Archive for Organizing Maintenance

jumbled collection of many dishes on table

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

Posted by Carolyn on
 July 17, 2024
  ·  No Comments

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.

 

Declutter Habits Move Organizing Organizing Challenges Productivity
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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.

Action Declutter Organizing Challenges Organizing Resources Strategy
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Great things can happen in an organized home office.

The Organized Home Office: 3 Key Ingredients

Posted by Carolyn on
 November 9, 2015
  ·  6 Comments
sign spelling office in white letters on black background

Making sure you maintain an organized home office takes basic ingredients and your own spice.

So you’ve decided to work from home – congratulations!  Chances are you’re going to love working in your jeans and t-shirt, without a commute and with the flexibility that a home office provides.  It takes some work, however, to ensure your work space is functional, productive, has all the tools you need and  is available to you when you need it.  These are important criteria for an organized home office.  Here are some key ingredients that can help your office meet those criteria.

Basic Ingredient: An Organized Home Office is Separate from Home Functions

When setting up a home office, clients frequently start by taking over a small part of an existing space in their home.  This is a great way to see if working at home is feasible.  You know the place: the computer table in the kitchen; the family computer desk in the den; the craft corner in the basement rec room.  These areas are often already multi purpose space.  Its where home work, crafts and family organization and communication are happening.  Adding the additional pressure of a home office is sometimes more multi than these multi purpose spaces can manage.  Professional organizers  are brought in to  help organize the home office when clients find the geography project has exploded over the latest market research report and invoices ready to be mailed.  

Find a way to physically separate the business work from anything else that happens at that work station.  If you can’t  fully take over a space, and have to share with other household activity, use a cupboard, box or even just a shelf where your material can be collected and put away before the homework starts up.  Role model to other family members that you put away your material when not actively working at the common space; they are expected to put away their things when leaving the space.  It might take a bit of reminding at first but your material will be secure and the work station can continue to be used by the family while you enjoy the advantages working at home can bring.

House big enough you get your own corner office?  Lucky you. Just make sure that room has a door.  Opening the door is like stepping into a corporate setting.  It says “I’m at work”.  Same with the office-in-a-box approach.  When you empty the box onto the dining room table, you have arrived at work for the day.

Resist the temptation to use a corner of your bedroom for your home office.  The bedroom is a place for rest and relaxation, not work.

Binding Ingredient: An Organized Home Office is Mostly Self-Contained and Holds its own Tools.

Great things can happen in an organized home office.

Great things can happen in an organized home office.

Think of this as permission, resources permitting, to shop for the tools your office will need and to keep them in your office, even if it is just a box.  Often, we identify the space for our office space and then use tools from elsewhere in the house to stock it;  paper from the family computer station, stapler from the kitchen, pens from the junk drawer, hole punch from the craft boxes.  This can be an excellent use of extra tools around the house.  It can also mean, however, that your office is raided when that hole punch is needed for the science project.

You will need holders for those tools.  Use a decorated juice container from your 8 year old, or top of the line from the office supply store.  An organized home office has the tools there when you need them easily accessible.  The more self contained it is, the more likely your organized home office will stay organized.

Spice it Up: Add Your Unique Style

desk with flowers in vase

Add some spice to make your organized home office reflect your taste.

It might be a business office, but one of the advantages of a home office is the freedom to decorate to your own style and taste.  Go to town and have fun.  The more comfortable and personal you make the space, the more likely you are to keep it organized and functional. About to land the company’s next largest order?  Do it in style.  If your office is stored in a box while supper is on the table, add your own taste with a special picture, pencil holder or the coolest file folders you have ever seen.  Using a cupboard?  Try putting your special pictures on the inside of the cupboard and leave it open while you are at work.

A home office can be fun and flexible.  A home based business can be rewarding.  Keep yourself productive with an organized home office that reflects your business needs and your own personality.

 

Business Organizing Home Organizing Office Organizing Organizing Challenges Productivity
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Office Annual Review

Posted by Carolyn on
 December 8, 2010
  ·  No Comments

Before working as a professional organizer, I spent several decades in a corporate environment.  Those of us who have ever worked for someone are familiar with the annual review process.  But have you ever considered applying this concept to the organization of your office?  If you were giving your office an annual review, how would it fare?

  • Are the position description and expectations clear and understood?
  • Are there annual goals and objectives that are in line with the company’s (yours) strategic objectives for the year?
  • Do the annual goals and objectives meet the SMART criteria (specific, measurable, attainable, realistic and time limited)?
  • Did your office meet all its performance targets for the year?
  • Did you office meet all its goals and objectives for the year?
  • What recommendations do you have to offer?

Try this out on your office space whether your run a home office or a corporate environment.  And remember – there should be no surprises at performance review time.  Regular feedback on adjustment to performance of your office will ensure that those goals are met by the end of the year.

Office Organizing
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Organizing Maintenance

Posted by chrisjanes on
 June 25, 2010
  ·  No Comments

I baked a cake for my husband on Father’s Day. I’ve had the recipe since 2003; it’s the first time I’ve baked the cake. Fortunately, it was delicious and will be made again. Two weeks ago I baked some oatmeal cranberry muffins. Horrible, squishy, chewy little lumps. Muffins into the green bin; recipe into the blue bin. This is especially disappointing because I’d had the recipe since 2000.
In my defence, my recipe hoarding began long before I was a Professional Organizer. I’ve learned a bit about my own behaviours since then: If I don’t make a new dish soon after acquiring the recipe, the likelihood of my ever making it diminishes with each passing day.
I have a great system for storing my recipes and fortunately, each piece of paper takes up no more than 1 mm of space. Fairly unobtrusive. But regardless of how little space my recipes need, there’s no point having a folder full of paper I will never refer to. My system is rendered ineffective if I don’t maintain it. Establishing the system is the first step. Using the system is the second. But step three, ongoing maintenance, may be the most important of all.
So, over the next couple of weeks, I’ll be getting reacquainted with the contents of my recipe folder. Old favourites will be returned to their labelled pocket. Recipes that intrigue me will be tried and judged. And those that make me think, “well, maybe . . .” will be immediately discarded. Because if I’m still on the fence, I’m never going to make it!

Home Organizing
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Two Forward, One Back

Posted by Carolyn on
 May 31, 2010
  ·  No Comments

You organized your desk top, cleared out your files, set up your hot files and got your income tax in on time with a moderate “clean up this mess” bill from your accountant.  Congratulations!

And now you sit dispondant staring at a piles of paper on the floor, an inbox full of unopened mail – both electronic and otherwise – and stuff all over your desk.  You’ve spent the last half hour trying to find something you know you had last week and need before the end of the day.  It’s 10:00 on Monday and you are already frustrated and ready for the weekend.

Relax. With even the best of intentions most of us experience some form of organizing back slide at some point in our lives.  For most of us, it is a regular occurance and merely another facet of staying organized that needs to be managed.  Event the most organized professional organizers backslide from time to time and need a little boost to get back on track.

First, realize this is normal and not serious.  Cut yourself some slack; you are human.
Second, focus on what is really important right now – if you need that thing you are looking for, is there someone else who can help you look.  A second pair of eyes often will see things that you don’t and will find it faster.
Third, recover your organization by scheduling several small organizing sessions for yourself and commit to this time for yourself to get back on top of the stuff.  It could be 15 at the end of the day or 30 minutes at the beginning of the day.  Pick whichever time your are most productive.
Fourth, start small.  Don’t expect to clear all the paper in the first 5 minutes. You may need a whole week to get back on track.  Keep your expectations realistic, stay focussed on your goals.
Finally, reward yourself.  If you clear the top of your desk after the second session, celebrate. Well done!

Office Organizing
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Organizing to Maintain your Sanity – 5 Enjoy being Organized

Posted by Carolyn on
 March 23, 2009
  ·  No Comments

You are looking at the title of this post and thinking to yourself “OK, Carolyn has lost it. Why would I go to all this work if I don’t enjoy being organized?“

Because people organize themselves for all kinds of reasons. Some of us like to be more in control of those parts of our lives that our within our control. Some of us are responding to the pressure from our spouses, our kids or – yup, even when in your own home – our parents. Some of us get ourselves reasonably well organized and then feel uncomfortable; its as if the clutter around us fills a void left by something else.

Whatever your motivation for organizing might be, a higher level of organization, supported by a daily 15 to 45 minute ritual as I presented in items 1 to 4, will help you spend time pursuing those goals that are really important to you rather than managing around, through, between, over or even under clutter.

So now that your home is in pretty organized shape, sit back and think about all the things you can focus on now rather than what you “should” be doing about the clutter. You’ve done it. Move on. In fact, you don’t even have to look at the clutter any more since you cleared the floor, de-cluttered your entrances, set up for tomorrow and put things back in their homes. What is really important to you? Planning a favourite meal for your family? Reading a book? Studying for a “feels like its out of reach” university/college degree. Go for it. Make it happen. Enjoy your organization.

Home Organizing
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Organizing to Maintain your Sanity – 4 Go Home

Posted by Carolyn on
 March 20, 2009
  ·  No Comments

To keep the organizing going, and the clutter at bay, every item in your office needs to go back to its home. In most organizing projects, next to purging, much of the work is in establishing a home for everything whether its paper, files, e-files or other objects. Once an item has a home, it needs to return there when you finish using it.

Again, just a few minutes a day to scan your office and put things away will take you a long way to a more organized existence. If it isn’t yours, and doesn’t belong in your office, take it back to its proper home. You don’t need the job of keeping track of other people’s clutter along with your own. If done at the end of the day, you will return in the morning to a more organized office and feel more in control of your work and your life. Keep it simple and commit to completing this task daily.

Home Organizing
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Clear-Out Day

Posted by Carolyn on
 February 5, 2009
  ·  No Comments

Have you scheduled your semi-annual clear out day yet? When was the last one?

Book a day or half day, order the pizza and insist that your staff commit to be present for the clear out. This is a very effective tool to ensure your offices do not become a cluttered, unprofessional place that causes you to cringe when clients come knocking!

Office Organizing
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New Year’s, New Goals

Posted by Carolyn on
 January 23, 2008
  ·  No Comments

As the first one-twelth of the year comes to a close, have you planned your results for the year yet?

What would you like to accomplish by the end of 2008?

What would you like to be remembered for?

What would you like to stop doing?

What will you do more of, how much and when.

Enjoy, preparing this next chapter of your accomplishments.

Organizing Strategies
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