Tuesday Tip: Get Your To-Do List To-Done

A recent survey conducted by LinkedIn confirmed what many of us already knew. That daily to-do list you make often doesn't get done! And your profession may have something to do with it. Check out this brief article summarizing the findings. Since completing to-do lists seems to be an elusive task, here are a couple of tips to help turn your to-do list into your to-done list!

• Prioritize, prioritize, prioritize. For your daily list, instead of writing down everything you have to do from now until the end of time, decide what are the top 3-5 things you must do today. Being realistic in terms of how much you can actually get done in a day will help set you up for success.
• Limit distractions. Distractions including email, phone calls, meetings or impromptu chats with colleagues are likely one of the top barriers to getting that list done. Do what you need to do to limit these or other distractions. Close your door, set times to check email, or schedule meetings with co-workers rather than chatting non-stop.
• Stay focused. While multi-tasking was once considered a required skill for most professionals, focusing on one task at a time when possible actually enhances productivity. Changing from one task to another only wastes time since you're constantly shifting gears.

Test out one or more of these tips to see if you can conquer your to-do list!

Friday Find: Erin Condren Personlized Life Planner

I'm so excited to tell you about my new Erin Condren personalized life planner! I read about it online about a month back and decided I had to try it. Why, in this age of free online tools to manage just about everything, would I choose to spend my money on a [beautiful] paper planner? Let me explain...

For a couple years I've been strictly using Google Calendar, which works great when I'm able to be online regularly throughout the day and also has the benefit of easily sharing events with my husband. For me though, the online calendar concept has a couple of issues. First, I've never been able to make online task lists work for me when I'm not regularly sitting at a computer (which I'm not anymore). I also still feel this gravitational pull toward paper lists and calendars, especially happy, pretty ones :) There's just something gratifying about putting it down on paper!

So for a couple of years, I've been managing what productivity experts would call a hybrid system of online and paper, carrying around a notebook of some sort to corral lists, related papers, receipts, etc., but still using Google Calendar, which I mainly get to check and update at night. As a part-time working, full-time mom, I rarely get a chance to sit down at a computer during the day. Sure, I check my email on my phone throughout the day, but I'm not a big fan of managing Google Calendar on my phone. So as with many organizational systems, it's clear that my old system is no longer working for my new[ish] life.

Introduce my super-lovely new life planner...it's a compact, durable, all-in-one planner that can house my calendar, to-do lists, notes, papers...all in one lovely place. I think many of you would agree with me that you can't underestimate the power of pretty when it comes to productivity tools. They just make me want to get down to business and get stuff done!

Anyway, enough about me, for those of you who may be struggling with your calendars and to-do lists, here's my advice - it's ok not to go digital if it just doesn't work for you and it's definitely ok to find pretty, productive tools that make you happy! Check out ErinCondren.com for a look at the wonderful, personalized tools they make to help make your life easier. I purchased a discounted April-December 2012 Life Planner, but I believe they have a 2012/2013 version coming out in June. They also just released a great video about using a weekly calendar pad to keep all your family members on the same page! I may just have to give it a try.

Note: I have not received any incentive to write about Erin Condren products...just writing a personal review of my new planner.

Friday Find: Keep it Together with a Simple Inbox

Things are a little chaotic around our [new] house! We moved in on Saturday, so we're still swimming in boxes and packing paper and definitely don't have all our systems set up. We are far from my comfort zone of 'a place for everything and everything in it's place.' But amongst the exciting and overwhelming chaos of settling into a new home, one very important but simple organizing system is helping me keep it all together and save my sanity...my inbox. It's the most basic of organizational principles...keeping like things together. I use my inbox to stash all important papers, ranging from bills to receipts to ideas to assembly instructions. It gives me a safe place to put anything that comes my way, but that I don't have time to further process (i.e. file, do, read) at the moment.

Of course the inbox can't be the end of the system. You need to follow through and process what goes in or your inbox will just be a ever-growing pile. But take it from me, a corralled pile in a consistent inbox is A LOT safer than papers strewn around a house that's in a partially unpacked and not-so-settled-state. Last night I finally sat down for the first time in a couple weeks (eeek!) to take stock of and start managing what was in my inbox. It always makes me feel a lot better when I wade my way through my inbox, but just knowing that I had a safe place to put things was a life saver during an especially hectic couple of weeks in our life!

My inbox happens to be a very simple Ikea Kassett box with a lid, but you can choose any letter-size box that suits your fancy. So this week's Friday Find is less of a noun and more of a verb...if you don't have an inbox, go find yourself one this weekend!

Tuesday Tip: Responsibly Recycle Your Electronics

Do you have old computers, cell phones, stereos and other electronics cluttering your home or office? This is one category of clutter that clients are often stuck on what to do with. The main reason is not knowing how to responsibly and securely get rid of them. Many of our household and office electronics contain personal data we don't want to just set free and we also have this sense that these 'hard' materials should be recycled but we don't know how, when and where. The good news is that there are companies that have dedicated themselves to solving these issues...both securely shredding your data and responsibly recycling the materials. One company we have come across in our travels is Metech Recycling. They conduct recycling collection events across the country, including several right here in the Boston area. In fact, there's one coming up this weekend in my hometown, Acton, MA!

Green Acton
Electronics Recycling Collection Event
Saturday, May 5, 2012
9:00 am - 2:00 pm
Conant School
80 Taylor Road
Acton, MA 01720

Check out the Metech events calendar for more information and other events.

So take a huge step toward cleaning up your home and office by responsibly recycling your electronics today...or this weekend!

Check out our deal on Eversave.com

Have you ever thought..."I'd like to have a professional organizer come over and just give me a head start and some great tips on all my organizing projects and challenges?" Today's your lucky day! We are offering a deal today on Eversave.com - $39 for a one hour consultation with one of our professional organizers.We'll walk through your space and give you customized tips and solutions to get you started. So if you need a little jump start, jump on over to Eversave and let us help you get on the right track. The deal is live today through Saturday, so don't delay!!

Tuesday Tip: Start With a Clear Surface

We're adding a new feature, actually several, designed to help bring you useful and fun tips, products and thoughts to help with all your organizing challenges! We've also created new Topic headings on the blog to help you find what you're looking for quickly and easily. Hopefully you'll enjoy these changes! Check them out and let us know what you think. With that said, here's our first Tuesday Tip:

Start With a Clear Surface

Today's tip comes to you from our fearless leader, Sarah Buckwalter, who is working on organizing her tax paperwork today. Whether you're doing your own taxes or gathering info for your tax preparer, some level of paper/receipt organizing will likely be involved. Before you start this super fun task, take a few minutes to clear off the surface you'll be working on! If you have time, put things back where they belong*, if not, at least set everything aside. Organizing W2's, 1099's and expense receipts is challenging enough - a cluttered work surface can make it downright impossible.

*If you don't know where things belong, it's time to get rid of them or find them a home. This is of course something your favorite professional organizer can help you with!

Before: Not So Clear Surface

After: Oh So Clear and Ready for Taxes!

Keep a Lid on Your Inbox

Most people I know have trouble keeping up with incoming email in this information and technology-crazed world we live in. It's no surprise that this can quickly lead to an out-of-control inbox. Some people simply leave the majority of their email sitting in one big "pile" in their inbox, relying on the relatively good search-ability of today's email programs. While this works for some people, many corporate environments have storage limits that can lead to panicked deleting frenzies when you've hit the limit. Also, most people I know feel at least slightly overwhelmed by their over-stuffed inboxes. It's like a giant pile of papers on your desk - at some point you don't know what's in there and you don't know what you're missing, leading to missed deadlines, opportunities, and miscommunication affecting business and even personal relationships. But enough gloom and doom - you can stay on top of your inbox! Just like any other organizing task, there is no one right way to manage your email, but I can tell you what I do, which is a place to start if you're feeling overwhelmed.

1. Set a limit or personal goal for the number of emails in your inbox. My personal goal is 50. In an ideal world, your inbox would be limited to just incoming mail and perhaps action items (though I try to keep those in a separate folder). This limit helps me know when it's time to do a little extra maintenance (see below) to get things back under control.

2. Use folders to organize emails you want to save. I personally have 3 action-related folders, Action, Read/Review, and Waiting For, that help me keep tabs on active emails. Then I have a series of folders to organize emails I'm saving for reference. This means that I don't generally need to "search" for emails - I usually know where to find them. One word of caution, if you set up action-related folders, you must look in them regularly (likely daily) so you don't miss items you need to deal with. Just like any other habit, this takes time to get used to, so reminders on your calendar might be helpful for the first month or so.

3. Maintain, maintain, maintain. An inbox can "pile" up in just a day, so a regular (again, likely daily) maintenance plan is a must. To keep things under control, treat your inbox "pile" just like a regular pile of mail. Go through each item, one by one, and decide what needs to happen to it. The options are delete, reply, take action or save for reference. If you can take care of something with a quick reply, go for it. Otherwise, move action items to your Action folder to be taken care of at an appropriate time. If there's something you'd like to read, but don't want to get side-tracked know, throw it in the Read/Review folder. You get the idea.

Note: If you are starting from an overwhelmed place, my advice is to implement a simple system (like the above) immediately for incoming mail and also spend 10-15 minutes a day dealing with the backlog until you are cleaned up. Follow the same process described above. Often, old emails can be dealt with (and likely deleted) quickly because they are no longer relevant, so the clean-up may be faster than you think. Do yourself a favor and delete e-newsletters, etc. that are older than a few months - nobody has time to read everything they receive.

Bottom Line: Setting up some folders and spending just a few minutes a day to make sure all new emails are dealt with or filed is all you need to keep a lid on your inbox!

What can you do in 15 minutes?

Recently, I've talked about a 5 minute fillers list...little things you can get done when you get a few free minutes of time. The other day, I was reading one of my favorite blogs...The Happiness Project by Gretchen Rubin. She posted a list of tips to stop procrastinating. One of them was Suffer for 15 Minutes..."You can do anything for 15 minutes," she says. She's absolutely right and that tip hit home with me. There are certain organizing tasks that even I don't like to do! This mantra ("you can do anything for 15 minutes") allowed me to make some much-needed progress on these not-so-favorite tasks over the past week. It's a simple concept with magical powers!
Here are a few ideas of nagging organizing tasks that you can chip away at with just 15 minutes a day...and maybe even 15 minutes a week once you get them under control:

• File papers. You know, the stacks on your desk or dining room table. If you need a new file for a new category, go ahead and make it - it doesn't need to be fancy, it just needs to exist.
• Weed files. These first two can be done together (or separately). As you file a paper, take the time to review that file and weed out anything you no longer need.
• Shred papers. - This includes items you've weeded out of your files and other items like solicitations that may have your personal information on them.
• Organize your computer files or digital photos. Create appropriate folders and delete what you don't need.
• Clean up your inbox. Delete, delete, delete. Or archive/file emails you want to save and be able to search for in the future. Most email programs are so easily search-able, that you can save your inbox for incoming mail...I know, easier said than done :)
• Put things back where they belong. Enough said.
• Reconcile financial transactions. This might be in your checkbook, on-line, or maybe filing receipts, depending on how you keep your records. Confession - this is one of my nagging tasks.
• Get rid of expired coupons.
• Recycle old magazines and catalogs. Keep the latest issue or 2 and recycle the rest.
• Clean out past-due food from your fridge and cabinets.
• Round up items for donation. Take a quick pass through your closets and drawers and see what you can part with. Put them in a bag and take it to your car right away.

Bottom Line: Just 15 minutes a day can help you make a huge dent in those nagging organizing tasks that we all avoid. Remember - "you can do anything for 15 minutes!" Thanks, Gretchen, for some great inspiration!