Author Archives: organizetosimplify

Going on vacation? Then BE on vacation.

Several of us will be heading out for a long weekend or vacation over the next couple of days. We’ll be in the mountains, at the beach, or possibly just hanging out BBQing and having fun with family and friends. Wherever you are or whatever you’re doing, take this time to connect with the people around you . . . not your electronic devices.

1. Limit accessibility. We truly don’t need to be accessible 24/7. Unfortunately some of us have trained people that we will respond IMMEDIATELY when we receive an e-mail or text. Unless it’s a true emergency, our response can wait until after dinner or the fireworks display.

2. Take it IN; don’t just take pictures. Sometimes we get so focused on making sure we “get the shot” that we don’t enjoy the experience. How many times have you watched something from behind your iphone only to never look at the video or picture again? Leave your iphone in your pocket or handbag and enjoy the experience.

3. Facebook isn’t always your friend. “Everything in moderation.” Never has a quote rung so true. Although Facebook is great for sharing really cool and important stuff with our family and friends, every meal and mile of our vacation doesn’t need to go on Facebook. Be especially cautious of tagging people without their permission, not everyone wants their lives shared with the world.

4. Don’t, don’t, don’t let your electronic devices distract you when you are driving. In Washington state it is currently illegal to:

Talk on the cell phone without a hand’s free device.
Operate a wireless device (including cell phones, tablets, ipads, etc.) while “operating” a motor vehicle. Not only does this mean while driving, but also includes the time we are stopped in traffic or at a stop sign or stop light.

The cost of ignoring the law: $124. Not only is electronic distraction dangerous, I can think of a lot of things I’d prefer to do with $124. New shoes, anyone?

So, when you take your summer vacation . . . BE on summer vacation. There will be plenty of time to reconnect with your electronic device, but there may not be a better time connect with the ones you love.

www.organizetosimplify.com
National Association of Professional Organizers, Seattle Chapter President (NAPO.net)
Institute for Challenging Disorganization, Certified Member (http://www.challengingdisorganization.org/subcentral)

Are you ready to hit the road?

Memorial Day is the official kick of the summer driving season. Whether you are taking a long road trip to visit family and friends or just heading out for a quick trip to the beach or mountains, you will want to make sure your car is in tip-top shape and stocked with essentials.

Personally, I come from a car vacation family. Our family car was pretty neat and tidy and in great running condition. My dad was diligent about taking the car to our family mechanic on a regular basis, but ALWAYS before we headed off on any car vacation. As I remember it, our family vacations (seven of us in a station wagon) were generally trouble-free and loads of fun. That wasn’t accidental, it took planning.

Here’s a short checklist to get you started:

1. Take your car to a trusted mechanic. Most have a multi-point checklist, but if not, ensure they perform at least the following services:

• Check the battery and plugs.
• Check the belts and coolant levels.
• Ensure the tires have plenty of tread and the appropriate tire pressure.
• Check the air filter to ensure maximum efficiency.
• Change the oil.
• Check wiper blades.

2. Clean your car.

• Get rid of what you don’t need. Summer road trips are much more enjoyable if you aren’t dealing with old food wrappers, outdated receipts, and hats and scarves from the winter season.
• Vacuum both the seats and floors thoroughly.
• Protect the interior with a good leather or vinyl protector
• Wash and wax your car. Be sure to check for and repair any scratches that may later result in rust or corrosion.

3. Make sure your car is stocked with essentials:

• Vehicle manual in case of breakdown.
• Jumper cables, tire pressure gauge, flares, warning triangle, and security vest.
• Extra windshield washer fluid, coolant, and a fire extinguisher.
• Small tool kit.
• First aid kit.
• Flashlight (be sure to check batteries).
• Cell phone charger.
• Pencil and notebook for games or just taking notes along the way.
• Snacks. Make sure the snacks won’t melt if the car gets warm.
• Water. Have enough water for however long you will be in the car on any particular day. Due to potential health risks, you don’t want to store disposable water bottles in your car for extended periods of time.

If you take care of your car and do some careful planning, your summer road trip will be safe and full of fond memories! Go enjoy some summer fun!

www.organizetosimplify.com
National Association of Professional Organizers, Seattle Chapter President
Certified Premium Subscriber, Institute for Challenging Disorganization

Image courtesy of Free Digital Images “On The Road” by Dan

The Power to “To Do” Lists

I recently spent four days at the National Association of Professional Organizers (NAPO) conference (yes, there really is such a thing!) in Los Angeles. It was an incredible time, filled with camaraderie and education, and I came back with a four-page “to do” list. Most of the items on the list were reminders of things I wanted to do to advance my business (networking, refining e-mail lists, update website, etc.). Some of the items on my list were more in support of personal growth (research meditation, try some white noise apps for better sleep, etc.).

When I made the list, I was motivated. Now that I’ve had a couple of weeks to work the list, I’ve learned a lot about myself and the process of working through “to do” lists. What works; what doesn’t work. How to measure success; how to not get frustrated. How to re-frame “to do” lists into “things I want to do” lists.

I hope some of what I learned will resonate with you also.

Re-frame how you think about the list. The first thing I needed to do was to re-frame the way I thought about my “to do” list. I needed to make my list more pleasant, less chore-like. Yes, there were critical tasks on my list, but there were a lot of things on my lists that I just flat out wanted to do. So, I’ve renamed my list “Things I Want To Do” (TIWTD) vs just “To Do.” I also put a beautiful picture of crashing waves at the top of the list, changed to a softer font style, and incorporated a beautiful light blue font and line color. Now looking at my list makes me smile not cringe.

Do a brain dump. The first step to putting together a TIWTD list is to do a brain dump of anything and everything that comes to mind. It may be as small as “call Mom” or as large as “plan a trip to the Grand Canyon.” Whatever it is, the chance it will get done is much greater if you document it.

Is it a task or a project?
Sometimes frustration sets in when we can’t check items off our list fast enough because they are too big or too daunting. Generally, those items are projects not tasks. For example, to some people “Change car oil” is a task because they do it themselves and they have all the tools and supplies to get the job done. For others, this same item may be a “project” as it entails the following tasks:

1. Find a mechanic.

2. Make an appointment.

3. Find a friend to drive them to/from the mechanic.

Each of these items are a “task” that need to be completed as part of the larger “project.” Breaking larger projects down into tasks will help motivate you through the process.

Assign an estimate of how long you think the task will take. A lot of the items on my post-conference list were tasks that could be accomplished in less than five minutes (e-mail individual colleagues I met at conference, confirm client appointments, print handouts, etc.). Other tasks would take more time (research 501(c)3 annual meeting requirements, create mailer for ADHD therapists, etc.). Once I’ve assigned a timeline to each task, I can quickly assess which ones to tackle based on the amount of time I have available.

Prioritize the list. It’s important to put those items that will move you forward personally or professional at the top of the list. There are items on my post-conference list that don’t need to be a done for a couple months; others need to be done now in order to move my business forward. Identify the priorities and start there.

Set aside task time. It’s critical to set aside time to work through your TIWTD list. Even those five-minute tasks need to have dedicated time for them to get accomplished. Make and keep an appointment with yourself to work through your list. I find it helpful to set a timer and eliminate distractions just as if I were having a meeting with a client.

Also think about items that you can do outside your office and take supplies with you. For example, you can make dentist appointments while you are waiting to pick up your children from school or you can text the babysitter while you are waiting in line at the post office.

Let it go. Sometimes we put things on our list that become unimportant and unnecessary with time. When you identify those items, it’s okay to just scratch through them and move on. Let them go!

I wish you luck in moving things from the “Things I Want To Do” list to a “look what I got done” list!

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

Tax Time: How To Get and Stay Ready

Generally speaking, filing taxes is not at the top of the list of “fun things to do today.” Taxes are frustrating, confusing, and sometimes moderately depressing. Therefore, we tend to procrastinate when it comes to filing them. According to TurboTax, there are five general reasons we procrastinate when it comes to filing our taxes:

Laziness:

We just don’t want to do it!
Thrill-Seeking:

We think we work better under pressure (generally we don’t).
Lack of Urgency:

There’s no penalty for dropping them off at the post office at 11:59 PM on April 15. Why hurry?
Availability of Extensions: Extensions don’t mean you have more time to PAY

, just more time to file. If you are expecting money back, why extend?
No Expected Refund:

If you aren’t getting money back, why give Uncle Sam our money a minute earlier than we have to?

Hopefully you’ve already filed your taxes, received your refund, and none of what I’m presenting applies to you. If so, way to go! (Now skip to #3, Create A Reusable File System To Track and Maintain Tax Documents). If you are still waiting to file your taxes, here are your next few steps:

1. Call For A Tax Appointment: Stop reading right now and call for an appointment with your tax preparer. If you don’t have one, now is a good time to do some research. There are, of course, a plethora of tax preparation options if you do an internet search on “tax preparation services,” but now may be a great time to use that social network you’ve been building. Ask your friends and relatives if they have anyone they could recommend. In addition, there may be some free tax preparation services available depending on your age and income, search “free tax preparation services.”

2. Gather Your Documents: By now you should have received all the documents required to prepare your taxes. These documents may include, but are not limited to:

W-2s from your employers,
1099-MISC forms for self-employment income,
1099-INT (interest) and 1099-DIV (dividends) forms,
1099-B forms showing brokerage trades in stocks and bonds,
K-1 forms for income from a partnership, small business, or trust,
1099-SSA form showing Social Security received,
Documentation of charitable donations.

Other great sources for documents you may need to prepare your taxes:
Tax Preparation Documents for Homeowners
Documents To Take To Your Accountant

3. Create A Reusable File System To Track And Maintain Tax Documents: Once you’ve gathered all your documents, create a filing system (it may only be two file folders or envelopes) that will allow you to repeat this process year-after-year. Create two files/envelopes: Current Year Taxes and Previous Year Taxes. That way you will have one to use for the immediate filing and one to start saving documentation for next years filing. Create a checklist of all the documents that are in the Current Year Taxes file/envelope (generally it will be the same for next year, but adjust as necessary) and place it on/in the front of the file/envelope. I suggest using sturdy, plastic folders or envelopes for this purpose, that way you’re not replacing them every year. Plastic File Folders or Plastic Envelopes

Although filing taxes isn’t always fun and rewarding, the consequences of not filing can be expensive and stressful. Don’t procrastinate. Filing your taxes accurately and on time can save you money and unnecessary stress.

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

No New Year’s Resolutions For Me!

Do You Make Resolutions or Set Goals?

Frankly, I’m not a fan of New Year’s “resolutions.” I don’t know why, but the thought of taking one day to analyze my life and see what I’ve been doing right, or wrong, and change it just seems strange. Don’t we do that on a constant basis? I frequently analyze what’s working, what makes me feel good about myself, and brings joy, happiness, and success to my life and others’. If I need to make changes I do. No matter what time of year it is.

Now “goals,” that’s a whole different animal. I love, love, love goals. Specifically, I like SMART* goals. They keep me on track, give me accountability, and push me to achieve the things that are important to me.

I find goal setting to be invigorating. It makes me think about what I want my life to look like and how much time I am willing to devote to each facet of it.

Setting a bunch of goals that aren’t attainable based on the number of hours in the day doesn’t make sense and sets us up for failure. Setting fewer, more important, goals sets us up for success. I start with five annual goals and adjust throughout the year as necessary.

Here’s the start of my list for 2015:

1. Reduce unnecessary physical clutter.

Yes, even a Professional Organizer has clutter. The more time I spend with my clients, the more I desire to reduce the clutter around my own home too. Although not overwhelming, I probably have too many knick knacks, too many unused kitchen appliances and serving pieces, and too many throw pillows and blankets. The “too many” list goes on and on. I need to find good homes for the items that are just taking up space and not providing value to my life.

My goal: Spend at least two hours a week eliminating clutter from my home.

2. Reduce e-mail clutter.

Like most of us, my e-mail box can get out of control. Every time I purchase something on-line, I end up on a list. Each time I see a blog or newsletter I like, I subscribe to their list. Being on each of these lists was important and relevant at the time, but probably isn’t any more, and the stress of seeing all those e-mails in my in-box is overwhelming.

My goal: Reduce my in-box by 50% by unsubscribing or using Unroll.me.

3. Take care of myself.

The best gift we can give ourselves is the gift of good health. Am I ever going to be a professional athlete? No. Will I devote an hour every day to just exercise? No. But there are some things I can do to point me in the right direction of maintaining good health.

My goal: Walk 70,000 steps and spend at least 70 minutes lifting weights each week.

4. Maintain a gratitude journal.

I am very fortunate. I have a great life. But, like a lot of people I know, I tend to spend more time focusing on the not-perfect areas of my life. That needs to change. I need to spend more time focusing on the positives. Recording them in a gratitude journal will help me do that.

My goal: Record at least five entries per week in a gratitude journal (I chose the My Wonderful Life app.)

5. Make sure my business supports my personal goals.

I love the work I do. I am grateful to have fantastic clients with a true desire to change their lives. I’m especially grateful when I connect with clients in ways I didn’t know I could, like the woman that texted “You have gone above and beyond any expectations I could have had about what a Professional Organizer has to offer. You are moving me forward in profound ways.” She is my ideal client: open to and appreciative of the change being organized can provide. These clients feed my soul and make my personal life happier.

My goal: Evaluate every client to ensure they meet the criteria of my “ideal client.”

So, that’s the start of my 2015 list. Do any of these resonate with you?

Happy New Year!

P.S.: If any of you have, or know of someone that has, a business, please share my list of Top 10 Business Goals.

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

*Specific, Measurable, Attainable, Relevant, Time-Based

2015 “Top 10” Business Goals

As business owners, we need to constantly be looking forward and figure out what we want our businesses to accomplish in the upcoming weeks, months or years. In addition to constant re-evaluation, most businesses choose one time per year to do long-range planning. Every business has a different time for this process: in January to kick off the new year; at their financial year end; during their annual Board retreats; etc. The best time for this process is whenever it works for you. For me, January is the best time. That’s when I get to thinking about what needs to happen to make 2015 a successful year for me and my business clients.

Here are the top ten items we will be focusing on:

Take care of yourself. For a business to thrive, it needs a healthy leader. Taking care of yourself takes many forms, both physical and mental. Whether it’s hitting the gym a few times a week, participating in leadership forums, or forcing yourself to take a much-needed vacation, take care of yourself so you will be there to take care of your employees.
Realize that sometimes less is more. Focus on doing a few things well versus doing a number of things part way. Having 15 goals may sound like an excellent business strategy, but having five goals that are strategic and attainable will more than likely be a more successful approach.
Learn how to delegate. No matter how fantastic, one person can’t do everything at an expert level. Many things can be delegated: website development, Quickbooks maintenance, cleaning services, marketing, etc. Identify the things you don’t like to do, or don’t feel you do well, and find someone that does. Those people will generally be better and faster at it than you will.
Review office functionality. Annually review job descriptions, processes, and communication patterns and make changes to procedures accordingly. Maybe your Office Manager has changed and they no longer make the mail run or input information in Quickbooks. If so, adjust the job description accordingly. If your business has expanded and you now have two outside sales representatives, review their territory allocations and document it. There are many changes that business should make as they expand, contract, or change. Ensure changes are documented and communicated accordingly.
Go mobile. According to Televox, a global technology provider, 94% of smartphone owners will look up information on their phones, make sure your website is compatible with mobile phones and tablet devices.
Review compliance with Labor and Industries. Nearly every business that employs at least one person needs to comply with Labor and Industry rules and regulations. If you haven’t already, commit to going to a Labor and Industries seminar and educate yourself on requirements for compliance. Do you have an Accident Prevention Program? Do you have a Hazardous Chemical Program? Do you hold and document monthly safety meetings? Figure out what you need to do to be compliant before Labor and Industries pays you a visit.
Refresh your website. Customers look to your website to get a feel for what you do, how you do it, and how professional your organization is. Check your contact information for accuracy. If you have any links from your website, make sure they work. Update photos where applicable. Most importantly, have someone you know and trust use your website. Sometimes we are too close to our own business to ascertain whether the website works for the general public.
Get ready early for tax time. Whether we owe money or are getting money back, there’s a great sigh of relief when we’ve finished our taxes. Check with your accountant as soon as possible to ensure you have what they need to complete your taxes in a timely manner. Ask your accountant about record retention so you can set up filing systems and purge paperwork as you are pulling together paperwork for this year’s filing. Also, review your current business model with your accountant to ensure your business is categorized correctly, possibly an LLC may protect you on a personal level.
Find a new way to engage with your customers. If appropriate for your business, consider developing a Facebook page, Twitter account, or newsletter program. Communicating with your customers the way THEY want to be communicated with will be the most valuable use of marketing dollars and time. If possible, find an expert to help you through this process.
Network your heart out! No matter what your business is, we all know someone who knows someone that could use our services. Be the first person that comes to mind when someone says “do you know anyone that . . . . .”

A theme running through these resolutions is personal engagement. Engage with your employees, customers, and most importantly, yourself. Figure out what has been working, what needs to be done, and who should do it.

Although these goals will take effort and may require a bit of a change in habit and mindset; when they are put into practice, your business will be more successful and you will be a more successful, and happier, leader.

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

Stressless Holidays

Yikes! Thanksgiving is just a few days away! Where did the time go?

I assume anyone reading this is as short on time as I am, so I will cut to the chase. Here are a few quick things you can do to reduce your holiday stress:

1. Limit time obligations: I know it may sound like bad social behavior, but we truly don’t have to go to everything we are invited to. There are certainly some non-negotiables like our kids concerts, immediate-family gatherings, and the personal invitation from our boss, but there are a number of invites that our lack of attendance will probably not even be noticed. Do we really need to attend our condo association holiday gathering? How about the open house at the gym? Or the mass invite from your bank or Chamber of Commerce? These type of invites can be handled with a swift “thank you for inviting me, but I will be unable to attend this year.” End of conversation. Benefit: More time to spend on the things we really enjoy.

2. Reduce gift-giving: Our family did this years ago and it has been a life-saver ever since. Here’s how my shopping would have gone just for my side of the family if we hadn’t made this significant change: Parents: 1; Husband, son, and daughter-in-law: 3; Siblings and their spouses: 8; Nieces/Nephews and significant others: 23. Total: 35 Years ago, we decided as a family to draw names by generation and by couple. For example: I only purchase for one of my siblings and their significant other and my nieces/nephews draw names and they purchase for only one person/couple. My mom gets a gift from all of us . . . as it should be. Of course, I still purchase for my husband, son and daughter-in-law. Total: 5 This change has reduced our family gift-giving by 85%. Not only has no one complained, everyone has embraced the modification and appreciates the new-found gains. Benefit: More time, Less Stress, Financial Relief.

3. Make a gift-giving list and budget: This is one of the hardest things to do, but will pay off many times over in reduced stress and guilt. Budget an hour so for this process.

Write down the amount of money you would feel comfortable spending for all your gift-giving. For some it’s $100, for others, it could be thousands. Acknowledging that there is a financial cap will start the process.
Make a list of everyone you feel you need to purchase gifts for (refer to the above “Reduce gift-giving” and reduce the list if possible). If a gift suggestion pops into your head as you are making this list, write that down too.
Once your list is complete, allocate funds based on your relationship with them. In some relationships, the spouse may get a larger percentage than your siblings; in other relationships, the spouse gets a thoughtful token gift and the bulk of the resources go to other people. Make this a very personal and thoughtful process.
Once you are comfortable with the list, put together a shopping plan. This could be one large trip to the mall, or several small stops after work. Whatever works for you is what’s important.
Always get a gift receipt! Chances are, every gift is not going to be perfect for every person on your list. Providing a gift receipt will both tell them it’s okay to exchange it, but will give them the means to do so without having to involve you in the “where did you get this?” conversation.

There are many, many additional ways to reduce your stress over the holidays including getting enough rest, eating right, and making sure to exercise. Take care of yourself, and you can take care of others.

Although is may sound quaint, remember the spirit of the holidays as a time to enjoy our friends and family.

Happy Holidays!

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

Image courtesy of: FreeDigitalImages.com; Apolonia

The Real Costs of Procrastination: Installment #2

Procrastination is a tricky thing. Frankly, I procrastinated writing this post for 6 days. When I was working on The Real Costs of Procrastination: Installment #1 I thought “I’ll just dive right into Installment #2.” Did I? No. Why? Because I had a whole week to do it. Now, here I am at the 11th hour trying to get in done in time for the deadline.

What was the cost to me of that decision? Significant stress.

Last week I published The Real Costs of Procrastination: Installment #1 that dealt with the tangible and intangible costs of procrastinating on Relationships, Health, Household Chores, Home/Car Repairs, and Organization (my personal favorite). Installment #2 will tackle Wills, Financial Planning, Taxes, Business Costs, and Insurance.

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 2008 study found that 58% of Americans did not have a will. 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. When someone passes without a will, the state gets to decide what happens to your stuff. In most situations it could be pretty straight forward: the inheritance goes to the spouse, the kids, etc. But what about our businesses? What about our stepchildren or non-marital significant other? What if we didn’t want everything divided equally? What if we wanted all our money and possessions to go to a favorite charity? Without a valid will, none of these situations would probably be resolved to our desired expectation. Cost of procrastination: Money, Relationships.

(Phew, glad to have that one out of the way.)

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 to even think about planning for our retirement. Those days just seem too far away. It is never too early to start planning for our retirement; but lots of times it can be too late. 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. (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 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. Mostly the procrastinated projects had open-ended completion dates, but they were necessary, and the benefit to the company had I completed them in a timely manner would have been significant. 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: I just updated my business insurance a few months ago. Before I renewed in 2013 I committed to shopping my insurance needs around a bit. Well, I procrastinated that project and didn’t do it, letting my carrier renew me for the next 12 months without a second thought. This year I received five proposals covering my current business insurance needs. The result? A 40% reduction in cost for the same coverage. It sickens me to think of what I might have been able to do with that money had I gone through the process in 2013. I should have taken the time to ensure that my coverage was complete and the best value available. 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 my analysis of their coverage, it was determined that two of their vehicles hadn’t been included in the policy. Can you image the cost had there been an accident with one of those vehicles? Frightening. Cost of procrastination: Money, Peace of Mind, Liability

Well, that concludes my top 10 list of areas where we shouldn’t procrastinate and the costs if we do. I hope some of them resonate with you, as they did with me as I was preparing to write about them. We all have so much to do that sometimes things just have to be put aside for a while. And that’s okay. As long as “a while” doesn’t turn into “forever” and we cost ourselves and our loved ones undue financial hardship and stress.

“Procrastination is the practice of carrying out less urgent tasks in preference to more urgent ones, or doing more pleasurable things in place of less pleasurable ones, and thus putting off impending tasks to a later time, sometimes to the “last minute” before the deadline. (Wikipedia)”

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

The Real Costs of Procrastination: Installment #1

Most of us do 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 are many costs, some very tangible, others more subtle.

Here’s the first 5 of my top 10 list of areas we shouldn’t procrastinate on and the cost if we do. Look for installment #2 next week.

Relationship support: How many times have we heard (in real life and movies) people bemoaning the fact that they didn’t tell their loved ones how much they meant to them and now it’s too late. Certainly, this is the worst-case scenario of procrastination. 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. I’m lucky I didn’t procrastinate too long, but without repeated, significant nagging from my doctor, I very well could have. Regular health screenings and preventative maintenance like flu and pneumonia shots are critical to our well-being so they shouldn’t be put off until we think there will be a more convenient time. I’ve heard that some people attempt to schedule all their medical check-ups on their birthday. What better gift could we give ourselves than the gift of good health? 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), and smelly, wet leaves. And, as gutter-cleaning procrastinators, we generally end up doing it in the dark and in the rain because that’s when we notice that the rainwater is overflowing the drain pipes. 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. 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 results in a lint fire. Not checking the water softener will results in spotty glasses. The list goes on and on. Cost of procrastination: Stress, money and safety

Home/Car Repairs: Things break. It’s a fact of life. 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 be everything from just not having toast in the morning to 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 caused by the leak damaging cabinetry or walls. The cost of not repairing squeaky brakes could be devastating to the health and safety of ourselves and our loved ones should the brakes fail. 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 12 weeks a year – looking for things they know they own but can’t find. (Newsweek, 6/7/04). As a professional organizer, my job is to help people get their home and business lives organized and under control. 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

The costs of procrastination can be everything from minor annoyances to the devastating loss of trust. 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. Getting started will provide the momentum to finish. Unfinished tasks are uncomfortable for us. Once we get started, we have the drive to finish.

Look for The Real Costs of Procrastination: Installment #2 next week.

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

Why Do We Procrastinate?

Raise your hand if you’ve ever procrastinated starting a project, sending an e-mail, or cleaning a closet? I know my hand went in the air for all three of those things and I consider myself a pretty efficient and on-top-of-it-all kind of gal. At times we all succumb to the pesky practice of procrastination.

Why do we procrastinate?

We’ll feel more motivated tomorrow.
We work better under pressure.
We don’t have all the tools we need to get the project done.
The project is just too big.

How many more can you think of? Several, I’ll bet. I think we can all acknowledge that these are excuses, not reasons, for not getting things done. What’s the reality behind each of the above?

We’ll feel more motivated tomorrow: Well, we probably won’t. If we didn’t want to do it today, we more than likely won’t want to do it tomorrow. What’s going to change in 24 hours that will make the task more inviting and stimulating? Nothing. How successful are we at predicting how we will feel in the future? Generally, not very good. Plus, we don’t know what additional roadblocks may come our way that would cause an even more negative impact. What we need to do is think about why we are delaying starting the project, identify any emotional or physical roadblocks, then remove them. More than likely we stumble over emotional roadblocks due the uncertainty of how to accomplish the task. Postponing alone won’t resolve that roadblock.

We work better under pressure: Studies show we don’t. Things generally take longer than we anticipate and are more complex than we give them credit for. When we leave things to the last minute we rush, make more mistakes, and generally deliver an inferior product because we didn’t have (or make) the time necessary to do the job right. Is that the image you want to project to your employer, family, or friends? Probably not. Working under pressure causes extreme stress. Starting the task or project early, identifying the demands of the project, and working frequently and methodically, will result in a better result. Leaving the last look and finishing touches until the last minute may be okay, but leaving starting until the last minute won’t help deliver the best product.

We don’t have all the tools we need to get the job done: Well, maybe we don’t, but not having the tools readily at hand doesn’t mean we can’t start. What we CAN do is start the project by breaking it down into steps, identify what tools or resources you need to complete those steps, and make a plan to get started, including scheduling it on your calendar. Not having everything we need isn’t an excuse for doing nothing.

The project is just too big: Sometimes the task just seem too big and that’s understandable. Some projects are quite large and very daunting, but that doesn’t mean it’s impossible to accomplish. I heard a great example from Timothy A. Pychyl, Ph.D (an expert on procrastination) about trimming his dogs toenails. He has 10 sled dogs, each with 20 toenails. Thinking about trimming 200 toe nails was too much; but breaking it down into smaller chunks of two dogs per day (40 toenails) made it a much more manageable task. So, even though the entire project may seem like too much, breaking it down into smaller, more achievable tasks will help.

Do you see yourself in any of the above scenarios? I know I do. The key is determining what is holding you back and work through it. How do we do that?

Just Get Started

Although it sounds simple, sometimes that’s all it takes. Just getting started will provide the momentum to finish. Unfinished tasks are uncomfortable for us, so once we get started, we have the drive and desire to finish.

Look for my next installment: “The Costs of Procrastination”

There are many, many costs to procrastination, including professional, financial and emotional. All of which can be avoided.

Cindy Jobs

www.organizetosimplify.com

Organize to Simplify

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