Fresh Perspective on Organizing

Organizing Your Important Papers

2011-12-28T11:28:00.000-06:00

As a professional organizer, I serve clients withorganizational challenges varying in degrees from slight to significant. Across the board the biggest challenge ispaper management. Paper comes oftencomes in faster than we can deal with it and without paper management systemsthe task of dealing with and storing that paper (let alone retrieving it) isenough to drive you crazy.

Most spaces have at least one pile of ambiguous papers noone dares to touch. The papers areimportant enough not to discard, vague enough not to be able to handle quicklyor emotional enough not to want to lose. This one pile can easily multiply into 3 stacks, 4 boxes or even spreadas cancer throughout the space. Soonenough, the once “sorted” pile contains junk mail, magazines, old receipts,napkins and gum wrappers. This once upona time manageable pile now becomes a behemoth that drains your energy just byits very existence.

It’s a proven fact that the size of the pile is inverselyrelated to the motivation to deal with it (the bigger they are the harder theyfall) so let’s discuss proven steps to organizing your papers that will corraleven the hardiest paper possessors.

1. Establisha file retrieval system – Just mentioning filing can throw people into atailspin, but a filing system doesn’t have to be elaborate or complicated. In fact, the best systems are simple systems. Filing systems should really be called retrievalsystems because there is no reason to keep a document unless you intend to retrieve it at some point in time. Systems should be tailored to theuser(s) by how the documents will be used. Take a piece of paper and jot down categories of papers that you handle,i.e. receipts, contracts, bills, marketing ideas, financial statements, medicalhistory, etc. The categories need to beeither in your words for an individual or standardized across the company forbusinesses. Now organize the categoriesinto an outline such as the one below:

I. Finances

a. Payables

b. Receivables

c. Assets

II. Management

a. Personnel

b. Benefits

c. Training

The storage ofthe papers within the categories depends both on bulk and frequency of use. When considering the physical placement ofthe documents follow your outline. Justas outlined topics go from general to specific, physical storage goes from larger to smaller(room, cabinet, drawer, hanging folder, tabbed folder). Themore frequently an item will be used, the closer it needs to be to the user. Archiving documents that will not be used morethan once a year will preserve valuable space for more frequently useddocuments. Archived documents can bemoved to a storage closet, another room, or even off site depending on yourneed for space. Deciding ahead of timehow long documents should be kept will allow for entry level documentassistants to manage files. Make a noteinside the file that says, “keep for 1 year” or “keep indefinitely.”

2. Dedicate time for paper management - Routine isthe only solution to random, stressful dig outs. It’s not exciting to block off your calendarto manage your files, but it is necessary. By developing a routine that is tailored to your needs and sticking withit, you will save time and money. Guaranteed. Most tasks seem muchbigger than they actually are, and by methodically incorporating paper managementinto your schedule you will be reclaiming the power the paper has held over youfor so long. Having a filing retrievalsystem ready to accept your documents streamlines the process significantly. Bills to pay are in the “bills to pay”folder, calls to make – well, you know.

3. Working your system - The biggest obstacle toorganizing paper is fear. “If I put thisup, I’ll never see it again. To this Isay, “Can you find your forks?” Forksare put away in a drawer, yet almost everyone uses them regularly, finding themfirst in the drawer. Learning to look for bills in the “bills to pay” folderinstead of on the floor in the second to last pile may be a paradigm shift, butone that pays big dividends. What a joyto have like minded papers grouped together, ready for action. Whether or not you are ready to deal withthem is beside the point, at least you can find them when you are ready. The key to success is familiarity. If you have a marathon dig out once a yearand only file on random occasions, of course you will misplace or forgetdocuments. But if your file retrieval systemis worked as it is intended to be worked, just as a fork drawer lays in waitingfor your forks, your paper problems are solved. Add reminders to your calendar (on several days if necessary) tocomplete tasks. When the time comes touse the documents you will know where to find them.

For more information on organizing your important papersvisit: http://www.extension.org/pages/12475/organize-your-important-papers

How Someday Complicates Today - a Fresh Perspective on Clutter

2011-10-03T03:53:00.001-05:00

Generally speaking, every item in your space was acquired for a purpose, right? That box was to sort the items in the guest bedroom, the extra packs of toilet paper were purchased on sale, the books that cover the floor all have intriguing titles, the papers on the desk have great ideas or could have pertinent information. Listing items that were originally collected with intention but have a tendency to become clutter is easy, just look around where you are right now. Disproportionate quantity, lack of organization, and poor storage all contribute to turning usable, valuable or precious items to clutter. “…But I might need it someday” is true, but what do you need today?

Businesses need focused, efficient employees. Homes need comfortable, easy to maintain spaces. Put simply - people need a sense of calm that only comes from organization. It’s amazing how organizing and simplifying your space will make you feel because it actually invites focus and efficiency. As the quantity of items with potential increases, your personal potential will tend to decrease. For example, looking for a lost item or managing mounds of maybes takes time and energy - both precious resources. How could that time and energy have better been utilized? Maybe it could have been used to land that new client, take your spouse out on a date, or even take a well deserved vacation. Considering the real value of your time is something few people do. For a ballpark figure (we won’t discuss here if the figure is appropriate or not) consider your salary as a guideline. If it takes one hour to find or acquire an item, what would it have cost your employer in wages paid? Manage your return on investment (ROI) by comparing the value of your time spent to locate the item, add the cost of storing that item since its last use (square footage is expensive), and compare it to the cost to replace the item. It would make absolutely no sense spending 2 days looking for a stapler, but I know people that have done it. Chances are you do to.

So how do you know if it’s clutter? Quite simply, clutter is anything that no longer earns its keep. And yes, many of those things could be used “someday”, but quite frankly, if you can’t find it, you don’t have it and you probably won’t have the time and the energy to look for it when you need it. It is difficult to get rid of items that you could need “someday.” There is nothing more frustrating than needing something you just got rid of… except perhaps knowing you have it, but not being able to find it. So, if you use it, organize it. If you cherish it, store it well. An organized space starts with essential items in manageable quantities, organized according to a user defined group (i.e. crafts), stored in good condition, in the right container, in the right location, and clearly labeled. …”But maybe I’ll use it someday” items are welcome, as long as they don’t complicate today by taking up critical space for the “I need it today” items.

Organizing Your Home Business

2011-08-22T09:36:00.002-05:00

1. Set office hours – and honor them

Business is business. If you worked for someone else you would have to be in on time and there would also be a time to go off the clock. Keeping regular hours will reduce the tendency to let more tedious details slide, it will solidify the image of the business, and help maintain work/life balance.

2. Define your space with proper light, storage and work surfaces

a. Light - Not enough can be said about having the correct light. The wrong lighting (color and intensity) will reduce productivity and can contribute to headaches and mood swings.

b. Storage – storage should be easily accessible, well defined, and located according to frequency of use.

c. Work surfaces- Have enough room to spread out documents or business related materials . Bunching up leads to loss. Thick piles are more likely not disturbed.

3. Remove distractions

Pets, children, television, hobbies and crafts are the most common distractions in a home based business. Whenever possible, limit the access to the work space so true focus can take place.

4. Have a DDG

A DDG is simply a dedicated dumping ground. This is the space that receives mail, packages, totes from meetings, and other transitional items. By having a dedicated space for transitional items, the remainder of the office can more easily be maintained.

For more information on the DDG, visit http://freshperspectiveorganizing.blogspot.com/2011/08/declare-your-ddg.html

5. Schedule for growth

Success isn’t a given. That’s evident in this economy. If the business is to thrive, activities such as professional development, marketing efforts, budgeting sessions, catching up on the accounting and customer relations absolutely have to be on the calendar.

Happy Organizing!

Declare Your DDG!

2011-08-19T15:11:00.000-05:00

I have had several clients say, “I bet you’re super organized.” I always smile and say, “Yeah, but I’m the messiest person you’ll ever meet.” You see, I do have excellent space management in my home of 1100sf. I do have a cool closet, a tidy garage, and an amazingly anal hall closet ready for a photo shoot. The thing most people don’t know is that the top of my filing cabinet collects papers like paparazzi to Britney. It’s crazy. Where do all these things come from? In order to keep it clear, I would have to spend time every day filing, scanning, writing the letters that need to be written, and sorting through the massive amounts of papers that come home from my two elementary school boys. I’m just not that interested. The top of my file cabinet is just one example of hot spots in my home that I give myself permission to just be. What a gift to not be constantly concerned about putting everything away. Papers used to plaque my home. The most loving thing I ever did for myself was to declare that file cabinet as a dedicated dumping ground (DDG).

There are some critical aspects that should be considered when dubbing a space the dedicated dumping ground.

· Be sure it’s not in your line of sight when you work

· Consider location: large enough to hold standard incoming items, yet small enough to knock out when the need strikes

· Develop a routine to deal with your DDG, a day of the week perhaps

· Make a few rules. For instance, bills don’t go in the DDG. Bills get a high profile location separate from other mail. Keeping all mail with bills will only create the illusion of more bills and who needs that?

Allow me to encourage you with the definition of truly being organized. It simply means being able to find what you need when you need it. Everything does not have to be put away, sterile, perfectly aesthetic. For spaces that are shared, with a family or coworkers, do what it takes to strike a balance. Have a place for all those commonly used items or files, build in maintenance time to keep it manageable, and have fun doing it. Play music, reward yourself for a job well done, whatever it takes to stay motivated. Getting organized is not a onetime event. It’s more of a journey that takes work, skill, and a ton of motivation. Buddy up with your friend that loves to organize, or call me and we’ll tackle it together.

Get Organized Month events

2011-01-24T22:23:00.000-06:00

http://myemail.constantcontact.com/Free-events-to-organize-you---this-week.html?soid=1102793136598&aid=LSxQJlnAIO0

Because Clutter Took Over His Home

2010-12-30T20:45:00.001-06:00

The weekend after Thanksgiving, I received a call from an out of town client asking for help. Her 93-year-old Uncle's "collecting" had reached the point where it had pushed him out of his home. The temperatures had plunged to dangerous levels and he was without heat or access to a functioning kitchen or bath. The basic necessities of life were being provided by a few local church members that were checking on him daily, providing care, food and companionship.

The clients' plan was to relocate her Uncle to an assisted living facility that would ensure he was safe and getting his needs met. My mandate was to shop for and provide the essentials that would enable him to set up his apartment - I can only imagine why the items in his previous home were not being considered for relocation. The list was long and included undergarments, a new wardrobe, a toothbrush, soap, towels, basic furniture, bedding – anything necessary to completely start over.

With each item that was selected, I became more and more sullen, almost to the point of tears. This precious individual (who has ample means and an excellent education) considered his "treasures" above himself. The storage of these items had taken precedence over his comfort and safety. I see it all too often. Gratefully, not everyone struggles to the same degree, but I have seen clutter ruin marriages, finances, businesses, health, and parent-child relationships. It undermines competency, occludes decision making, and reduces functional space.

Clutter starts out as a pile here and there, then it grows. Like a cancerous tumor, it metastasizes to all areas of the space and mind. To conquer it, you must be methodical. Pick a starting point, define your objective, and KILL it. Kill might sound like a harsh word, but there's something so motivating about imagining yourself completely devastating something that has given you grief. Back to the cancer metaphor, you cannot politely ask a tumor to leave. Similarly, you cannot cut out part of a tumor and expect to triumph over the disease. You must reach the fringe. You must stay vigilant or it comes back and it gets harder to fight the older you are.

Because clutter took over his home, the 93-year-old Gentleman was relocated. Although he is now in a very nice apartment, with all his physical and social needs being tended to, he still holds on to the aforementioned, uninhabitable apartment full of "treasures." In addition to the apartment, there are rumors of storage units or other places that only he knows of. The relocation filled an immediate need, but there is still an important onus to address the looming issues surrounding the tendency to collect and keep.

It is always easier to deal with a problem in its' infancy. Weight gain, addictions, and compulsions are just a few illustrations. If you struggle with clutter, please don't let it get to the point where it takes over your home before you deal with it. Things can change, they will get better, and you can experience freedom from clutter. January is Get Organized Month and a great time to take the first step. Call Fresh Perspective Organizing Services at 405.880.2126 and together we will tackle that clutter.

Giving a Gift that Blesses

2010-12-07T11:20:00.001-06:00

Last year, during our December meeting of the Clutter Control group, we had a fun time bringing in and discussing items we had once been given as gifts that had since become clutter. I sincerely wish I had taken a picture of the items or at least written down what they were because for the life of me, I cannot remember what they were. But I guess that's the point. The gifts were nonspecific - generally items that were bought as placeholders. By placeholders I mean they served a purpose to fill a box to hand over as a gift. Wow. That sounds harsh, but we've all done it. What do you get Uncle John? He has everything. But we've got to get him something…right? The "somethings" that were brought in for discussion last year had life spans dating back 20 yrs. Some of them were never opened. The recipients did not need or want the items but they wanted to respect the fact that the item was a gift, so the items were slated for perpetual storage. Rather than being an item that filled a purpose or brought joy, the item became a vessel of guilt - fully missing the goal of giving. So what's the secret of giving the gift that blesses?

Heartfelt gifts are always best. Beware when hitting the quick gift isle, the clearance items left behind, or something by the register that gets frantically snatched up and wrapped for that placeholder. Very often these types of gifts exclaim hastiness and distance and do not make the desired impression. Avoid the crazy swapping of lists and get back into the spirit of giving. When you do, you will find there are no words to exclaim the joy created by giving an unsolicited gift that speaks specifically to their heart and truly brings you closer together. Notice, I said that the gift should speak to THEIR heart. Very often we will give a gift because it is an item WE want them to have. Sometimes that works, other times not so much. So how do you find the gift that blesses?

Years ago I read the book, "The Five Love Languages" by Gary Chapman. It's an excellent study of personalities that has improved more relationships than we will ever know. In his book, Chapman defines five primary ways people give and receive love. They are: acts of service, physical touch, words of affirmation, quality time and finally, gifts. When considering your giving, notice that 4 of the 5 ways people receive love are NOT through the act of receiving a gift. This is very interesting and illustrates the fact that very often the best gifts aren't wrapped. (They are also less likely to become clutter!) You can usually get a strong sense of a persons' love language by looking at their interactions with others. Chapman states that generally people express love in the same manner in which they receive it.

So this holiday season, take a deep breath, consider your gift list carefully and intentionally select gifts that bless instead of fulfill an obligation. To get your creativity cooking, I've listed a few clutter free gift ideas for each love language below. May you and your families be blessed this holiday season with gifts speaking your love language and bringing you closer together.

Love Language Clutter Free Gift Ideas

Acts of Service Homemade coupon book, Car wash gift card, Cook a nice meal

Physical Touch Massage gift certificate, Foot rub

Words of Affirmation Handwritten letter detailing how that person impacts your life

Quality Time Lunch for two, walk in the woods, weekend getaway

Gifts Donations to favorite organizations, Homemade food items

12 Days of “To Do” – Organizing Your Christmas Prep

2010-11-15T18:23:00.001-06:00

12/13 Finish Christmas cards

12/14 Make a gift list and check it twice

12/15 De-clutter common gathering areas

12/16 Prepare dinner menu(s) – divide and conquer by delegating dishes

12/17 Clean out coat closet, ready for entertaining

12/18 Complete decorations

12/19 Finish shopping

12/20 Wrap presents

12/21 Prepare guest rooms: fresh linens, remove clutter, dust and vacuum. Bonus points: make room in closets

12/22 Purchase groceries, bake

12/23 Clean house: dust, vacuum, mop, and bathrooms

12/24 Thaw meat and prepare Christmas breakfast in advance

12/25 Have a Merry Christmas!

Dog Days of Summer

2010-06-10T22:29:00.000-05:00

This is my Pup Marti. Tonight we discovered she loves to be included in water gun fights. What a mess, but so fun to watch! Hope you are enjoying the summer and taking time to get messy every now and then.

Don't Overdo Your Honey Do

2010-05-25T08:04:00.001-05:00

I can only imagine one thing more glorious than a fully checked off list, and that is having help to get it done. I love to make lists and delegate, it’s how I’m wired. Many of you understand me, but others reading this article wish us list makers would take a flying leap. To you, seeing the scribbled (but sometimes typed) “Honey Do” list displayed prominently in a place where you can’t claim to have missed it is tantamount to having an ingrown toenail. It’s as if the list maker has managed to hand pick all the chores or errands you loathe, don’t have the money for, or know how to complete. How insensitive, indeed.

If you are the list maker, before you even pick up the pen, consider how your Honey will react to this list. Ensure the requests are timed appropriately (not at the end of a hard day) , remember to use respectful wording (many list makers have been accused of being bossy), and perhaps most importantly, communicate gratitude for all your Honey contributes. Little things mean a LOT and we all respond positively to praise. Offer to do something for your Honey in exchange. If you’ve asked him to change your oil, perhaps you could wash his car while he’s working on yours. It’s a two way street and the more you work together, the stronger your relationship will be.

Keep in mind that Honey Do lists are more likely to be accomplished when they are kept short, like tasks are grouped together, and the deeds are clearly communicated. Start small with convenient, easily within budget, simple tasks. Completing them will build momentum and both of you will feel good about getting to do’s done.

Organizing with Kids

2010-04-20T06:29:00.001-05:00

As parents, we do our level best to teach our children how to survive and thrive in this crazy world. It can be difficult because our generations have different challenges, technologies, and opportunities, but they still look to their parents to see how to respond. It's funny just what our kids do learn from us and how they use that knowledge. Our children take mental notes on how we keep our homes, raise our kids, and conduct ourselves in the community and workplace. They observe our strategies and outcomes then take that information and either adapt it to fit their personalities or run from it.

Take the time to look at your life from your kids' perspective. What do they see? You may not realize the things the kids focus on without asking them about it. Perhaps you'll learn something about yourself. For sure you'll learn something about your child that will help you connect. This strong connection with your child is the first step to truly teaching them, especially organizing skills. Without a personal connection between you and your child, organizing can be construed as tedious, boring, and even punishment. Many adults that struggle with clutter began life disorganized and just stayed that way because, as children, either they were never taught the value of being organized or they rebelled against a "do it my way" household mantra. Neither situation sets this child up for success. Instead, I suggest the following:

Set an example: if you complain or procrastinate they will to.
Establish a picture of what being organized looks like and how it benefits your family.
Create rewards: celebrate after your responsibilities have been taken care of.
Start simple: it really isn't fair to overload children with possessions and expect them to keep it all organized.
Create a routine: depending on the age of the child, you may want to do it with them until it becomes habit. Make it a positive interaction!

We don't all organize the same way or to the same degree, which is really fine, but effective organizing skills are important to a successful life. Work with your kids to personalize the steps above and apply them in a manner that will benefit your family dynamic. You can start by targeting either a space or an activity. For instance, if getting out the door on time in the morning is a misnomer in your family, perhaps you need to create a launch pad for coats, shoes and bags. If the space isn't the issue, perhaps it's the habits. One of my little guys is a slow eater so we switched up his breakfast time to last on the list. Now at least he's dressed and ready when the 5 minute warning comes. It has made a huge difference in our mornings. He's happier and I'm happier – win win.

Now it's your turn. Identify your organizing objective and create actionable steps following the tips in this article. Organization has the power to change your relationships, improve your self image, and even create a healthier lifestyle. What are you waiting for?

Shannon Cowan is a professional organizer and owner of Fresh Perspective Organizing Services, LLC . She offers hands on organizing, relocation services, and educational seminars. Visit her site at www.freshperspectiveorganizing.com or call 405.880.2126 for further information.

Vision Casting: See Yourself Organized!

2010-04-04T22:44:00.001-05:00

When it comes to changing a significant aspect of your life, your attitude will be the determining factor between success and failure. Getting your attitude right is everything. For example, let's look at weight loss (it's crazy how similar the struggles of weight loss and organizing are). People struggle to lose weight. There are a billion do it easy products that not only fail to produce long term results, but many are expensive and even dangerous to your health. These products may fail for many reasons, but the primary reason is because the attitudes and habits that brought the unwanted weight have not changed. Compare that to getting organized. People also struggle to stay organized. There is an organizing product for everything you can imagine, do it yourself books, TV shows, radio programs, web sites, magazines – all of which are excellent resources. Without vision, these resources will become the very clutter they claim to conquer by taking up time or space without moving you towards your goal of being organized.

Working or living in an unorganized environment for a long period of time can make it difficult to remember the potential that is still there, just waiting for you to discover it. So see yourself organized. Create a picture in your mind of how your space should look. Imagine having a place for everything. Actually daydream about how freeing it will be to let go of unused items and how much easier your space will be to take care of. Plan that dinner party. Whatever your heart desires, just see it.

Sometimes the disorganization starts in our heads. Our thoughts are fractionated, our minds are spinning out of control, and our spaces reflect that disorganization. Clear visions of being organized and growing in the direction you crave are not going to pop into your head as you run around late for that next appointment. Create a regular quiet time to practice casting your visions. It will take a measure of discipline to carve out and defend this time, but every aspect of your life will benefit, guaranteed.

During this time, define your goals and break them down into achievable objectives. Visualize yourself accomplishing them and celebrating your success. For example: If your goal is to better organize your finances, perhaps your objectives should be to create a budget, establish a bill paying station, and set a weekly appointment with yourself to work the numbers. Celebrate your newfound organization with a vacation paid for out of the money you have saved by managing your finances better.

It all starts with a vision!

Household Disposal Guide

2010-04-04T22:28:00.002-05:00

Household Hazardous Waste Collection Day

2010-04-04T22:26:00.002-05:00

Organizing With Your Honey

2010-01-13T08:18:00.002-06:00

Get your junk off the counter, pick up your magazines, quit taking up all the room in the closet. It's a real hot button in relationships. How entertaining it is when opposites attract. I guess the question we all want answered is, now that you're living together, how do you live together? How do you create an environment that is comfortable for both of you without hurt feelings, regrets or restraining orders?

Very often when a husband and wife are organizing together, the mood can change in a flash from, "gee this is good we're getting this done" to "I'm irritated with you and going for a walk". What happens in that moment? Where did all the momentum go and why were you not able to achieve the results you wanted? I say it's important to reach a common vision for the organizing project first and foremost. After you agree what organization looks like, then you can to work together to create that harmonious space you both crave.

When I set out to organize a space in our home, I have been known to just do it. No questions asked, no input, no collaboration. (For those of you who know me, I'm sure you are shocked.) For most spaces, this is a true blessing to our family and keeps us functioning efficiently. I can tell you, however, that after 14 years of marriage that I have finally learned that when I organize my husband's things he likes to have some input. I have also come to the shocking realization that not all his stuff is junk in my way. I'm sure some of it is, but the fact remains that if we are to live in harmony, we must both agree what goes, what stays, and where that stuff that stays should go. Remember, projects that are organized with a common goal and joint effort will last longer than any one sided effort hands down.

Here's the tricky part. What happens when one person is apathetic, walled off, or downright resistant to change? Here's where your honey comes in. By honey I mean the old adage "you get more bees with honey." Approach the situation gently. Clearly discuss your feelings from your point of view without accusations, without blame or guilt. Allow the past to stay where it is and address the issue looking forward. Let your wishes be known. State your idea for improving organization with an open mind and be ready to make compromises if that's what it takes to get the ball rolling. Any step forward is still a step forward, right? Make sure to celebrate your progress together. If you know your spouse's love language, make sure they hear your appreciation clearly and I can guarantee you'll continue to move towards your common goal.

Change is a meal best eaten one bite at a time for many. If the bites are too big, you may face some serious resistance. If it's a matter of needing fresh ideas, skills or energy, get some outside help to ensure your efforts bear fruit.

Just Take the First Step and Get Organized Already

2010-01-13T08:14:00.002-06:00

I recently began a new hobby… running. It's not easy nor am I good at it, but I love it. Many days I look at my running shoes and the excuses flow like water. I hurt, it's cold, my favorite running suit is not clean, I need a haircut… it's crazy what goes through your head when you feel overwhelmed at the very idea of doing something you haven't done before. But I can't let that stop me. I have a goal. The goal is really high and daunting, but nothing less will do. The challenge itself is what drives me, but the challenge itself would be my downfall without the support of other runners, trainers, good equipment and the encouragement of my friends and family. What's all that have to do with organizing? I'll tell you. Consider a difficult space that needs organizing. The challenge is there. Maybe it's been looming for a long time. Desire itself isn't going to get the job done well. You need the support of others and the skills to organize it to suit your needs.

Why is support so crucial? First, if organizing isn't a natural ability, you may not have the confidence you need to even get started. Or perhaps your previous efforts didn't last long enough to make the effort worthwhile. If that's the case, having someone encourage you and help you move forward is really important. They can offer new ideas, bring physical energy, and help keep you motivated emotionally to achieve more than you ever imagined. Multiuser spaces offer a special challenge. Prior to organizing a "public" space, get the support of all the users. Define problems with the current space, come to terms with what items are ok to keep or toss and create a common vision of what the space will look like once finished. If not all the users are supportive of the organizing efforts the space will most likely return to its' previously disorganized state in no time.

Organizing skills take a bit of time to really fine tune, but once mastered will affect every aspect of your life. The most important skill to learn is to define your project. Put it on paper if you need to. Set yourself up for success by making your project fit you. For instance, if your project is huge like "organize my house" you'll never be finished and you may lose interest because the size of the project is so daunting. A good first project would be something like, "organize a shelf in the bookcase." Finish is the key. Create several steps that can be done in order to give you momentum. Stay focused on that step and defend it when you are done. Pretty soon, the small steps forward add up to an organized space and a sense of satisfaction that will fuel your next project.

Getting organized is not a one time, yep I'm organized and I'll never have to do that again. It's more like a run. Taking one step at a time, careful not to let the steps backwards add up so much that you haven't gone anywhere at all and the road ahead is still looming.

Twelve Days of “To Do” – Organizing Your Christmas Prep

2009-12-13T21:29:00.001-06:00

12/13 Finish Christmas cards

12/14 Declutter Common gathering areas, prepare home for guests

12/15 Make a gift list and check it twice

12/16 Prepare dinner menu(s)

12/17 Clean out coat closet, ready for entertaining

12/18 Complete decorations

12/19 Finish shopping

12/20 Wrap presents, purchase groceries

12/21 Prepare guest rooms. Fresh linens, remove clutter, dust and vacuum. Make room in closets.

12/22 Bake

12/23 Clean house: dust, vacuum, mop, and bathrooms. Other items as time/energy permit.

12/24 Thaw turkey or ham. Prepare Christmas breakfast in advance

12/25 Have a Merry Christmas!

Making a List and Checking It Twice

2009-12-09T08:37:00.002-06:00

Santa knows how to keep holiday stress to a minimum. Making lists for everything from meal preparation to events you are going to attend is the best way to visualize your priorities and responsibilities this Christmas season. Trust me, lists can be your friend. To those of you who are creative, sleep deprived, or ADD - give them a try and you'll be glad you did. On the flip side, if you flat out relish the very thought of making a list and have 48 of them, whoa Nellie. Try creating one master list you can keep handy and work it.

You get the idea. nothing fancy, just a nice break for your brain. Anything that causes you grief, stress, or concern that you will forget will be a weight lifted once you get it in writing. Seeing tasks an plans in writing gives you a starting point and helps to keep you focused. By following the list you set up in advance, you will more likely avoid late night panic attacks, spend your time and money more effectively, and hopefully enjoy your holiday happenings with a renewed zest.

There are so many wonderful experiences to be had in such a small amount of time between Thanksgiving and Christmas. I encourage you to be intentional in all you do. Just because there is an event every night and 2 on Saturdays doesn't mean you need to do it all. Choose your favorites, PLAN for down time, and enjoy each outing all the more.

On a side note, even more plentiful than events are calories. Keeping the same approach to eating that you have to dedicating your time - choosing your favorites and keeping them in moderation - will help to keep you healthy and your waistline happy. Merry Christmas, Happy Holidays, and may your New Year be ORGANIZED!

Ready or Not, Here Come the Holidays!

2009-11-05T21:17:00.001-06:00

If the retail stores haven't let the cat out of the bag, I'm about to. The holidays are right around the corner. Of course, along with the holidays come parties, presents, and perhaps houseguests. Depending on your personality and the readiness of your home, that statement might send you into a bit of a panic attack, but never fear, transforming your home into a welcoming environment to share with your friends and family just takes a little time and focused effort.

Start at the front door. Look at the condition of your welcome mat, remove clutter (including leaves) from the entry way and maybe throw a fresh coat of paint on the door itself. WD40 the hinges if it squeaks.
Check your lighting. Ensure that there is adequate lighting not only in the entryway, but also throughout the home. Add task lighting or a lamp to spaces that are not effectively lit by overhead fixtures.
Gather up loose papers. If time is limited and decision making isn't your strength, you can still make progress painlessly by using a bankers box to corral magazines, memories, mail, etc. Do not include critical papers into these boxes. Bills or items needing immediate attention should be kept separate. Be realistic about what items will actually be dealt with and protect this "to do" pile. Large "to do" piles are daunting.
Reevaluate your décor. This is usually easier during the holidays. As you add splashes of holiday cheer, take a moment to be critical of the items on the wall, on the shelves and your furniture.
Hit the closets. Make room for your weary travelers. Guest bedroom closets are notorious catchalls. Take a minute to remove items that are no longer needed. Tidy up the remaining items by putting them in plastic tubs or bankers' boxes and label them.
What's that smell? Have a new nose and a honest voice let you know where air fresheners are required.
Bonus points. Washing the windows, shampooing the carpets and dry cleaning the bedding are really nice touches, but generally not many people will notice if they don't get done.
Defend your work. If you intend to host many parties with a busy household, declare some places off limits for daily clutter. Protect common entertaining zones by sending backpacks, papers, and laundry straight to their homes. It's difficult to change habits, but what a gift to not have to constantly reorganize the same space.

Above all , don't let the condition of your home take the joy out of the holidays. Your first priority should always be to take care of yourself. If the thought of having people into your home is stressful or if you are experiencing undue anxiety, talk to someone. Sometimes all you need is a good one on one conversation to put you at ease, find solutions to your worries and help get on with the business of celebrating the holidays.

Are Your Closets Scary???

2009-10-12T05:00:00.003-05:00

I used to LOVE scary movies. The door to the closet was always a focal point of directors, and the music would get creepier and creepier as the camera zoomed in. The lighting would change ever so slightly, and, with great anticipation, the door would fly open to reveal your worst nightmare. Bum Bum Bum.

I laugh when I think of this being a morning routine for people with overcrowded closets. I imagine them standing outside the door to the closet in their robes dreading to open the door and begin the hunt for the day’s outfit. Who wants to dig for those black pants you haven’t worn since last winter? How many times has that left shoe evaded capture?

Put a stop to it. Face your fears and tackle the darn closet. Make it work for you. I believe it should be a joy to get dressed in the morning. Your clothes should make you feel good about yourself. Your closet should present you with opportunities to express how you’re feeling that day: athletic, professional, comfortable, playful, sexy.

Clothes that bring guilt are not welcome. Outgrown, underutilized, shopping mistakes, and damaged items need to go. Only leave behind the clothes that you will realistically wear again. The jeans responsible for the muffin top should be banned. The outfits from high school are not worthy of prime real estate. Consider how wonderful it would be if the only items left in your closet are those you love, not just those you tolerate. I can hear you thinking, “but I’d have nothing left!” Perhaps it is time to change the way you think about shopping. Those $1.99 deals that you just couldn’t pass up would have served you better invested in a quality item that looks great and wears well. Quality not quantity. Statistically, we wear 20% of our clothes 80% of the time. Shouldn’t those clothes be amazing?

Industry standards call for 1 hanger per linear inch of rod space. How does this compare to your current system? I cannot tell you how many sagging rods are out there begging for relief! Clothes will stay fresh longer and will not become so wrinkled if given adequate hanging space, and the wrestling match will be a thing of the past. No more pushing and pulling or balancing on tippy toes to reach your clothes. What a nice start to the day.

The more closets you have, the more stuff you can cram in them, and less likely you will be to have the time and inclination to organize them. I love mathematics and just know this will be a standard equation someday. If you need help getting started, give me a call. I love a good expedition!

2009-10-03T22:28:00.002-05:00

Dealing with Stuff while You Grieve

Nothing breaks your heart like losing a member of your family. Coming home for the first time without them is just wrong. The house feels like it might tip over because a grounding member is no longer there. Instead there is heaviness and quiet. Memories of them are everywhere - keys and wallet on the kitchen counter, shoes by the door, toiletries by the sink, clothes in the closet, medications, toys left out, unused baby clothes, leash hanging by the door. It hurts so much to no longer have that physical connection and their things are a constant reminder of that.

Truly, the sadness we feel when someone dies is for ourselves and those left behind. Faith tells me that our family member no longer hurts and is experiencing a new joy greater that anything I can imagine. But we are left behind and in the throes of our sorrow we ache to have them back. It’s common to seek out things that can surround you and bring you comfort - things that remind you of their smell, their personality, their love for you. We don’t want to forget or physically let go. Perhaps if we put things away it will mean we no longer love and are willing to forget.

Take your time when it comes to putting things away. Give yourself permission to do the hard work of grieving. Handle their belongings. Enjoy them, reminisce, cry if you need to. Gather other family around and talk about the stuff. Allow time for the reality of your loss to sink in. Slowly, but surely, the bulk of the stuff will lose its’ significance. As it does, it will be easier to find a new home for it.

Figuring out what to keep is difficult and is a very individual process. Guard against being overwhelmed by the sheer quantity of things by making sure you have support. When you find an item that you treasure, set it aside. Keep your focus on locating the things that no longer have that significance and finding those things a new home. Find another time to fully process your treasures to make the progress you need to make.

On the flip side of the coin, you have your own belongings to deal with. Grieving is a very physical process and takes a ton of energy. You may not have the strength or really even the inclination to deal with your usual getting through life stuff. Dishes, clothes, mail, bills, and trash are always multiplying. Ask for help if you need it. Allow people to come alongside you. I promise it will be a gift to them because we all want to make it better.

Getting Kids out the Door with a Smile

2009-09-02T22:20:00.003-05:00

Create some very basic and easy to follow expectations for your kids. Build it into a routine, encourage it, and reward it. You'll love the results. This is a document I created for my 5 yr old to get him up and at 'em in the morning. He doesn't read yet, so this has worked awesome!

My Mother's Garden

2009-04-02T00:49:00.004-05:00

We talked about this movie a little today at the Clutter Control Support Group. It's absolutely heartbreaking and difficult to understand the dynamics associated with hoarding. This video is an excellent opportunity to see the effect hoarding has on every member of the family.

http://www.msnbc.msn.com/id/21134540/vp/29920715#29920715

Great Article In O'Colly

2009-04-01T22:54:00.001-05:00

By Matt JohnsonThe Current Writer
Published: April 01, 2009
Alanna Bradley had a problem.
After moving into a new apartment, things got a little out of hand.
Boxes crowded her home office and clothes cluttered her closet.
She had to search for things amid the mess, and sometimes they were never found.
Bradley knew she had to do something.
“I had this overhanging feeling of a monkey on my back,” she said. “My home was contributing to my frustrations that I had outside of it, and that’s why I sought help.”
Bradley got the help of Shannon Cowan, a professional organizer.
Cowan provides her services to anyone who, like Bradley, wants some help getting things in order and keeping it that way.
After working with Bradley about what she would want out of her home, Cowan started showing her methods to keep her home from getting that way again.
“We looked through all of my clothes and we ended up donating a lot of it,” Bradley said. “We just got rid of a lot of things that I didn’t need and she helped me to start using a filing system, as well.”
After a few hours of organizing, Bradley and Cowan were looking at a much different living space than they were earlier that day.
“We just put everything in its place,” Bradley said. “She helped to maximize my living space, and it felt like my mind was cleared out, too.”
Bradley’s predicament is not different from many others whom Cowan helps around the Stillwater area.
For three years, Cowan has worked as an organizer, and she’s made it her life’s mission to help simplify the lives of others.
“Organization affects relationships, job performance and a lot of important things in our lives,” she said. “I love to organize, and I can help people get things back into order when they have trouble functioning.”
Organization is an important thing in Cowan’s life, but she said she doesn’t want people to think that her own life is perfect.
“I’m one of the messiest people you will ever meet,” she said. “Being organized doesn’t mean that everything is always in its place.
“I just set my home up in a way that allows me to pick everything up in 15 minutes at the end of the day.”
Before choosing her current career path, Cowan graduated from OSU in 1997 with a double major in cellular and molecular biology and microbiology.
She said she went on to be a successful lab manager and taught infectious diseases at OSU’s vet school, but after the tragic loss of her son, she started to rethink her career path.
“I started wondering about how I was living my life,” she said. “I looked at my actual gifts, and I took those and started my organization business.”
As a member of a military family growing up, Cowan was forced to move almost every two years of her life.
The constant moves caused her to be organized enough to be able to pack her things quickly and efficiently.
Then, while she was working as a lab manager, the newer restrictions placed on labs after Sept. 11 caused labs to organize things in a much safer and standardized manner.
“I liked things like that, though,” Cowan said. “Now, I can pack a house like it’s nobody’s business, and it helped me realize how much I loved doing things like that.”
After realizing the talent she had for it, she decided it was something she wanted to pursue, and Cowan wasn’t the only one who thought it was a natural thing.
Holly Evers, who worked as a teaching assistant under Cowan at the vet school, said she also thought the decision was something that made complete sense for Cowan.
“I encouraged her to do it from the beginning,” Evers said. “She’s good at inspiring people and encouraging them to do better.”
Cowan says her job has become one of the most enjoyable and fulfilling experiences of her life.
Cowan will help anyone with the organization of their homes and apartments, even helping to streamline daily schedules and routines.
She can be contacted through her Web site, http://www.fporg.com, or by e-mailing her at Shannon@FreshPerspectiveOrganizing.com.
“I’m happy that I can help others make their lives work in a better, more efficient manner,” Cowan said. “This job has been one of the greatest decisions I’ve made in my life.”

2009-03-29T07:46:00.003-05:00

Spring Fling 2 – Community Donation Drive
Ever wish you had an easy way to get rid of your clutter? Now you do! I have partnered with the Stillwater Public Library to bring back the Spring Fling that was so successful last year. It’s a great opportunity to shed your stuff while benefitting nonprofit organizations right here in Stillwater. Needs are many in our current economy and I encourage you to look around and find the items that are no longer serving you, but would be a blessing to someone in need. Decluttering is a great way to start this spring season with a fresh perspective. Gone will be the piles of items that have been a burden to you or a drain on your energy!
Tips for a great purging experience:
· Turn on music. It’s a great motivator.
· Clean as you go, it will give you a rewarding feeling, and handling each and every item will help you to realize your clutter threshold (is it worth the upkeep?).
· Envision your results. What will you do with a beautiful new space?
· Get a buddy. Having a “tosser” friend may be just what you need to get the results you crave, but make sure they know and respect your limits.

Spring Fling 2 is scheduled for May 2 in the Stillwater Public Library east parking lot at 1107 S. Duck from 9-12. Participating Agencies and their needs include:

Friends of the Library – Books, Movies, CD’s

Payne County Youth Services – Outdoor recreation equipment for age 10 and up, adolescent style clothes, twin bedding, next to new towels, cookware, handheld games, game controllers, paper products, cleaning supplies, light bulbs, outdoor plants, patio bench, no bikes please.

Stillwater Domestic Violence Services – Umbrellas, Sweat suits (women’s and children’s, toddlers),Cold and flu Meds (Children and Adult), Diapers- sizes 2, 3, and 4, Household items

Habitat Restore - Household items, maintenance, repair, building materials

Goodwill - everything except for mattresses, tube televisions and crt computer monitors. No large appliances, gasoline powered items, plastic bottles, cardboard, aluminum, paper, or glass

Stillwater Literacy Council - children's books, young adult books, titles of traditional favorite stories for our Basic Literacy and English as Second Language students, teaching materials to help tutors to teach Basic Literacy and English as Second Language.

Cimarron Council Boy Scouts of America - scout uniforms, camping equipment

Judith Karmen Hospice - Most items accepted

Get Ready for Get Organized Month!

2009-01-02T00:27:00.002-06:00

January is National Get Organized month and a perfect time to start working on those projects you've been putting off until after the holidays! Members of the National Association of Professional Organizers (NAPO) are hosting events from coast to coast to raise awareness and educate the public. I will be speaking every Thursday at the Stillwater Public Library at noon. Come and join us as we learn how to better organize our lives!