Tag Archives: making lists

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

What’s your ONE THING?

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

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

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

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

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

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

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

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

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

Cindy Jobs, COC, ACC

Looking for more information?

Click here for 15-minute organizing tips.

 

 

 

 

 

www.organizetosimplify.com

 

 

 

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

 

 

 

International Coach Federation

 

 

 

 

Professional Resource Member

 

 

 

Coach Approach for Organizers

 

 

 

 

Institute for Challenging Disorganization

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

Level II Specialist Certificates earned in Chronic Disorganization and ADHD

 

The power of mind mapping.

Sometimes making progress is really, really hard.  Even when we have a very clear idea of where we want to end up, we just can’t seem to make it through the decision-making and execution process.

Why is that?

  • There are too many options.
  • The scope is ambiguous.
  • We don’t know where to start.
  • Required chronology is uncertain.
  • We’re concerned we may forget important parts and pieces.

This, I’m certain, is just a partial list of what may run through our minds when we are contemplating a project.  Sometimes there are so many unanswered questions we just throw up our hands in frustration and don’t do anything.

When I’m stuck on a project, I use mind mapping.

What’s that?

A mind map is a great way to visually organize information.  Using the lightbulb image above as a guideline, start with the central concept.

Light bulb = Create Sales Trend Report.

The circles represent important parts and pieces of the project and process:

  • Scope
  • Stakeholders
  • Data gathering
  • Data delivery
  • Report criteria
  • Programming resources

Using the most basic of mind-mapping techniques can help generate ideas, visualize structure and process workflow, resulting in higher success and completion rates.

The cool thing about mind maps is that they can be used in any environment.  From occupational to personal, mind mapping is a great way to move from concept to completion.

Mind maps can take many forms.  Personally, I like to use the old-fashioned pencil-on-paper technique shown below.

Image source: Pinterest

Recently one of my more technically advanced clients suggested an open-source mind mapping called X-Mind, but a quick online· search resulted in a plethora of options, most with free trial options.  I’d suggest trying a few options to see what fits your personal style.

Stuck on a project?  Mind map it!

 

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

 

Step five. Step three. Step one. Nope.

I watched a sitcom the other day where one of the characters introduced the family to her new dog.  The look of confusion on their faces indicated having a dog made absolutely no sense.  But then she explained:

Step 5: She had a dog because .  . . .

Step 4: . . .  she was going to have a fenced yard.

Step 3: . . .  in the house that she was going to buy with her $50K paycheck.

Step 2: . . .  for being a surrogate.

Step 1: . . .  after passing her medical exam.

Some of you may have also watched this show and know exactly where this is headed.  This particular character had lept all the way to step five without ever passing through steps one through four.  Unfortunately, her plans fell apart at step one because she didn’t pass the medical exam.

How many times have we jumped all the way to the end of the process without working through the important steps along the way?  I know I have.  As a matter of fact,  I almost did it again just last week.

I heard that Google My Business is a great marketing venue.  I got very excited and started the process to create my Google My Business page.  But wait, I’m in the process of rebranding my business (new direction, new name, new client base, etc.).  How could I create Google My Business exposure without my new business name defined, my new website up and running, my rebranded logo, etc.   See what I almost did there?  I was too many steps down the path without having completed step number one . . . creating my new business identity.

Leaping over process happens with both my organizing and coaching clients on a regular basis.

My organizing clients rush out and purchase pretty bins and boxes before they know what they are keeping (purging is step one, containerizing is way down the line).

One of my coaching clients came to me with a big goal: quit my job and move to a foreign country.  Great, let’s move in that direction but don’t purchase an airline ticket before all the other pieces are in place.

What big goal are you working on that require multiple, necessary steps along the way?  How do you keep yourself from stepping over the important parts of the process?  Leaping to step five before completing steps one through four can be counter-productive, frustrating and a challenging use of resources.

If you need some help breaking those big projects down into manageable pieces, ask a respected colleague, friend, family member or any other support structure for some assistance.

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

 

Taxes stressing you out?

“Yikes! I’m not even close to getting my taxes done and so stressed out about it!”

Not surprisingly, this time of year creates a lot of stress and anxiety for people . . . . especially for those that may have some procrastination, organization and motivation challenges.

Generally speaking, taxes are frustrating, confusing, and sometimes moderately depressing.  Therefore, we tend to procrastinate when it comes to filing our taxes.  According to Wolf Tax, there are five general reasons we procrastinate when it comes to filing our taxes:

  • Excuses:   We can come up with lots of circumstances as to why we don’t do things, especially if the excuses are self-serving and other people around you are doing it too.  “Groupthink” anyone?
  • Thrill-Seeking:   Sometimes waiting until the last possible moment to do something gives us an emotional high.  Generally, this is a short-lived payoff.
  • No obvious penalty: There’s no penalty for dropping them off at the post office at 11:59 PM on April 15.  Why hurry?
  • Work better under pressure: Actually, people are less effective and more prone to make errors when working under pressure.
  • Perfectionism: Often referred to as “perfection paralysis.”  We don’t want to start a project because we fear the outcome may not be “perfect.”  Perfect stands in the way of progress.

Hopefully, you’ve already filed your taxes, received your refund, and none of what I’m presenting applies to you.  If so, nicely done!

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. You can 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 to recommend.  In addition, there may be some free tax preparation services available depending on your age and income. Search “free tax preparation services” and you will get a lot of
  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

  1. Create A Reusable File System To Track And Maintain Tax Documents: Once you’ve gathered all your documents, create a simple filing system (it may only be two file folders or envelopes) that will allow you to repeat this process year-after-year (generally tax documentation requirements will be the same from year-to-year unless there are major life changes).

Envelope #1 Current Year Taxes:  This envelope will contain a checklist of all the documents that were required to file the current years’ taxes, plus all backup documentation.

Envelope #2 Next Year Taxes: This envelope will contain the checklist of documents you need to gather for the next year’s tax cycle.  Using this previously-created and tax preparer-approved form will make it easier to ensure you have all the documentation you need for simple tax preparation come year end.

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

Filing taxes isn’t always fun and rewarding, but the consequences of not filing (or not filing on time) can be expensive and stressful.  Don’t procrastinate.

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

 

 

 

 

 

 

 

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.

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

Organize to Simplify RGB www.organizetosimplify.com

Member Color - WebNational Association of Professional Organizers, Seattle Chapter President
 ICD_LogoTag_Horz_72 websiteCertified Premium Subscriber, Institute for Challenging Disorganization

Organize in 15 Minutes or Less

ImageTop Ten 15 Minute Organizing Options

Organizing doesn’t have to be incredibly time consuming. Little organizing successes can bring great rewards and not take much time at all!  Here are my top 10 super-fast organizing tasks, each of which can be done in 15 minutes or less.

1. Create a calendar:

  • Find a calendar that fits your needs:  wall calendar, day planner, customized spreadsheet, phone app, etc. Whatever works for YOU!  It doesn’t matter what your friend/mother/sister/boyfriend uses.  Find the one that fits your lifestyle.
  • Fill in obligations for the month.
  • Create an area to document tasks to get done during the month.
  • Categorize tasks by A/B/C priority.
  • Check/update calendar on a daily basis.

2.  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 much as possible.

3. Clean one shelf in the refrigerator/pantry/medicine cabinet:

  • Take everything out.
  • Check expiration dates; throw out anything past expiration date. Going forward, write the date on products as you open them.
  • Categorize items by function: condiments, snacks, salad dressings, etc.
  • Thoroughly clean the shelf.
  • Containerize like items together much as possible.

4. Create a mail station:

  • Mail station should be wherever you are comfortable opening the mail.
  • Put a recycle bin and shredder as close to the mail station as possible.
  • Create an area to put items that need further work: bills to pay; invitations to respond to; filing, etc.
  • Ongoing: Place any important dates on your calendar.
  • Ongoing: Unsubscribe from unwanted catalogs or direct mail items.

5. Purse:

  • Take everything out.
  • Vacuum out the inside; wipe the outside down with appropriate cleaning agent (vinyl can tolerate antiseptic wipes).
  • Reorganize by function: sunglasses/reading glasses in one section; small cosmetic bag in another; wallet in another. If the purse doesn’t have sections, consider investing in a purse organizer.
  • Make a list of everything in the purse.
  • Scan front/back of important cards in case purse is lost/stolen.

 6. Car interior:

  • Remove all the garbage.
  • Wipe down surfaces with a Swiffer® or soft rag and mild detergent.
  • 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)

7. Create emergency kits:

  • Check for dealer supplied items already stored in the vehicle.
  • Find appropriately sized containers.
  • 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: first aid kit, flat tire repair kit, flares, jumper cables, etc.
  • Create a list of items in each kit and check semi-annually.

8. Meal Planning:

  • 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 master shopping list (Linda’s suggestion: Amazon Subscribe and Save).

9. Clean out the linen closet:

  • Take everything out.
  • Sort by function: sheets, towels, etc.
  • Detail sort by sheet/towel size.
  • Donate any items not.
  • Designate shelf by function if possible; label if possible.

10. Create a regular household “to do” list:

  • Make a list of tasks you perform on a regular basis.
  • Consult with others in the home that perform regular maintenance and include their items on the list also.
  • Separate them by frequency: weekly, monthly, quarterly, semi-annually, etc.
  • Create a spreadsheet or other document capturing regular tasks.
  • Review list weekly.

See, organizing doesn’t have to be difficult or time consuming.  You will be amazed at how much better you will feel, not to mention motivated to do more, after just a few minutes of organizing