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Archive for Organizing Strategies – Page 3

notebook on desk with clover leaf

Planning and Luck Meet Each Other

Posted by Carolyn on
 March 17, 2021
  ·  No Comments

notebook on desk with clover leafI had a feeling this would be quite a week. Last week was National Procrastination Week. The daylight savings switcheroo always creates a hiccup. St. Patrick’s Day and Small Business Development Day are both March 17. March 20 brings in the first day of spring. Meanwhile, Twitter Day is March 21 and Passover and Easter are right behind. So naturally, it was time to write about planning and luck and their relationship.

Struggling with this blog post, I headed out for a mind-clearing, fat-burning, sunshine-worshipping walk. Then I saw the hawk. He soared high overhead then swooped in so close that I thought I might be breakfast. His graceful dive was awe-inspiring. He reminded me of Lori, my university residence door-mate. We would dress up in white coveralls and she would swoop around, arms spread wide in wing formation, reminding me to soar, to be as free as an eagle. Suddenly, I was transposed to those heady university days and I knew exactly how to write this blog.

In early August 1985, Lori offered me a trip to Vancouver. I was just three months home from living more than two years in Papua New Guinea—and floundering. I said that I would accompany her as far as Edmonton, then called the Director of the Master’s Program to which I had just applied and told him I needed an interview with him. He thought I was crazy to TELL him I wanted an interview, so he agreed. Five days later, I was sitting in his office following an adventure that only Lori could have arranged: station wagon arranged; sleeping in tents in fields; cassette tape playlist created specially for the trip; seeds, sprouts and bagels in the cooler.

I was sitting in his office having announced that I needed to be in his program. He asked me if I planned to hang around until he decided to accept me, IF he decided to accept me. Then he announced that I was completely crazy when I said that I was bussing back to Toronto and needed just 24 hours of banking time and I would be on a flight back for the first day of school. I only had two hours between that interview and the bus departure in which to check out two potential places to live that were miraculously still available two weeks before school started in the busy university/government town.

Within a week, I had received his phone call telling me to book my flight. I landed at 6 am for class at 8:30 and rolled in with my suitcase in tow. As Director, he was first on the agenda of the first day of first year. And he told the entire class how crazy I was. The program was on the 13th floor of the building. I had sat in seat 13 on the flight. I’d committed to renting a room in a house with 13 in the address. Planning and luck?

Even St. Patrick might have applauded my crazy luck.

Before you, too, jump to the conclusion that “She’s just plain lucky,” consider another option—one you can use so that when your own call comes in, people will claim you are just as lucky. Only you will know the planning and action that you put in place behind that luck.

You see, when I got wind of the fact that there might be a spot in that Master’s Program, from an astute and very clever Admin Assistant, Sarah, who answered my first phone call, I made sure that I would be ready. If there was going to be a lottery draw for who got it, I would have a ticket. I hustled around the province (this was before the internet, cell phones and Zoom remember) and arranged my transcripts, wrote the GMAT test hundreds of miles away, and assembled letters of recommendation and all the other items the school required. All the requirement were sent off to the Director within two weeks of my phone call to super helpful Sarah.

I worked hard, but mostly I stayed on top of implementation. Focussed on action, I created a task list and I knew that I just had to tick off every item on the list. If I could get the package to him within two  weeks, it would be on his desk when the intake committee had to decide how to handle a slightly higher than average decline of admission rate. That’s when Lori called. So off I went to Edmonton.

I completed my Master’s in Health Services Administration and convocated in November 1987.  Only a handful of us did. Perhaps there was an element of luck, but I maintain that the secret of my success was that I stayed focussed on implementation and action. Ruminating on problems wasn’t going to get me that spot on the dais in front of the Dean as he held my hood and my certificate of completion in his hand.

I offer you the same strategy. Where planning meets opportunity is where luck shows up.

Mindfully I AM Evolving Coaching Organizing Strategies Organizing Time
Tags : organizing strategies, Planning
woman reading map. process goals are like a map to our outcome goals.

The Clutter-free Journey

Posted by Carolyn on
 November 25, 2019
  ·  No Comments
woman reading map. process goals are like a map to our outcome goals.

nick-seagrave-1tpLdmxki-c-unsplash

The Clutter-free Journey Begins

To be organized is like taking a clutter-free journey. When I first meet a new client, they frequently talk about “getting organized”.  Often, clients are looking for that perfect organized state that will never need any further work..

“What do I need to do to get organized?” they often ask. They look for that perfect tool or piece of furniture or perhaps the perfect filing system for their office. There is one organized way to set up a wardrobe or closet and if they could just figure out what it is, they would never again be disorganized.

My experience demonstrates that in fact, getting organized is a journey.  It’s not the perfect closet set up from the magazine or the perfectly labelled jars from a social media platform.  Labelled jars and beautiful closets might be a stage of the journey. 

Ebb and Flow of Your Clutter-free JourneyLooking for focus and productivity?

There is a natural ebb and flow of things throughout our life . Objects come into our life, they spend some time with us and us with them. Their role in our life is complete at some point. As a result, objects naturally move on to another life with another individual when we no longer need them.

For some that Journey is one that twists and turns with many hills, valley, mountains and bridges.  Objects vary in when they show up and how they are used. As a result, the  Journey is sometimes harder than other times. For example, some mothers have alot of trouble parting with their babies clothes or toys. Some individuals have more difficulty avoiding accumulation than others. Some individuals have more trouble parting with objects.  Even those living a minimlaist lifestyle have a Journey with twists and turns.  Sometimes the journey take alot of concentration and othertimes, hardly any attention at all.

Thoughts and Actions Can be Clutter-freewoman with back to camera sitting on yoga mat beside a body of water on a beach.

It isn’t just the objects that make up clutter. Our thoughts can have clutter. Our activities can have clutter. Ever get to the end of a busy, exhausting day and wonder why your top priority for the day didn’t get done? Hmmm, maybe some clutter got in the way on your To Do List! A Clutter-free Journey can include an action-oriented List. Get stuff done with an action-oriented To Do list.

More Information, Tips and Strategies

I invite you to come back and share your Clutterfree Journey. This blog provides resources to help you navigate it successfully. You can look forward to information, tips and strategies and some company on your Journey.

Declutter Mindfully I AM Evolving Coaching Organizing Strategies
Tags : Clutterfree Journey, To Do List
organizing the living room

4 Steps to Organize the Living Room and Reclaim Some Adult Space

Posted by Carolyn on
 May 15, 2018

Wish you could organize the living room for adult space?

organize the living

Boxes and ottomans are great toy hiding spots that children can easily access.

Are you looking to organize the living room and reclaim  a little of the adult space  again?  Have you stepped on Barbie’s shoes one too many times and wish you could organize the living room into a adult rest and relax space for just one evening?

Reclaiming adult space is a common theme for many parents.  No matter how much they love their children, at there comes a time when many parents crave a lego-free zone, even for just a short period.

Organizing the living room by banning Barbie, her shoes and the lego altogether may not be possible, or even desirable, for your family and home.  The living room frequently serves as a multi-purpose space.  In the absence of a large recreation or family room, the living room is sometimes adult relax space, Barbie’s house and lego creation central all at the same time.

Here are 4 steps that you can use to organize the living room to help keep Barbie, the lego and any other toys in check so that when needed, the living room can be the rest and refresh space the adults in your household are looking for.

Step 1 – Identify Easily Accessible Storage Space

Look around and study where you might find storage for toys and other children’s items in the living room.  Storage space, which children can access, doesn’t have to be complicated.  Look for space under tables, a shelf on a book shelf, a shelf in an entertainment unit, storage in an ottoman.

organizing the living room

Here is an example of re-purposing a bureau in the living as a table. The drawers make for great toy storage.

Step 2 – Contain the Chaos

Gather up the toys and see what can be parked where.  Identify a new home for the items.  Larger items can go under tables.  Smaller items can be stowed in containers on shelves, under the coffee table or on a book shelf.

Step 3 – Source out Storage Containers Complimentary to your Living Room Decor

Sure, toy storage can be bright and cheerful and kid friendly.  It can also be adult and decor friendly.  While lego may need to be stored in some form of sorting container, the finished products can be displayed with pride on the bookshelves an entertainment unit.  Consider using a glass coffee table with a shelf and the finished lego items become decorations themselves.

Step 4 – Build tidy up time into play time

organize the living room.

Open containers that match the colour scheme of this living room make for perfect toy storage on the bottom of the book shel

Once each item has a home, and the home has been put into place, the next step is to teach the children to use those containers and return their toys, books and lego to their homes.  In my experience, children understand that they go home after playtime so the toys and books also need to go home after play time.  When we teach them that the toys need to go home to after playtime, clean up is done by the kids, not the adults.

Home Organizing Organizing Strategies
Tags : Accumulation, Clearing Clutter, living room, managing mess
Letters to Clutter

Letters to Clutter: Tell it how you Really Feel!

Posted by Carolyn on
 February 5, 2017
  ·  2 Comments

The Clutter LettersSend me your letters to clutter.  Does this sound like you?

You’re standing in front of your desk, staring at the stacks of paper, frustrated and overwhelmed.  “Why are you still here?  Why can’t you find a file to climb into and make yourself available when I need you?  Somewhere in there is the invoice I’m trying to get paid for – how will I ever get paid if I can’t even find the invoice?”

You open the closet door and glare at the contents.  “I hate you and I love you.  Ugh, how am I ever supposed to make this closet work when a bunch of you don’t fit, some of you I don’t even like and I don’t even know what’s at the back?!”

Your youngster is finally in bed and hopefully soon asleep.  You return to the family room and flop into the chair realizing you can’t even walk on the floor any longer because of the piles and piles of toys.  “Just put yourselves away, why don’t you! “Can’t you find a nice basket or box and do the Mary Poppins thing – jumping right into them?  And while you are at it, sort yourselves out and take the toys that no one has played with for the past 6 months to the donation centre.  I’m going to bed.”

If you’ve ever talked to your clutter, or think you might like to say something to it, I’d like to hear from you.  Consider writing a letter or letters to clutter and tell it how you really feel.

Why Letters to Clutter?

You letter or letters to clutter will be considered for inclusion in a project being published later this year.  Your letter doesn’t need to be long, 200 – 400 words is perfect although longer or shorter is also welcome.  Start your letter off with “Dear ________ (item or items of clutter i.e. Paper, Baby Clothes, Garden Tools), What am I going to do with you?” and tell the clutter what you are really thinking.

Types of Clutter

Your clutter might include one of the following items or you might have your own version of clutter.:

  • Costume jewelry
  • Inherited jewelry
  • Inherited dishes, flatware, glass/crystal
  • Paper
  • Sports equipment
  • Particular sports equipment e.g. A bag of balls, an old croquet set, a bag of hockey equipment
  • Clothes that don’t fit
  • Clothes that aren’t liked
  • Clothes in general
  • Childhood books
  • Memorabilia
  • Photographs
  • Someone else’s items e.g. a spouse’s sports gear, clothes or other items
  • Tools
  • Leftover renovation material e.g. tiles, paint, fabric
  • Craft goods

How and Where to Send you Letters to Clutter

Identify yourself only by your initials and your town of residence.  Individuals will not be identified in their submissions and any particular identifying information will be removed.

Send letters to me, Carolyn Caldwell at carolyn@caldwellevolution.com.

Looking forward to receiving your letter or letters to clutter and seeing what you have to say to those trinkets collecting dust on the shelf.

Organizing Challenges Organizing Resources Organizing Strategies
Tags : Accumulation, Clearing Clutter, clutter, Letters to Clutter, managing mess, managing overwhelm, Overwhelm
organized Garden Shed

The Path to an Organized Garden Shed

Posted by Carolyn on
 May 10, 2016
  ·  1 Comment

organized Garden Shed

An organized garden shed can make gardening easier and more fun.

Spring has arrived in the northern hemisphere, and with it, the promise of brightly coloured flowers, overflowing planters and fragrant fruit trees.  If you have a piece of property, chances are you also have a garden of some size and complexity and likely a shed to house the tools.  So, along with turning the soil, top-soiling the grass and trimming the roses, why not set up for an organized garden shed as well?

No more fishing around for tools you thought you had, can’t remember if you lent out and need for trimming that Euonymus.  Here’s a step by step process to get you off on the right path.

Step 1 – Empty the Shed

Start by completely emptying the entire shed if feasible. Once it is empty, you will be able to start with a clean slate.  You will also be able to see what you have and inventory your tools and their condition.

Sweep out the cobwebs, mouse droppings and other debris.

Step 2 – Inventory and Assess Your Tools

Review all your tools, shovels, rakes and hoes. Are there any that are broken, rusted or beyond repair? Throw out the irreparable and fix what’s needed.  Are there any that are redundant, never used and could use a better home with someone else?  Keep only those tools that you know you will use. With an organized garden shed you will also be able to find them quickly and easily.

Step 3 – Get Creative Garden Shed Storage and Give Everything a Home

Think vertical and you will find lots more fresh storage space that you may not have realized existed. Use your creativity to organize your garden shed. The rakes, hoes, shovels can be stored on hooks or nails on the walls. This will get them out of the way and make them readily available when you are ready to rake.  If you have the funds, many garden or home supply stores sell mountable devices specifically designed for hanging gardening tools such as rakes.  If you are looking to organize using limited or no funds, use straight nails for hanging rakes, hoes, shovels and almost everything in the shed.  Have some fun seeing how many tools you can actually hang for storage.

Hang one shopping bag on another hook or nail to hold your digging and planting tools and a separate one for your garden gloves. Cloth grocery bags, made from recycled plastic bags and readily available in stores, are a great storage tool. Label with a permanent marker or bright fabric paint.  An alternative to hanging gloves and hand tools is to repurpose a wooden wind rack as a tool rack.

Items that are used on a daily basis or frequently during the week can be stored near the door on easy hooks or readily accessible shelves.  Think secateurs for deadheading roses, trowel for pulling or upending weeds.  Keep your garden gloves on the same shelf or hook beside – your tools are easy to grab for a quick 10 minutes of deadheading flowers each day.

Step 4 – Hide the Seeds from Wannabe Snackers!

Rodents and small animals would be delighted if you would just leave all those seeds out where they can help themselves.  Let the squirrels find their own nuts and pack up the seeds to limit their scent and make it hard for animals to get access.  Seeds that are stored in a plaster or metal box will be out of temptation’s way if rodents are a regular visitor to your shed. This is especially true of grass seed.

Step 5 – Keep Solutions Legal and Out of Reachshovels, spades, rakes hanging on side of shed

Review your solution bottles and know your pesticide by-laws. Many, if not all, jurisdictions have outlawed the use of pesticides. Check with your municipality to see where you can take the pesticides for disposal. Then check out your local garden centre to find an environmentally friendly alternative.

Even environmentally friendly products must be kept out of reach of children.  Make sure your organized garden shed includes shelves high enough that curious children can’t get into solutions, anti-fungal products and plant food.  Garden shed shelves, like tool hanging devices, can be expensive and fancy or inexpensive and simple.  Most home supply stores carry industrial shelving of various sizes and strengths.  Make sure to check the weight capacity, usually listed on packaging by individual shelf.  If your shed is metal or plastic, you may be limited to commercial standalone shelves.  With a wood shed, simple shelves can be constructed between the joists.

Step 6 – Use your Organized Garden Shed

An organized garden shed is easy to use and supports your interests in the garden.  Try taking your shed for a test run.  Can you easily find the tools you need?  Can you just as easily put them away?  Arp – e your daily use tools where you can get at them?  Are the seeds safely sealed away from intruders?  Have you kept only what you use and what you need?

Last step – as always, enjoy the fruits of your labours and the bounty of your garden.

Home Organizing Organizing Strategies
Tags : organized shed, outdoor organizing

Organize Taxes – Time Tamer Tuesday

Posted by Carolyn on
 March 16, 2016
  ·  1 Comment

organize taxes ahead of deadline

Three principles will help you organize taxes before the deadline.

It’s that time again.  Time to organize taxes. Yup.  Funny how it comes around every year at the same time.

And since it’s so predictable you’ve anticipated tax season and have everything ready.  Right?

Ok if you answered yes, feel free to leave now and come back next Tuesday or next blog post, whichever comes first.  For the rest of us, stick around and let’s see if we can help you with a couple of strategies to save some time, and maybe some money, on your income tax preparation.

Now, let me be clear – I am NOT an accountant.  I am not offering any advise that might actually impact or have bearing on your tax submission.  You will need someone with a CGA or CA after their name to help with that.  But, with a CPO after my name, I can say i know something about getting things ready to organize taxes each year.

Many of my clients need help with this task.  Some are running a small business and while creative, are not very organized.  But they are clever and have hired me as a professional organizer to help.  To organize taxes we use 3  simple principles.

File When it Arrives

organize taxes

Sort files both paper and electronic as they arrive to organize taxes ahead of the deadline.

As soon as those receipts and invoices show up, get them filed.  Leaving receipts and invoices lying around, whether paper or electronic, is asking for them to start wandering around.  And they do.  Ever noticed how those chiropractor receipts managed to wander from the bag your were carrying when you got your last adjustment to the stack of paper on the table?  The e-receipt from your last product purchase?  Might still be buried in your email. File it as soon as you see the email to help organize taxes ahead of tax season.

File by Expense Type

Simple right? For some people, yes.  They likely aren’t still reading.  For the rest of us, resisting the temptation to drop all files into one folder, paper or electronic, that says “Income Tax”, is a tough job.

You know what your expense categories are unless our are filing income tax for the first time, as a young new employee or new business owner, and therefore have to organize taxes for the first time.  By taking that one extra step to file the material according to the expense type, you will be saving yourself time and effort down the road.  Depending on the role your book keeper and/accountant plays for you, you could also be saving yourself some money.  Their time is precious and usually expensive.  Especially around tax time.

Match Paper and E-Files

organize taxes

Match up your paper files and electronic file categories to reduce the work for organizing taxes.

Although more and more paper files are becoming less and less of our lives and businesses, the reality is we are not yet free of the paper.  So, you are likely to still have some paper and some e-files for your accountant.  An accordion file works well for paper files.  Most office supply stores carry accordion files with anywhere from 6 to 26 (alphabetized) pockets.  Use the one that best matches the number of expense categories you use.  I keep my categories lean so I use the 13 pocket style.

On the electronic side, set up an Income Tax folder with subfolders of the same categories.  The result?  Your brain only has to remember one set of categories and you will get used to using the folders, paper and e-files, the same way.

Can you feel your brain relaxing yet?

We organize taxes every single year.  These three principles will help make it easier for you to be prepared.  And might save you some money in book keeping and accounting fees.  No more running around at the last minute looking for the telephone receipts.

Business Organizing Organizing Challenges Organizing Strategies Time Tamer Tuesday
Tags : Filing, organize taxes, Time Tamers
desk with chair and bookshelf

Your Organizing Personality

Posted by Carolyn on
 February 5, 2014
  ·  No Comments

What is your Organizing Personality?4 pictures collaged together including sissors, sewing notions stuck in a tomato cushion, tools on a peg board and files in a file cabinet.

Back in 2008, one of the first posts on this blog discussed the concept of individuals having a unique organizing personality.  Through nine years or working with clients,  understanding the individual organizing personality has become even more important to the success of my work with clients.

Processing Modality Traits

The organizing personality includes many traits.  Those most frequently discussed amongst organizers are the processing modalities  or sensory modalities that one uses to process information and learn from stimulus in the environment.  In her book Processing Modalities Guide: Identify and Use Specific Strengths for Better Functioning … for Organizers, Coaches – and Those Who Want to Live with More Ease and Effectiveness – and Less Frustration, Denslow Brown provides a full discussion of the difference between how sensitive we are to stimuli (you become irritable in a noisy room) and how competent we are (you learn best through hearing new information).  Some organize best by seeing, some by hearing or talking to themselves and some by actually moving objects around or touching them.

Piler, Filer, Tosser, Dropper TraitsPiles of paper and filed on a desk top.

Other traits include how you like to put objects together.  Some like to file while other prefer to toss.  Are you a tosser who like to “toss” items into a storage bin/basket/file/drawer?  Children are frequently in what I call the “toss and drop” stage of their lives and would be most organized with open bins to toss and drop their belongings into.  The pilers, prefer a collection of piles and are very adept at remembering what is in each pile of objects.  This is frequently seen in the office setting and a common way of handling large amounts of paper.  Early on in my organizing career I identified the filer when working with a client in the editorial industry.  Their preference was to file as much as possible – not just the paper –  into a filing cabinet by alpha order.

The Tool Maven

Some individuals find that time is a key sorting or organizing tool.  These individuals will often have their files, to-do lists and projects organized by date due, date received, age or some other sense of time.  Others prefer grouping, sorting and containing by another common element such as size, to whom an object relates or the special meaning of an object.

Why Does it Matter? What Does it Mean?

By understanding one’s organizing personality, one is able to develop organizing systems that more closely meet their  natural organizing tendencies and will more likely be successful and sustainable.  A mismatch will lead to systems which don’t get used and processes which fall apart with the resulting disorganization and frustration that ensues.

How do I Know What is my Organizing Personality?orderly clothes closet

To determine your personality, take note of how you sort, contain and retrieve items. Do you talk out loud (auditory)? Do you like to sort your files by colour (visual)? So you like to sort by date? Do you prefer all your surfaces to be clear but don’t care about the inside of your drawers or cupboards? Maybe you need everything out where you can see it (visual). Or would you rather get up and file or toss things in your office (kinetic)?  Would you put everything you could into a filing cabinet?  See if you can identify your own traits and then gradually modify your organizing strategies to match these traits.

Organizing Challenges Organizing Strategies
Tags : organizing strategies, Understanding disorganization

Welcome to Spring

Posted by Carolyn on
 May 2, 2013
  ·  No Comments

Spring is my favourite time of year; not just because my birthday is in April.  This is the month when gardens and yards burst into colour like a painters pallet, kids get back on their bicycles and many of us start walking again to places we drive all winter.

Spring is also a great time to organize.  If you have a garden, try taking your sorting project out there.  Sorting items out of context makes it easier to make a decision and helps your brain make a more objective assessment of the value of the items to your life.  Out of context, our thoughts often take a different path then we see the items in their usual “home” around your house.

Besides – most things just look better bathed in sunshine.

Organizing Strategies
Tags : clothes, organizing strategies, sorting

Organize with a Camera

Posted by Carolyn on
 December 12, 2011
  ·  No Comments

Many of you are opening up the holiday decorations, unpacking boxes and bins and joining in festivities with lights, wreaths, Christmas tree ornaments and those special holiday decorations that live on the mantel.  Problem is, every year there are a few more to add to the mix.  Can anyone remember how to get them all back in the box?  Packing up those boxes in January can be worse than that 1,000 piece puzzle at the cottage, full of sky and water, that no one has ever finished.


Taking a picture before everything comes out of the box can be helpful.  Take a quick photo, print and tape to the top of the box.  Letter the photo be the memory.  Now you can enjoy the festivities.

Holiday Organizing Home Organizing Organizing Strategies
Tags : Holidays, Photographs

Book a Meeting with Yourself

Posted by Carolyn on
 April 21, 2011
  ·  No Comments

I have 4 hours all to myself today: that is, all to myself and the mound of paper work that accumulated while I was off tending to clients.

We schedule our meetings with clients, with staff and all manner of other related services for our lives but how often do we book time with ourselves to clear out the clutter?  Unfortunately we know from decades of time management publications, that unless a priority activity is booked into our schedule, it will not get done.  Is that why perhaps, some administrative or maintenance tasks in your life don’t get done?

Consider booking a regular meeting with yourself to accomplish some of the mundane tasks that life asks us to complete.  It might be clearing kids school paperwork, catching up on correspondence, filing (electronically or otherwise) the bills that have piled up.  If you book time on a regular basis, you will be surprised how some of this stuff doesn’t get a chance to pile up.  Depending upon the task, it may be only 2 hours a week or perhaps one day a month is all that is required to clear out the backlog and keep up to date.

Organizing Strategies
Tags : Accumulation, mess, Time, Time Management
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