Get Organized Now! Weblog

Scheduling in Time for the Unexpected

Yesterday, I had lots of tasks and projects on my To Do list that I was working on diligently, until 11:30 a.m. or so. That's when I got a call from my daughter's school telling me Amanda had a bad tummy ache. So, of course I dropped everything, drove to her school and ended up bringing her home with me, where I comforted her with a heating pad, a little club soda, and some plain crackers until she felt better. It turned out to be nothing serious, thankfully, and she's back in school today.

So today's list is basically double in size--all of today's work, plus yesterday's work that never was completed. But that's just how it goes sometimes, and flexibility is critical. For this very reason, I always keep my schedule on Fridays very light, with plenty of room for catch-up work.

When adding tasks and events to your schedule for the week, always pad with plenty of time for unexpected things that may come up. This way, you won't feel like you're drowning in work if you or another family member is feeling under the weather, or a situation arises, or if your computer decides to act up without warning.

A big part of being organized is preparing for times like these. If nothing occurs and you have lots of extra time, great! You can use that time to get a head start on next week's work, or to do something fun and relaxing. If something does come up, you'll be able to still get those things done without the pain.

Do you have any time to breathe?

"Maria, after reading your biography, I was discouraged.
You're just one of those super women always running from one activity to the next with no time to breathe. I mean, you don't even have a second to do absolutely nothing. You don't take any time to smell the roses."

This is just a brief--and nicer--summary of a comment I received recently. Wow, this person doesn't know how far off base she is! How unfortunate that she doesn't really get what it means to be organized.

Twiddling my thumbs?
I'm not even sure what this woman means by "doing nothing." Does she mean meditating? Staring at a wall? Sleeping the morning away? Twiddling my thumbs?

As a matter of fact, you wouldn't believe how much free time I have for my family, my friends and myself BECAUSE I'm organized. If I wasn't, I would just have stress and frustration. There would be no time for peace and enjoyment at all.

Yesterday, I sat outside on the deck just enjoying the sunshine (YES, we're getting unusually warm weather in Wisconsin for November), and the day before I smiled as I watched my daughter running around in the fallen fall leaves. Is that doing nothing? If so, I do a lot of it.

What does it mean to be organized?
Contrary to this person's thinking, being organized doesn't mean your entire day is jam-packed with tasks, appointments, errands and activities.

It doesn't mean you're running from one activity to the next--I never run for anything, as my husband will attest. He is always ten paces ahead waiting for me!

It doesn't mean you don't have time to breathe--I breathe all the time...without any problem. Being organized is not about living on a never-ending treadmill of things to do.

We all have tasks to do each day in our home life as well as our work life. We can't just blow these off, without serious consequences.

The bottom line . . .
Being organized is "finding everything you need when you need it, and getting everything done when it's due." Why is that so important? Because being organized allows you to cut the clutter, clear your mind of stress and chaos, and free your schedule so you have plenty of available time to enjoy your life, whether you choose to spend that time doing "something" or "nothing at all." It's your choice.

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Utterly Amazing Organizing Statistics

Wondering if getting organized is worth your time? Here are some utterly amazing statistics. You make the call.

* People spend, on average, 6 minutes looking for their keys in the morning.

* Due to clutter, 25% of people with two-car garages can't park any cars in there and 32% can park only one.

* Women with shoe racks were seven more times likely to be on time for work than women without shoe racks.

* 80% of what we keep we never use.

* We wear 20 per cent of the clothes we own, 80 per cent of the time. The rest hangs there, just in case.

* 80 per cent of what we file never gets looked at again!

* Your four-drawer file cabinet, when full, holds 18,000 pages.

* Getting rid of clutter eliminates 40 per cent of housework in an average home.

* Married men were four times more likely to leave their pajamas on the floor in the morning compared to single men.

* 23% of adults say they pay bills late (and thus incur fees) because they lose them.

* Eighty per cent of the clutter in homes is a result of disorganization, not lack of space.

(Resource: Survey results from Ikea and the National Association of Professional Organizers)

Are You 'Waiting' Productively?

In each day, there are always stretches of waiting time, whether you're waiting in a doctor's office, waiting for a pot of water to boil, or waiting for your child's ballet classes to end.

As I'm writing this blog post today, I'm waiting for my daughter's 2-hour dance camp to end.

Sometimes when I'm waiting, I enjoy just sitting back and enjoying a few moments of quiet, rest and relaxation. Other times, like now, I'm using that 'free' time to get things accomplished.

No matter where I am, I always have tasks and projects on hand that I can work on whenever the opportunity arises.

Today, I'm updating my web site, newsletter and blog from Stone Creek Coffee, where they offer free Wi-Fi access. Using the Go To My PC service, I can work just as I would if I were sitting in front of my work computer.

I managed to find this Wi-Fi 'Hotspot' by searching for Wi-Fi Hotspots on Google. There were approximately 6 choices within 5 miles of my daughter's dance studio that were no charge.

In addition to my laptop, I also have my new Martha Stewart Food Magazine. If I finish my work tasks and still have time, I'll be able to browse that magazine for a recipe or two that I can make for dinner this week.

Another possibility is using my laptop, along with the Wi-Fi connection, to check posts on Facebook or Twitter. I can even access my email and respond accordingly.

In some instances, Wi-Fi access is not available. Sometimes, for example, when sitting in a doctor's office, I may use my laptop in offline mode to simply write a letter or draft a report.

If I'm not in the mood for computer work, I may write a thank you note (I keep several blanks in my waiting bag), or run some errands, catch up on some reading, or perhaps even call a friend or business associate if I'm in an area that won't be disturbing to others--like a public park.

Again, sometimes it's nice to just relax and do nothing. You certainly have that option if you wish. However, if you're the type of person that likes to be fairly productive, planning ahead for moments of waiting time will gain you hidden time throughout the day to get things done.

Good Things Are Often Planned

I once saw a segment on a news program about a man who was involved in a boating accident--he was hit by a whale and his boat was sunk. This man was forced to survive alone at sea until he could be rescued.

Normally, when people are put into this situation, they can't last for more than 14 days maximum, without food or water. The record anyone has survived at sea alone, was approximately 35 days.

But, before this man went out to sea, he really had his thinking cap on. He made it a point to hope for the best, but at the same time, prepare for the worst.

He brought a water desalinization kit--you can't drink salt water, and this piece of equipment makes salt water drinkable. He also brought 2 flare guns and 22 flares in a Tupperware container. He carried along a fishing spear gun, so he could catch fish to eat. In addition, he packed emergency food rations.

And of course, the biggest piece of equipment that he took with him, was a life-saving raft with a canopy to shield him from the sun, as well as supplies to patch any rips or tears in the raft. Oh yes, and he carried along a book titled, 'Surviving at Sea.' There were probably other things, but that's all I can remember.

Talk about being organized. Because of his planning and organization, he lasted a record 78 days--that's double the previous survival record.

As it turned out, he needed every single thing he brought. All of these supplies and equipment kept this man alive.

He was able to read through his book to determine how best to stay alive. He was able to catch fish and shoot his flares to get the attention of passing boats. He was able to eat, and to drink. He was able to shield himself from the sun.

At one point, his spear gun shot a hole through the bottom of his raft and he began to sink. If not for his patch supplies, he would have been a goner.

Finally, after 78 days at sea and drifting thousands of miles, he was saved by some fisherman in a small fishing boat. He survived.

This story really drives home the point of why preparation is so important in our everyday lives--even a matter of life and death in some cases.

Of course, this story doesn't only apply to life and death situations. By planning ahead--being organized--you are helping to guarantee a better tomorrow.

Remember, good things are often planned. Bad things happen on their own.

But, Planning is No Fun

As I was chatting with a new friend the other day, she asked me what I did for a living. When I told her I helped others get organized, she said, 'Oh, I don't have time for that planning stuff...it's just not fun. I'm a spontaneous person.' She then spent the remainder of the conversation telling me how she can't get anything done, that her house looks like a tornado went through it and that she's always exhausted from running around to and fro.

In her mind, she feels that planning is not fun. So, she doesn't plan. In the meantime, she chronically complains at the problems that could be resolved--if only for a little bit of planning.

Did you know that planning can actually help to make your life more fun and enjoyable? I can't imagine I'd have as much 'play time' as I do, without planning out my schedule.

When I plan my schedule for the week, I actually schedule in time for fun. No, I don't plan exactly what fun thing I'm going to be doing every single time. However, when I land on a 'play time hour' on my schedule, I can pick and choose whether I lounge in the backyard reading a book, go to the park and run around with my daughter or work on my latest scrapbook or sewing project.

By planning my cleaning and organizing schedule ahead of time, I spend no time doing things I don't like to do, such as searching for a lost bill, duplicating work or picking up laundry strewn about.

When I plan, I'm also anticipating possible problems. For instance, instead of expecting my daughter to not follow her chore schedule, I think ahead and reward her even better for remembering to follow her chore schedule on her own. This works out to my benefit, as most of the time, she does her chores without being asked. And I'm not always caught up in a struggle to get her to do it.

When my husband and I plan vacations, we make dinner reservations ahead of time, so we're not wasting time standing in line. We check restaurants, event locations, hotels, etc. before we go, so we're not there at the busiest time, when something is closing or caught without something we might need at that particular place. This ensures less sidetrips to Walgreens for forgotten toiletries and less 'I don't like anything on the menu' proclamations because we didn't bother to spend a few minutes checking out a restaurant's web site.

Planning allows for spontaneity. Even though I have a schedule that I abide by 95% of the time, I do allow for flexibility. I may not do a project or two at the time I originally scheduled if something comes up unexpectedly. Of course, I then re-schedule that project--and I can easily do so because I planned ahead to ensure my schedule wasn't jam-packed and that there was time for this sort of flexibility in the first place.

It's because of planning, that I've been able to reach my goals. It's because of planning, that I'm able to strive for new goals that I know I will accomplish. For me, planning is a way of life--and I wouldn't want it any other way. For me, planning IS fun.

Have a Plan for Waiting Time

After I drop my daughter off at school, I've been going to morning workout class at a local fitness center. In the past, it worked out well because drop off time was 8:00am and the class (a 5 minute drive away) started at 8:15am--no waiting time.

The class time recently changed and it now starts at 8:25am, so that leaves at least 20 minutes of sitting in the car waiting for the class to start.

To ensure those 20 minutes waiting are productive, I always have either reading material or a writing project with me.

This morning, during those 20 minutes, I managed to write a rough draft of an article for a magazine. After my workout, I was able to shower, get dressed, and polish up the article in no time at all.

Of course, waiting time could be used as needed--for work reasons, to write a note to a family member, to make out some checks for bills or to simply take some quiet time to think. The key is having a plan for this time, so that you have a notebook, reading material, stationery, pen, etc. with you for whatever you wish to do.

Waiting time can be productive after all!

So and So is Dropping By (PART THREE): How to Make Your Home Halfway Presentable

So far, I've written 2 articles in this 3-part article series. The first article I wrote under this title was ideas for those days when you get a phone call from someone who plans to stop by in the next few minutes. The second was ideas for those days when you need to get things together for dinner guests. Today's article, the final in this series, is for those days when you need to get things together for overnight guests. Here goes . . .

1. Absolute Basics - You have 5 minutes to straighten up!

A. Get rid of toothpaste and soap stains in the guest bathroom. Clean hair out of shower drains.

B. Make the beds, especially the one in the guest room!

C. Be sure your guests have space in the guest room closet and guest room dresser. Empty your stored clothing out of it if necessary and put in your bedroom closet, or a suitcase, until your guests leave.

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2. Slightly More Ambitious - Your guests will arrive in an hour!

A. Launder bath towels and bath mats. Then, be sure you put enough in the guest bathroom for when everyone arrives. Add some special soaps and lotions to the bathroom countertop, and they'll be really impressed!

B. Give the guest room a quick dusting and vacuuming. Put pretty, fresh linens on the bed, and spritz some lavendar spray around the room.

C. Get your spouse to take the kids outside to play, so you can focus on clearing the clutter--without your kids putting it right back. Wow, imagine what you can do in a whole hour, without the kids (or your spouse) destroying your efforts!

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3. Catalog Worthy (These tasks don't take much time, but will impress the heck out of your guests.)

A. Place a small basket or dish on your guests' bedroom nightstands. Add some wrapped chocolate, a sleep mask and a packet of fancy tissues for their evening comfort.

B. Bake some cookies or bread--it could be the simple boxed stuff that you mix and bake. Your house will smell delicious!

C. Pick up some fresh flowers and add them to the guest room, along with some fresh fruit and an ice bucket filled with ice, bottled water and some fancy fruit juices or iced teas.

So and So is Dropping By (PART TWO): How to Make Your Home Halfway Presentable

The last article I wrote under this title was ideas for those days when you get a phone call from someone who plans to stop by in the next few minutes. Today's article is for those days when you need to get things together for dinner guests. Here goes . . .

1. Absolute Basics - You have 5 minutes to straighten up!

A. Remove cob webs from wall corners. You woudn't want your guests to think they're eating in a Haunted House!

B. Pick up any dirty laundry and put it in the laundry room.

C. Make dinner reservations and get everyone out of your house as quickly as possible. If your house is chaotic, your guests will appreciate you leading them outside.

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2. Slightly More Ambitious - Your guests will arrive in an hour!

A. Forget your house--look at yourself! Fix your hair and makeup. Put on a pretty outfit. Let's face it--you have kids. Your guests won't expect your house to be perfect.

B. Clear off all surfaces, like coffee tables and side tables. They're likely filled with magazines you can recycle and mail you haven't plowed through yet. Put these in a spot in which they won't be seen.

C. Empty the dishwasher and put the clean contents back into the cabinets. As you have dirty dishes this evening, you'll have a place to stash them.

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3. Catalog Worthy (These tasks don't take much time, but will impress the heck out of your guests.)

A. Add a table cloth or pretty placemats to the dining table. Put cloth napkins in napkin rings. Wow--cloth napkins--what a concept!

B. Fluff up the pillows in the living room, put out some pretty coasters and clear any clutter off the sofa and chairs. At least your guests will have someplace to sit and relax after your meal.

C. Call a babysitter to watch your kids for a few hours. Your guests can see the kids when they first arrive, but will not have to speak baby-talk for the entire evening!

School is Right Around the Corner

As usual, the summer just flew right by -- whoosh! Our daughter, Amanda, is starting school right after Labor Day. She's looking forward to it. Although I loved having her at home all summer, it will be nice for her to be back with her teachers and friends, and I'll be able to get some very focused work done.

To start the school year off on an organized foot, I've done 3 things . . .

1) I already purchased all of Amanda's school supplies and school clothes. Since she's only 4, everything is labeled with her name to make it easier for Amanda, and her teachers, to identify what is hers.

2) I made a list of projects I will be working on during those quiet school hours and I'm looking forward to tackling them one by one.

3) My husband and I already designated a quiet place and a scheduled hour for after-school projects, signing permission slips, reading school mail, etc. and we'll switch between the both of us to assist her as needed.

This weekend, I plan to come up with a list of 10 quick breakfast ideas, so we can get out of the house and off to school in the morning in a snap!