Tackling Paper Clutter

This morning I am catching up on some of my own paper clutter using these techniques, originally posted in September 2012. 

Speaking at Multiple Births Canada National Conference, Oct. 2011

Since founding Simply Organized Life in 2005, the question I am most asked is "What to do with all those pesky paper piles?"

After a busy summer filled with lots of activities outside the home, I found myself with some sizable paper piles in my office. I made the piles go away and am only left with my current project folders on my desk. Here's what I did: 

1) Set Aside the Time

Being a professional organizer, I know how to handle paperwork and (gasp) actually enjoy it. However, several rounds of house guests and our busy summer schedule kept me away from my home office where the paper piled up. At the first opportunity, I scheduled time in my calendar to deal with the paper on my desk. 

2) Just Do It

Paper piles can be pretty intimidating. It is much easier (and more fun) to check your e-mail, surf Facebook or do just about anything other than sorting through the papers. What I find works for me is to set a timer for a short amount of time (say 15 minutes) and just starting dealing with the paper pile top down. If a bill appears, I pay it. If project papers appear, I schedule time in my calendar or create a project file. Most people can handle those types of action papers, but what about those pesky papers that you *might* need to refer to in the future? 

3) Put it Away 

Everyone needs a system for those little bits of paper that we want to refer to in the future. The thing is that if we cannot retrieve those papers when we need them, what is the point of keeping them? 

I utilize a combination of paper files, like the family binder I referred to in my "Get Organized for Back to School" post, and am slowly shifting to a paperless system for other things. For my children's artwork I either take a photograph or scan the items. These things are stored by month and year with our digital photos. For other things, like interesting magazine articles or websites, I scan and save to Evernote, which I can then search at a later date.  

Source:  www.evernote.com

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Carolyn will be presenting "Spring Clean Your Clutter" at Ann Arbor Rec & Ed. on May 10, 2013. Register now with Ann Arbor Rec & Ed. Please note that Carolyn was not compensated by any vendors for this blog post. 

Establishing Positive Routines

Carolyn presenting her popular seminar "Secrets of a Simply Organized Life" One of my "Secrets of a Simply Organized Life" (sign up here for a free copy) is having positive routines. Establishing and keeping positive routines is not always easy, but the benefits far outweigh the inconveniences.  Great routines can help you be more rested, get where you need to be on-time, keep up on household duties and achieve your personal and professional goals. I hope you will find these tips useful in evaluating your own daily routines.

Take a good hard look at your current routines:  note what is working and what is not working. Are you rushing around every morning, creating a stressful environment for everyone in your wake? Or is sleep deprivation making you a bit, shall we say it? Crabby?  Many families struggle with the morning routine, which really starts with a good evening routine and getting enough sleep. Here are some tips for establishing a stress free evening routine: Have a set bedtime on most evenings for both yourself and your children. Plan for any evening activities to finish a least an hour before your bedtime.  At that time, start winding down by planning for the next day, taking care of loose ends and getting ready for bed.  Lay out your clothing for the next day, so that it is quick and easy to get ready. Some may even want to prepare breakfast for the next morning.  We all have more to do than we can accomplish most days. Jot down those unfinished tasks on a notepad or in your calendar for another day.  ​Before evaluating your morning routine, make sure you are planning for the day ahead the night before. Then look at exactly where the morning routine could be improved up for a smoother start to your day. If you need help establishing your routines, contact Carolyn for a complementary consultation and consider purchasing the Simply Organized Life routine worksheet.  Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. To receive a free copy of Carolyn's "Secrets of a Simply Organized Life"and a monthly subscription to the e-newsletter "Your Simply Organized Life" sign up here.

Planning and Organizing Vacation Time

Photo Credit: Carolyn Anderson-Fermann

Most of us look forward to vacation time as a special time to explore new things and be with family. If we are not careful, planning and organizing a vacation can take on a life of its own. 

Here are some quick tips to help you plan and organize your limited vacation time:

1) Pull Out the Calendar

Take out your calendar (be it paper or electronic) and map out your vacation time, taking note of major holidays like Memorial Day and the 4th of July. If you have school age children, now is the time to figure out if your kids will attend some sort of summer camp. Many summer camps have already opened enrollment. 

2) Gather Information in One Place

Before you end up with one more paper pile, now is the time to set up a system for vacation related documents and articles. If you prefer paper, this can be a simple folder, hanging file or a three ring binder.

If you are trying to limit the paper in your life, an electronic application such as Evernote is a great repository for information. I started using Evernote over a year ago and find it really useful to scan in articles on places of interest. In planning our trip to Florida last year, I set up several notes in Evernote; including a packing list, theme park tips and links to recommended restaurants. This was much easier than lugging around a guidebook. 

3) Set a Budget and Start Booking

It is a fact of life that our vacation plans are limited by time and by money. Now is the time to set a vacation budget, start saving and start booking for the best rates. 

If you need a little extra help planning your time, please contact Carolyn to schedule a complementary telephone consultation and be your best in 2013. 

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Do you need to conquer the clutter in your closet? Carolyn will be presenting "Conquer Your Closet" through Ann Arbor Rec and Ed on Friday, March 15, 2013. Register with Ann Arbor Rec and Ed. 

Guest Post: Prioritizing You! (Part 2 of 2)

Last week, guest blogger, Anna Mae Trievel from Ann Arbor with Kids and Fun with Your Kid, shared her tips to make sure moms remember to make themselves a priority. Here is part 2 of 2. 

Based on the success of the coffee group mentioned in last week's post, I want to setup a regular event with another group of friends from my daughter’s school. 

I have talked with another mom about twice a month meetings: one week doing coffee and one week doing lunch. So far, we have not organized anything official, but have done coffee a few times, lunch once and a movie once. We also had an after-school outing with the kids.

My husband and I are fortunate to have family in the area who like to watch our daughter (and where she asks to sleep-over) so we are able to have date nights without arranging a babysitter. 

Date nights are also something that can be scheduled to make sure you have your own time. If finances are tight, you can arrange a routine trade-off with a friend so that you each get a date night once a month and once a month you watch the friend’s child(ren). 

Another option is to look for places that have a regular kids' night out event. Plan to take advantage of those when they are offered to have your regular date night. I have seen them offered at gymnastics centers, inflatable bounce places and my daughter’s school.

So when organizing your schedule, don’t forget the importance of scheduling your “me time”, “date night”, or even family game night.

Anna Mae Trievel writes the blog Ann Arbor with Kids about family events and activities in Ann Arbor, Michigan. She recently launched Fun with Your Kid to provide information about events happening across the country or region, product reviews, travel experiences and more.

Guest Post: Prioritizing You! (Part 1 of 2)

Guest blogger, Anna Mae Trievel from Ann Arbor with Kids and Fun with Your Kid, shares her tips to make sure moms remember to make themselves a priority. 

Our back to school schedule is finally set. The teacher has the classroom volunteer schedule completed and I have helped a few times. Soccer is nearly over, Girl Scouts has started and other after school activities have begun. Even if your child is not yet in school, back to school heralds a shift of weekday activities to focus on toddlers and preschoolers instead of kids home from school for the summer.

When setting your schedule, the required items always seem to make it on the calendar: school, sports, work and other commitments. But how often do “me time” events make it on the list? This is even more important when your me time activities include others or require child care, such as date night, mom’s (or dad’s) night out or lunch group.

  

Before my daughter was in kindergarten, we belonged to a twice a month playgroup for many years. Since she attended afternoon preschool, we were able to continue with the group until last fall. Last year, many of us had children headed off to school and were leaving the playgroup. We switched to a twice a month coffee group on the alternate weeks of the playgroup so that those who still had younger children could attend both coffee (with the younger kids) and playgroup. 

After taking a summer hiatus, we started back up in September. Our group is very casual in that you make it when you can. People drift in over the course of an hour and come on the weeks that they can. I love having this time on my calendar and knowing that we will get together regularly....unlike the hypothetical Mom’s Night Out that we have been discussing since our last one 15 months ago.

Anna Mae Trievel writes the blog Ann Arbor with Kids about family events and activities in Ann Arbor, Michigan. She recently launched Fun with Your Kid to provide information about events happening across the country or region, product reviews, travel experiences and more.

Pesky Paper Clutter

Speaking at Multiple Births Canada National Conference, Oct. 2011

Since founding Simply Organized Life in 2005, the question I am most asked is "What to do with all those pesky paper piles?"

After a busy summer filled with lots of activities outside the home, I found myself with some sizable paper piles in my office. I made the piles go away and am only left with my current project folders on my desk. Here's what I did: 

1) Set Aside the Time

Being a professional organizer, I know how to handle paperwork and (gasp) actually enjoy it. However, several rounds of house guests and our busy summer schedule kept me away from my home office where the paper piled up. At the first opportunity, I scheduled time in my calendar to deal with the paper on my desk. 

2) Just Do It

Paper piles can be pretty intimidating. It is much easier (and more fun) to check your e-mail, surf Facebook or do just about anything other than sorting through the papers. What I find works for me is to set a timer for a short amount of time (say 15 minutes) and just starting dealing with the paper pile top down. If a bill appears, I pay it. If project papers appear, I schedule time in my calendar or create a project file. Most people can handle those types of action papers, but what about those pesky papers that you *might* need to refer to in the future? 

3) Put it Away 

Everyone needs a system for those little bits of paper that we want to refer to in the future. The thing is that if we cannot retrieve those papers when we need them, what is the point of keeping them? 

I utilize a combination of paper files, like the family binder I referred to in my "Get Organized for Back to School" post, and am slowly shifting to a paperless system for other things. For my children's artwork I either take a photograph or scan the items. These things are stored by month and year with our digital photos. For other things, like interesting magazine articles or websites, I scan and save to Evernote, which I can then search at a later date.  

Source:  www.evernote.com

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Carolyn will be presenting "5 Habits for an Organized Office" at Ann Arbor Rec & Ed. on October 12, 2012. Register now with Ann Arbor Rec & Ed. Please note that Carolyn was not compensated by any vendors for this blog post. 

Organizing Cosmetics

The Clinique counter at Macy's in Ann Arbor

It is Clinique bonus time at Macy's (until April 15, 2012 or until supplies last). I do not wear much make-up, so I can pretty much get by on purchasing my favorite powder and the samples from the bonus bag. 

Most of us are pretty good at stocking up on our favorite cosmetic bonuses, but not so good at letting go and organizing our make-up. Cosmetics do have a shelf life and it is important to throw out old or expired items. 

The same day I made my bonus purchase, I took everything out and wrote the purchase date on the individual items in permanent marker. This gives me a good indication of when I need to throw out old items and how long cosmetics last so I do not overbuy. After dating the new purchases, I throw away the old duplicates. This is also known as the "one in, one out rule" in maintaining organization. 

I keep my cosmetics laid out in a bathroom drawer in the order that I apply each item. This saves precious morning time. I also keep a makeup bag (a "free" bonus of course!) in the drawer, so that when I travel everything is easily placed in the bag. In addition to the cosmetics' bag, I have a couple of cups holding brushes, a nail file, nail polish; as well as a small organizer for lip stick, mascara and small brushes. 

This is a really easy way to organize cosmetics, which saves time and money!

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. For more spring cleaning and organizing tips sign up for "Spring Clean Your Clutter" to be held at Ann Arbor Rec & Ed on Friday, April 27, 2012. 

Your 2nd Chance: Chinese New Year

10 Chinese New Year Resolutions (photo credit:  rootsbd.com)

I love fresh starts. There is something wonderful about the possibility of starting new. 

In the January edition of "Your Simply Organized Life" (subscribe for free here) I wrote a little about new year's resolutions, including a couple of my own. However, I am finding my excitement over the new year start to wane. 

Life happens and it is natural for our enthusiasm to fade. For myself, the last two weeks have been extremely busy with preparing and presenting two seminars and unfortunately, tending to a sick child. The latter never occurs at a convenient time. 

Since today is Chinese New Year, I see the notation on the calendar as a second chance to clear the clutter and start afresh on my goals for the new year. I am not demanding perfection of myself, just progress in the right direction. 

The best thing about fresh starts is that we can do this any time. Maybe the year of the dragon is your time!

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. On Friday, February 3, 2012 Carolyn will be presenting "Downsizing Your Life" with Ann Arbor Rec & Ed. There is a $25 fee for this public event. Register with Ann Arbor Rec & Ed. 

Stress Free Holiday Tip #9

Tip #9: The Reason for the Season

As I near the end of my 10 Tips for Stress Free Holidays, it seems time for contemplation over why we do all that we do during the holiday season.

No matter what faith or what holiday you will celebrate this season, I hope that you will take time to remember why you celebrate. At the end of the day and the end of the holiday season, that is what matters most.

I know that finding time for yourself or any type of quiet contemplation can be difficult at this time of year. In my home there is still some decorating to be done (if I so choose), shopping, wrapping and finishing up that photo book for my mother that I started way too late.

However, I truly believe that if you take a few minutes out of each day to ground yourself during this busy season, you and your family will benefit tremendously. This can be done alone, with your family or with a group.

One of my clients makes a point to wake up early before her family for quiet time. Many of us choose to worship with others in a spiritual group. In my household, opening up an Advent calendar and eating the chocolates inside is an evening ritual that includes a chance to remember why we celebrate Christmas in our family.

Whatever holiday you are celebrating this season, be it Christmas, Hanukkah, Kwanzah, the New Year or something else, take a few moments out of each day to remember the reason for the season.

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Carolyn will be speaking on "The Secrets of a Simply Organized Life" this Wednesday, December 14, 2011 at the Dexter United Methodist Church monthly soup and salad dinner.

Stress Free Holiday Tip #3

Tip #3: Use a Calendar!

If you have been reading my blog posts, subscribing to the "Your Simply Organized Life" newsletter or have attended any of my seminars; you know I am a fanatic about calendar usage. I don't care if you are the CEO of a Fortune 500 company or a retiree, in my humble opinion EVERYONE needs to use a calendar daily.

Hopefully, most of you are already using some sort of calendar or planner in your daily life to keep track of personal, professional and family appointments. It does not matter what type of calendar you use (paper or electronic) but I recommend using one calendar for all appointments if possible. If you are not using a calendar, now is a good time to start.

To avoid overbooking (and going crazy) during the holidays, put all of your appointments on the calendar. This includes the company parties, family gatherings and even your kids' holiday events. Be sure to ask your family members about these events and if you will be required to bring anything, dress a certain way or in general make any preparations. Remember, to say "no thank you" to events that do not fit with your holiday plan. This is the difference that will keep you stress free!

If any of your scheduled events require preparations, check to see if they fit with your holiday plan. If they fit with your simple holiday plan (i.e. it is something you want to spent time on), schedule time in your calendar for those preparations and do not forget to schedule driving time! For example, if you want to attend your company holiday party, but do not currently have the appropriate attire, schedule time in your calendar for shopping in person or on-line.

If the scheduled events on your calendar require preparations that do not fit with your holiday plan (i.e. it is something that you do not want to spend time on), try to outsource or avoid those duties whenever possible. For example, if your child needs treats for the school party and you are clueless in the kitchen, schedule time with your child to purchase or order an alternative. It can still be homemade, just not from your kitchen (ask me about my cupcake lady anytime).

With so many service providers available these days you can outsource just about any holiday task from baking, to decorating, to even sending your holidays cards (I have a great system for holiday cards). The key is to make sure that you can afford to outsource holiday tasks. In my next blog I will write about making a financial plan for the holidays!

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life.

AD/HD Conference

Every year Oakland Community College in Farmington Hills, Michigan hosts the Annual Michael Golds Memorial AD/HD Conference. This year's conference will be held on Friday, September 24, 2010. If you are interested, save the date and look for more information.

Facebook and Twitter

I held out for a long time, fearing that Facebook and Twitter would be a huge drain on my time. However, I also felt I might be missing out on something. Look for Simply Organized Life on Facebook and SimpOrgLife on Twitter to keep up with the latest news. During slow times, I will post limited time discounts for Facebook Fans and Twitter Followers.

If anyone knows how to link this blog to my Facebook and Twitter accounts, please leave a comment (note: all anonymous comments will be rejected).

Book Review

David Allen's 2001 Bestseller: Getting Things Done

This book has been on my reading list for a long time now. As I mentioned in my May 2009 Newsletter, Your Simply Organized Life, I finally figured out how to use my local library's on-line catalog to put books on hold and work my way through my "Books to Read" list. This is working great for me and it doesn't cost me a dime. Now if I could only read books faster than they appear on my list.

Getting Things Done, or GTD as it is commonly referred to is chock full of tips for organizing your time and your stuff. Overall, I learned some new things and felt the time spent reading GTD worth it; but did find it to be somewhat of a slow read.

What I like about GTD is that it incorporates tips not only for one's work (corporate) life, but also for your personal life. Some of systems David Allen recommends seem confusing and cumbersome (even for a professional organizer!). But there are some great tips to be had from this book. My favorite from page 99 "Keep the Drawer Less Than 3/4 Full" can be applied to organizing almost any physical space.

Organizing Tips for Families

This morning I had the pleasure of presenting my seminar titled "Organizing Tips for Families" to the MOMS (Moms Offering Moms Support) of Northville group (I am in the green sweater). This is a vibrant secular group that meets twice monthly at the First United Methodist Church in Northville, Michigan.

The group has quite a roster of activities including a seminar from Dr. Bob Sornson of the Early Learning Foundation on March 16th and a Mom to Mom sale on April 24th & 25th. They are currently accepting gently used items for the Mom to Mom sale which benefits the group and local charities.

Organizing for a Career Change

I have received some great questions from the readers of my monthly e-newsletter, Your Simply Organized Life (sign up here). This month I wrote about "Feeling Fine in 2009." Here's one reader question and my response:

Q: Do you have any ideas for organizing yourself during a job search/career change?

A: This is a great question, because it is so important to stay organized when searching for a new job or possibly making a career change.

When searching for a new job, I recommend creating an electronic file folder on your computer and a paper file folder (this can be a section of a three ring binder or a hanging file folder) for each position you are interested in. If you are really tech savvy you can skip the paper file, but I find most people still have tons of loose papers to pull together. I like to label the folders by employer name. This way you can customize your resume and other application materials for that particular employer. If you apply to more than one job at an employer, just create sub folders.

As for a career change, this is a much bigger project that should include extensive research and may even require additional training. To get you started, set up a three ring project binder with sections for research, training, etc. As you conduct your search, additional categories will reveal themselves.

While going through this process be sure to manage your time appropriately with goals for each day or week.

On-line Productivity Seminar

I came accross this on-line seminar earlier this week in a random fashion. This seminar about time management and personal productivity runs for about 35 minutes. There are some great tips to make it worth your time. I particularly like what Eben Pagen has to say about multitasking.

Until last week I had never heard of this guy. It turns out he has made millions as some sort of dating guru. Not something I am particularly interested as a happily married mother, but the guy does know a thing or two about personal productivity. That being said, stick to his free videos and keep you hard earned dollars in your pocket.

Travel Tip

My family and I just got back yesterday from a road trip to Atlanta, Georgia. We were there attending the wedding of the fine young man pictured at right, a cousin of mine. The gray haired man in the background happens to be my brother (I like to tease him about his gray hair).

Today's tip is intended to help you make the transition from a long vacation to "real life" easier. If at all possible, schedule an extra day at home following a vacation. This gives you time to unpack bags, readjust your body to your regular schedule and get back to your normal routines.

We love to travel, but even more, love coming home--especially after a 13 hour day in the car with a small child! Today's transition time has allowed me to throw in a load of laundry, readjust my child to being home and even download photos from the wedding!

Internet Secretary

Here's a new concept. Or at least new to me. "Sandy" is a internet based free secretary for daily reminders. You e-mail or text Sandy your requests for reminders and she will get back with you at the appropriate time.

On a totally unrelated note, some months ago I mentioned my friend, Laura Jannika, who is a Creative Memories Consultant. Laura has a new blog titled Power of Flower where she showcases her digital scrapbooking and flower photos. It's beautiful!

The photo above is from my garden and was taken by our friend, Michael, who visited us from Germany in early July.

Virtual Assistants

Yesterday I wrote about my colleague, Laura Jannika, who appeared in Scrap and Stamp Arts Magazine. I don't know how Laura got the magazine to me so quickly, but it arrived in my mailbox yesterday afternoon.

It is quite a nice article and in it she mentions using a professional secretary or virtual assistance for some transcription work. I happen to know Bonnie Myhrum, who was mentioned in the article and has a real eye for detail.

Virtual assistants, or VAs, as they are sometimes referred to can be a great asset for all kinds of projects that you cannot find to do yourself, particularly if you are self employed. To find out more check out the International Virtual Assistants Association.

Carlos Ghosn's Calendar

The Wall Street Journal has an occasional feature called "Boss Talk" where they typically interview CEOs of Fortune 500 companies. Today's Journal featured an interview with Carlos Ghosn, CEO of Nissan and Renault. This article was of interest to me having spent nearly 10 years working in the automotive industry and nearly all of my life in Michigan, where our economy has been hit hard due to our strong ties to this industry.

What I didn't expect to find in this article is confirmation of something I often teach in my seminars. The "5 Tips from Carlos Ghosn on Managing a Global Workforce" included using one calendar (or time manager) for keeping track of all appointments. My seminar attendees as well as my clients often hear that one calendar is better than two. If this tip is good enough for a CEO that splits his time between Tokyo and Paris, it should be one that the rest of us can follow as well.