Tag Archives: delegate

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

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

 

 

5 Simple Ways to De-Stress the Holidays

Well, the holidays are officially off and running.  It’s that time of year when many people compare their lives to Rockwell paintings, Martha Stewart magazines, and the social lives of the Kardashian’s.

Rather than the unbridled joy that these images may present, I hear a lot of stress-related concerns from my clients. They are stressed about not having enough time to fit “it all” in.  They are concerned about not being able to create the Rockwell image of the holiday and disappointing their family and friends when it comes to gift-giving and holiday event scheduling.    All of this stress provides the perfect opportunity to have a conversation about what “it all” means and if “it all” is bringing joy to the holiday season or just layering on undue stress.

I encourage my clients to take a few minutes and review priorities to see if the importance of some things may have shifted.  Here are some great places to start:

  1. Be realistic about holiday expectations.  Try not to hold yourself to the Rockwell and Martha Stewart standards (don’t even get me started on Pinterest).  As much as I love outside images for inspiration, it is almost impossible to have our homes and meals live up to the standards presented by professional stylists and photographers.
  2. Edit your schedule.  Do you really need to accept every invitation that comes your way?  No.  Some events may be non-negotiable, like the company holiday party.  That one you should probably attend.  There may be others you can edit out.  For example, do you really need to attend the Book Club mixer on Thursday, when you already are committed the company party on Friday and your child’s holiday recital on Saturday?  Something has to give.  So, when you receive an invitation, ask yourself if this is “must do” and if so put it on the calendar.  If you receive an invitation you aren’t psyched about and the event just feels like an obligation, possibly a polite “no, but thank you for the invitation” may be the correct way to go.
  3. Whenever possible, stick to your routine.  During the holidays, some of us tend to eat too much, drink too much, not exercise, and certainly not get enough sleep.  Neglecting our own personal care causes us to get run down, cranky and possibly sick. It certainly is okay to eat a little differently, have a glass of wine when you may not normally, and stay up a little later than you typically would, but remember “everything in moderation.”
  4. Abandon what’s not important. For many, the holidays are all about tradition.  Well, sometimes our traditions just don’t make sense for the way we currently live our lives.  Does taking the day to press cider and cut down a tree in the forest still bring you joy?  If so, go for it.  If not, let it go.  Are the time, energy, and money spent on gathering items for Santa stockings important to your 17, 21, and 24-year olds?  If so, do it.  If not, let the stocking process go.  Spend that time doing something you truly enjoy.
  5. Ask for and accept some help.  We don’t need to do it all ourselves!  In general, people enjoy being a part of the process and feel a sense of contribution.  Instead of taking on the entire responsibility for huge, festive dinners, make them potluck.  Ask family members to help wrap packages.  Delegate grocery shopping.  Just because we’ve done it all in the past, doesn’t mean we need to continue to do it all ourselves.

The holidays are meant to be joyful and fun for everyone.   Starting with you.

Cindy Jobs

www.organizetosimplify.com

National Association of Productivity & Organizing Professionals, Seattle Chapter
National Association of Professional Organizers, Seattle Chapter President
ICD_LogoTag_Horz_72 website
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.

 

Coach Approach for Organizers
Graduate of the Comprehensive Training Program: Coaching Essentials; Strengths-Based Coaching; Brain-Based Coaching; Life and ADHD Coaching; and Organizer Coach Integration
Graduate-level training: Body-Based Coaching; ADHD Coaching Competencies

Five Quick Tips to De-Stress the Holidays

Happy HolidaysFor many of us, Thanksgiving kicks off the busy and potentially stressful holiday season . . . that time of year when many people compare their lives to beautiful, perfect Rockwell and Better Homes and Garden images.

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 “it all” 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 figure out the best way to give themselves the most precious gift of all . . . time with their family and friends!  Here are some great places to start:

  1. Forget perfection.  Try not to hold yourself to the Rockwell and Better Homes and Gardens standards (don’t even get me started on Pinterest).  As much as I love outside images for inspiration, it is almost impossible to have our homes and meals live up to the standards presented by professional stylists and photographers.
  2. Edit your schedule.  Do you really need to accept every invitation that comes your way?  Probably not.  Some events may be non-negotiable, like the company holiday party.  When you receive an invitation, ask yourself if you are excited to go or just feel an obligation. If it just feels like an obligation, ask yourself what the worst thing that could happen if you don’t go.  Are you comfortable with that?  If so, a polite “no, but thank you for the invitation” may be the correct way to go.
  3. Whenever possible, stick to your routine.  During the holidays, some of us tend to eat too much, drink too much, not exercise, and certainly not get enough sleep.  Neglecting our own personal care causes us to get run down, cranky, and possibly sick.
  4. Abandon what’s not important. For many, the holidays are all about tradition.  Well, sometimes our traditions just don’t make sense for the way we currently live our lives.  Does taking the day to press cider and cut down a tree in the forest still bring you joy?  If so, go for it.  If not, let it go.  Spend that time doing something you truly enjoy.
  5. Ask for and accept some help.  We don’t need to do it all ourselves!  In general, people enjoy being a part of the process and feel a sense of contribution.  Instead of taking on the entire responsibility for huge, festive dinners, make them potluck.  Ask  family members to help wrap packages.  Delegate grocery shopping.  Just because we’ve done it all in the past, doesn’t mean we need to in the future.

The holidays are meant to be joyful and fun for everyone.   Starting with you.

2015 “Top 10” Business Goals

10As 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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. 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

Organize to Simplify RGB www.organizetosimplify.com

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