Balancing the Tires of Organization

Maximize closet storage with Freedom Rail adjustable shelves

We all know the feeling…the wobbling, shaking vibration that happens when our tires get out of balance. The bumps in the road, hazards along the way, normal wear and tear cause problems for our automobiles. If left uncorrected, problems will certainly occur as these tires are wearing unevenly. It reduces their lifespan. It is not a one-time fix, but instead, something that has to happen routinely, based on use. Regardless of the amount of time that transpires, it boils down to how much they are used. In other words, every 6000 miles we must stop to maintain, in order to keep them running properly. Essentially, the more we use them, the more we must maintain them.

In our lives, we must seek to maintain our proper balance as well. Organization is not a one-time fix either. It requires regular maintenance schedules, depending on the amount of use. Our four tires that move us daily require a regular balancing, such as housecleaning, laundry, food and paperwork. We mess up the house, wear clothes, eat food and receive paperwork on a daily basis and will quickly see the effects on our home if left unbalanced. It cannot be something we attend to occasionally. Daily disciplines are necessary to establish a well-balanced management system for these household activities.

Are your systems well-calibrated? Improve your drive through life and keep yourself from running off the road to organization by rebalancing these daily tires.

Making the icons wiggle

I have just added some new apps on my iPhone and I have to say my favorite part is getting to reorganize my iPhone layout. By holding down my finger on the screen, I release the lock on their location and now I can move them around. How cool is it when all the icons start to wiggle? It’s like they are jumping for joy about getting to switch places with each other.

Kinda reminds me of elementary school when the teacher announced it was time to rearrange the seating chart! All of us would start to wiggle, hoping we would get to move by the window, or next to the new kid, or away from the teacher’s desk! It was an exciting time to get to try something new.

It’s like these little icons are dancing too, wondering what new place they will land. Change doesn’t always have to be scary…if you think of it as a new adventure.

Organizing your stuff, whether it be icons on your iPhone, shoes in a closet or files in a drawer can be a time of excitement too. Picture all the stuff starting to wiggle, wondering which new place it will land. As you sort through it all, you find an arrangement that seems to make it better. Try it out for a few weeks, and if doesn’t work, just make it all wiggle again! That’s the fun of organizing after all!

Purge The Paper!

Lisa Phillips: Director and Corporate Organizer, ASO Training

A few years ago with the popularity of home computers, there was talk that we would go to a “paperless society”. While the paper factory shrieked with horror, the truth is that we have created more paper than ever before. Look around! You have paper everywhere….from newspapers, to the ever-ending stacks of mail, and to the thousands of sheets we print from the computer. E-books are the craze, but who wants to sit at their computer to read 100 pages? Doesn’t it make sense to print it out to read later? The invention of ‘Post-it Notes’ now has us sticking paper everywhere from the car dashboard, on a co-worker’s desk, and tucked inside our planners.

When employees were asked what would they like to see changed in their office environment, the ‘paper overwhelm’ was number one on the list. Let’s look at ways to dig ourselves out from under the mounds while staying on top of the stack before we lose all oxygen!

• Have one central location where all the paper enters your office and home.
• Decide immediately what action needs to be taken…discard, delegate, take immediate action, file for reference, or file for follow-up. Then do it!
• Set up a filing system that makes sense to you. Don’t over-analyze the categories. Make sure that others can figure out how you think in order to find something. You may want to use different colors of labels and files for ease in finding documents.
• When deciding what to keep, ask yourself these 5 questions:
  • What is the worst thing that could happen if I threw this away?
  • Could I get another copy if I ever need it again?
  • Can someone else handle this task, thus relieving you of the paper?
  • Will you really read or act on this?
  • Is this information current or out of date?

These same principles can be related to your email box as well. Discard means “delete’, delegate means ‘forward’, take immediate action means ‘reply’, file for reference means ‘move to a folder’ you have created, and file for follow-up means ‘leave it on your screen’. If you have any “white screen” in your inbox, then I would say you are handling your email pretty well! Three simple things to remember:

1. Decide what action needs to take place
2. Direct the paper to the appropriate place
3. Maintain the habit every day

Now breathe….purging paper has never been easier!

How Can It Be Clutter When It Is Just So Cute?

Lisa Phillips: Director and Corporate Organizer, ASO Training

With the end of school comes an influx of papers…papers that have been stored or hanging since the leaves were red and gold. Anything and everything that your child has drawn, cut or colored is now in a pile staring at you…one cuter than another! While a 13 gallon plastic tub may seem like the perfect place to keep every ladybug, self portrait or turkey made with their tiny little hands as feathers, you probably realize that with multiple children and 12 years of school—you will need an entire garage to store the artwork that you just can’t seem to let go. After all, they are only in 2nd grade once, their teacher was so creative, and you see such potential for them to pursue a life as an artist…how could you not keep the yarn dolls, the construction paper ropes, and the macaroni necklaces? As hard as it might seem, there is a method to preserving your favorites and theirs!

At the beginning of each school year, designate a plastic bin for each child to keep every piece of artwork that comes home. With the younger years—it is hard to decide when it is something the child has just created, so best to keep it all. Making decisions on what to keep or toss will be easier when some time has passed and you can see it all together.

A hard fast rule—anything with food on it—out it goes! (Cheerios eyes, candy corn noses, pasta jewelry, etc) It won’t be so cute when the bugs come to visit! Another criteria may be anything with natural materials; nuts, leaves, twigs, which do not stand the test of time. Extra large pieces also do not store well so take that into consideration.

Look at pieces that will hold a memory—their hand drawings, their first number book, pictures where they have written their thoughts (“I love my mommy because….). These definitely go in the “keep” pile!

Distinguish between pictures they drew themselves versus a “color in the lines”. Keep the “one of a kind masterpiece” and let loose of the xeroxed Santa Claus. Further reduce the amount by picking your favorites and letting the child pick theirs. Remember, what might hold a special memory for you may mean nothing to them!

Technology and trends bring many different options in creating keepsakes. Think of “scrap booking” some of the favorite pieces. Consider taking a digital picture of the artwork then having these pictures made into a bound hardcover book…one for each year! Framed pieces make terrific grandparent gifts that will be treasured forever.

Just like going through piles of pictures to bring back memories, your child’s drawings will make you remember the “good ole days” when everything they did was so cute! Hang on to that thought as the teenage years approach—when the difference between “clutter” and “cute” isn’t quite as blurred!

Connect the Cards – FREE WORKSHOP

Are you ready to stop “collecting” business cards and start “connecting” to others? Learn simple systems to get organized and follow-up with the businesses you are networking with!

Connect The Cards Free Workshop, brought to you by ASO Training!

Monday, June 22, 11:30 – 1:opt, Carino’s Italian Restaurant-Patton Creek. $13 inclusive lunch, pay at the door.

Must register at lisa@allspacedout.biz or call 621-7717.

Choose Wisely What You Will Store

by Kim Sumpter, CPO®

During a recent conversation, I was reminded of the contrast between military and civilian families, specifically about how little they “need” to survive. All their worldly possessions will fit in a foot locker at the end of their bunk. Growing up with a life of frequent moves will force you to purge regularly and prevent accumulating too much.

It has happened to many of us – we settle down, live in one house for 30 years and fill it up. Years ago, a client told me she was going to move – that is, move everything into her FRONT YARD. Then, move back into her house the stuff she needed and have a yard sale with what was left outside. The funny thing to me is this is what they do on TV now – she was ahead of her time!

How true it is that the longer we stay someplace, the more we accumulate. Moving day is a time of cleaning out – the more we have, the more we have to move. Moving also reveals the volume we keep – it can be very eye-opening.

We all have too much; even the organized need to evaluate. It’s been a while since I’ve moved. Last year, my husband surprised me with a birthday present I had requested – a session with a fashion stylist. It was a real-life version of What Not to Wear in my own closet. My husband would hear me saying, “I have nothing to wear” with a closet full of clothes! I realize now I really should have been saying, “I have nothing I want to wear!”

I knew I had clothes I didn’t wear, but it was difficult to determine what I should keep. Having a professional tell me something was out of style and never coming back made it easy to discard those items just taking up valuable space.

It taught me how to make good decisions about the pieces I do keep. If we store only what we will wear or use, we won’t keep as much. Pareto’s Principle tells us we wear 20% of our wardrobe 80% of the time. So, if we aren’t wearing the 80% in our closet, why do we keep it?

I did – because I didn’t know what to wear and that is what I had. Besides, something was better than nothing, which was never an option! However, now I am able to make wise choices as I purchase.

So, imagine yourself a military family, just receiving a transfer – could you pick up and move? How much are you storing? Anything you don’t wear or use? How much do you “need” to survive?

Choose today what you will store, and choose wisely.

“Simplify Your Stress”

Lisa Phillips, ASO Training Director and Corporate Organizer

It’s true—‘simplify’ and ‘stress’ can occupy the same thought! We know that stress can have ill effects on our attitudes, health, and productivity. We know that simplifying our lives takes effort, energy, and persistence. On a scale of 1 – 10, with ‘positive’ being lower…isn’t it safe to say that “stress” tips the scale towards the higher end and “simplify” can be found in the lower side of the scale? So in this case…”opposites do attract”! Think a new thought and see how these two words complement each other and that many times you can’t have one without the other!
Think of something that causes you stress. You probably feel like you can’t get it all done, you develop an “overwhelm” anxiety, or even question “where do I begin?” Now begin to pull the layers back until you get to the root of the stress/problem. Chances are in any stressful situation there are two reasons why stress has built up. Lack of systems and poor planning.
Take a good look at your systems. If you are dealing with an ever-ending pile of papers—determine what systems do you have in place for purging, organizing and filing those papers? Is your system outdated, broken or just not being utilized? By creating a ‘system’ to efficiently handle the different files needed—you can eliminate the stress of not being able to find a document or the frustration of the “piles” overtaking your work space. (An excellent filing system is “Freedom Filer”…please contact me to find out how this simple system can turn unorganized piles into streamlined files!)
We can feel stressed because we are too tired, we had to work late, last minute situations arose, the kids got sick and forced plans to be changed, etc. However if you continue to pull the layers away and get down to the root—I bet you will find poor planning is the common denominator of all evil!
Whether you are facing your day, a project, or scheduling your month, planning is not optional. When looking at your goals, tasks, and thoughts you must step away from the chaos of your life. Move out of your office or home to plan. Go to an empty office, coffee shop, or park…anywhere to free yourself of the distractions of email, telephone, children, etc. This simple step will give you back control. Plan 6 – 8 weeks in advance; this allows you to live up to your values and to not live a life based on reaction.
So next time you feel your shoulders tighten, ask yourself if better systems and planning could have eased the tension you feel. Oil and vinegar, salt and pepper, stress and simplify. One without the other is flat. But together—what a powerful combination!

Spring Weeding

by Kim Sumpter, CPO®

Spring cleaning the yard requires the annual trimming of the lantana and made me think about how spring is all about renewal, much the same as organizing.

Ready to trim and purge

The same lantana flowers that were once bright, yellow cheer are now dull, brown and dead. Isn’t that what happens to our stuff? It ages over time and is no longer something we want to keep around. Last summer, butterflies were all over the lantana, attracted to the gorgeous blooms. But, no longer. It attracts nothing.

By cutting it back, the new growth can develop and in a few weeks, these ugly sticks will be bursting with those same bright, cheerful blooms again. With organizing, we remove those pieces that have lost their “life”, and in so doing, we make room for new things, such as recent purchases or better ideas.

Cutting back the old

By decluttering a space, we literally are removing the clutter which allows creativity to develop.

It is very difficult to have a great imagination if you can’t even think in a space. If our homes or offices are so full of junk, clutter, stuff, (whatever you call it!), then we will not have room for ideas, projects, productivity to occur. We have to WEED it out, purging those things that are no longer beautiful.

Butterfly on Lantana

Clutter has the same effect as those dead pieces we trimmed off the plants. If a room is full of clutter, we will no longer be attracted to spend time in that space. Just like the butterflies, we will fly on by it, which in the case of clutter only makes it worse.

So, get those clippers out and trim away some of the old to make room for the new and start attracting good things again!

Seasonal Swap

Lisa Phillips, ASO Productivity Trainer

Often our interesting weather of ‘cold one day and hot the next’ can confuse us to when we should rotate the clothes and shoes in our closets. Today—warm weather is peeking at us so now is the time to sort, sell, store and switch our wardrobe! It is a proven fact that we wear 20% of the clothes in our closet 80% of the time. So let’s begin to switch out and send ‘out’ the things that don’t fit, aren’t in style, or don’t go with anything we like!

1. Start by evaluating every piece in your closet and ask: Do I like this? Did I wear it? Is this a transitional piece—meaning can I wear it no matter the weather—jeans, wool pants, shorts, twill slacks? What can stay in your closet year round and what needs to be moved out due to the temperature?

2. Try it on! Discard unwanted items by giving them away, donating to charity, consignment shop, or trash can!

Flocked Hangers

3. Invest in good hangers. “Flocked” are space efficient, sturdy and perfect for those garments that just can’t seem to ‘hang on’! You can almost double the space in your closet by using the same hanger style throughout…don’t mix and match!

4. You started to purge by using your emotions. Now the real test begins when you use the “Hanger Trick”. Start the season out by hanging all of your clothes with the hanger head pointing ‘out’. After you wear it—turn the hanger head as you normally would—with it facing “in’ towards the wall. At the end of the season—you can easily see what you did or didn’t wear! What is still facing ‘out’—out it goes for good!

Turn the hangers around to show what you wear or not!

5. Organize your closet with “like with like”. Group or hang together the blouses, slacks, sweaters, skirts, etc. Then organize by color—starting with the lightest color and ending with black. Hang the garments all facing the same direction—putting the “front” of the clothes facing you as you open the closet. At All Spaced Out—we like to hang the pants above the jackets and blouses. This lets light in and the closet will feel less crowded.

This weekend is the best time to make the seasonal switch…now you know why hangers sales surge in April and September!

If all of this sounds good, but just not something you want to do yourself…..don’t worry! Let All Spaced Out do a “Hanger Swap” for you! Call for details, but hurry….don’t put this off or you might be needing those wool pants after all!

Allow Yourself to Be Motivated

Lisa Phillips, ASO Productivity Trainer

 

Every January we begin the New Year with a clean slate. We promised ourselves we would instill better work habits, be consistent with income producing activities, manage time more effectively, focus more and now our “to-do list’ is even longer since we have so much to ‘remember’. (Reminds me of exercising, by the time we remember to suck in, breathe out, back straight, knees bent, toes pointed…we forgot how to do that stomach crunch!) With another month behind us, let’s look at this quarterly benchmark, remember what we should be doing, and evaluate what is working and what isn’t.

1) Are you on track for your monthly, quarterly and yearly goals? Knowing where you need to be at certain intervals helps you adjust your work habits, your thinking, and your productivity. Tweak now…you are only a quarter of the way into the year.

2) Start each month with a clean slate. Psychologically we are more motivated to “begin again”…if we feel we need a “do-over”. On the other hand, a new beginning on the calendar allows us to continue with systems and habits that are working. You decide what you can forget and what you need to do more of. Today is the best day to get recommitted.

3) Systems working or systems crashing? Everyday you are making progress towards office organization…how is that working for you? Is the card scanner organizing your business cards like you thought it would? iPhone still your favorite tool? Inbox emptied every afternoon? Office communication open? Take time to re-evaluate and get back on track!

4) What additional skill can you learn, practice and benefit from this month? Putting into place a “6 Most Important Things to Do List Everyday” for your home and office will increase your productivity and decrease your frustration level of feeling like you never get anything done. What about scheduling an hour every week to “think”? Many mistakes are made because of quick decisions or conversations. “Take time to plan…don’t plan to take time…time never happens!” Reread that last sentence…and think about it.

5) Celebrate the victories you have had along the way! Big or small, money-producing or a “pay it forward” moment, public recognition or a private “I’m so proud of you”…it all makes you who you are.

 

Everyday we are blessed to have the ability to be the best we can be. It takes a daily commitment to maintaining what we know we should be doing and actually doing it. We are all human—some days we are 100% and some days we miss the mark. In our offices, in our homes, in our lives….allow yourself to be motivated everyday! Take suggestions as a “thanks for getting me back on track!” versus a reprimand or slap on the wrist. Now take a deep breath, shoulders back, smile and remember the more you commit to believing in yourself, the easier it becomes. Now if only those stomach crunches would get that easy!