Archive for Organizing Challenges

brown daytimer binder with 1997 on spine beside several spiral notebooks on shelf

POV: The Hidden Cupboard of History to Declutter

Posted by Carolyn on
 July 24, 2024
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As a dual-certified professional organizer, I’m often expected to have it all together. But the truth is, I’m human, just like my clients. I struggle with the same emotional attachments to stuff that make it hard for others to let go. As a result, I have stuff and history to declutter.

We All Struggle to Declutter brown daytimer binder with 1997 on spine beside several spiral notebooks on shelf

This past week on Instagram, I have been sharing some of the areas of clutter where I struggle. Today I shared a sneak peek into my own desk cupboard, where I store old Day-Timers and notebooks. It was a moment of vulnerability, and I was surprised by how many of you resonated with it! It seems we all have our own secret stashes, struggles and yes, some history to declutter. Like many of you, I find it hard to part with these items, each holding a piece of my personal and professional life.

One of the key messages I want to convey in my POV series is that as organizers, we are human too. We face the same challenges as our clients. But here’s the thing: as a professional organizer, I have the strategies and skills to tackle these challenges. However, the question is – do we use them?

Take Action

After posting today’s reel, I felt inspired to tackle this project head-on. Action is forward movement and progress can’t occur without it.  Armed with determination and my trusty organizing strategies, I dove into the decluttering process. I filmed the process and tomorrow I’ll share a follow-up reel to show you the result.

Set a Time Limit

This was not a scheduled project, and I already had a full list of To Do’s for the day. So, I set a time limit: I would see how much I could do in 30 minutes. This had an added benefit; I knew based on the timeframe of the day-timers that there were emotionally charged items.  The time limit gave me permission to slide past anything that might be too emotionally charged to tackle in the time I had available.

The Decluttering Processred sand draining through clear hour glass

Here’s how I approached the decluttering of my cupboard:

  1. Assess the Contents: I took everything out of the cupboard to see exactly what I was dealing with. This step is crucial in understanding the scope of the project.
  2. Sort and Categorize: Next, I immediately put back anything I knew was an emotional rabbit hole. Let me tell you – it was a journey! I glanced through years of appointments, and schedules. I relived memories, cringed at outdated goals, and even found some treasures I thought were lost forever. As I worked through the stack, I realized that some things were truly worth keeping – like notes about the start of my business. But most of it? Well, let’s just say I won’t be needing those old voice mail notes from 1997 anytime soon.

The Aftermath

Afterward, I’m left with a decluttered cupboard, a huge stack of paper that’s destined for the burn pile (more therapeutic than shredding), and a few treasures to pass along to new homes. Three binders and a portfolio are looking for a new owner – anyone interested?

The Lesson

Decluttering and organizing aren’t about being perfect; they are about being intentional. Recognize what’s truly important, let go of the rest, and create systems that support your goals. Create space for what truly matters. It’s a constant process, and even I need a constant reminder.

Moving Forward

As a professional organizer, I know the strategies. But as a human, I need to apply them just like everyone else and remember to have self-compassion when things get tough. And that’s okay.

I hope this inspires you if you also have some history to declutter in your own space. Stay tuned for tomorrow’s reel, where I’ll share the decluttering process and more tips for tackling your own paper clutter.

And remember – progress, not perfection.

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jumbled collection of many dishes on table

Backlog vs Day-to-Day: What’s the declutter difference?

Posted by Carolyn on
 July 17, 2024
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Jumbled collection of dishes waiting to be decluttered.Many people don’t realize there is a declutter difference between backlog and day to day. Not all clutter is created equally. This will help.

The Declutter Dilemma

Touch it once. Deal with it now. Don’t put it down put it away.

These are all great organizing principles. EXCEPT they only apply to day-to-day decluttering.

If you are dealing with a backlog these strategies will have you frustrated, overwhelmed and a victim of decision fatigue in no time. UGH!

There is a declutter difference between the two type of organizing. One, clearing a backlog, is all about managing large amounts of material as quickly. On the other hand, managing paper, clothes, dishes or documents on a day-to-day basis is quite a separate process.

Here are some strategies that will help you manage the declutter difference and get your space organized to feel calmer and back in control.

Declutter the Backlogwhite coffee mug with "begin" sitting on wood grain table. Sometimes just beginning is hard with a backlog to declutter.

You have a large amount of material to be reviewed, sorted, purged and then organized. Welcome to the backlog. Perhaps you are preparing for a house or condo sale, or maybe a move. Or, you simply have decided you need more space and less stuff so it’s time to take action.

  1. Key Decision: The key decision for backlog is Discard or Keep. Make this decision as quickly as possible. Simply decide what is shed vs what is keep.
  2. Make it Easy: If it’s paper you are sorting, have a recycling and shredding bag or box right beside you. Anything to keep is divided into FILE or ACTION.
  3. Next Steps: Once this first sort has been done, you will likely find only 10-25% of the original pile is actually left with ACTION to be taken. Take out the recycling. Set up your shredder or find a local shredding company and pick a time to get the shredding out of the house.
  4. Last Step: Take the necessary action and then FIND A HOME for the items to be kept. If you are moving, that might mean packing. Having decluttered already, you will be packing and moving much less.

Managing  Day-to-DayDesktop with keyboard, book, magazine and a sign that says To Do. If your day-to-day decluttering has to do's of less than 15 minutes, try and do them right away.

The decluttering difference with day-to-day organizing is to make sure the backlog never happens. The trick is to avoid an accumulation of belongings or paper, so that you don’t have to take the time or energy to ever clear the backlog.

  1. Key Decision: The key decision for day-to-day organizing is “What action needs to be taken?”
  2. Make it Easy: If the action to be taken requires less than 15 minutes, try and do it right away. Although this is not always possible, getting into the “do it now” attitude for those quick tasks will keep the clutter at bay. This is where “touch it once” makes sense.
  3. Next Steps: Once the action is taken, the following question is “Where does this need to live?”. Every item needs to have a home where it can be easily stored and retrieved.  Remember, however, once the action is taken, where it needs to live might be the recycling, shredding or garbage.
  4. Last Steps: Put the item in its home. This is where “don’t put it down, put it away” comes in.  You are done.

There is a decluttering difference between clearing a backlog versus maintaining a clutter free home or office on a day-to-day basis. Not all clutter is created equal. A different strategy is needed whether you are clearing the backlog to downsize or managing today’s mail. Have fun and keep going.

 

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Habits: Tripping vs Thriving

Posted by Carolyn on
 February 5, 2024
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woman in brown sweater and scarf sitting on log an looking out over body of waterHabits can sometimes be very helpful. Other times they trip us up and get in the way of accomplishing our goals. In the Mindfully, I AM Evolving coaching program I support clients to recognized both and learn how to use, or modify them.

What is a Habit?

A habit is behaviour we do without thinking. It is an unconscious response to something. Habits are part of a triad identified by behaviour researchers such as Charles Duhigg. Our minds perceive a stimulus which creates a reaction and that in turn creates behaviour which we understand to be the habit. In his book, The Power of Habit, Duhigg identifies the cue, routine, reward loop which represents our habits. Our mind perceives a cue, we respond with a routine reaction and receive the reward that the mind has learned will be produced. A habit is a learned reaction to a cue which results in us receiving a reward.

Tripping Habitsyellow caution tape wrapped around yellow barricade.

Unfortunately, as we all know, not all habits help us get to where we want to go.  Anyone with a sweet tooth knows how hard it is to break the habit of eating the free candy of the hostess desk in a restaurant. For many it’s picking up their smart phone and finding themselves mindlessly scrolling a social platform without even realizing they are using up work, play or study time.

Thriving Habits

On the other hand, some habits help us to reach our goals or to stay safe or become a better version of ourselves. The habit of checking that the door is locked when leaving keeps us safe. Looking left then right then left again before crossing the road keeps us safe.  For members of the Robin Sharma 5 am Club, getting up early helps them move forward in personal and professional development.

Mindfulness, Awareness and Habitswoman raising hands in triumph looking our over lake

The Mindfully, I AM Evolving coaching program is a proprietary coaching program.  The program helps clients self-coach using a four step model. Mindfully, refers to developing awareness. I stands for Intention, identifying who they would be as their best self. The A refers to Attention or where to place their energy, what strategy is required, to become that person. Finally, M stands for Mindset; what do you need to know, understand or believe in order to make that Intention a reality.

When it comes to habit, the first challenge is to identify that a habit exists. Using mindfulness – defined as paying attention, on purpose, in the present moment without judgement – one starts to develop awareness of one’s unconscious actions, behaviours or thoughts. Unconscious actions, behaviours or thoughts are, in fact, habits.

So What? Now What?

That’s great Carolyn but what do I do with all this?

With awareness, we can decide if we like how the habit impacts our life. If you like the outcome, great, do more of it. If you don’t like the outcome, modify, manage or eliminate the habit to get a better result. Awareness allow us to decide what to do. When we don’t even notice we are doing something, its impossible to change it.

To help yourself become more aware of your habits, try an experiment. See if you can develop the awareness to catch yourself using a habit. Reserve judgement, just be aware.

What did you notice?

How does it impact your ability to be successful?

Is it causing you to trip or to thrive?

What would be a better action or what can you do instead?

What will you do next time? How will you catch yourself?

Using these few questions you will develop the mindfulness to catch yourself in a habit which you can then arrange to modify if need be.

 

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person's legs with red running shoes lying on white hammock

Delay and Procrastination: Same or Different?

Posted by Carolyn on
 January 31, 2024
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How does one determine whether not doing something is delay and procrastination?

Procrastination is a one of the most common complaints and issues for all my clients whether they are seeking my support for decluttering, down sizing, business or life coaching. Curiously it all looks the same and the concerns are expressed the same way.

“Why do I keep procrastinating when I know I should be doing this (filling the blank with desired goal to accomplish)? Why can’t I just do it?”

Delay vs Procrastination: The Differencewhite balance scale with apples on one weigh plate.

Timothy Pychyl is one of my favourite resources on procrastination. His book Solving the Procrastination Puzzle has been a great resource and provided extremely helpful information.

Pychyl defines procrastination as “needless voluntary delay”. In other words an individual is choosing to delay action on an item, unnecessarily. He points out that other delay may be caused by factors outside of our control, resulting in a frustrating delay. For example we may need to wait for a supply back order to be available before starting on that fabulous DIY project. A delay may be caused by a shift in priorities. Instead of working on the project the weekend the supplies are available, you time is redirected to caring for a sick child. Balancing and juggling priorities is a day to day challenge for most people.

According to Pychyl all procrastination is delay but not all delay is procrastination. Some delay is waiting on another thing to be completed. Delay could activities out of our control.

Someday I Will Syndrome

Then there is the someday syndrome. Goals we have are unspecific. It is hard to accomplish something that is vague. When there isn’t an clear outcome, date and deliverable in place, often there is a lack of accomplishment that goes with the vagueness.

Solutionscalendar open to days of week with blue and orange market sitting on top.

Here are four key solutions that may helping with your delay and something thinking:

  • Write it down. Whatever it is you want to accomplish, get it writing down to make it real and tangible.
  • Break it down. Large vague project are really hard to move forward on. Make the project or item smaller and smaller into pieces and until you are guaranteed to e successful.
  • Schedule the action or project. Most likely unless it is a very small project, you will be scheduling pieces of activity that lead to completion.

Conquer Procrastination Cheat Sheet cover

 

 

For more help with procrastination strategies, pick up a free copy of the Conquer Procrastination Cheat Sheet.

 

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red sand draining through clear hour glass

We Manage Tasks, Not Time

Posted by Carolyn on
 January 25, 2024
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hands holding up analogue clock with red face and white numbersTime management is likely the number two complaint of my clients, right behind clutter. The reality is, we don’t manage time we manage tasks and ourselves.

Time Explained

We all have exactly the same amount of time. Time ticks by at exactly the same speed for everyone. Each second, minute, hour and day goes past the same for both you and I. While it might seem like some days fly by, time ticks along at the same pace regardless of our age, stage or needs.

The Uber Productive

So how is it then that some people just seem to manage time so much better than the rest of us? They get stuff done, accomplish goals and they seem unstoppable.

The answer is that these people have learned to manage tasks really, really well.

Manage Tasks, Not TimeManage tasks woman in black juggling blue balls

Do yourself a favour; stop trying to manage time. Time is out of your control and can’t be managed. Tasks can be managed and that you mostly have control over. Try these tips to get you jump started on managing your tasks. Then sit back and enjoy your accomplishments and goals become reality.

  1. Write down all the things you think you should be doing. Writing things down makes them tangible and more realistic. Always start the task with a verb when you write them down. The verb tells your brain that action is required and what action to take.
  2. Next, identify the top 3 items that will move your goals forward faster than anything else.
  3. Create a task list for your day with only these three items on the list, listed by priority. Not sure what priority to place them in? Ask yourself, if only one task was accomplished today, which one does it have to be to move your life, business, career, family or project forward?
  4. Book the first task into your day. If there isn’t time booked, the day will eventually slip away without those most important tasks getting accomplished.
  5. If the task doesn’t fit, break it down. Make sure each part of the task is small enough that you are guaranteed to be successful with the time that you have.
  6. Keep working on the task until it is finished. Have to move on to another commitment? Take that unfinished task and put it top of your list for tomorrow, before any other task gets on your to do list for tomorrow.

Use these to help you manage your tasks. Meanwhile, look like a pro at time management.

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view of setting sun over leeward deck of sailing yacht.

Take a Break

Posted by Carolyn on
 January 18, 2024
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Sail boat in choppy waters facing sunsetWhen Life throws us rough waters, we may need to step away or take a break from our business for a short time. An annual plan can support you to get back on course faster and easier.

Life’s Hiccups

They say that Life is what happens when you are busy making other plans.

It might be events over which you have no control. Or the consequences of something you did or decided days, weeks or months ago.

Maybe you aren’t getting the business results you had hoped for and you don’t know why.

Perhaps the weather has you down or a relationship or loved one needs your attention.

Or, as I sometimes say, “The moon may simply be sitting on the wrong side of the sky today”.

Regardless of the reason, when Life turns calm waters to rough, we have to respond.

Take a Breaktwo stones in sand with curves in sand around them

Stepping away or stepping back may be the best solution. Rough waters may mean a timing change or detour from your plan. If the original plan didn’t work out, stepping back to reassess can provide insight.

When an expected result shows up, slowing things down to check your assumptions can lead to a better decision and better result the next time.

If and when you are tired, anxious or find yourself not eating or sleeping well, taking a step back may provide your body and mind a rest it needs. Taking a short break gives you time to refresh. You will return able to make better decisions and more resilient to challenges.

Have a Plan

When you have an annual plan, coming back after a short break goes smoother. Recovery is faster.

When the seas get rough, don’t change the goal, change the strategy.

A good annual plan has a four steps to help you step out of your comfort zone, step up to the work, step in to the tasks and step through the inevitable challenges.

Ship's compass with calm waters to get back on course.Step one is a compelling vision that keeps you focussed and reminds you of why you are pursuing goals in the first place. Next the plan needs a break down of the year to show where the revenue opportunities sit and where the expense obligations lie. Step three is a set of detailed process and outcome goals by quarter and month to identify what work needs to be done and when. Final step is a set of tools to which you can resort when the procrastination, perfectionist, and fear of failure – or success – gremlins show up.

With this four step plan in place returning from a break will keep you focussed on your compelling vision and why it is important. The goals don’t change; the timing may need to be adjusted. It’s easier to get back on course even if a detour or delay was necessary.

Taking a break is sometimes the smartest solution when life churns the seas and unexpected challenges show up. With a solid plan getting back on track is faster and easier.

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weathered wooden platform with colourful block spelling Thank You.

Get Organized with Gratitude

Posted by Carolyn on
 October 16, 2023
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weathered wooden platform with colourful block spelling Thank You. Use gratitude to help get organized.

We are in Thanksgiving season; this is a great time to get organized with gratitude. Canadian Thanksgiving has just passed. American Thanksgiving is just around the corner. But how does gratitude help someone get organized?

It all started when…

I read Marie Kondo’s book, The Life-changing Magic of Tidying Up.  One of the strategies that Kondo recommends is thanking the objects that one is purging to recognized your appreciation for the role they played in your life.  Even if their usefulness had come to an end. This seemed like an interesting strategy so I tried it out with a couple of clients. They found the idea quite humorous. But they tried it anyways. And sure enough is has proven to be a most useful strategy.

How does getting organized work with gratitude?

The process is simple. One simply says thank you to the object or objects that you are intending to declutter or shed. Thank them for their service, their usefulness and their contribution to your life. And then wish them well in their new life “beyond your front door”.

Why does this work?

Not being a psychologist, I’m not equipped to go into the science of how this might work. What I can tell you is that using this strategy definitely helps clients shed objects, especially ones they may be conflicted about. Saying thank you to the objects in question seems to break the emotional attachment the client has to the object. When clients acknowledge the usefulness of the object, they no longer seem as attached to it, or keeping it around, potentially forever.

The simple act of saying “thank you for your service”, helps the client anchor in the understanding that this item no longer serves their highest good. Clients report that once they have said thank you and spoken out loud about the service they have received from the object, they no longer feel as sad or conflicted about sending the item away. They can move on to reduce the accumulation of objects they are no longer using.

How can you use it?Puppet figure playing violin in briefcase with thank you, written in several languages, on a paper behind him. Getting organized can be easier using gratitude.

Getting organized with gratitude is easy once you get over the idea of talking to inanimate objects. Since some of us do it anyway, and you may well be alone when you declutter, no one will know the difference. Give it a try and see if it helps you with your shedding.

Get started by simply hold the object that you are perhaps struggling to part with. Think of the service the object has given you. Maybe it’s a dress that comes with great party memories but is no longer in style or reflects your current personal style. Thank the dress for the fun and memories. Perhaps even take a picture to remember. Then tell the dress it is time it found someone who will wear it and make new memories. Focus on the moving forward part of this exchange rather than the looking back part. The dress now needs a life beyond your front door in order to find that person with whom it can make new memories. Say good bye and wish it well then put it in the donation bag.

This strategy has been very helpful for many of my clients over the years. Let me know how it works for you.

And in the meantime, I am grateful you took the time to stop by and read.

 

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Many pieces of paper with "Alternative" written on them in different colours and fonts.

Decision Fatigue: What it is and how to manage it

Posted by Carolyn on
 July 20, 2023
  ·  No Comments

Decision fatigue is more common than one might think. As an organizing professional I see it a lot. But what is it really, how does it show up and what can be done about it? This blog article takes a look at the idea from an organizers perspective.

Definition
many white tabs with "Option" writing on them in different styles and colours.

According to Wikipedia, decision fatigue refers to the impact of having to make too many decisions, or too difficult decisions, in a short space of time. In other words, it is the impact of that experience that is the fatigue referred to by psychologists.

Decision fatigue is “the idea that after making many decisions, your ability to make more and more decisions over the course of a day becomes worse,” said Dr. MacLean, a psychiatrist. “The more decisions you have to make, the more fatigue you develop and the more difficult it can become.”

What it looks like when organizing.

As I mentioned this is a common experience for me as an organizing professional. Because I work with individuals affected by chronic disorganization, I specifically designed the hands on portion of my business to be face to face with clients for only 3 hr sessions at a time. (Sessions for packing and unpacking associated with move management are longer). The reason is specifically due to decision fatigue.

It did not take me very long as a newcomer to the industry to recognize that clients would literally stop making decisions at about 150 minutes, or 2.5 hrs into our session. I had already been introduced to decision fatigue while taking a Masters in Health Services Administration degree. So, I knew this could be an issue.

There are six ways decision fatigue shows up. Avoiding decisions, or glazing over, is just one of them.Many pieces of paper with "Alternative" written on them in different colours and fonts.

  1. Reduced ability to make a trade off: in this impact, my clients can’t decide between choice A and choice B. If we agree that they will only keep one of two items, they can’t decide which one to choose.
  2. Decision avoidance: this second impact shows up as the client not wanting to make any decisions at all. Clients will sometimes show distraction from our task, ask me to make the decision or, for those who have more self-awareness, simply throw up their hands and state “I can’t decide”. For the record, no, I don’t make those decisions for my client.
  3. Impulsive activity: this is especially true for purchases at the cash register for shoppers. In organizing however, this impact of decision fatigue often show up as “throw it all out”. Clients impulsively decide to get rid of everything because they simply don’t have the mental energy left to decide.
  4. Impaired self-regulation: this is when the client doesn’t hold themselves to their usual standard of behaviour. Clients tend to get irritable and may be short or “snippy” with me or someone else in the family.
  5. Susceptibility to decision making biases: in this impact, the client tends towards an easier decision vs a correct or wise decision. It may be easier to simply not discard anything from a “I don’t like this” clothes pile than to be able to determine if any could hold any more value in the client’s future.
  6. Decision conflict and regret: In this impact the client becomes more and more worried about making a wrong decision. Eventually they just stop making decision altogether.

What do to about Decision Fatigue?hand with pole balanced on it show signs in opposite directions each saying "I don't know"

There are several ways to manage decision fatigue. When working with clients, I use whichever one works. I recommend you use whatever works for you.

  1. Take a break from the project you are working on. If possible physically remove yourself from the location and go to somewhere else even if it is just another room in the house or another office. Spend enough time in this other location doing something else until you feel at least a little bit refreshed.
  2. Change the task. If you are organizing clothes, try switching to working on a work project or making a meal. If possible, try switching to an entirely different task, however, even making decisions about a different set of items will help. If you are sorting clothes, try moving over to books.
  3. Go for a walk in nature. Walking in the woods, in a park or even just down the street will help to refresh your mind and your decision making muscles.
  4. Ensure you are adequately hydrated and have eaten enough to that point in the day. Many times while working, clients forgot to eat and drink. Hydration is most important however, being adequately nourished is also important.

Have you ever experienced decision fatigue? What was your experience? Drop me a note in the comments.

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Galley of sailboat

My Favourite Strategy

Posted by Carolyn on
 June 19, 2023
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water lines below deck on boat

The Reality

Faced with the magnitude of a project on the weekend, I realized that I refer to my favourite strategy, either productivity and organizing, more often than I realize.

There I was staring into the bilge of my baby. She’s not a big yacht. She is just big enough to require lots of work and weekly, monthly, seasonal and annual maintenance.  You may have heard the expression “a boat is a hole in the water to throw money into”? Yup, that about sums it up. That picture is the water lines in the bilge beside the galley.

In this case it wasn’t the cost of the project, it was how to do the darn thing.  I knew what the end result had to be: tank and lines flushed and filled, inside wiped down with vinegar, dishes and cutlery cleaned, cupboards cleaned out, water filter check, floor washed.

I was struggling with how to get there.  What was the sequence? Why didn’t I write it down last year? Where were last year’s notes anyway? Why couldn’t I just go sailing….?

The Challenge

Frustrated and discouraged, wondering if I ought to have stayed home and worked on my year end finances, I went out to the cockpit. My task list notebook was waiting for me, never far from reach. As I stared at the empty page in my notebook, I thought “this is what my clients maybe feel like before we work together”.

The water system needed to be drained of the potable antifreeze from the winterization. The inside of the boat had to be wiped down with vinegar (my anti mold weapon). The cushions needed airing, other things needed washing. I scribbled away.

The Solution

Break it down. Then break it down again.

This is by far my favourite organizing and productivity strategy. I wrote everything I could think of that needed to be done. Then I did my best to try and sequence the steps.  Some were two person jobs.  I reassessed what I could do alone, and where I needed someone else to help.

Even just seeing the list made me feel better. The tasks seemed more concrete and less overwhleming. The project seemed doable but maybe over two days instead of one. The extra set of hands would have to wait for the second day.

Throughout the day I checked in regularly with the list.  This kept me on task.  Yes, I strike out what is complete. This keeps me motivated and energetic. And if you followed my Instagram account, you know I had to take a break at lunch to reassess progress again.

Here’s a peak at the list IMG_3821 after day one.

The ResultGalley of sailboat

Everything got done right down to washing the dishes and setting out the sheets not the berth. Fresh water in the tanks. Filter clean. Fresh dish towel on display – ready to sail and entertain.

My favourite organizing and productivity strategy came through again.

What’s your favourite strategy? Do you have one. Feel free to borrow mine. It works.Forward v berth on sailboat with green linen

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colourful food bowls stacked on two shelves.

Excuses for Disorganization

Posted by Carolyn on
 April 24, 2023
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Have you got Excuses for YOUR Disorganization?

disorganization around woman holding telephone in an office with piles of files and crumpled paper around

Always needing excuses for your disorganization can be exhausting. Maybe this isn’t you, but perhaps someone you know.  Are you chronically disorganized, overwhelmed and frustrated? Realizing that you are forever holding everyone else up.  You know you cause deadlines to be missed and you shrug off offers to help. You work hard to ignore complaints from colleagues but then go home discouraged yet again. Some people suggested you work with a professional organizer .  But this is just too scary. Chronic disorganization in an office is no laughing matter and no one knows it like you.

Whether your work is virtual or you are physically present in an office setting, being on time, on task and on target is key. Here are the most common excuses I’ve heard over the past 18 years and some solutions to help get beyond the chaos. My hope is there is a solution in here that speaks to your most common excuse so you can banish the overwhelm and exhaustion once and for all.

5 Most Common Excuses

1 “I don’t have time to worry about tidy piles of paper“.

Maybe it feels that way but meanwhile you don’t mind asking everyone else to wait while to try and find the report, letter or document that is now past due. In most business environments, and in the personal world, timing is important if not critical. So being on time is essential. 

Solution

In today’s world, most documents are digital. As a result our clutter tends to be on our computers. Computers file either by number of by letter. They don’t know any other way. Try to keep projects together in a file with the project name. It will be easy to find that report when you need it.

2 “I don’t need to be more organized; I can find anything I want in my office“.

Except that it takes you half an hour to find a file while everyone else is left waiting. Can you REALLY find anything in less than 30 seconds? If not, you need to find a solution. 

Solution

If it is digital, try filing by project as identified in #1 above. Another solution is to file by date. People think in different contexts. If you think by date, start each file name with the date you wrote it or the date it is due or the date of the event. If its paper and you need to see your paper out and about, try just labelling your piles.  Some people are pilers, some are filers.

3 “I’m not disorganized, I just like to keep things in case I might need them, someday“.Piles of paper and filed on a desk top.

Meanwhile you keep insisting you need twice as much filing space as everyone else, your office is a stack of boxes covered in dust, untouched in 5 years. Regular purging is an important part of being organized. try spending 15 minutes each day, at the beginning of the day while your mind is fresh, to purge and recycle or share unnecessary documents. Significant progress can be made in just 15 minutes and when done consistently every day for several weeks, magic can happen. Make it a habit and your world will transform. Literally.

Solution

4.”I am actually very organized. I know exactly where everything is“.

Have you noticed you are chronically late for meetings, supper dates, meeting the guys for pickup hockey? Do you find yourself rushing for completion of tasks at the last minute. You think you’re organized? Have you asked your friends and colleagues recently? 

Solution

You may think you are organized but the reality is that your friends and colleagues may think differently. Ever noticed that the time they give you to be together is half an hour earlier than everyone else? Time can not be managed. However, we can manage ourselves. Try using a timer or time-specific  playlist to keep yourself on task. Give yourself a false deadline – before the REAL deadline – and then play a game to see how close you can get to it.  Reward yourself as you get closer and closer to the deadline you set.

5 “I have my own style of organization. No one else would understand it“.

Keep your small business organized with these 5 key strategies.

You are absolutely correct that everyone has their own organizing personality. However, if you didn’t show up for work tomorrow no one else would be able to find any of your relevant work and your contributions to the company may be dismissed as meaningless. Still, your friends are frustrated waiting for you and partner is tired of the clutter hanging around.

Solution

Check out my blog post on organizing personality and see if you can figure out what your unique personality is.  Matching your organizing personality to specific strategies, tools and processes can make a world of difference.  Your boss and your friends will thank you. When we work for someone else, the work they pay us to do generally belongs to that company: files, paper, reports etc. Show them how important you are by creating organizing systems, processes and strategies that support you and your contributions to the world.

The world needs your unique talents. Find an organizing system that works for you and show us what you can do.  No more need for excuses for disorganization!

Declutter Office Organizing Organizing Challenges Organizing Strategies
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