Productivity

With the never-ending to-do lists many of us face, it can be challenging to balance productivity with reality. None of us can go, go, go and never stop – we have to stop at the very least for sleep. Yet, we need to stop for more than sleep. The challenge in this busy world is to find the pace that makes sense for you.

First, let’s talk about productivity – the definition that fits this context best is “yielding results, benefits, or profits.” If you view this definition narrowly, you might only apply it to those tasks that give you hard, clear results – things that you can see and measure immediately.

I’d imagine that many of you view time with family valuable. Would you consider it “productive”? I would, as there are many benefits and even results. It’s hard to measure. You can’t really know what would be if you didn’t spend your time with family – for you or for them.

One of the ways I think about the idea of productivity is whether I’m making the most of my time. This shifts the idea from trying to accomplish tons of things to being effective and working on those things that are important. In this case, the word important refers to the big picture view – those values and needs that provide meaning and purpose to our life.

The amount of time – “free” time – we all have varies – from person to person and depending on various circumstances – activities, obligations, support and assistance, health, family, etc. If your “free” time is minimal, it’s all that more important to maximize that time. The idea of “free” time seems an oxymoron to me – as who has free time or at least feels like they have free time?

Something that you need to consider is what is reasonable for you personally. The amount of what we can each accomplish in a given day – the degree of productivity – will vary from person to person. What factors are you dealing with that could limit your productivity? How can you maximize your effectiveness?

Inc. Magazine had a blurb about the 3 secrets of most productive people a while back – these illustrate that productivity is about more than accomplishing things.

they take breaks
they are great collaborators
they have lives outside work

All three of these focus on the benefits of stepping away from being in the midst of “working” or being productive in the strict definition. There’s an additional comment about having lives outside of work also reveals these highly productive people have interests that don’t relate to their work.

True productivity can be as much about following your passions that give your life meaning as it is about completing your to-do list and earning money. What your success at being productive will look like is something you need to figure out. I can tell you that it will not mean working on your to-do list every waking moment. And it might mean reevaluating what being productive means to you – considering those activities you engage in that don’t provide those measurable results. I encourage you to discover your own version of what productivity means for you personally.

13 Posts in Honor of the Beginning of 2013

In honor of the beginning of 2013, I’m going to share 13 posts I’ve written over the past 4 years (though my first year I started quite late in the year). It’s hard to believe that I have been blogging this long and many of you might not have seen some of these posts. Especially when you consider that I have about 170 posts at this point.

2009

1- Ever feel like a bratty child approaching your dreaded tasks? I know I have. Check out “I Don’t Wanna!”

2- My first video where I reveal a dumping ground in our home and the approach we took to reclaim that room – “Revamping the Dumping Grounds in Your Home & Other Lost Rooms.”

2010

3- The title of this brings a half-grimace and half-smirk to my face as I think about how it could be misinterpreted, though the point remains; do you have an “Organizer Problem or Personal Problem?”

4- When you’ve decided to tackle an organizing project, it can be challenging to manage your way through it successfully. These are some of the questions I ask and suggest for people to consider as they work, “Ask Yourself These Questions During Organizing.”

5- It’s surprisingly common to struggle with handling those lovely plastic storage containers. Therefore, here’s one take on how to “Tame Your Tupperware.”

6- Have you heard of the O.H.I.O. idea? It’s interesting as long as it’s used in the manner it was intended, which not everyone realizes. Check out “Only Handle It Once” and see what I mean.

2011

7- I’ll admit it, sometimes it’s hard for me to remember all the things I’ve written about. This one stays with me and brings a smile to my face – “Contagious Clutter” can plague all of us. (And be careful it does multiply when you look away.)

8- There’s a common poem that outlines the “Guidelines for a Happy Home” which I use to illustrate some of the things that apply equally to be organized.

9- Although this title is a little misleading, it’s more about some steps to take when deciding to tackle an organizing project, including waiting until you are fully prepared, “You’re Organized, Right?”

10- This is such a little known planner, yet it remains as the one paper style I think about most as it limits our daily tasks, “Taylor Planner.”

2012

11- We all collect things. Yup, we sure do. So, then it’s worth thinking about “Collections, When to Stop.”

12- Arts and craft supplies can be one of the most daunting things to try organizing, there’s so many different approaches and so many things. That’s why I wrote about “Organizing Art & Craft Supplies.”

13- This was probably the most overdue topic since I only really broached it this past year, how to handle the small spaces – from the storage spaces like closets to the living spaces, “So Little Space.”

There it is, 13 posts to celebrate the beginning of 2013. It wasn’t easy choosing which ones to share and I’d love to hear if there’s one that I missed that you appreciated.

I hope you all have a wonderful year. Here’s to being organized – in the real meaning of the word, being able to find what you need when you need it. Happy 2013!

Reorganizing and Remembering

Have you ever had a time when you’ve been looking for something and can’t find it? Of course, this is part of being human. Let’s add another piece – you can’t find something that you know you “organized”? This too is quite common. Many times over the years I’ve had clients call me after an organizing appointment wondering where we put this or that. Frequently I’m able to tell them – within one or two possibilities.

Nevertheless this can be supremely frustrating. “Oh my, I went to all this trouble to make things logical and get organized and now I feel even more lost.” Believe it or not, I’ve been there and done just that. It can happen to anyone – from the most organized (which isn’t me by the way, I’m only mostly organized) to those who struggle more chronically with stuff. The reason no one is exempt from dealing with this has to do with several factors – and these factors can give us insight into steps we can take to minimize this happening.

First, when do you work on an organizing project? This is something to plan – design things with a clear intention. And to be completely clear, that doesn’t mean you can’t sort and purge in the meantime. It does mean to make intentional decisions, ones that you have thought out and considered for a while. There are times when our mindset can hinder our efforts – so if you’ve suddenly decided to reorganize those shelves, you might forget where you moved that one thing to that you didn’t want on the shelf after all those years.

Have you heard how it takes a minimum 30 days of doing something consistently before it becomes a routine? Consider the impact of moving one thing somewhere else after all the years you’ve lived in your home. You’re likely to automatically go to the shelf (or wherever) and be surprised that it’s not there. Then you run the risk of not quite remembering where its new home is.

Choosing to change things is something to do only when you’ve had time and energy to consider your options. If you’re tired, this probably isn’t when you are your best nor is it when you are making the best decisions for yourself.

A good example of this can be when dealing with papers. How many names can you think of for your car? Car, Auto, Make, Model, His/Her Car, Old Junker, etc. This can be applied to most papers, and the title needs to make sense to you or the person doing the filing. It’s amazing how one title can seem logical in one moment and completely illogical the next – it becomes hard to locate the correct piece of paper. This can be avoided by taking time to think about what makes sense to you and let it marinate – see if something better comes to mind.

Second, if you cannot wait to organize and don’t have time to make a plan, make a map. You can create essentially a cheat sheet of where things are; it can be as simple as a list, i.e. 3 ring binders – lower right shelf in bookshelf in spare bedroom (behind doors). This can be helpful too when your memory isn’t as good as you’d like. I have a list of our files – the category, the file name, which drawer – and it’s in order so I can always find it even when it’s slipped down and looks like it walked off! The map can even be more literal – a sketch that lays out what your space looks like and what lives in each space.

Another option is to label everything. My husband and I joke that it could be so easy for me to take labeling to an extreme – where the cat would walk around with a label – “cat”. Nevertheless, creating labels can be a good solution to help track where things have been moved.

Here’s a potentially disturbing truth – there’s no absolute answer for escaping our forgetfulness. There are many factors that affect our functioning and therefore our effectiveness when we reorganize. Keep these points in mind when you decide to tackle your next organizing project and minimize the chances you will need to send out a search party for that moved item.

Checking Tasks Off Your To-Do List

One of the questions I ask people when we’re talking about to-do lists is “do you write in tasks so that you can check them off?” There are a fair number of people who admit with some embarrassment that yes, in fact they do that. And I smile and say, “yup I’ve been known to do that too.” I want those check marks – that symbol of having used my day productively. Yet, it’s simply one-way to have the validation that the day was productive.

We all want to feel like we are accomplishing things – both those that are necessary and those that help us feel like we are moving forward. The way that we feel about our to-do lists can vary. It also varies over time – there are times I love my to-do list and times when it simply fills me with dread. As with everything, there are many variables that affect our behaviors and feelings.

My biggest struggle is to feel productive – how many tasks are reasonable to accomplish? There’s this nagging feeling like I could have done more, “if only…” With all the variables of life, what is realistic for a person to do in a given day?

I’ve looked into this, from extensive reading to polling my friends and family. The answers vary dramatically as well as the response that it’s hard to quantify – “it depends.” There was a flaw in my polling – often we each view our tasks differently. Does doing the dishes count as a to-do? Does taking a shower? You can see how defining a reasonable number of to-dos can be challenging.

Tasks take a different amount of time to complete. In a to-do list each item takes a line and can appear equal, even when they’re not. Ideally everything on your active to-do list needs to be able to be completed in one step. This means that projects are kept somewhat separate – like the brain dump to-do list, and only the next step goes onto the smaller daily or weekly to-do list (see my discussion of this in: Decide on the Next Action).

When it feels like I’ve been struggling with accomplishing my tasks, often I will write an estimate of the time I think each task will take. This allows me to see how much I have set to do and gives me the chance to move things to another week (I currently make weekly to-do lists from the brain dump list). Sometimes I will even take a list of tasks completed and note the time spent on each – this provides me with a realistic view of what I accomplished.

Too often I see people discounting the things they did do, as they view those things as minor or mandatory. Nevertheless, everything we do takes time and energy – it counts. During the times when I wasn’t really keeping a to-do list, at the end of the day I would sometimes write down everything I had done that day – another way for me to see what was accomplished.

Unfortunately there is no easy answer about how much you can realistically accomplish on a given day. One thing to consider is how long the things on your to-do list will take – do you have time on this or that day? Based on Harold Taylor’s planner, I recommend limiting your daily to-do list to no more than 3 tasks, above and beyond all those things you do each day anyway. Those 3 tasks can be whatever you choose and of any length as long as they are able to be completed within a reasonable amount of time. Test this and see how it works – when does it work for you and when does it break down?

Follow-up on the Unikeep View Case Binders

As a rule, I do not write reviews of products until I have used the item for a while. Although I think I can intuit the pros and cons of various products, I want to have the hands on experience to share with you. How long I use something before I review it varies depending the product. Yet, how does the product stand the test of time?

I originally posted my review of the Unikeep View Case Binders in February of 2011 after getting one from the NAPO conference in 2010. This was probably my favorite find from that conference and after using the one I received purchased several more for myself.

These make me happy though I continue to be less than fond of binders as a general rule. The fact that they are enclosed and of a consistent shape make them easy to use: either standing them up or stacking them.

I did end up breaking one of the rings since writing the review. It is the binder that I received more than 3 years ago now and I take with me to show clients. I also tend to abuse it a little to demonstrate how sturdy the rings are despite how they feel. Of the ones that I use, I have had no problems with the rings.

My husband was drawn to these and asked for one. He took it to work and used it for a handful of things on spiders. Recently it came home and he showed me how he was using it and reported how great it was for containing both the papers he needed and the little books that tend to get lost.

Unikeep binder holding both paper and small books

Unikeep binder open with papers and small books

My favorite “binder” from them is one without rings as I can load it with whatever I want to work on that day as I leave and it remains contained. I use this one the most, though have an actual binder I use for my volunteering which I use their tabbed pockets within it.

Another client purchased a set of them to hold some materials that come hole-punched and comments on how easily they line a shelf on her bookcase. They allow her to organize, contain, and access the papers she needs in a user-friendly way.

If you can’t tell, I am still a huge fan of these Unikeep View Case Binders. 🙂

Paper Retention

A while back I was working with a social worker and had to write up case reports on the progress being made with the client. Early on in one of them I talked about the continuing struggle with papers and how common this is. After talking with the caseworker, she requested I rewrite my report – saying that the struggles with papers would make the client seem incompetent. Huh? Apparently, her superiors are under the impression that struggling with papers is uncommon and a sign of greater challenges. I offered to speak with all of them to explain how extremely common it is and I was completely flabbergasted that anyone could think that way.

Struggling with papers is quite possibly the most common thing I encounter with my clients. This doesn’t necessarily mean bills or mail, although it can. Papers are virtually endless, there are always more of them and we cannot be rid of them all ever. Also, they can be difficult to organize in a way that makes them easy to find when you need them.

Papers are also extremely important. We need them for taxes and for work and the list goes on and on. Sometimes they are unique and finding them again – like on the internet or library (i.e. if we got rid of them) – isn’t simple or possible. We’re not always comfortable with the internet – accessing financial information – and that doesn’t mean the information you’d need is available.

I’ve done research on how long it’s recommended we keep our important papers. It’s surprising how there are different opinions on various types of papers while there are agreements about others.

For papers that relate to taxes, the IRS has guidelines (of course!). It’s gotten more detailed since the last time I reviewed them, scroll most of the way down the page to “How Long to Keep Records.” In general, it’s recommended that you keep your returns indefinitely, although you can discard the supporting documentation eventually.

When we’re dealing with other papers, here’s several resources with their recommendations. The best idea is to ask your tax preparer for their advice, as they know your personal situation. You can always make a list of questions for the next visit if it’s not convenient to contact them more frequently.

Consumer Reports – “Conquer the Paper Piles: What documents to keep, what you can toss—and when”
Bankrate.com – “How long to keep financial records”
OnlineOrganizing – “Records Retention Guidelines”

Everyone handles their paperwork differently – from keeping bills of everything for a while to throwing away bills as soon as a new one comes in. When it doesn’t deal with taxes, it really is up to you how you handle them. If papers plague you – know that you are not alone. It does not make you incompetent either, despite what some people might believe!

Information Collecting

You might say that I am an information junkie. I love learning and there is so much out there I could learn. And it seems like it’s getting easier and easier to have access to a plethora of information – at your fingertips, whenever you want. I will hold myself back from a rant about the reliability of this information, yet with the Internet so accessible, there’s tons of information to be had. We might not stop and think about our collecting in this realm.

Our collecting information might be fairly limited to certain topics or it might be more general. It doesn’t matter which one it is if you have a tendency to collect it. It’s relatively easy to collect information and physically less cluttered if it’s digital. Nevertheless, it’s collecting in either form. We don’t see the space in the same way when it’s digital, yet this doesn’t mean it’s not getting cluttered.

First, is your collecting of information getting in your way? How much time and energy are you spending on collecting this information? Are you referencing this information again? Can you find what you know you saved when you want it again? Do you have guilt that you aren’t using the information you’ve collected?

Just like with most stuff that you can collect, if you are keeping it, you don’t want to be controlled by it. It’s there to serve and help you. Period. You also want to be able to easily find it. Since information these days is both physical and digital, it can be challenging to keep everything together. (I’m moving strongly into the digital realm, as it’s searchable and saves paper.) It doesn’t matter which one suits you as long you make it work for you.

Sometimes this means taking a hard look at what your response is to information. Do you have a desire to collect it? If you collect it and then do something with it, then there’s nothing wrong. If you seem to have information that you haven’t even looked at, it’s time to consider what matters in your life. Do you want to spend your time and energy going through and examining all that information? (Are you really going to make time and energy to do that?) More importantly, are you going to continue to collect information for this unknown future point when you will use it?

How much are you collecting because it “might be useful one day”? Do you lack the confidence that you could find the information when it became relevant? Have you thought about how fast information changes, so saving something that might be relevant down the road might really be saving irrelevant information?

I struggle with these limits. As I’ve already said, I love learning. When I look on my computer or at my papers, I’ve been amazed by how much I’ve saved. It’s hard to part with them – yet this is exactly what I’ve been doing – examining what I’ve kept and tossing what I can. I’ve also made some changes in how I handle information: I’m starting to scan certain things and I’m re-organizing the digital information so I can access it more readily.

As with all organizing projects, I see it as a process. Your vision can change at any moment. Additionally, our first step really needs to be examining what we’re collecting and considering what happens for us with collecting. Even the most organized person collects – it’s what they do with the collecting that differentiates them. Is the information you are collecting worth your time and energy? Challenge yourself with your answer – it can open up a new way of viewing your stuff.

The Container Store

A couple of weeks ago I was fortunate enough to get back to The Container Store. It’s over an hour drive one way to get there and I probably go maybe twice a year, with gift cards. I joke that going to The Container Store for me is like a kid in a candy store. I can spend hours perusing the aisles – appreciating the options available, discovering new products and ideas, getting inspired with new ideas and approaches, and just simply drooling over all the products there.

This last time I was at The Container Store I became aware of something that has happened every time I am in the store. First, before I delve into that, let me share that I probably talked to at least 4 different salespersons on the floor while I was there shopping.

The first time was after I found a product that I thought might work for me although I wanted to adhere it in a different way than it was packaged, so I wanted to ask someone. She was quite helpful, agreeing with me that my idea should work fine, and then she went on to make an alternative suggestion of attaching it to what I wanted that was different from both the packaging and my idea. She helped problem solve a way to make the product work for what I wanted. Since I was already talking to her, I asked her a couple of other general questions, thanked her, and resumed perusing the aisles.

One of the things I’d done for this trip was to take a couple of the pages from their catalogs of products I wanted to check out, things I thought might work for my husband and I. When I found one of those, I realized it wasn’t at all what I wanted or needed. So, I found another sales associate to ask if they had any ideas of a product that would meet my needs. She understood completely what I wanted, agreed that the one product wasn’t good for that and lead me directly to an alternative.

A little later I was back looking more closely at those products, next to me was a salesperson helping someone else. The customer was apparently looking for something quite specific. The salesperson was understanding and admitted that she didn’t think The Container Store sold anything that would meet her needs. Then she went on to suggest another store to check if they might have what the customer needed. Before the salesperson left, I snagged her to ask some questions about this product. She asked me some questions about how I planned to use it and shared that it wasn’t the strongest for toting around regularly, the one she used was beginning the tear. As we continued to talk she checked with me that I wasn’t planning on stacking it with other things – it wasn’t sturdy enough for that either.

Unfortunately my experience in most stores is disappointing. The people don’t seem to know their products well. They more often than not seem disinterested in actually helping the customer find what they need. Even more often, they are unlikely to direct the customer to another store to assist them in getting what they need. I was pleased to hear each salesperson being helpful and honest with both myself and other customers.

It was a little later that it occurred to me that each time I go to The Container Store, regardless of which storefront it is, I find the staff to be happy to help me – not simply there, but actually pleased to talk and lead me different products. They seem patient and content to help me as little or as much as I need. This latest trip was to my third store in the Chicago area and all three stores have been the same in this way. It’s wonderful to experience great customer service.

5 Products from the NAPO Conference 2012

The world abounds with organizing products. There are many products to choose from and the NAPO (National Association of Professional Organizers) expo is a great place to discover and play with these tools. As usual, products need to meet your specific needs – not all tools will be useful for everyone. Consider your own needs and style when evaluating these or any organizing products.

I’ve chosen 5 products to briefly share with you; look in future months to see more in depth reviews.

1. WallMates: self-adhesive dry erase planning surfaces from At-A-Glance. These come in various sizes and formats. The entire back is adhesive and they claim they stick to everything. I saw them sticking them to a carpet-covered pedestal repeatedly without problems.

At-A-Glance's WallMate's self-adhesive dry erase planning surface

2. M by Staples Arc system: customizable notebook system.
These are notebooks of 2 sizes with various accessories that you can easily rearrange and design for your personality and style. There’s a special punch you can purchase to let you use any paper inside the notebook – mushroom shaped for the “tear-out” pages which you can easily put back in anywhere.

M by Staples Arc system, customizable notebook

3. File Case and Case Wrap from Smead.
A box for keeping file folders that comes with a case wrap for storage. These can replace hanging folders and fit in most file drawers. They are also decorative enough you could store them on a shelf and with the case wrap it won’t even look like a filing system.

File Case and Case Wrap from Smead

4. Mini-cube systems with fabric drawers from ClosetMaid.
You might be familiar with ClosetMaid cubeicals already – have you seen the mini-cube systems? There are currently 2 styles. There are fabric drawers to fit this mini-cube system with a wide variety of colors to choose from.

Mini-fabric drawer for a mini-cube system from ClosetMaid

5. Various adhesive tools from 3M.
– We’re all familiar with Post-It’s and now there’s one with almost a full adhesive back. There are the familiar flags for marking pages.
– The filing tabs are interesting which can be written on and repositionable.
– There are some storage container label pads, even applying to canvas materials securely (as the advertising says).
– You’re probably familiar with the Command hooks as well. It seems quite late, but I saw demonstrated how the adhesive works – they used a Plexiglas sheet in order to see both side of the application and removal. If removed properly it shouldn’t leave any marks on the wall, no matter the material (they mentioned- with the possible exception of stucco walls). They’ve also got Command strips for poster strips and picture hanging. Those picture-hanging strips are fascinating from the non-Velcro connection that is quite strong.

Variety of adhseive products from 3M

These were by no means all the products that I played with during conference, simply ones I found worth sharing. I’m excited to get a chance to get some hands on experience using these products and then sharing what I find with you over the coming months.

Filertek Dry Erase Hanging File Tabs

4 out of 5 stars

Filotek Dry Erase Hanging File Tabs

Pros

reusable – as you can simply erase the label as often as needed
snap cover to protect your label
clear or color options
dry erase very effective
snaps easily onto hanging files
fits all hanging files
each package includes a dry erase pen

Cons

do stand taller that standard hanging file tabs
doesn’t hold paper inside well

Review

Each year I head to the NAPO conference and end up discovering something new and interesting. In 2011, one of the things discovered were the Filertek Dry Erase Hanging File Tabs. Immediately I was fascinated with these, yet some products do not always stand up to their appearance. These hanging file tabs have – they are exactly what they seem.

What strikes me most about these hanging file tabs is the complete ease of use. They snap onto the top of all hanging files that I have tried – from the standard thick paper hanging folders to the newer plastic ones, which tend to be a bit thicker than the paper ones. Since they snap on so easily, they’re easy to attach and dis-attach, which isn’t always the case with the usual plastic tabs for hanging files.

The dry erase feature works beautifully – the ink adheres precisely to the dry erase surface of the tab. This is in stark contrast to the similar Peter Walsh’s product. Since the tab has a built in cover, it’s safe from being smudged off. One of the warnings I was told about was how if it sits for a long time with your label, you’d need to moisten the label to erase it (not unexpected since it’s dry erase). Whether you purchase the 12 or the 50 pack of tabs, they include a dry erase pen to use with your file tabs.

From what I can tell, these file tabs will last you for your lifetime – they are sturdy and since they are dry erase, you can reuse them indefinitely. There’s no need to worry about finding (or making) those paper strips to label in order to go inside the plastic file tabs. Even the snap cover appears to be quite durable yet not difficult to work with.

They come in a variety or colors – you can choose the clear option or you can get assorted colors (4 colors and includes some clear). Sometimes it’s nice to have some color choices while at other times you might not want the distraction of colors.

There are a couple of possible drawbacks, though I do see these as quite minimal. First, they stand taller on the hanging files than typical plastic file tabs. This could easily be something that’s an improvement since it makes them more visible. In my experience, file drawers and most places you would attach hanging file tabs are not short on space. This means that the added height of these would be unlikely to cause any difficulty. Second, if you didn’t want to write on the tabs, but rather wanted to insert paper labels inside the snap cover – the paper slides out. I didn’t explore this aspect much to test using thicker paper or anything since with the dry erase feature, I don’t see a point of trying to use paper.

The Filertek Dry Erase Hanging File Tabs are a wonderful alternative to the standard hanging file tabs. They’re easier to use and are indefinitely reusable. They come completely ready for you to use them – no need to worry about having a dry erase pen on hand, it’s included. There are some choices, yet not too many – with size and color. If you need or want an alternative to the typical file tabs – these are definitely worth considering.