commercial makes me smile every time I saw it.

Vintage Staples “It’s the Most Wonderful Time of the Year” is a fun twist on a Christmas classic.

Vintage Walmart College Dorm Set-Up may bring a tear to your eye.

School Supplies:

    1. Get a copy of the school’s supply list.  I was able to find the school supply list for my local middle school online within just 30 seconds.  Doing a web search should result in a list similar to this (I searched “Lake Stevens School supply list”).  I also found a well-organized file of school supply lists at my local Staples, so check with your local retailers.
    2. Once you have the list, shop at home.  Chances are, you will have a good number of the supplies already on hand.  There’s no need to purchase a full set of supplies every year.
    3. If you have supplies you aren’t using (or don’t foresee using in the near future), donate them to a school or to a local Boys and Girls Club.  I’m certain they will be put to better use than taking up space in your home.
  1. Clothes:
    1. Check with your school to see if there are dress codes that need to be followed. If so, ensure that you and your student reads and understands them prior to embarking on the clothes shopping adventure.  I can’t imagine much more frustrating than finding out your son/daughter have clothes they love, but can’t wear to school.
    2. Depending on the age of your student, you will more than likely need to go shopping with them.   Although it may be simpler to just do the shopping on your own, having your child with you may be more efficient.  If you shop with your child, you will ensure the clothes fit properly, they feel good wearing them, and they are something they like and will wear.  So many of my clients spend inordinate amounts of time shopping/returning/shopping/returning.  The added stress and time generally isn’t worth it.
  2. Classes:  Hopefully at this point, classes have been signed up for.  If not, get in touch with the school to set an appointment to register as soon as possible.  This has been especially troublesome for first-year college students.
  3. Extra-curricular activities:  Have all extra-curricular activities been signed up for?  Has the appropriate equipment been arranged for?  If not, now’s the time to start working through that process.
  4. Transportation:  Most of my clients work at least part-time out of the home, so arranging transportation for any after-school activities is critical.
  5. Health requirements:  Does the school require specific health tests or immunizations?  Again, a quick online search led to this information for our local school district.
  6. Daily schedules:  Because our student’s days are generally less structured during the summer, some habits may have developed that need to be changed in order to be successful when school starts.  Now’s the time to start adjusting to getting up earlier, scheduling study time, and creating a new routine for getting to bed on time.

Changes in schedules tend to add a little stress to our lives, but some excellent pre-planning goes a long way to making the transition just a little easier!

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

What’s your ONE THING?

“The truth about success is that our ability to achieve extraordinary results in the future lies in stringing together powerful moments, one after the other.  What you do in any given moment determined what you experience in the next.  Your “present now” and all “future nows” are undeniably determined by the priority you live in the moment.  The deciding factor in determining how you set that priority is who wins the battle between your present and future selves.” (Page 148) (Present Bias)

I just finished reading Gary Keller and Jay Papasan’s book “The One Thing” and it changed how I view my to-do list.

At any given point in time, I probably have 15 things on my list.  Most will get done, some will be pushed to the following day, week, month, year.  Some turn out to be unimportant and are eliminated. More often than not, however, I check off those items that are easy and procrastinate those that are hard.  Although I may be getting a lot of items checked off my list, am I doing the “one thing” that would make a significant difference?

When you look at your to-do list, ask yourself:

What is the ONE thing I can do such that by doing it everything else will be easier or unnecessary? – Gary Keller

Here are some items off my to-do list for this week:

  • Write blog post
  • Update coach log
  • Pay bills
  • Update calendar
  • Reorder prescriptions
  • Follow-up on September/October event speakers
  • Review new website progress; find images; update copy points
  • Write appreciation note to the electrician
  • Follow up with a former client
  • Create ADHD support group documents

Although all of the above are important to me, they are not created equal.  Which are those “that by doing it everything else will be easier or unnecessary?”  Although it’s not just one, paying bills, re-ordering prescriptions, following up on the September event speaker and reviewing website progress are all items that are critical to my personal and business well being.  All other items can be pushed off to a later date and the world will continue to spin without consequence.

When you look at your current to-do list, what is your one thing?

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

 

Routines

Routine: “Habitual or mechanical performance of an established procedure.”

Routines can support us when indecision steps in.

Daily routines can help manage our schedules.

Positive self-care routines can assist in supporting mental health.

Sometimes we use routines without even thinking about it.

I know my day goes better if I work out in the morning. I also know that I won’t exercise in the morning if my workout clothes aren’t the first thing I see in the morning.  When I don’t see my workout gear first thing, I decide to have coffee and watch TV instead. So, every night I set my gear out so I don’t have any excuse not to exercise.  Day supported by morning, morning supported by night.  Routine.

On more than one occasion people have made mention of my strange golf pre-shot routine.  I didn’t think much about it until I played with someone I’d never played with before and she mentioned how interesting it was that I “kinda clicked my heels together like Dorothy from the Wizard of Oz.”  Well, that sounded weird, so I tried to stop doing it.  Immediately my golf game suffered.  I’d disrupted my routine.

I appreciate the power of meditation and try to incorporate it into my schedule on a daily basis.  Unfortunately, when I get out of my routine, this is one of the first things to go and I notice the change pretty darn quickly.  As a matter of fact, I found myself internally screaming at my meditation app this morning because it wasn’t downloading fast enough.  What does that say about neglecting a routine?

My schedule is pretty fluid. I do not have a Monday-Friday, 8:00-5:00 job. Some days I have on-site clients, some days I have virtual clients, some days I don’t have any clients at all.  Because of this lack of structure I need to rely on routines I have total control over: exercise, meditation, positive self-talk, regular sleep routines, nutrition, etc.

What routines do you rely on?

What routines do you need to create?

What could a solid routine help you to achieve?

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

“I play for food.”

I enjoy the game of golf.  More appropriately, I enjoy the four hours of social connection and if there happens to be some golf thrown in, all the better.

Every once in a while I feel a need to participate in some golf competition.  Don’t get me wrong, I’m kind of a competitive girl, but competing in golf can get me really twisted up and the competition takes a bit of the shine off the enjoyment of the game.  So, when I play competitive golf, I choose the mindset of “I play for food.”

Why does this work for me?

  • “Playing for food” shifts my perspective from the competition to something I enjoy much more . . . the social aspect.
  • As a general rule, golf competitions involve some pretty good breakfast, lunch or dinner cuisine. Win.
  • Meals provide the perfect social atmosphere to engage with people of similar passion. Win. Win.
  • Whether you win or lose, the food is the same. Win. Win. Win.

How can you make this philosophy work for you?  Shift your perspective.

Do you need to have a difficult employee conversation?

If a difficult conversation is necessary, chances are the employee is feeling stress and tension also.  Ask yourself “What’s the most common, positive outcome this conversation can have?”  Even if the only common, positive outcome is more broadened understanding between both parties, win, win. Perspective shift.

Are you stressed out about an upcoming difficult negotiation?

Negotiations are tough.  The best outcome is that someone agrees to your terms, the worst is that they won’t.  Shifting our perspective from “What’s the best possible thing that can happen?” and visualizing that outcome versus “I know they are going to try to cheat me out of what I’m worth.

” will provide a positive base for how you present yourself. Perspective shift.

Are you throwing a party and are completely stressed-out about your house?

There was a time when having a party in my home practically made me physically ill.  I was certain people were judging me based on my decorating style (which there’s not a lot of) and the quality of the food (I’m also not an adventurous cook).  Then someone said the most thoughtful thing: “We really enjoy coming to your home.  It’s so comfortable and the food isn’t pretentious.”  Wow!  The stress and the worry about things not being perfect had completely overshadowed the enjoyment of inviting people to our home.  Perspective shift.

What fears could you let go of if you shifted your perspective to expect only positive outcomes?

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

 

The Real Costs of Procrastination

Most of us do at least a little of it every day.

Procrastinate.

We tell ourselves “I’ll get to that later” and most of the time we do.  But what happens if we don’t?  What if we procrastinate too long?   What are the costs?

We try to convince ourselves that there’s little-to-no cost of procrastination, but there can be significant costs, some very tangible, others more subtle.

Relationships:  We’d like to think that the people closest to us know we have only the best intentions when it comes to follow-through, but what about the every day costs to our relationships that procrastinating causes? The partner that agreed to pick up the dry cleaning on the way home and procrastinates until the cleaner is closed. The parent who agreed to bake for the school event and procrastinates until it’s too late and disappoints their child by providing store-bought treats instead of the home-made they’d promised their classmates.  The friend that promises to make a dinner reservation for a special event and procrastinates until the restaurant can’t accommodate the request.  Yes, these are all small things, but significant in relationship-building.  Cost of procrastination:  Trust.

Health:  As a breast cancer survivor, I am keenly aware of the cost of putting off health-related appointments.  Regular health screenings and preventative maintenance, like flu and pneumonia shots, are critical to our well-being so they shouldn’t be put off.  Use whatever strategy works to get things done: schedule mammograms with a girlfriend then go to lunch; schedule all the appointments on your birthday as a gift to yourself; schedule a massage or a round of golf after all the appointment are complete.  You get the idea, whatever works to motivate. Cost of procrastination:  Poor health.

Household Chores:  I don’t know anyone that likes to clean the gutters.  Cleaning gutters involves a ladder, dragging it around the house, possibly getting on the roof (I recommend hiring an expert if your gutters need to be cleaned from the roof or if the ladder is too high), and smelly, wet leaves.   And, as gutter-cleaning procrastinators, we generally end up doing it in the rain and at night since  that’s when we notice that the drainpipes are overflowing.  Wouldn’t it have been much easier to have cleaned the gutters on a nice, sunny Saturday before the rain starts?  From personal experience, I can tell you it is.  And it’s not just gutters we need to worry about.  Not cleaning furnace filters will result in reduced productivity and higher energy bills.  Not cleaning the dryer vents may result in a lint fire.  Not checking the water softener will result in spotty glasses. The list goes on and on.  Cost of procrastination:  Stress, money, and safety.

Home/Car Repairs:  It’s a fact of life, things break.  Whether it’s the toaster, the sink, or the car, stuff just happens and we have to deal with it.  The cost of not fixing or replacing a faulty toaster could mean no toast in the morning or getting shocked while trying to retrieve the toast with a kitchen fork (strongly NOT recommended!).  The costs of not fixing a leaky sink could be just a minor annoyance to extensive damage to flooring, cabinetry or walls.  The cost of not addressing squeaky brakes could be devastating to the safety of ourselves and our loved ones.  Cost of procrastination:  Money, major home/car repairs,  and safety.

Organization (my personal favorite):  According to a study conducted by a Boston marketing firm, the average American burns 55 minutes per day – roughly 13 days a year – looking for things they know they own but can’t find.  Disorganization manifests itself in many ways:  wasted time because we can’t find things; finance charges because we didn’t pay our bills on time; late fees for not returning a library book or DVD; money wasted replacing things we already own because we couldn’t find them when we needed them; and trust because we didn’t finish a project on time due to dysfunctional time management.   Being organized means we can find things when we need them, we can do the things we need to do when they need to be done, and we can get the places we need to get on time.   Cost of procrastination:  Time, money, and trust.

Wills:  Not that any of us want to think about it, but at some point, our earthly possessions will need to be passed on to someone else.  It’s true, as cool as our stuff is, we can’t take it with us.  Wouldn’t it be fantastic if we had some say in where our cool stuff went?  Well, that’s what wills  are for.  A number of surveys recently showed between 55% – 64% of of  Americans had not written their wills.  That number doesn’t surprise me at all.  It should, but it doesn’t.  None of us want to think about death and dying, but it is irresponsible to our loved ones not to take care of this important process.  Cost of procrastination: Money, Relationships.

Financial Planning:  Detailed and thorough financial planning is critical to our long-term well- being.    When we are in our twenties and thirties, we can’t see past a new pair of jeans, let alone think about planning for our retirement.  Those days just seem too far away, but it’s never too early to start planning for our retirement. What’s the benefit of starting early?   Using the compound interest calculator, I wanted to see how much a relatively small investment could grow over time.  I started with $1,000 and estimated that I’d put in an additional $50 per month (about 10 lattes with a generous tip) and calculated the growth over 10 years at a 5% interest rate.  What would I have at the end of that time period?  $9,175.63.  Change it to 20 years and the number becomes a staggering $22,492.87.  Amazing what a little planning and discipline could do for our long-term financial well being.  Cost of procrastination: Limited Retirement Savings, Reduced Retirement Enjoyment.

Taxes:  According to a CBS News post, the cost of waiting until the last minute to file income taxes costs on average an additional  $400.  It’s not that we can just choose to not pay our taxes by April 15 (give or take).  (Well, some folks may, but I’m guessing the cost of that decision is much greater than $400.)   We are just delaying the inevitable.   If we thought we were getting money back on our taxes, we’d be Johnny-On-The-Spot when it came to filing our taxes, right?  Not necessarily. Procrastinators are procrastinators, and whether we think we are getting money back or having to give Uncle Sam money, we generally wait until the last minute to do it anyway.  In addition, the extra $400, the stress of not knowing takes a tremendous toll.   Cost of procrastination:  Money, stress.

Business Costs:  A 2012 CNBC post identified the cost of procrastination in business as being a staggering $10,396 . . . . per employee . . . per year.  Wow!  The article referred to procrastination as “the most invisible cost in business today.”  I don’t doubt it.  When I worked in “Corporate America,” I surely procrastinated a bit on projects that I knew needed to get done, but I just didn’t feel motivated to do.  Why did I procrastinate?  Generally, I felt I didn’t know enough about the project to get started, didn’t feel I had the appropriate resources to get the project completed, or just found other stuff that was more fun to do.  Cost of procrastination:  Money, Credibility, Possible Promotion

Insurance:  After procrastinating on the project for a couple years, we went through a comprehensive analysis of our home insurance needs.  After extensive research, we found an amazing insurance package that was far less in cost with far more coverage.  Had I gone through the process a few years earlier, we would have been able to save several thousand dollars AND had more extensive coverage.  It sickens me to think of what I might have been able to do with that money. The same goes for renewing any kind of insurance:  auto, home, personal liability, health, etc.  I worked with a client several years ago that hadn’t done a detailed review of their business auto insurance in several years.  After an analysis of their coverage, it was determined that two of their vehicles hadn’t been included in the policy.  Can you imagine the cost had there been an accident with one of those vehicles?   Frightening.   Cost of procrastination:  Money, Peace of Mind, Liability

Fortunately, procrastination can be managed.  It requires scheduling, initiative, and a drive to do better, but it can be done.

The best way to stop procrastinating?  Just get started.  Starting small will provide the momentum to finish.  Unfinished tasks are uncomfortable for us.  Once we get started, we have the drive to finish.

 

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

Time Blindness

Today.

Tomorrow.

Next week.

Next month.

Now.

Never.

Time Blindness:  The lack of awareness of the passing of time.

Although I work primarily with clients that struggle with ADHD, almost everyone has struggled with time blindness at some point.

In this 7:38 video about ADHD and time blindness, Dr. Russell A. Barkley highlights a few key points about time blindness and ADHD, but I find them universally applicable:

“What is the purpose of the frontal lobe to humans?  It is to organize behavior across time in anticipation of what is coming at you.  The future.”

“Now is more important than what you are holding in the future.”

“The further out the event lies, the less they are capable of dealing with it” (speaking of people diagnosed with ADHD).

What does time blindness look like?

  1. Company is coming in three weeks and there is a laundry list of things that need to be done. But, it’s three weeks away, so what’s the hurry? Time blindness convinces us we have plenty of time, but when the company is two days away, there literally isn’t the appropriate time to prepare. Shoot!
  2. You need to pick up the kids from soccer at 4:00. No worries, it’s only 2:30 and we just need to check e-mail.  And Facebook.  And the new deals on Zulily. “This will only take a few minutes.”  Well, an hour and a half later, you are now late to pick up the kids.  Dang!
  3. The sprinkler system needs to be shut down for the winter. No biggie, it’s September. I’ll call “next week.” “Next week” turns into October, then November, then December.  Now the shut-off is buried under 2’ of snow, the service provider is shut down for the winter, and the pipes may have already frozen. Fingers crossed.

What are the consequences?

  1.  Not putting our best foot forward.  Being unprepared.  Panic.
  2.  Letting down family, friends, and colleagues. Shame. Guilt.
  3.  Expensive repairs. Frustration.  Anxiety.

What to do?

  1. Use a calendar. Keeping important appointments and dates in our heads is a recipe for disaster.   Invest in whatever type of calendar works for how your brain works, then ensure all important dates/times are noted, with appropriate reminders (1 week before a birthday, 30-minutes before a conference call, etc.). Be sure to break down big projects into manageable steps and put those steps on the calendar.
  2. Set timers. Transitions are hard, but especially hard if we struggle with ADHD, so set timers for any situation where an important transition needs to be made: leaving for work, picking up your kids, departing for a flight. You get the picture.  If it’s important, set a timer to ensure follow-through.  Use any timing device that works for you: timers on the microwave, timers on the oven, timers on your phone, timers on your watch, and my personal favorite the Time Timer.
  3. Take into account whether or not other people are involved in the process. If someone else needs to be involved, be respectful and conscientious of their time also.

I’ve found the most important investment my clients can make to assist with time blindness is a bunch of analog clocks.  There is an innate difference between seeing time pass on an analog clock vs a digital clock.  Ensure there is an analog clock anywhere a transition needs to be executed: any highly-trafficked rooms at home or work and especially in the car (a quick stop at Target is almost never a quick stop).

More great stuff on time blindness:

Dr. Ari Tuckman on Time Blindness

Zara Harris, MS, OT, on Time Blindness

 

Cindy Jobs, COC, ACC

Looking for more information?

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www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

Project: Family Reunion

Our family just held our annual family reunion.  It was an amazing 3-day event with up to 60 people participating in the main event on Saturday.  Participants ranged from 7-months to 86-years old.  Pulling off an event of this magnitude with such a varying age range can be quite the feat, requiring a ton of planning and patience.

Here’s how we made it work:

  1. Select an event chair, or better yet, a couple of co-chairs to handle the planning and coordination.  Depending on the size of the reunion, you may only need one, but for 3-day event and 60 participants, it was great to spread the event coordination around a bit

 

  1. Decide on a time of year and venue.

Our reunion is always held around the 4th of July (easy travel for everyone, generally not a lot of competing events like there would be in the November/December time period, the weather is predictable, events can be held outside, etc.) and it’s always held at the same place.

Choose the venue carefully.  If someone’s home can manage it, great.  If you need to rent a space, be sure to get that done early.  If you are coordinating people from across the country, attempt to find a venue that is geographically central, not requiring people to travel too great of distances.

 

  1. Set up early and frequent communication.  The more communication there is around your family reunion, the better opportunity to get people excited and eager to attend.

If possible, include some fun stories and photos from previous reunions to pique people’s interest.

Be careful to include communication styles that everyone can participate in.  For example, although e-mail is efficient, not everyone uses e-mail.  If e-mail is your chosen mode of communication, make sure someone is assigned to pass on the pertinent information to those who don’t get e-mail. (My 88-year old Mom doesn’t have an active e-mail account so my brother prints e-mails for her.)

 

  1. Create a spreadsheet or mind map including everything that needs to be in place for a successful reunion.  Be sure to include:

Food:  Solicit volunteers to bring specific dishes or categories of food (i.e. appetizers, main course, vegetables, dessert, bread, beverages, etc.).  Solicit information regarding specialty food requirements, possibly requesting participants bring their own specialty food and beverages.

Games:  Solicit volunteers to manage entertainment for all ages.  For example, sidewalk chalk and bubbles for the younger ones, badminton for the older kids, and video games for all ages.

Functional needs for the event:  For example, determine who will be decorating, ensuring sufficient silverware/plates/glasses are available, making certain all the potluck food makes it to the serving table (we missed putting the Jello out one year and no one needs Jello for 60 after the event), managing the trash, locating the First Aid kit and sunscreen and bug spray and so on and so on and so on.

 

  1. Solicit volunteers . . . and lots of them. When John Heywood quoted “many hands make light work” he probably wasn’t thinking about family reunions at the time, but the phrase holds true.  Everyone (age appropriate) should be part of the planning and execution process.  Too few people trying to handle too many things may result in a less successful event, stress, and hurt feelings.

 

  1. Pack your patience and gratitude. Events of this magnitude can be stressful.  Chances are things will not go 100% to plan.  Dinner may be late, participants may not bring the items they committed to, children may not get along, etc.  Keep in mind the reason for the event . . . connecting people and sharing love.

 

  1. Be sure to take lots of photos. It’s possible the family reunion may be the only time some of the cousins, aunts, and uncles may see each other.  Photos are a great way to keep the connection after the event is over.  Plus, for events that are held multiple years, it’s fun to see how people have changed.

 

  1. Take lots and lots of notes. If there are plans to repeat the tradition, having notes from the previous year(s) will be invaluable.  How many adults/children were present?  How much of the main course was consumed? What other food was available? What beverages were available and how much was consumed? How many people participated in particular events?

 

  1. Ask for feedback. When holding any kind of event, it’s great to solicit feedback from attendees.  What did they like?  What didn’t they like?  What would the like to see more of? Less of?  Was the timing right? Was the venue appropriate?  Knowing what worked and didn’t work will make next year’s event that much more successful!

A well-planned and executed family reunion will allow you to create and rekindle connections, share experiences, and provide a base for ongoing commitment to family.

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

www.organizetosimplify.com

 

 

 

National Association of Productivity & Organizing Professionals, Seattle Chapter Vice-President

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD