Category Archives: Uncategorized

Urgent vs Important

This morning as I was getting ready to head out on vacation I realized, yet again, that my “to do” list was longer than the hours I had left to do get everything done. What’s a girl to do?

Many times in both my career and personal life I’ve fallen back on the Urgent vs Important grid (thank you Stephen Covey!) to help me through the “what to do now” decision process.

Important & Urgent: Things that really, really need to be dealt with right now (house on fire, etc.)

Important & Not Urgent: Things that need to be done, but don’t need to be done right now (long-term planning, etc.)

Urgent & Not Important: Things that probably never need to be dealt with, but take up our precious time (telemarketers, etc.)

Not Urgent & Not Important: Not only do these things not have to be done right now, chances are they don’t need to be done at all (watching videos of dancing cats on Youtube, etc.)

Here’s some of what was left on my “to do” list as of this morning and how they ended up getting categorized:

Prepare house/pet information for sitter: Important & Urgent
Homework assignments for Coaching Class: Important & Urgent
Listen to tele-class before it expires: Important & Urgent
Ironing: Important & Not Urgent
Office Filing: Important & Not Urgent
Yard work: Important & Not Urgent

I generally don’t put Not Important stuff on my “to do” list, so two of the categories were easy to eliminate.

Granted, there were a lot of other things on my list, but these represented hours worth of things I needed to do, in addition to my regular job. The result: #1-#3 got done; #4-#6 will be saved for another day.

Suffice to say, with my list prioritized, I’m feeling much better about my preparation for the trip and possibly may have just a couple minutes to watch dancing cat videos!

How do you prioritize your “to do” list?

3 Quick Tips When It’s Time To Pack It Up

The holidays are nearly behind us, but there’s possibly one more thing most of us need to do . . . . pack it up!

Tackling this task can either be liberating or daunting, depending on how organized and prepared we are. Here are some thoughts on making it easier, if not this year, certainly in years to come.

Reduce, reduce, reduce: It’s always easier to pack away less stuff, so I suggest my clients take a good, long look at what they are planning to pack away. A couple questions to ask yourself:
- Do you or someone in your home love it? If it holds great memories and you decorate with it every year, pack it up.
- Has it been trapped in a storage container year-after-year-after-year? Chances are, it’s not your style and doesn’t hold great memories. Give it away.
Give it away:
- Has someone you know admired the decoration? Ask them if they want it. Gifting items to someone who has admired them is an easy way to release things no longer serving us.
- Is there a local charity, church, etc. that cold use the item? Gifting things to those that can’t afford them brings extra honor to the decorations. (NOTE: Most charities will gladly accept Christmas decorations even at the end of the season, but it’s best to check before you try to drop them off.)
Store it: There are nearly as many ways to store decorations as there are decorations themselves!
- Specialty containers like these from the Container Store can be extremely functional, but not very cost effective.
- Other simple solutions:
  - Wrap lights around cardboard, use a extension cord holder, or for larger quantities, utilize a hose reel.
  - Liter-size water bottles work well to hold beaded garland.
  - Plastic produce clam-shell containers from warehouse stores are fantastic for glass ornaments.
  - Egg cartons work well for small, breakable ornaments.

Going through the sort, purge, and store process probably isn’t the most fun thing you will do this holiday season, but it could very well be the best gift you could give yourself come holiday time next year!

Happy holidays, everyone!

Not Another Tie! Better Gift Giving Ideas

Thanksgiving Doorbusters. Black Friday Specials. Cyber Monday Madness.

The holiday gift-giving time is upon us . . . along with the stress we put upon ourselves to find the perfect gifts. Don’t get me wrong, there is amazing joy in finding the perfect gift (when it happens you hear harps playing and angels singing)! But more often than not, gift-giving is stressful and, frankly, not very much fun.

In my organizing work, I see lots and lots of not so perfect gifts that get stuffed in a drawer or put away in a cupboard because the recipient is too embarrassed to say that it doesn’t fit, isn’t their style, or doesn’t satisfy a current need. Many times, as recipients, we would really prefer that the time, energy, and money spent on gifts be directed to those that are truly in need.

So, if you are not quite sure what Aunt Suzi wants or needs as a holiday gift this year and you’re pretty sure another velour robe isn’t going to be the “perfect” gift, how about trying something new . . . give to those truly in need and send Aunt Suzi a sweet card saying that a donation has been made in her name. (Many charities will send the cards for you if you would prefer she receive something directly.) My guess is Aunt Suzi will appreciate the charitable thought . . . and not having to return yet another pink velour robe.

Here are some thought starters:

Donate cash to a local charity: Cash is always a welcome gift for many charities. Although it may feel good to buy a bag of canned food or a frozen turkey, that may not be exactly what the local food bank or soup kitchen needs right now. If you plan to go this route, give them a call and see what they may need and follow their suggestions. And while you’re at it, see if they could use a helping hand or two. According to a Berkeley study, “scientists also believe that altruistic behavior releases endorphins in the brain, producing the positive feeling known as the “helper’s high.””

Donate to a national charity: There are those in need all across the country. National and international charities like Red Cross, Salvation Army, and Goodwill, are well-established organizations that help those less fortunate and those in crisis.

Adopt-A-Family: Many cities and businesses adopt local families or foster children during the holiday season. Check with your local Chamber of Commerce or your employer’s Human Resources to see what might be available. Friends, neighbors, and co-workers coming together behind this cause will bring even more joy to giving.

Spread your gifts around the world: The Good Gifts catalog was born 12 years ago, as a refreshing alternative to conventional unwanted presents. From livestock to tress, school uniforms to an orphan’s dowry, donations can be directed around the world to those truly in need. Good Gifts will provide a keepsake card (to send or keep) bearing a light-hearted description of the gift.

Water, education and disaster relief: A gift to World Vision enables them to respond quickly in areas of greatest need to help the world’s most vulnerable.

Whatever gift-giving solution feels best to you, remember the spirit of the holidays is really to spend time with the ones we love.

Click here for more Stressless Holiday suggestions.

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

3 Quick Ways to De-Stress the Holidays

It’s hard to believe, but it’s early November and the holidays are right around the corner! How did that happen?

This time of year I hear a lot of stress-related concerns from my clients. In large part, they center around not having enough time to “get it all done.” This gives me the perfect opportunity to have the conversation about what “it all” is and if everything that falls under the “it all” category is bringing joy to the holiday season or just layering on undue stress.

I encourage my clients to check in with themselves, review their priorities, and give themselves the most precious of all gifts . . . time! Here are some great places to start:

Holiday gatherings. If you feel more stress than joy about attending a holiday event, maybe the answer to the invitation should be “thank you for inviting us, but we just can’t make it this year.” You don’t need to go into a long explanation about why, simply responding that you can’t make it is sufficient.
De-stress holiday baking. It’s amazing to me how much stress people put on themselves when it comes to holiday baking. Baking is not my passion, but I love having holiday treats to share with neighbors and friends. Here are two simple and fun ways to take some baking shortcuts.
1. Coordinate baking efforts. Have a dessert exchange party where everyone makes several dozen of their favorite recipes and then swap with each other. It’s a super-simple, and super-fun, way to easily get a full assortment of desserts without having to make several different kinds yourself. (Special Note: It helps to specify that the desserts should freeze well.)
2. Let the grocery store do some (or all) of the work. It’s amazing what the neighborhood grocery store has on hand these days! From ready-made desserts to cookies you can decorate yourself, let the professionals handle the heavy-lifting of baking so you can spend your time doing things you enjoy more.
It’s okay to buy gift cards! Unless you absolutely, positively know someone’s perfect size, color, or favorite author, a gift card would probably be a welcome gift. It’s easy to customize the gift by selecting a recipient’s favorite store or Amazon sells gift cards from $.50 – $2,000. And what can’t you buy on Amazon these days?

The holidays are meant to be joyful and fun . . . for everyone. I encourage you to take a step back, let go of some of the holiday guilt, and use a few shortcuts to give yourself the gift of time. You deserve it!

I’m Giving Up On My To Do List!

Let’s get this straight . . . I am not a quitter! When I start something, I almost always finish it. Recently, however, I’ve been stressing about some unfinished items on my “to do” list and it’s been weighing heavily on me. So rather than stress about it any more, I decided to just confront each of those items and determine: Worth Doing! or Just Give up!

Although my “to do” list is long and varied, I’ve listed three that might resonate with most of you:

The “must read” book: Several clients suggested I would love a particular self-help book. I appreciated their suggestion and eagerly started reading the book. Then stopped reading it. Then started again. Then stopped again. I’m on page 29 and it’s been nagging at me for over two months. Clearly the message isn’t resonating with me. Decision: Just Give Up!

Ramping up business marketing: On this one I’m a bit of a procrastinator. I know I need to do it, but there just hasn’t been an immediate need. I put this on my “to do” list in May. Clearly it’s not urgent, but it’s important: Decision: Worth Doing!

New Year’s Goals: It’s October. If my New Year’s goals (not resolutions) haven’t been important up to this point, they probably are not worth stressing over: Decision: Just Give Up!

I’m certain everyone has a “to do” list of things they must do, want to do, or are expected to do. When we put items on our lists, they were important at the time, but that doesn’t mean they are still important. Every “to do” list ebbs and flows: time and necessity are the drivers.

My suggestion is to take some time to determine if those “to do” items are guiding you to success or causing you too much stress. Whatever the outcome, it’s worth the exercise.

Already?! Preparing for Back-To-School

I’ve been seeing the commercials for quite some time, but it’s still hard to believe the kids will be heading back to school in just a few short weeks. Although I don’t have school-age children of my own any more, many of my clients do and they struggle with resetting from free-and-easy summer schedules to hectic back-to-school schedules. In no time at all, kids will be running here and there between school, sports, band practice, etc. “How do we manage it all?” is a frequent question I get from my clients.

Getting ready for the first day of school takes a ton of planning.

Did classes get registered for properly and does each child know where they are supposed to be for each period of the day?
Did appropriate clothes and supplies get purchased? (Most schools have a list of required supplies that I would suggest you use. Be sure to “shop at home” first, chances are you probably already own most of the supplies your kids will need.)
Have all necessary health requirements (physicals, vaccinations, etc.) been completed?
Has daily transportation been figured out?
What about after-school activities? Have sign-ups been completed and has the appropriate equipment been arranged for?

Once school starts, the logistics become really important. What child is going where when? Are there overlapping activities that require special transportation needs (carpool anyone?)? What nights will the family be together for dinner? What nights will eating on-the-run be necessary? Are there days when you will need to pack extra snacks for the time between school and evening activities?

It’s very important that our kids have the opportunity to engage in experience-expanding activities, but managing multiple kids and activities can be overwhelming! For that reason, time management frequently comes up as an issue for my clients and their children.

1. Sleep: How much sleep a child (or adult) needs is certainly personal, however there are some great guidelines by age. Lack of sleep significantly affects our cognitive processes and and cause many other health issues.

2. Breakfast/Getting Ready for School: When I’m working time management tasks with my clients, I always ask how long they think it takes them to get from out-of-bed to out-the-door. Most say “a half hour or so,” but when I ask them to track it on a daily basis for week or two, they find it’s more like 45 minutes to an hour. Starting the day 15 – 30 minutes behind schedule is incredibly stressful, so be sure you and your children plan enough time to get the day started off right. And be sure to build in time for a healthy breakfast. According to Healthy Eating “Students who eat breakfast have higher test scores than students who skip the morning meal.”

3. Non-negotiable family activities: Even during the busy school year, most of my clients require a family meal at least one mid-week and one weekend evening. This is a great time to reconnect and review schedules for the upcoming week.

4. Study time: Although it varies by child, there always seems to be a big chunk of study time that has to be figured into schedules. As assignments come up, the appropriate time needs to be allocated into a calendar (yes, I suggest that children who are old enough for after-school activities are old enough to utilize a calendar). Sometimes a great deal of the homework can be done over the weekends, but in my experience, some time every day needs to be dedicated to school tasks.

5. Free time: Yes, it may sound funny, but “schedule” free time. It’s critical to relax the brain and just have fun! Make sure there is time every week for doing nothing.

There are so many things to think about when we are launching our kids into the next school year. A few minutes of careful planning can save a lot of stress and headaches for a busy, on-the-go family!

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

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

Organize to Simplify

Providing organizing tips to help you get more out of life.

Category Archives: Uncategorized

Urgent vs Important

3 Quick Tips When It’s Time To Pack It Up

Not Another Tie! Better Gift Giving Ideas

I’m Giving Up On My To Do List!

Already?! Preparing for Back-To-School

Going on vacation? Then BE on vacation.

Are you ready to hit the road?

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

No New Year’s Resolutions For Me!

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

2015 “Top 10” Business Goals

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization