Author Archives: Planning & Organizing Concepts

Thanks for the Memories

22 Wednesday Jan 2014

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imgresWe keep things for a couple of reasons.  Sometimes they remind us of events, people, and feelings and sometimes we think that as soon as we throw something away, we’ll need that item again.

Each reason for keeping things comes with its own set of questions and challenges, but this week we’ll work on how to approach our “Memory Clutter” and some solutions.

As you go through the attic, closet, basement, garage, etc., here are some questions to ask yourself:

Why am I keeping this?

  • Do I even like the item?
  • Do I keep it because I want to or only because I care for the person who gave it to me?
  • Is this a healthy memory that uplifts me, or does this deplete me?
  • Does this make or cost me money?

What is the cost of keeping this?

  • How much space does this item “own” in my home?
  • If I keep this, where should it be so that I can find it later easily?
  • How much does this item “own me”? (A cluttered environment creates stress and confusion.)

The S.P.A.C.E. below is from Julie Morgenstern’s book “Organizing from the Inside Out”.

5 SIMPLE STEPS TO MORE S.P.A.C.E.

SORT – as you go through each items sort them into categories and place them in bags or boxes – make sure you mark each clearly as to the contents!

PURGE – think of what you’ll SAVE when you purge!  A space for the items you really use and love!  This is your opportunity to give items away, donate, recycle or just toss!

ASSIGN a Home – find a proper place for the items based upon where they are used and how often.

CONTAINERIZE – once your items are together, there’s an array of choices for storage from clear tubs to pretty, lined baskets.

EQUALIZE – 2 weeks after the job is complete go back and reevaluate your system for refinement.

Need a little help getting started?  Feel free to contact me and we can talk about how to take you from over-whelmed to under-control!

3 Techniques to Work Less & Accomplish MORE

15 Wednesday Jan 2014

Posted by in Business, Office, Organizing, Planning, Time

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Establish Goals – to manage anyone or anything (paper, projects, tasks or information) priorities must be established.  (Remember, the key to victory is to share information with all who will be contributing to the success!)

  1. Priorities – list in order the key factors to your success
  2. Planning – attach goals to each dynamic and assess how much time you will need to achieve them.
  3. Preparation – schedule appropriate time and include potential costs incurred to realize the goal.

Benefits

  1. Management skills – A well-organized manager will exude confidence and control in an organization.
  2. Managing well establishes a sense of trust and professionalism to both employees and customers.
  3. An organized office creates a more relaxed environment where employees are aware and ready for the work ahead.

Systems & Procedures – review your current administrative process for redundancies or bottlenecks.  Define the process and put it in writing so there is clear direction for recurring tasks & responsibilities.

Benefits:

  1. Time Savings – less time correcting mistakes, searching for information or and answering duplicate questions.
  2. Money savings – you no longer purchase duplicate inventory or supplies for what you can’t find when you need it.
  3. More time for REAL productivity

Benchmarks & Tracking – by setting standards and regular goals you can track of your progress.  Whether you choose to review quarterly, monthly, weekly (or all), do it as often as it takes to stay focused on the priorities

Benefits:

  1. Greater success in reaching goals due to greater focus on key areas.
  2. Better communications and information sharing results in a stronger team.

3 Strategies for a Successful Non-New Year’s Resolution

09 Thursday Jan 2014

Posted by in Office, Organizing, Personal, Planning, Residential, Time, Work Space

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NY Resolution

Have you made a New Year’s Resolution yet?  Well, if you haven’t, I recommend you don’t!   Instead, consider beginning with a few goals that are realistic and attainable.

Aim for success in the “first quarter” and you’ll feel better moving on through the year and setting more goals. Wondering what the difference between a goal and a resolution is?  

Resolutions – are often abstract, they may have a vision but rarely include the details.

 Goals are specific, measurable and have a timeline associated with them.

Don’t Make a Resolution, Create a Goal!

3 Strategies to Help You Succeed 

1) BE kind to yourself – Don’t try taking on too much at once – set yourself up for success!

2) DEfine your goals – write them out  in detail and what “success” will look like to you! 

3) REmind yourself – put them on the bathroom mirror, above the kitchen sink or in your smartphone (they can pop up during the day as encouragement)

“Good habits are as addictive as bad habits, and a lot more rewarding.”       – Harvey Mackay

Choosing Your Goals

Business – Is it completing a business plan, installing a new filing system, or going paperless? 

Home – Is it painting a room, getting the garage organized or cleaning out specific closets?

Good Habits – If it’s a habit, commit to the practice, not perfection. Start with small changes and permit yourself time to build the habit slowly.  You can always increase your goal as continue. 

Need some encouragement or ideas? I’m just an email away and would love to help you define and execute your goals!

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Gifts from the Heart, Not the Wallet

09 Monday Dec 2013

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In the first week of October I wrote a blog about preparing for the holidays to reduce stress. Well, here we are! (https://pandoconcepts.com/2013/10/11/christmas-chaos-not/)

Are you “where you want to be” or are you stressed?

Spoiler alert! Christmas is December 25th. The date doesn’t change every year like Easter! This is why either having a “plan of attack” or starting early might have been a good thing to consider a few months ago.

(But it’s not too late! there are still 16 days to go, especially since all days are “shopping days”.)

My first wish for you is that you’ve got your Christmas responsibilities under control and can now start to enjoy the twinkling lights and spirit of the season. If you’re in the stores, I hope you have the pleasure of running into old friends and take time to chat and catch up. If you’re rushing through the season, you’re missing out on the best part – all the people!

Here are a few gifts that will cost little, but mean the world to the receiver! (You don’t have to cook like Emeril Lagasse, these are simple, but thoughtful, ideas.)

2013 - 12 - 7 - Xmas BasketHomemade Bread – in a simple, pretty tea towel – a simple gift all wrapped up in a bright tea towel with a ribbon around it will warm anyone’s heart. (Or bake a variety of items and create your own basket!)

Drinks – Irish Cream, Cordials, and Eggnog – I have a wonderful recipe for Irish Cream which has been a hit for years. I use beautiful bottles (which can be purchased from any craft store or Pier 1) and attach Christmas ornaments, a bow and voila! It looks as good as it tastes. (Maybe next year I’ll try making a cordial myself.)

2013 - 12 - 7 - Jar GiftsGifts in a Jar – Google this text and you’ll find hundreds of ideas! Over the years I’ve made everything from hot cocoa, flavored coffees, dips, Chex Mix, cookies, and soups – I finally even made Pies-In-A-Jar! You can personalize the tags, use a pretty Christmas fabric, and add candy canes or chocolate-covered plastic spoons!

Chocolate-Covered Anything – If you’re not really a baker, than grab a bag of pretzels, popcorn or even strawberries and dip away! Slip into a Ross’s, TJ Maxx, Marshall’s, etc. and find dozens of beautiful and inexpensive containers to put them in.

2013 - 12 - 7 - Domino BroochCrafts – It doesn’t have to be edible! Over the years I’ve made bath salts, cards, decorated candles, made holiday brooches from game pieces and even went through a home-made soap-making stage! (A little dodgy to do on your own due to the chemicals – I recommend enjoying this with a friend.)2013 - 12 - Dominoes

My second wish is that as you’re making these, your heart overflows as you reflect on the recipients and the true spirit of the season. It’s “double joy” when you enjoy making them as much as giving them. (Include family in the preparations and the blessings triple!)

Follow this link to my Pinterest for more ideas from many talented people – http://www.pinterest.com/pandoconcepts/boards/

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10 Christmas Gifts That Don’t Clutter

01 Sunday Dec 2013

Posted by in Clutter, Money, Personal, Residential

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It’s that time of year and we’re all being inundated with gifts (and sometimes we are the “inundaters” of gifts) that we won’t know what to do with when the tree comes down.  In the spirit of the season here are some ideas for gifts that almost anyone would be thrilled to receive and won’t take up any space after the holidays.

  1. Movie Tickets – Have a family you’re close to and don’t know what to do?  How about getting tickets for a whole family?  Tape them to a box of Orville Redenbacher’s and wrap in Christmas paper.  This is a real luxury for a family these days and they’ll think of you when they use them! 
  1. Food – There are so many possibilities, ranging from home-made to Harry and David’s Fruit of the Month Club.  The traditional fruit basket is always a hit and edible arrangements are as much a treat as an eye-catcher.  (Let’s ditch the fruit cake this year!) 
  1. Local Theatre – Do you have a friend you can never get together with?  Purchase tickets to an upcoming show and make a date to go together, you’ll make a wonderful memory for both of you and be much more inclined to “save the date”! 
  1. Massages & Facials – Here’s an indulgence that anyone would enjoy – a gift massage is even more relaxing than one that is purchased.  This is heaven to an over-whelmed parent! 
  1. Lessons – New experiences make great memories!  There are so many to choose from whether it is yoga, dancing, golf, ceramics, knitting, horseback riding or swimming.  If you really want to make this special, join your friend or be there to take some photos of them when the day arrives.  
  1. Manicures & Pedicures – another indulgence, but this one can be enjoyed for weeks!  
  1. Books – Does this sound boring? Not to a bookworm!  Receiving a gift card for a Kindle or Nook can be “just what the doctor ordered” to get through the months of January and February!  For a college student a gift card to their college library can take a lot of stress off facing the upcoming semester. 
  1. Gift Cards –retail gift cards are becoming the mainstay of America’s Christmas.  They may be the answer to everything, but take a moment to make it special in the way you give it.  If you have your children make a Christmas card to put this in, you’ll warm their hearts even before they see the gift.  
  1. Experiences – Are there any big events coming up in the next year that someone you know might enjoy?  A few years ago the U.S. Open came to Pittsburgh (Oakmont Country Club) and so I surprised my husband with tickets and another year with tickets to the Preakness.  I made up an official “invitation” to the event using parchment paper and wrapping a ribbon around it and voila!  What events would your friends of family enjoy? 
  1. For the Person Who Has Everything – Give a Gift of Charity in Their Name

The Gift of Remembrance – For the person who has everything, why not give generously in their name? There are so many wonderful opportunities whether it’s their favorite charity or a memorial in the name of their loved ones.

The Gift of Food & Life – Another way to give in another person’s name.   Options include Oxfam, World Vision, Feeding America and so many other great organizations (not to mention there is always your local Food Pantry).

The Gift of Education – School isn’t free or available everywhere.  (We just happen to be abundantly blessed.)  Why not sponsor a child’s schooling for the next year and have a friend receive information and letters of thanks from their child?  I especially recommend a child from Won By One to Jamaica as I’ve worked with this wonderful mission myself for the past 12 years.  (http://www.wonbyonetojamaica.com/school-sponsorship)WB1 - chalkboard

For as little as $25 per month you can open the door to opportunities for a young mind.

Remember almost any gift becomes twice as nice if you include a handwritten note!

Take a moment to thank a friend or family member for a kind word or deed from that year that meant something to you.  Recounting a special memory or a time of laughter with them will make them feel special and touch a chord in their heart (especially more than that Chia pet).

The Home Command Center

17 Sunday Nov 2013

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Home Command Ctr - Mid-Level

What is a Home Command Center?  This is the hub of a home, the place where adults and kids can find the answer to the everyday questions.  “What time is practice?  What’s for dinner?  What time are we leaving on Friday? Where’s your homework? Did you do your chores?”)

How do you start one for your family? 

First, choose the right space – look carefully at the most-used family entrance or possibly an area in the kitchen (since it’s usually the busiest room in the house). Your Home Command Center should be the first place everyone sees when they leave in the morning and the first place they see when they walk back in the door.

Second – Start simple with an open wall area and hang a corkboard, chalkboard and or a whiteboard.  Include the family calendar, school lunch menu, emergency numbers and important contacts for quick reference.  This is also a great place to have a household chores checklist and leave space for family members to leave notes and reminders.

Start small and let this area grow with your family, you may expand it later to include folders, key hooks, an area for book bags, backpacks or eventually a home computer and have your house go digital.

If you can, include the whole family.

Make a game of taking young children to the calendar and talking about what’s coming up.  Put stickers, play dates and fun events on the calendar so they get in the habit of wanting to look at it.  As they get bigger you can include chores and make a checklist with stickers so that they can mark them off and feel a sense of accomplishment when they’re all done! 

Make a habit of talking about these things each night and what you need to add or take away from the board or calendar.  (This should reduce the times you at 9 pm that Johnny needs 3 dozen cookies for home room in the morning.)

Home Command Ctr - Simple

Older Children

This is the family center, not just a one-way communique from parent to child.  Encourage kids to leave messages for you and have them write on the calendar if there are changes in practice times, school events, or parties.

This is a place for communication to begin and expectations (chores, homework) to be defined.  Make it a positive and surprise them with a “get out of chores free” card or a treat; they’ll look forward to checking the board even when you aren’t there. 

A simple calendar and a single place for communication can save time, energy and avoid a lot of frustration.

The Home Command Center is where information is kept in one location for the benefit of ALL.

 Need help building your own Home Command Center?  Feel free to email or phone me.

P.S. – Later I’ll share tips and templates for gathering and keeping critical information you may want to include in your Home Command Center.

Time Robbers

09 Saturday Nov 2013

Posted by in Organizing, Personal, Time

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Melting Clock

Time management is like money management.  If you continually come up short at the end of the day or month, eventually you’re going to have to try to figure out where you’re spending your money or, in this case, spending your time.

You see, time can be managed the same way as money. But, first we need to do an honest evaluation of where we are spending (or losing) our time now. This Time Map in 30-Minute Increments is a great tool to help you evaluate objectively where your hours are going.  For a clear illustration of where you spend your time, this should be completed for two weeks. (I know this sounds difficult, but some time management specialists suggest 15 minute segments!)

Your time is as valuable as your bank account, it’s important that you honestly record your time for the full two weeks. The average person is unable to account for about 3 hours each day, which makes us wonder “Where do they go?”.

We’re quick to name when others rob of us of our time; but, we also need to be honest with ourselves and take responsibility for the hours we fritter away. We may complain about not having enough time or money, but we need to see factually where these resources are going.

Self-imposed Time-Robbers: 
      • Facebook (social or games)
      • Pinterest
      • YouTube
      • Email
      • TV shows
      • Movie Watching
      • Social Texting
 Self-imposed but LESS RECOGNIZED Time-Robbers –
      • Inability to say no
      • Fuzzy priorities
      • Perfectionism
      • Lack of planning
      • Disorganization
      • Poor delegation
      • Lack of discipline
      • Poor planning

By the way, there are many times when we are waiting for other people (and perceive them to be wasting our time) when we could actually be using that time productively for ourselves or family.  (More about that in another post!)

“It’s not so much what you do each day – it’s what you get done that counts.” – Will Rogers

Anybody brave enough to time map with me for the next two weeks?  I’m willing to share mine!  

A partner makes it all the more fun – email me and let me know when we start together!

First Impressions

05 Tuesday Nov 2013

Posted by in Business, Clutter, Organizing, Work Space

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First Impressions come in many forms – how we dress and speak, our body language, and even how we present our living and working spaces.

Perception isn’t necessarily reality; but conclusions are often made on (first) visual impressions.  Our bosses, coworkers or potential clients may judge our competency or professionalism on what our physical working environment looks like.

Cluttered Desk

What does your office, cubicle or desk say about you? 

Can you see the top of the desk or is there a sea of white strewn all over?  Are the shelves so full that they haven’t been dusted since Y2K?  Or is your desk brimming with so many boxes of Wheat Thins, Twinkies, Mountain Dew and personal products that it looks more like your kitchen or bathroom?

A desk covered in papers while you’re working is understandable.  But shuffling through small mounds (that have been there since Easter) when asked for something can make you appear unfocused or scattered.

Now is the time to get organized and give your work space a face-lift    

Here are a few tips:

  1. Remove all the “clutter items” from the top of your desk or workspace and put them on the floor.  Now only put back the items you use on a daily basis.
  2. Determine which items are bringing value and whether they can be better kept in a separate location (the break room, a locker or even a box under the desk).
  3. If your bulletin board is looking like your refrigerator at home, it’s time to consider rotating photos, pictures so you can enjoy them more.  And check for “expired” events and reminders which can be thrown away!
  4. Perhaps reference materials and papers can be scanned or put in a Word document.  One simple file on your desktop can keep all the information in a quickly accessible location!

When your work space is clean, you’re more creative and focused and better yet, less stressed! 

If you need more tips on giving your area a facelift (and projecting a new image), drop me an email and I’ll be happy to help.

Christmas Chaos!

11 Friday Oct 2013

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I’m bringing back the old Christmas of simplicity and heart-warming visits with friends all through a little thinking and planning ahead.

I’m the early Christmas shopper, but not the one who starts in January (I hate holding on to things for that long – it reminds me of clutter even if it isn’t).  I usually have a list of people and ideas completed by mid August, wrapped by Thanksgiving and enjoy visits with friends in early December.

August – I’ve kept a spreadsheet since 2001 which lists every person, every gift and the amounts.  This lets me see what I’ve done, get ideas for new friends, and make sure I don’t duplicate from the previous year!  I always have a dollar amount in mind as I do this and I keep the list with me at all times.   (Actually, I have it as an Excel spreadsheet saved to Google Drive so I can look at it anytime on my phone).

September & October – I don’t like taking time to shop so if I have to be in a store, I might as well take a look around and see if anything is available that ‘fits’ my list. (I have my list, but like to stay flexible in the event I find an even better idea for someone special.) It’s just a matter of doing two things at once.  My theory is that if I’ve prepared the list well in August and keep my eyes open in September and October I can catch some sales and spread the cost out over a few months too! January is so much better when there’s nothing on the credit card from December!

November – after I’ve purchased the gifts I put post-it notes on them with the name of the recipient and they go in the spare bedroom; this way I don’t walk in and feel overwhelmed because I can easily see organized piles with bright tags on each item!   At this point I can enjoy wrapping a few items here and there while watching one of my favorite programs – Duck Dynasty or Big Bang Theory. By the way, this is also a great time to address Christmas cards so you can just drop them in the mail in December – no pressure!

December – I don’t like crowds so the thought of being elbow to elbow with hundreds of harried people makes me feel anxious. Instead of putting myself through that, I’ve wrapped and tagged the gifts over Thanksgiving and they’re stacked in chronological order for delivery.

As December 1st has rolled in I’ve called some friends and have a few short visits on the calendar.  Whether it’s shortbread, Irish soda bread, candies, or jar gifts, I make a little batch each week when it’s convenient.  Since I’m not in a rush I can enjoy thinking of the people who will receive the home-made tokens.  When it’s time to hit the road, I just match my “kitchen gift” to the small item in a gift bag upstairs and I’m ready to go.

I want to look back on my life and remember the moments, not the Christmas chaos that rolls from one year into the other.  I want to cherish the people, admire the tree, take a treat for the dog, share some home-made Irish Cream and have a few laughs.

Just to get you started, here’s a Christmas List template for you to download. – Christmas List

P.S. – If you’re a spreadsheet person like me, you can keep a status column on your Christmas list and sort it regularly to stay on top of everything.  I sort by “purchase, wrap, bake, and completed”.    If you’re interested in having a customized template in Excel, feel free to email me!

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A Sinking Ship

02 Wednesday Oct 2013

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Drowning in Paper

Twenty years ago we were told our offices would soon be paperless, but here we are still sinking in it!  Instead of tossing the paper, we now scan it, file it electronically, AND keep the hard copies.  Here’s a couple of interesting facts:

  •  80% of papers and information that we keep, we never use (Agency Sales Magazine)
  •  The average employee in administration wastes two weeks per year retrieving misplaced information from messy desks and files. (The Wall Street Journal)

So we have all this information in two forms, but how much good is it if we can’t find what we need when we need it?   Are you looking for a preserver to save your sanity or a raft to stop you from drowning?  ?  Here’s an acronym for four simple steps to save yourself – R.A.F.T. 

REFER – this includes anything that is dependent upon someone else for the next step or needs to be delegated.  Gather all of your “refer” items and send them to the responsible person to handle.  If you do this in email, take those emails and color-code or label them as “Waiting for a Reply or Item” and then you can follow-up easily. (Gmail is great for this!)

ACT – these items you need to work on alone.  The first step is gathering your active items together and summarizing for deadlines and priorities. Once you have that done, I recommend looking at your desk to see if there are any papers that can be handled in 2 minutes or less! Getting rid of clutter is the first step and it’s so encouraging!

FILE – Don’t wait until your filing system is perfect, just start from where you are and use whatever system is logical for you until you have either time or help to refine or customize a system for you.

TOSS – You may want to contact a CPA or professional organizer about a records retention.  If not, there’s a lot of great information on the internet.  For everything else, refer, act, file or toss it!

Think you don’t have time to get the paper organized?  Than ask yourself, “Do I have more time next month to feel frustrated and more time to waste looking for things?”

Wouldn’t it be better to feel like this!  

Freed from Paper

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