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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

Time Tamer Tuesday – 5 Steps to Time Management at the Office

Posted by Carolyn on
 March 14, 2017
  ·  3 Comments

Time Management at the Office

Time Management, The Illusive Goal

Wouldn’t it be nice to know that time management was actually possible? Do you wish you could get more done at the office?

Unfortunately, despite all attempts otherwise, none of us can manage Time; that is the reality.  It continues to tick away – 24 hours in each day, 60 minutes in each hour and 60 seconds in each minute – each and every day of the year.  We can, however, manage ourselves.  We can manage ourselves to do more with the time we have available. Manage your behaviour around getting things done, and time will seem way more friendly – almost like you did manage it. Here are 5 steps to get help you out.

Step 1 – Commit to Behaviour Change as a Time Management Strategy

Start by committing to managing yourself in order to get time management under control.  Set the intention to become more productive with  your time.  With a commitment to your own behaviour change, time management becomes less illusive.  Make a pact with yourself to take responsibility for doing more in less time.  While time is not to blame for what you can’t get done, only  you have control over what you CAN get done.  So take back control.

This is the toughest step.  Get firmly planted in this direction, and the rest will seem much easier.

Step 2 – Identify Your Top Priorities and Tasks for each Day, Week, Month and Year

Time Management at the Office, Set Goals

You likely already have annual priorities identified as part of your annual planning, goals, performance objectives or other performance measurement or company planning strategy.  Are you an entrepreneur?   Have you got your business objectives lined up for the year/quarter/month/week?  Great.  Now turn them into goals for the month, week and day.  What do you need to get done by the end of the day, week, month, and then the quarter, to accomplish your annual goals?  The priority tasks for today will feed into your priority goals for this week.  The same is true for the month.  By the end of this week, are you a quarter of your way to your priorities for the month?  What has to be finished to get there?

Daily tasks are the key to keeping the productivity up.  Keep your daily priority tasks simple and short.  Now write them down.  Start with a verb to direct your action.  Rather than writing “Managers’ Report” write “Collect data, analyze and write Managers’ Report”.   Writing down goals helps set the intention and for many of us, helps lodge those goals into our brains to help keep us focused and pointing in the right direction.

Step 3 – Book Time in your Calendar to accomplish the Tasks

For time management book tasks into your calendar.

Each task takes a certain amount of time.  Estimate this to the best of your ability and book the time to accomplish the task into your calendar.

There’s a funny thing about tasks we want/need/should get done, especially some of the tougher ones.  If we don’t book time and protect that time, everything else, on everyone else’s priority list, has the opportunity to get

Step 4 – Commit to the Time Scheduled – and Let Everyone Know

Your time is committed; tell the people around you.   Close your door.  Ask not to be disturbed.  Put your phone on silent.  Turn off your email alerts. Turn off all your alerts except for any related to risk management that require you to drop everything and respond (are you on the Code Blue Team?).  This often takes some practice.  With time, however, people will come to understand that you commit to your time and expect them to respect that.  And they will love that you get stuff done.  Your boss knows that managing these boundaries helps you to get stuff done for her/him.  Reports are on time.  Your staff recognize that you get stuff done for them.  Schedules are on  time.  You approve vacation requests quickly.

Nice.

Step 5 – Commit to Running Productive Meetings

You’ve got a meeting to run?  Set an Agenda.  Send it out ahead of time.  Be clear on what you are trying to accomplish.  Remember, other people struggle with time management as well.  When you are clear on the agenda, people you meet with are grateful.  Stick to it your agenda.  Finish the meeting just as soon as the agenda is accomplished.  While we are all interested in someone else’s successes, their celebrations and someone else’s venting their frustrations, if all that isn’t on your agenda, it will have to wait for some other time.  You run a focused and productive meeting.

 

With a commitment to managing yourself, identified priorities, time booked for your key tasks, protection of your time and productive meetings, time management at the office is no longer illusive.  At least it will feel like you managed time.

Office Organizing Organizing Time Time Tamer Tuesday
Tags : organizing strategies, productivity, Time Management, Time Tamers
organized closet

Organize the Closet – Lighten the Load

Posted by Carolyn on
 March 9, 2016
  ·  2 Comments

Organize the Closet? I Can’t see the Closet

organized closet

Try the Friends, Acquaintances, Strangers game to sort through clothes.

Recently a client and I stood in front of what was supposed to be a clothes closet in her bedroom.  The door was open and the closet was full.  She was desperate to have a beautifully set up, organized closet. But in fact, we couldn’t even see inside much less organize the closet or contents.

Some serious purging and sorting was needed.

Almost all of these strategies were used.  Each strategy has its own merit.  They each work differently for different people depending on the item in question.  What works for you?

Pull Everything Out

Start by getting everything out of the closet.  While this can be an almost overwhelming task, at least you will know what is in there.  Get the clothes, purses, shoes, scarves and anything else out of hiding.

Use the Friends, Acquaintances, Strangers Game

Getting through the sorting of a full closet enroute to an organized closet can be daunting task.  Using the friends, acquaintances, strangers game can help.

Friends are the people you would have for supper.  In other words the clothes that you love, look good in, feel good in and wear often – or would wear often if you could get at them with an organized closet!

Acquaintances are the people you might chat with but aren’t very close to.  Which are the items that you thought you might like but ultimately never warmed up to?  Can they move on to a life outside of your front door? Off to donation?

Strangers are the people you just don’t know.  Or maybe the ones you knew but don’t hang out with anymore.  These are clothes that don’t fit or have gone out of style. You don’t care for them, don’t wear them.  Send them away.

Re – Consider the Gifts

We all have items in our closets that were gifts.  They were loved, liked or found amusing by someone that gave them to you.  But maybe not quite your taste.  Since they were a gift, they are yours to do as you please, right?  Consider, your mother likely didn’t expect you to keep that sweater for 4o years.  If you don’t wear it, love it, cherish it – send it off to someone who will.

Photograph the Cherished

Check shoes for any that need repair or polish.

Organizing shoes includes checking regularly for repairs and polish.

And then there are the items we love and don’t use; beloved items that just don’t measure up to today’s – or your – style. Take a photo. That way you have the memory without having the item take up space in your closet.

Organize the Closet

With a lighter load, its easier to hang up, fold up and generally sort everything back into the closet.  Try going through the sorting process again as items go back into the closet.  Sometimes a second round of sorting will lighten the load that much more.

Now stand back and survey the closet.  When you open the doors you ought to be greeted with friends waiting to be taken out and worn.  Items that you love, that make you feel good and that look great on you.

Home Organizing
Tags : Clearing Clutter, closets, clothes, organizing clothes, organizing strategies

Children’s Behaviour when parents exhibit Hoarding Behaviour

Posted by Carolyn on
 September 10, 2014
  ·  No Comments

A friend and colleague recently contacted me regarding behaviour she had seen in one of her contacts.  She poses an interesting question and I thought you all might be interested.

VB writes: Is Hoarding in the genes? Have you ever seen young children hoard? In a family I recently worked with, one of the children cried and was very upset when his Dad sent a couple of pieces of furniture to the curb hoping someone would pick up for free.! (The aunt is a “collector” and another aunt shows evidence of hoarding behaviour.) Dad is worried about his child. He understands not wanting to part with toys, but furniture? Any thoughts or advice for this situation?”

Here is my response: Although there is much work currently being done with children of those with hoarding behaviour,  I am not aware of any definitive research on the genetic link for hoarding behaviour. We do know, however, that individuals with chronic disorganization, of which hoarding behaviour is a subset, personify objects and have unusually high emotional attachment to objects. These charact traits I see in the children of my clients all the time.

In the absence of a psyche degree, we as organizers ought not to be trying to remove or change those traits but there are tried and true techniques for managing them so the impact of the traits is not harmful. My fear is that this child has now been emotionally impacted – which he/she will remember long after the furniture is gone – and carry forward to other objects preventing him/her from healthy separation in the future.

Try this:
1. Let the child “say good-bye” to the furniture just like they would a friend.
2. Take a picture as part of the goodbye process and create an agreement on how long the picture hangs around.
3. Help the child understand the furniture needs a new home that can use it better. It will have new life with its new family.
4. Help the child understand objects have a natural life cycle with us. We need/ desire, they come, we use/love/use up, they leave (donation/ sale/recycle/garbage), they have a new life.

I’d be interested in hearing from others on similar experiences to VB.

Organizing Challenges
Tags : Accumulation, Children, Clearing Clutter, Client Questions, organizing strategies, Understanding disorganization
desk with chair and bookshelf demonstrating an organized, successful and business that has evolved with momentum

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

Downsizing Dilemmas – Auctions

Posted by Carolyn on
 June 1, 2009
  ·  No Comments

When it comes to the really big downsizing projects – from the family home to a 900 sq.ft. condo, sometimes there just aren’t enough family members or grandchildren to absorb all the pieces of furniture – loved though they may be – that have accumulated over the years. Furniture consignment stores are popping up all over cities these days in an attempt to keep some of the items in circulation, make a little money for the original owner and establish a new industry along the way.

Another alternative is to auction off your unwanted items at a local auctioneer. Many of you are familiar with the names of high end auction houses; the names we sometimes hear about when a piece of artwork is sold, such as Waddington’s or Ritchies. Do you know the names of local auctioneers in your neighbourhood or city who are familiar with the auctioning of estates, farm or recreational properties or just the accumulation of items that are no longer needed by someone?

Auction houses usually work on a percentage basis i.e. they keep a percentage of the sale price of your items after the sale and give you the balance. Some will pick up your items, usually for a fee. In some cases, if an entire home is on the auction block, the auction house will hold the auction at the home itself. In other cases, several estates or home contents (lots) will be sold off at a regular auction held by the auction house.

To find an auction house, check online for auctioneers in your area. In Ontario (Canada) you can also check with the Ontario Auctioneer Association.

Home Organizing
Tags : auctions, Clearing Clutter, Downsizing, mess, organizing strategies, Recycle

The Ten Minute Challenge

Posted by Carolyn on
 May 11, 2009
  ·  No Comments

The ten minute challenge is one of my favourite organizing techniques. It’s great for getting kids involved in a daily clean up and when used regularly, is highly effective at keeping one’s home organized.

Give each person in your home a bag – the new recycled shopping bags are great for this. Let everyone know they have 10 minutes to fill their bag with items that are not in their homes and need to return to wherever that home is.

A common variation on this strategy is to fill the bag with items that the individual is no longer using, no longer wants, fits etc. This is a great way to show children that items we are finished with can be cleared out regularly and passed on to other children.

Home Organizing
Tags : Children, managing mess, mess, organizing strategies

Downsizing Dilemmas – Garbage and Recycling

Posted by Carolyn on
 April 20, 2009
  ·  No Comments

I’m back folks – took a little break there. Back to those downsizing issues…

With almost every client I work, we end up purging out a significant amount of material that can not be re-purposed, is not suitable for sale or donation and therefore ends up in either the garbage or recycling. When clearing out a space, even just to reorganize to make the space function better, clients are often surprised how much debris has collected over the years which ends up no more valuable than the garbage bin.

If you are looking at a downsizing project, I recommend that you start your project armed with information about how to get rid of what may end up being a very large pile of garbage or recycling. Some of the material can go to your regular garbage pick up or disposal although most jurisdictions now carry volume limits on the service. Check into your service provider, public or commercial to find a) volume limits b) size limits or c) alternate places where you can take the material yourself. Most of these places will have a tipping charge. In the jurisdiction where I live, this charge is $10 per 100 kg or part thereof.

If you know there is going to be huge amount of material to garbage you may want to look into a junk removal company such as 1-800-GOT JUNK. In addition, you will need to have a “staging” area where the goods heading to garbage can be put while you continue to clear out your space.

“Even precious treasures left long enough, become garbage“.
One of my favourite client quotes.

Home Organizing
Tags : Downsizing, organizing strategies

Organizing to Maintain your Office – 1 The Floor

Posted by Carolyn on
 March 16, 2009
  ·  No Comments

I am committed to education. I am committed to educating my clients with new behaviours and habits to keep their lives organized. I have heard it said that insanity is doing the same thing over and over again and expecting a different result. If my clients continue to do what they have always done – their lives will once again be full of the clutter that I help them control/purge/manage and they will be no more organized then before we started working together.

This week’s posts will address basic, simple habits to help you keep the clutter at bay. Organizing does not have to be complicated. In fact, the less complicated your routines the more likely anyone – you, your spouse/partner, your children – are likely to follow them. Keep it simple and focused – keep the clutter away.

Habit 1 – Clear the floor.
Spend 15 minutes at the end of each day clearing away the debris off your floor. Refile the file folders that you dropped their. Pick up the paper and recycle or file. Return the books to the book shelf. Look under your desk. Is there an old pile of shoes? Throw out the ones you no longer wear and put the others in the closet with your coat. Anything that doesn’t actually belong in your office can be returned to its rightly location.

If you are doing this exercise at home, and you have children, they can easily help. Bear in mind, it does not need to be a lengthy process. Give the children 15 minutes to run through the house and pick up/put away their toys, books, homework items, sports equipment. Consider giving a reward when they are done like reading them an extra chapter of their book or a Popsicle.

There may be lots of clutter on the floor when your first start. That’s OK. Try this for 28 days without a break and I guarantee you that by day 29 your house will be tidier and you will feel more organized and in control of the clutter.

Office Organizing
Tags : Accumulation, Clearing Clutter, maintaining organization, managing mess, mess, office organizing, organizing strategies
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