Break Your Project Into Small Pieces or It Will Break You!

Summer is halfway over (sorry to break the bad news) and I bet you wrote a list of projects you were going to accomplish over the summer.  Don’t despair!

 

Pick the two projects you absolutely have to do to feel like you’ve accomplished

something.  Then break each one into small discrete tasks, assign a date to

each small task, and then do it!  You may find that you can actually finish

more than those two.

 

Example:  Clean out basement

 

Task 1:   Take a deep breath and look around.  In your mind, picture

what you would like your basement to be – uncluttered and organized.  What

would that mean for your particular space?  Shelving or containers to hold

holiday decorations?  A spot for bicycles?  A place for firewood?  Begin to select

areas where different items would be.

 

Task 2:  Select one small part of the basement.  Look through each object

or carton, asking these questions:  “Do I love this?  Do I need this?

Do I use this?”  If that object cannot fit into one of those categories, get

rid of it!  Sell it, give it away, or trash it.  Go slowly and methodically and

stop immediately when you become tired or burned out – usually after two to three hours.  Do NOT be a nutcase and tackle the entire basement!

 

Now you should have several piles of things other than the ones

you’re keeping - things to sell, things to give away, and things to dump.  This is where the pedal meets the metal.  It’s easy to stop here, thinking you’ve organized your basement possessions.  However, if you don’t do the final step, you will be back where you started. Those nice piles will start to disengage and spread all over the place.

 

Here’s how to avoid that scenario – save time at the end of each clean-out

session to get rid of those piles. Fill your car with stuff to go to Goodwill.  You’ll

be motivated to drop it off if your entire car is filled with bags of things.

 

Fill your garbage cans with items to be discarded – that day!

 

Take your books to a used bookstore and get money for them.

 

Now get your calendar out and schedule time for another small part of

the basement clean-out.  Key words:  ”schedule” and “small.”

Repeat until done.

 

A note about the question “Do I need this?”  The answer to this question is

not, “Well, I might need it someday,” or “It could come in handy.”  The correct

answer is “Yes, it is a winter coat and I will need it when it gets cold.”  Don’t

hang on to stuff for a future use that may not ever arrive.

Downsizing or Rightsizing?

Way back when, I was a video producer working for a large corporation doing a major layoff.  I was hired by the corporate PR department to help put a spin on this process – “it’s not downsizing, it’s RIGHTSIZING.” Yeah, right.

 

Fast forward to the present.  I think that little phrase may have some meaning in our current state of affairs as we hunker down and sort through our various piles of things.  How’s this?

 

Ø      Are your clothes rightsized?  Now could be the time to get rid of those multiple sizes of things:  the “fat” jeans or the “if I only lose 5 pounds” dress.  Having clothes that are smaller than you currently are takes you out of the present – and that’s the only place where you can make changes. Clothes that are too large are just waiting to be of use again.  This might be the right time for rightsizing your clothes!

 

Ø      Is your home office rightsized for you?  I had a client who was squished into a very small desk space and feeling a little overwhelmed.  He was a big guy with multiple projects who needed to stretch out – but had forgotten that he could.  Setting him up with a bigger desk area was just the ticket. A lot of that day-to-day anxiety decreased because he could see everything he needed to work on.  It’s amazing what small changes in your office can do to help productivity and attitude.

 

Just a little tidbit to think about as you go about your business…

 

Let’s Get That Big, Bad Boy! (Your garage…)

What is your favorite way to enjoy summer?  Camping?  Water sports?  Biking?  Working in the yard?  Chances are, your summer activities have equipment that goes along with them, and that equipment often lives in your garage. Take some time to organize your garage now and it will free you up to take advantage of spontaneous summer fun!

Set aside some time. Take a weekend day (or days depending upon the density of stuff) and commit it to organization.  Start fresh first thing in the morning, and plan on rewarding yourself with a relaxing dinner out that evening.

Gather some supplies. Empty boxes, big black contractor bags and a good marker will serve you well in your organizing.  Label each box according to its purpose – “to keep”, “to donate”,  even “to decide later.”  (P.S. We don’t encourage this…) Use the bags for trash.  Most people’s garages are full of lots of throw-aways.  Plan a dump run or a pick up.  Check out this page for a list of trash removal services.

Do a rough inventory. For many people, the garage is additional storage space that often evolves without a lot of planning.  Has your garage become the collection spot for gardening supplies?  Skis and tennis rackets?  Tools?  Costco overflow?  Start thinking about how you might want to store these things. Group items by activity.

Spread out. Gather some tarps or drop cloths and lay them out in your driveway or yard.  That way you have a place to go through the contents of your garage, so you can decide what stays and what goes.  Put all like things together – such as sports equipment – so you can check for unused  items and duplicates.

Plan ahead. If you’ve been storing Aunt Edna’s ancient sofa for longer than you care to remember, it’s probably time to let it go.  Make some calls and arrange to have furniture and other large items in good condition picked up.  The Empty Your Nest resources pages are a great place to start.

Determine whether you need additional storage items. Once you’ve gone through and sorted everything, you can see what really needs to be there and the best way to store it. This is the time to decide if you need hooks, shelves, bins, or some other type of system.

Don’t go it alone. Trade helping out with a friend, recruit your family members, or call an organizer.  Often a fresh perspective and someone to urge you along make the difference between achieving your goal and getting stuck.

Summer goes by all too quickly here in the Northwest – make sure you’re ready to enjoy every minute!

Can you resist getting into “resistance” in your organizing process?

We organizers commonly talk about “resistance” when our clients are experiencing blocks in the organizing process. We can see it happening when clients start cancelling appointments, wanting to talk instead of work, getting angry or feeling low energy during the organizing session, and avoiding certain rooms, closets, or areas of the house, to name a few. Resistance is very common but also can be a serious impediment to truly getting to the bottom of what’s holding people back.  What are some “tricks of the trade” that can work towards overcoming resistance?

 

Acknowledge that you are feeling resistance.  This is number one.  Instead of dilly-dallying and wasting time and money, get real with your organizer and admit that a block has appeared in the path.  It’s helpful to investigate that little voice that inspired you to get something to eat or check email instead of sorting through papers. What were you just looking at before you disconnected? Often going through that stack of papers or basement clutter brings to mind a delayed decision or negative emotion you don’t care to feel or deal with. Acknowledge it, take a deep breath, and stretch a little.  Check in with yourself and/or your organizer about what it’s going to take to get going again.  A break?  A shift in location?  A conversation?  All can work as long as you’ve acknowledged that something is in the way.

Use a “hold” box. When you are sorting through items, assign a box to hold the items that are getting you stuck. Come back to them later in your organizing session. The theory behind this is that you may find you’re in a different mindset later in the session and you will more easily be able to make a decision about those tough items.

 

Re-evaluate your goals. Before each session jot down the goals you would like to accomplish. Post them on the wall. This can help keep things in perspective and your eye on the prize. When you feel resistance coming up, refresh your perspective by reviewing your goals.

 

The main thing to remember is that we all hit blocks in our process. It is not a bad thing – it’s actually a great opportunity to see what’s holding us back both in organizing and in life.  Use the tools above to break free of resistance and keep on track.

You SHOULD Read This Article! Or Do You WANT To?

Do you look at your “to do” list with dread? Do you wake up in the morning with your mind whirling with “I have to” and “I should?”

What if this frustrating and overwhelming state of mind was gone? What if you could wake up every morning free of obligation and dread? What if you tackled your “to do” list because you wanted to?

The truth is you can! Why, you ask? Because ultimately we have choice over what we do and how we spend out time.

What are some projects or tasks that you feel you have to or should do?  Examples might be:

1. I have to lose weight.
2. I should do the dishes.
3. I must read the paper.

Try spending a day listening for each time you say “I have to” and “I should.” Don’t beat yourself up when you hear this –just listen with the curiosity of a child hearing these words for the first time.  If you can, keep a log of the times and tasks that prompt the have to’s, shoulds and musts of your life.

Next, ask yourself if you really have to, must or should do a particular activity or task.  Ask yourself – Is this really true?

Then replace “I have to”, “I must” or “I should” with any of the following phrases:

o It is important to me to…
o I choose to…
o I could…

When I changed the heading on my “to do” list to “It is important to me to…” a third of the tasks came off my list. Baffled, I began reevaluating all the things I thought I had to do. I realized many of my tasks, both personal and professional, were sitting there nagging me out of obligation. The truth was those obligatory tasks were the things that were not going to produce an outcome that was important to me. One example was “run on treadmill”. The truth is I hate to do that. I am now selling the treadmill for $300 and extra gaining room on my deck that I love.

Did you notice that certain things you thought you had to do became less important? Did you feel empowered by the choice rather than the feeling of obligation? Or did you find more pleasure in the projects or tasks that are on your “to-do” list?  You may have even felt something physical change; such as a feeling of more energy, lightness, and confidence.

Sometimes the language we use makes us feel as if we have no power to choose what our day or our life will be like.

The reality is that’s not true.  Through these small steps of shifting your perspective and your language, you can really get clear on who’s in charge of your life and the time you have – you are!

Got Energy?

One of the best things you can do to boost your energy is schedule Self Care time into your calendar. I know, I know – you’re torn in a million different ways and don’t have time. But you may be surprised how much more stamina you have for your day if you just carve out a bit of me time. Reducing stress by quieting your mind can help you get perspective. Recharging your body, mind and spirit can be the missing key!

Here is how to get started in just 15 minutes:

Grab a piece of paper and pen. Sit for five minutes brainstorming a list of anything and everything that (if it were possible) you could do for a Self Care activity. It may be take a walk, get a massage, paint your toe nails, or curl up with a good book for an hour.

Ok, now out of your long list take another minute to circle the five that are both the most realistic and call out to you the loudest.

Out of the five you circled pick one – yes, just one. We are going to start small here. Get out your calendar and take the plunge. Pick a day and time that makes sense to schedule in your first Self Care, energy generating activity. Write it in pen!

Next, schedule in the remaining four activities in your calendar, one per week.

We still have about 5 minutes left for the next step- right? We can use this time to set you up for success. This means to take care of any to do so that when your Self Care appointment time comes, everything is set up for you already. Do you need to schedule a babysitter or get any supplies? Place that exciting book to read near the most comfy chair in the house. This way you will have nothing holding you back when your scheduled Self Care time arrives.

Great! This is the beginning of a newly energized you. And don’t forget, you need energy in order to give it. Scheduling time to replenish yourself is the most important first step.

If at any point in the process this feels difficult, call us. We would love to be your Self Care time management partner, supporting you for your energized future.

Let’s talk about procrastination…later.

Here’s what I did instead of writing this article:

• Tracked down a friend who moved out of town
• Looked at his company’s website
• Went out to dinner for Pho with my son
• Went back on the internet to research procrastination
• Cleared out the dishwasher
• Showed my new business photos to my daughter.  (All were unacceptable).

Now here I sit, armed with information about procrastination, looking for something to do besides write this article. (I also found out that procrastinators actively look for distractions.  Checking email frequently is perfect for this).

 

I found out that there are three basic types of procrastinators:

• Thrill seekers, who love the last minute rush. (My guess that these folks also have a touch of ADD),
• Avoiders, who may have fear of failure or fear of success but who, in my experience, have a distinct streak of perfectionism running through their personalities,
• And folks with chronic and severe indecision, which can absolve them of responsibility in the outcome of events.  (Psychology Today, August 2003)

Then I read a fascinating article about a procrastination study.  Students were given a task and a description of that task.  Description A was idea-based, values and benefit oriented.  Description B was who, what, where and when with defined action steps.

 

Results? The authors note that “merely thinking about the task in more concrete, specific terms makes it feel like it should be completed sooner and thus reducing procrastination.” (ScienceDaily, Jan. 12, 2009)

Now, there’s a great clue about getting things done.

 

Which leads me to the very helpful part of this article:

Procrastination Tips from a Procrastinator

 

Change your mind about the task.  You don’t have to do it.  Doing that task is your choice.  Obviously there are consequences for not doing it.  But ultimately you still have a choice.

 

Break large tasks into small, concrete action steps.  Instead of “get rid of clutter in house,” try “clear out junk drawer in kitchen.”

 

Assign those small tasks a time frame – no longer than 1 hour.

 

Set a timer.

 

Arrange for a reward at the end of that time frame, i.e. get a cup of tea, take a walk, read a chapter in a book, call a friend to complain about the task.

 

Continue on with the second small step of your project, if time permits.  If not, schedule that second small step in your calendar.

 

Just for fun, or to waste time, I found a cute little survey to take.  My score indicated procrastination tendencies  with some productivity intact.

 

I leave you with this quote which may or may not clarify the situation:

 

“If once a man indulges himself in murder, very soon he comes to think little of robbing; and from robbing he next comes to drinking and Sabbath-breaking, and from that to incivility and procrastination.” (Thomas De Quincey, 1827)

The Season of Stuff

Speaking of stuff, the season of stuff is approaching.  As in:

Ø      Give stuff

Ø      Get stuff

Ø      Buy stuff

Ø      Stuff your face

Ø      Stuff your schedule

 

Not to be a Scrooge here or anything, but sometimes all that holiday stuff can be overwhelming.  Wouldn’t it be great to have a holiday season that’s less stressful?  That’s right, we’re talkin’ getting organized.

 

Here’s a few ideas that may be helpful to you:

1.        Send holiday emails versus paper cards – it’s more ecological, less costly and takes less time.

2.        Decide as a family what are the top three holiday must-do events – and then put them in your calendar.  That way they won’t get lost in the shuffle.

3.        Think about giving gifts that go away – food, tickets to events, travel.  You’ll probably remember Aunt Molly’s special cookies longer than a bubble bath or book.

4.        For small children, set aside a few hours to go through their toys.  Donate the ones that they’ve outgrown.  That way there may be room for the new tsunami of toys coming their way.

 

The beginning of November is a perfect time to get the helicopter view of the holidays.  What’s coming up?  Hosting Thanksgiving?  Traveling?  Entertaining guests?  Plot it all out on a calendar, allowing reasonable amounts of time for tasks.  For example, one of our favorite holiday things to see are the amazing gingerbread houses that are usually in the lobby of the Sheraton Hotel downtown. (If you’ve never seen them, trust us – they’re amazing).  Well, each year visiting those gingerbread houses got pushed back further and further.  By the time we got to see them, they were all in disrepair and starting to crumble – not a pretty sight and a far cry from their original form.  This year, gosh darn it, we’re putting those gingerbread houses on my calendar, in the beginning of the holiday season, not the end.

Invite a Special Friend Over

This holiday season invite a special friend over to your house; one that you haven’t seen in quite a while; a friend that makes you feel peaceful and happy.  A friend we call – Getting Organized.

 

While this season is generally very hectic, time consuming, and fraught with emotion, Getting Organized will make it possible for you to actually enjoy your time with your friends and family and yourself.   Here’s how to use that special time with your friend Getting Organized:

 

Make a list of all your undone projects. Prioritize them into importance (based on time constraints, feelings about the recipient, and/or urgency for them to be done).  Take the top three and put the list of all the rest in a file and then file it.  Don’t even think about the other projects until your top three have been completed.  You may find that all those projects hanging over your head sapped energy from you.  Unfinished business has a habit of doing that.

 

Vacumn your keyboard – totally tons of fun!  After all, you’re working on it everyday. It’s really great to see all those cracker crumbs get sucked away into oblivion.  More than great – uplifting!

 

Go through all your pens and throw out the ones that don’t work.  Don’t let a bad pen ruin a good day!

 

I’m sure you can think of hundreds of things that you can do with your friend, Getting Organized.  It’s just a matter of inviting Getting Organized over, putting on some crankin’ music, and starting the festivities!

 

Lost touch with Getting Organized?  Call us – we can help!

Seasons Change

Fall arrived with buckets of rain on Labor Day weekend.  Wow, that was a quick transition!

Fall is also the transition into the new school year, the Jewish New Year and the beginning of the holiday season (at least at Costco which is currently featuring wrapping paper and large lawn displays.  As a friend of mine says, “That’s plain wrong!”). All of these times of transition are great times to think about clearing out the old and making space for the new.

It’s amazing how a little clutter clearing can open up new pathways of energy and help make things happen.  For example, one of my clients just reported a successful meeting with prospective customers. She writes: “I’m convinced that cleaning out my car bumper to bumper had something to do with this. I’m serious!”

I totally believe it!  I encourage you to think about how clutter impacts your life – physically, emotionally and energetically.  When you look around at your home, does it feel welcoming and calm – or chaotic and crazy?

Need some help getting started on clutter clearing – give us a call! I wish you all a wonderful beginning to the new season ahead!