Organizing for Today, Tomorrow and the Next Day

Getting organized is hard. If it weren't, we wouldn't put it off until it got even harder. There are hundreds of books out there on how to get organized; they have ideas on how to work in your garage, in your living room, in your mind, in your job. They offer every sort of idea for every sort of situation... but you know what happens to most of those books? They end up in the middle of some pile on our disorganized tables and desks.

What we need is some simple, applicable ideas and systems that we can start applying today. Here are my suggestions that I've come up with after working with all different sorts of clients and situations.

First of all, get an 'information assistant' (IA) that you can carry with you throughout your day. A paper-based daily planner, a personal digital assistant (PDA) like a Palm Pilot, or even a simple notebook where you keep everything written down (those are harder to keep organized, but don't think you need to spend a bunch of money on this tool).

Once you have that IA, use it. Have it be your calendar, your address book, your notebook, your reference page, your task list. Use it every day, and keep it up to date. I now always recommend a digital solution (like a Palm) if you already have a computer as these are much easier to keep updated, and are generally easier to carry around. I love that I can carry mine in the breast pocket of my sports coat. I used to have a paper planner, but I'd never take it with me in the evenings. Kind of hard to 'hit the town' with a notebook under your arm. More importantly, more and more of our lives are connected to the internet, and this flood of information will only grow. In addition, the data on a PDA can be backed up almost instantly, so if you lose it, there's no loss of information.

It takes a bit of time to get used to these tools, and of course you run into problems setting them up. It's a bit like a computer? Once there's one on your desk, it's all set up and you know how to use it, you get a lot done? but it took a while to get used to it. Plan on learning how to use your PDA so you're not fumbling around with it.

Now that your information is organized, let's look at the other important aspects of getting organized. Look around your office or home: what disorganized stuff is bugging you? If there's one particular room, or corner, or drawer that really bothers you, tackle that now. Try to deal with this one space until it's cleared, but if you can't finish in one or two hours, don't worry, just come back to it again, until you've got that biggest 'monkey' off your back. Once you feel the lightness from that, you will be more ready to tackle the next one.

How do you tackle that spot? By applying two main rules to each and every piece of paper or stuff: (1) If it takes less than two minutes to deal with (to file it, to act on it, or to trash it), do it now. If it takes longer than two minutes to deal with, "contain" that project (meaning file/box it), and put it on your calendar to deal with it in the next week. (2) If you haven't used it in over a year, toss it.

An example of this might be a crafts table, piled high with craft ideas, old mail, maybe a couple of shoe boxes of photos. (Sounds sort of familiar to many of us, doesn't it?) Well, for example, take those photos, put them in a container that they just fit in, and put on your task list/calendar a time when you will get to that project. Now, you'll probably not find the 7 hours you'll need to put those photos in order all in one block, so plan on spreading that project out over time. Keep going through that pile using these two 'golden rules' of organizing.

The first step for 'tomorrow', Day 2: Managing time.

A great way to figure out 'where the time goes' is to spend a day tracking where you spend your time. You'll be surprised at how much of that day is spent on things you didn't expect. Your work can be full of interruptions, distractions, problems, moments of relaxation, etc. Try to keep track of what you're doing for one whole day, in 15 minute increments. Do you really intend to spend 3 hours a day responding to email and/or surfing the web?

Set up systems that allow you to focus on your priorities when you want to. Do things such as:

• Set your email program to only check for email 3 times a day, not every minute. That way you won't be tempted/bothered when that latest email 'dings' into your inbox.

• Don't answer the phone. Let the machine get it, and return calls all at once, on your schedule, when you're ready. Plan an hour in the morning, and an hour in the afternoon.

• Be smart about messages and emails you do send. Don't just call back and say, "yes, let's talk about that".. Say, "Yes, let's talk. I'd like to follow up on point A before we talk, and if you could handle point B and just CC me on the email, that'd be great. Call me back at either 4pm Tuesday or 11am Wed." In other words, move the conversation along, and give others options to choose from that work for you.

Step Two for Day Two: Setting priorities and scheduling review

We've all heard about setting goals and breaking them down into manageable, achievable chunks... Now it's time to prioritize those chunks and get them on the calendar. Then add a weekly review onto that calendar so you can look back at what you did in the last week, and what you'll do in the next week to meet those goals.

The big issue disorganized folks have is that they work really hard to get organized, then in a couple of days or weeks, it's all back to normal, and those great goals and lists are buried. A solution might be to share your weekly priorities with a friend or colleague who will hold you accountable? And you do the same for them. (You could make a bet that if one of you doesn't get through your list, you have to buy dinner that week.)

Setting priorities and sticking to them is really hard for all of us. This is why organizational tools that spread your 'core' values into your everyday consciousness are such good organizational tools. Steven Covey's 'Seven Habits of Highly Effective People', the Franklin Planner's goals and values process, and it's why I suggest looking at your long term goals at least once a week during your weekly review. You need that reminder on a regular basis.

And the next day: Future steps.

As your systems start to fall into place, and you start to feel the benefits of getting organized, build on that momentum and start looking at what your overall life goals are, and what influences you. When you start working smarter and more effectively, you have to ask yourself what you're going to do with the extra time? Are you going to work more to accomplish more? Or do you want to take that time to do something else? You certainly haven't become more organized just so you can do more sitting in front of the TV have you?

Where do we look for models of how we want to live once we get the clutter out of our way? The following three cultural influences can be excellent guides for helping us focus our goals.

Zen and martial arts

As you gain mastery over your time and your 'stuff', look to become a master of whatever you do. The cultural precepts of most Asian martial arts, from Tai Chi to Kung fu closely follow precepts of Zen philosophy. As I attempt to understand what they're about, I read it as 'practice what you do until you can do it effortlessly, automatically. Do it in a reverent, loving way. Once you have mastered that action, move on to the next level, and focus again, on the present action.' Once you see the connection between your focus, clarity and the need for a clutter free, prepared environment, you will not want to move back to the old ways of distraction and stress again.

American 'Can Do' digital age

There's always a better way to do things, and American culture is always trying to invent it. There's much in the American way that can distract you from your new-found organization, like consumerism and greed? But you can also use this influence to always be looking at how to bring more efficiency to all your projects. Is there a paperless way to do what you have in mind? Do you need to carry all that computer equipment? Can we do a 'virtual meeting' instead? Adaptation and absorption is the norm in American society? Use this opportunity to do more in less time.

La Dolce Vita

The Mediterranean culture has long had a handle on 'the sweet life'. From Morocco to Jordan they have always prized time with family, time for art, music, food, for life. Italians are aghast when they learn Americans only get two weeks of vacation... Turks struggle to understand how American male friends don't spend time together discussing politics, art, and relationships? A two hour lunch with your family on a workday is not an indulgence, it's expected. Let the Mediterranean culture influence your new found time. Focus on life, and living, not simply working more.

The goal of looking at these different important influences as you look to get your life organized is to create a *lifestyle*, a way of living that allows you to focus on what's important, to do more, grow more, and to live better. Get started today.

About The Author

Tys Sniffen, Founder of Idea Mountain, has helped hundreds of individuals and small businesses deal with what's slowing them down. Working nationally, he consults both in person and 'virtually' with clients to help them be more organized, work better, and get more out of life. Please visit www.ideamountain.com for more information, or call 415-606-7746

tys@ideamountain.com

---

Google News Updated : Thu, 04 Dec 2008 20:34:03 GMT Sports of The Times Giants Leave Door Open to a Burress Return - New York Times Washington Post Sports of The Times Giants Leave Door Open to a Burress Return New York Times - 1 hour ago By WILLIAM C. RHODEN On Tuesday, a day after Plaxico Burress was hit with two counts of illegal weapons possession, Jerry Reese, the Giants’ general manager, broke the news to Burress: He was finished for the season, suspended without pay and fined. Report: Pierce will testify before grand jury FOXSports.com Pierce Reportedly to Testify to Grand Jury Washington Post Sports Network - The Chattanoogan - New York Daily News - TurnTo23.com all 4,418 news articles Publ.Date : Thu, 04 Dec 2008 19:20:44 GMT Hutchison takes step toward run for governor - USA Today The Associated Press Hutchison takes step toward run for governor USA Today - 1 hour ago WASHINGTON (AP) (AP) - US Sen. Kay Bailey Hutchison took the first formal step Thursday toward a run for Texas governor, setting up what was already becoming a bruising Republican primary battle in 2010 between her and Gov. Hutchinson files to form exploratory comm. Bizjournals.com Kay Bailey Hutchison edges toward governor's run Dallas Morning News The Associated Press - CQPolitics.com - Abilene Reporter-News - News-Journal.com all 292 news articles Publ.Date : Thu, 04 Dec 2008 19:06:53 GMT Zimbabwe Declares Cholera Emergency - New York Times Zimbabwe Declares Cholera Emergency New York Times - 2 hours ago By BARRY BEARAK JOHANNESBURG - The Zimbabwean health minister, David Parirenyatwa, has declared the nation’s cholera outbreak a national emergency and appealed for outside help, the state-controlled Herald newspaper reported on Thursday. WHO Says Zimbabwe Cholera Estimates May Be Too Low Voice of America Zimbabwe declares cholera national emergency CNN International BBC News - Reuters India - AFP - guardian.co.uk all 1,240 news articles Publ.Date : Thu, 04 Dec 2008 17:56:36 GMT Report critical of NY education - Bizjournals.com ABC News Report critical of NY education Bizjournals.com - 38 minutes ago New York high schools lag behind several states when it comes to educating students who go on to college. The likelihood of a New York high school freshman enrolling in college by age 19 is 44 percent, according to a new report by the Natonal Center ... New College Cry: Affordability U.S. News & World Report Colleges say they're struggling to make ends meet College Times Charleston Regional Business - CNN - Annapolis Capital - Albany Times Union all 945 news articles Publ.Date : Thu, 04 Dec 2008 19:55:34 GMT Rice satisfied with Pakistan's anti-terror stance - The Associated Press guardian.co.uk Rice satisfied with Pakistan's anti-terror stance The Associated Press - 31 minutes ago ISLAMABAD, Pakistan (AP) - Pakistan's leaders know what's at stake after the terror attack in Mumbai and have acknowledged their duty to evict terrorists and prevent future attacks, Secretary of State Condoleezza Rice said Thursday. Video: Rice in Pakistan to Push Terror Probe AssociatedPress Protesters in Mumbai have chanted anti-Pakistan slogans BBC News Christian Science Monitor - Wall Street Journal - International Herald Tribune - AFP all 4,568 news articles Publ.Date : Thu, 04 Dec 2008 20:02:38 GMT Franken's campaign protests 133 mystery ballots from Minneapolis - Minneapolis Star Tribune guardian.co.uk Franken's campaign protests 133 mystery ballots from Minneapolis Minneapolis Star Tribune - 1 hour ago only concerned with a fair vote count when it benefits his numbers. That so many voted for this ignorant fraud in my beloved home state is … read more a source of great concern to me. Coleman campaign withdraws 650 ballot challenges The Associated Press Franken Demands 'Immediate and Intensive' Search for 133 Lost Ballots FOX 9 News TPM Election Central - Economist - Hawaii Reporter - Post-Bulletin all 872 news articles Publ.Date : Thu, 04 Dec 2008 19:11:30 GMT Health Buzz: State Health Rankings and Other News - U.S. News & World Report eFluxMedia Health Buzz: State Health Rankings and Other News U.S. News & World Report - 3 hours ago Vermont is the healthiest US state, while Louisiana is the least healthy, according to the 19th annual America's Health Rankings report, issued by the United Health Foundation, the American Public Health Association, and the Partnership for Prevention ... Washington Ranked Tenth Healthiest State KUOW NPR Florida slips in health survey Bizjournals.com InjuryBoard.com - Hawaii Reporter - FierceHealthcare - Minneapolis Star Tribune all 243 news articles Publ.Date : Thu, 04 Dec 2008 16:59:46 GMT Make Money Online RSS to HTML

PARLOT::Ebooks, Scripts, Websites, and more...

Adsense websites

Choose Spice Racks That Help You Organize Your Home

Today you have almost as many choices of spice racks... Read More

Can You Make a ?Torpedo? Out of Personal Junk? How to Optimize What You Have

"Junkyard Wars," a TV series showed two teams of experts... Read More

Declutter for Sucess

Finish each day and be done with it. You have... Read More

1-2-3 Sort

Article excerpted from the new book, "How to Do Space... Read More

10 Tips to Get Organized and Clutter-Free- Now!

1. THE LOVE IT OR LOSE IT PRINCIPLE: Every item... Read More

Organize (and Decorate) Your Home on a Budget with Baskets

What's an item that can help you organize every room... Read More

Do You Have Scatter-Brain-Itis?

In your quest to get 'up and running' so to... Read More

Five Simple Tips to Get Organized Today!

Take time to declutter this summer...Writing can certainly consume the... Read More

10 Tips for a More Organized Morning

1. Teach your children to use an alarm clock or... Read More

Clutter-Clearing and Your Authentic Self

Have you ever felt so discouraged, your life so out-of-control,... Read More

Sticking to Your New Years Resolutions: Ten Tips for a More Organized Life

1. A calendar is an essential organizing tool ? start... Read More

Heres A Great Way To Organize Your Work From Home Office Virtually

How to do keep track of all you have to... Read More

Clutter Campaign - Select Your Tools

Have nothing in your houses that you do not know... Read More

Four Easy Steps to An Organized Closet

The National Association of Professional Organizers has dedicated January to... Read More

Family Management Tip #2: Choosing the Right Organizer for Your Family

What method do you currently use to organize your family?... Read More

Overwhelmed? Try the Red Zone Tactic

Some people seem to be born organized. You probably remember... Read More

Have an Ugly Day

"Do something every day that you don't want to-do; this... Read More

Mental Clutter- Is It Taking Over Your Life?

Chances are, most of you have a lot you need... Read More

Compartmentalize

The word "compartmentalize" means to separate into distinct parts. I... Read More

Keep, Get Rid Of, Or Not Sure?

Cleaning out can seem overwhelming -- especially if it's been... Read More

Organizing Your Day

One of the hardest things for most individuals working from... Read More

Digging out of Paper Clutter - part 2

We previously noted that papers must be sorted before they... Read More

3-Step Clean Sweep Program to Organize

3-Step Clean Sweep Program 1 -... Read More

Spring into Spring

Hasn't time flown? Already we're into the last quarter of... Read More

How Clutter Chases Money Away

Have you ever heard that having a cluttered home can... Read More