Organization skills yield amazing personal and professional benefits. As Personal and Professional Organizer I help you stay on track by keeping you focused (and motivated) on the benefits of honing your organization skills. Organization skills include decluttering, organizing, managing and maintaining your space as well as your schedule. The benefits? So far I’ve talked about the ability to: Focus – with clarity and direction. Plan effectively. Track progress. Revise your course of action. Adapt to life transitions. Balance workload and priorities. Manage time realistically. Access information, items quickly. Maximize space and time. Create safe environments. 10 More Benefits! Save time – for important relationships (including yourself). Boost productivity – efficient use of your mental and physical energy. Enhance self esteem – your sense of control when you feel and behave more organized. Impact credibility – with others personally, professionally. Monitor spending, income, expenses – improved planning and decision making. Choose – how to use your available time with more intention. Delegate – allow others to do the things that you do not need to do, that they want to learn, that they are good at doing. Streamline – your processes and maximize your results. Schedule – time for all of the core areas of your life. Maintain – a healthy environment that is easy to keep clean.
Mindful time management and patience – practice How are mindfulness and time management related? Think about how often or when you become stressed about your time. Mindfulness embraces patience, an attitude or mindset that can be cultivated. It requires practice, at least for some of us, because we expect instant results. We are continuously bombarded with information. We expect instant solutions to problems and answers to questions. We want to get places quickly and without delay. Do you find yourself losing patience in any of these everyday situations? • When you are stuck in traffic, • waiting in line, • when you can’t get a Wi-Fi connection or • when you make a call and are on put hold? One of my tools as a Time Management Coach is to incorporate mindful attitudes in my work with clients. For instance, let’s agree that we don’t have control over time; we can’t slow it down or speed it up. However we do have a choice about how we spend our time and how we respond to situations that impact our time. Here are some ways that you might be able to cultivate the mindful attitude of patience and think about those some of those situations differently? • “This is my opportunity to practice being patient and I appreciate it.” • “I realize that getting angry and feeling stressed will not help this situation.” • “I remember to allow extra time in case these things happen.” Notice how that feels instead? Perhaps your heart rate slows down and your muscles relax. You might take notice of things around you that you don’t usually pay attention to and enjoy seeing them. What positive difference might it make in the outcome of the situation? Changing your responses or attitudes can take some time to… read more →
Time Management and Scheduling As a Time Management Coach I teach a variety of tools. The most versatile one at your disposal is scheduling. You can schedule everything from meetings to some of the to-do’s on your list. If something doesn’t have a deadline you can create one and put it in your schedule. Time management and increasing productivity isn’t about filling every waking minute with something to do. Being able to create even a small space of time to be still and to reflect is a great way to re-organize. Give yourself permission to let go of the “should” and embrace the “may” this month! Tip: Schedule unscheduled time.
If you are familiar with the practice of mindfulness you might have heard the term, “Beginner’s Mind”. In Full Catastrophe Living Jon Kabat-Zinn describes this as “a mind that is willing to see everything as if for the first time.” (2013) He goes on to explain that the beginner’s mind enables us to be receptive to possibilities, and to get unstuck from our automatic thoughts and perceptions. I love how this applies to the work that I do as a Professional Organizer and Time Management Coach in San Diego. In this first of three posts let’s look at how this attitude, a beginner’s mind, might be useful and apply to time management and productivity. Remember that you are adopting a perspective of seeing your use of time as if for the first time… • Look at a blank weekly planner as if you have no obligations. • What would your perfect week look like? • How much time would you block off for your priorities? The beginner’s mind allows you to assess how you might use your waking hours to meet your core needs and priorities. Realistically we all have obligations, standing appointments and other responsibilities. But imagine how dedicating at least some time in your schedule for the important things would make you feel and improve the quality of your life.
Personal Organizer’s Time Management Tips for Work-Life Balance As a Personal Organizer I help others to manage their time in order to have more of a work-life balance. Time Management is NOT about getting more done and cramming every minute of your waking day. Time Management is about achieving a work-life balance by creating time for activities that benefit your quality of life, well being, and your relationships. As a Personal Organizer who specializes in time management coaching I remind others that “your planner doesn’t know the difference between your personal and professional time commitments!” The Time Management coaching process starts with the assessment of what is working, and what is not working. From there, we create a weekly plan that is realistic and adaptable. Planning enables you to make decisions about scheduling and how to use your time effectively, this includes scheduling unscheduled time. Sounds great, right? Read on for more information. Effective planning requires you to organize: Your tasks and commitments, work with deadlines, and break the larger tasks into smaller, more management mini-projects. Let’s look at the basic process and steps for planning. Step 1: Write out each of your goals Step 2: Break them down mini goals or projects Step 3: Determine the action steps – everything that you need to do to accomplish each goal or mini project Step 4: Estimate how much time the goals and mini projects will take; schedule adequate time on specific days for each one Example of a DYI mini project 1. Goal: organize all photos into albums by groups (family or work), individuals (family and friends) starting with most recent photos by the end of June 2015. 2. Purge: discard photos that are duplicates or blurry. 3. Sort: create boxes for photos in each group or individual category. 4.… read more →
How long will this take? How to reorganize your life! This month is the perfect time to check in with your goals for 2015 and develop a strategy for how to reorganize your life. Did you intend for this to be the year that you would be more organized, more effective with time management, and be able to achieve your goal for increasing productivity? How you are doing? Are you feeling overwhelmed or frustrated because you are not even close to achieving your goals? If your to-do list growing instead of shrinking that is a red flag. Admit it, you are probably struggling with winter doldrums, waning motivation, and feeling somewhat discouraged. Don’t give up because I have loads of suggestions and tips that will re-ignite your desire to get and stay organized. Take a deep breath and sit down with your planner for at least 30 minutes of uninterrupted time. This is your first step in getting re-organized. Organizing is a process, just like getting fit. You aren’t finished when you get organized (or fit). Life happens and unexpected situations come up so it’s important to not only maintain your organization but to refine and adjust. It would be similar to achieving your fitness goals and then not continuing to work out or challenge yourself, right? Easy step #1: Review. Reviewing your goals (this is not the same as a to-do list) is similar to assessing your inventory. Eliminate any of the ones that you’ve accomplished or no longer consider relevant. Easy step #2: Create a deadline. Some goals have deadlines, for example, taxes are due in April. Create a realistic deadline for goals that do not have one. Learning to estimate how much time tasks take is the key to success. Easy step #3: Prioritize. It’s overwhelming… read more →
The reason why people feel disorganized is because they lack 3 important Optimal Habits: Ground Rules Time to organize Realistic estimation of time Being a Personal Organizer is not all that different than being a personal trainer. If you want to get fit you need to determine what to do and how often. Once you are fit, you are not finished! You need to have a maintenance routine to stay fit, right? If you want to get organized and stay organized you need to set some Ground Rules for yourself. I call these Optimal Habits. Would any of these organizing Ground Rules help you? Reduce the amount of inventory. Maintain the reduced amount of items. When you add an item, you need to let go of another. Adhere to the 1-at-a-time rule. Work in one space, on one pile or drawer at a time. Don’t get distracted going from one room to another. Purge, sort and organize items on a regularly scheduled basis. As a Professional Organizer I want to tap into my client’s understanding of the benefits of organizing. It begins with scheduling; creating uninterrupted time to organize. It’s essential to set aside dedicated time to focus on what you need to do. Optimal Habits include working during your peak energy time, focusing on one area, and having a plan. One of the reasons people tend to feel disorganized is because their expectations are often unrealistic. Getting organized takes as much or more time than it takes to get disorganized. Be patient, please. This is where time management is so essential to feeling and being organized. In addition to scheduling time to organize I put on my Time Management Coach hat and suggest that you assign a realistic estimation of how much time it will take to declutter, sort, organize,… read more →
As a Personal Organizer and Time Management Coach I can tell you that your organizing and time management needs change with the seasons. It is getting dark earlier and soon the clocks will change. How does that impact you and your family, your schedules, and routines? Do you tend to feel more sluggish this time of year? Do you eat differently? Does your productivity seem to vary at home, school or work? This month I’m going to challenge you to take a proactive approach, practice self-care, and get organized in every aspect of your life! I am going to share my personal seasonal organizing and time management tips so that you can easily use them to help you feel less stressed during the Fall season and into the holidays. The first action I am asking you to take is to sign up for my San Diego Outside In Organizer and Makeover newsletter. Here are 3 reasons why you don’t want to miss out on receiving my monthly newsletter: Special offers and incentives Easy to implement organizing and time management strategies, checklists, and tools An invitation to my upcoming workshops This month look for my seasonal organizing tips and posts for your health, work, school, travel, guests, and holiday preparation!
Which is it, are you the disorganized boss, or is it the employee who is disorganized? One sure sign of disorganization is poor time management, and the result is diminished productivity. It doesn’t matter if it is the boss or the employee who is disorganized since both of your styles affect one another and your work. If you are the disorganized boss (late for meetings, unprepared, difficulty prioritizing) with the organized employee here are some strategies to put into place: Ask the employee to work out a system to signal you 10-15 minutes before your next appointment, task, or when you need to leave the office to commute. Have a brief daily planning session to review what got done that day, what needs additional time (schedule it), and what is coming up for the next 2-3 days. Schedule blocks of time for your open door hour(s). Let your employees know when those times are. Ask your administrative assistant to schedule time for employees that need to meet with you at other times. But wait, what if you are the organized boss with a disorganized employee (can’t find what you need when you need it, poor scheduling skills, multi-tasker)? The most effective strategies to use in this scenario include: Clear, documented communication about expectations, including timelines. Ongoing reviews of the employees progress and opportunities for him/her to ask for help. Measurable goals with expected outcomes. Implement the necessary strategies today and whenever possible, be proactive. It’s not really the employee’s responsibility to take the leadership role in getting things organized.
Here is an important tip for the boss who feels disorganized: Get to the point! Your team members will perceive you as more organized if your communication is straightforward and succinct. However, if your thoughts and communication are disorganized it will impact your team members and employees in various ways: Ability to follow directions Understanding expectations Capacity to help the organization’s goals Identify your strengths – are you stronger verbally or in writing? If your strength is in verbally articulating your goals, expectations, and standards ask someone to record what you say in writing. Have them say it back to you to check for accuracy before it is distributed to other team members. If your ability to convey information in writing is stronger, highlight the key points verbally from your notes, then distribute the written version. Now for the critical measure of functioning as an organized boss… Identify the key 2-3 points you need to communicate. Tell your team what you are going to talk to them about and then tell them. Summarize what you told them. Then, ask them if there is anything that they need clarified. By modeling this type of communication, one that builds from your strengths, you can expect others to do the same. Try it, role play it, get feedback. I promise that your organization ranking will increase! As a Time Management Coach and Professional Organizer my mantra is schedule time to plan this. Don’t try to wing it!