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If It Stresses You Out, Create a System

While listening to an organizing podcast several years ago, the podcast guest shared a statement that has really resonated with me. This woman was a small business owner and a homeschool mother of 8 children (from my best recollection). To say that this woman had a lot on her plate is an understatement! Yet despite her situation, she was able to thrive in both her business and her home life. This is how she described the secret to her success: “If it stresses you out, create a system.” 

I have found this principle invaluable for both myself and my clients. While I love the process of organizing physical items, I always strive to take the work deeper and to teach organizing principles. The practice of establishing systems, organized and coordinated methods or procedures, is a powerful one. Let’s explore what this statement means and how to apply it. Perhaps we can use her secret to help us with our stressors so that we too can thrive. 

Whether you realize it or not, you have already established some systems. Most of us have a morning routine to get ready for the day. Most people have a method for common household tasks like laundry, and dishes. But what if you don’t have a system for a common activity, and it’s stressing you out? What if you do have a system, but it isn’t working effectively? 

You can create systems for just about anything. I used to occasionally forget to take a morning medication or forget one part of my daily makeup and skin care routine. So I created a system. I have every item that I use in the morning in one labeled bin. I start the morning by removing all of the contents from the container and placing them on the counter. Then as I use each item, I replace them in the container. When the counter is empty, I know I’m finished and I haven’t forgotten anything. 

I used to have a problem remembering what I needed at the grocery store. A paper list didn’t work for me because I sometimes lost the paper, or the paper was at home when I was at the grocery. Now I use a free app called AnyList for my grocery list (and many other lists as well). I can add items to it using our Amazon Echo (“Alexa, add milk to Food City.”) My husband Eric shares the same account. Now both of us always have our grocery list with us whenever we need it, and we can add items to the list anytime. 

Now and again a system you’ve set up that worked for a while may no longer work. You may need to adjust it slightly until it works again. Eric and I ride bicycles regularly. We used to keep all of our bicycling supplies in one large bin. This worked great for a while. But most of the time, we only needed a few of the supplies for a short ride, and we didn’t like always having to get the large bin out and sort through everything to find what we needed. We also forgot our reusable water bottles sometimes, and it wasn’t always easy or convenient to find the right size bottle that fit perfectly into the water bottle holder. We fixed the problem by moving the most frequently used biking supplies into an easy to reach location. We started keeping the water bottles that best fit our bikes nearby. Now we can quickly grab what we need for a short ride, and we don’t forget our water bottles.  

One system that I’ve helped numerous clients establish is a system for keeping active household papers organized. Active papers include things such as mail, invitations, forms to fill out, receipts, magazines, bills, coupons, etc. Without a process for keeping this paper organized, it doesn’t take long for it to get out of control with piles of paper everywhere. If papers aren’t dealt with in a timely manner, the consequences can sometimes be serious. Missing a bill payment can incur either a fee or discontinued services. Using a simple weekly practice makes a world of difference. My article from last September called “Process Paper to Prevent Piles” gives instructions for implementing the system I recommend. You can find the article on my website (https://bit.ly/3cnMIIo). 

In the first few months of running my business, I found that I was frequently anxious about keeping up with all of the necessary “behind the scenes” tasks. I needed a way to keep up with tasks like checking financial records, posting to social media platforms, following up with clients, adding my latest newspaper article or Daytime Tri-Cities organizing demo to my website, and organizing before and after photos. I had so many different operations to track that I felt stressed out. It was time to create a system! 

I made a list of all of these tasks and established a weekly Admin Day. I learned to protect that day by not allowing myself to schedule anything else. This system has decreased my stress tremendously. It has allowed me to not worry about those tasks on other days of the week because I know I will catch up on my Admin Day. 

Think about your day to day home life. What’s stressing you out? What tends to get forgotten? What do you wish was easier? Take some time to think through the problem. Figure out what’s working and what’s not working. Think about other processes in your home that are going well, and see if you can implement something similar. Invite others in the home to help. 

If you’re a smartphone user, odds are there’s an app that can help with almost any quandary. If you have a smartphone but don’t know how to use it for anything other than the most basic processes, ask for some help. Some tech solutions are very straightforward and can be a tremendous help. For example, setting a phone reminder for a certain time of day or when you arrive at a particular location is simple. I use this strategy every day, and I can’t imagine doing without it at this point. Or you may prefer to try another solution that doesn’t involve technology. There’s no right or wrong solution; the goal is to find what works for you consistently. 

If you need more assistance creating a system to stay organized, I’d love to help! Contact me by phone (423-567-4273) or email (angie@shipshape.solutions), and we’ll get started! 

“I’m So Overwhelmed!” Five Tips to Go from Paralysis to Progress

“I’m so overwhelmed!” Have you ever felt this way?

“I’m so overwhelmed!” It’s a common refrain in times of stress. When we reach this point, despite the growing mass of work to be done, we can sometimes reach a standstill where we’re getting absolutely nothing accomplished. The intimidating mountain of tasks looms menacingly in the distance, but we are stuck. How do we combat this paralysis and actually make progress? 

Tips for Overcoming the Paralysis of Overwhelm

Start with a Brain Dump

Sometimes we’re overwhelmed because we know we have a ton of things to do, but we don’t have them recorded in any way. We’re just trying to remember them all. We flounder around with a feeling of unease, fearful of forgetting something crucial. 

In his landmark book Getting Things Done, David Allen calls these items we’re trying to store in our brain “open loops”. Open loops are items that are incomplete and pulling at our attention. The best way to deal with these open loops is to start with a brain dump. Set aside at least 20 minutes with paper and pen. Normally I prefer typing into a document, but I actually recommend paper for this because you don’t want to be taking time to worry about formatting, typos, grammar, etc. Just focus on quickly recording all of the things you know you need to do, things you’re worried about, upcoming events,  etc. Your brain dump list could be as varied as “Stop at the grocery for eggs and milk”, “Register for next semester”, and “Finish reading that article”. Jot down anything that’s in your head using single words or short phrases. Taking the time to free up your brain will make you more productive and less stressed as well!  

Get Your Tasks Organized

Now that you’ve gotten everything out of your head, you need a way to convert this hastily scribbled paper list into a better format. Using David Allen terminology, you need to get those open loops into “trusted systems”. A trusted system is a logical place outside of your head where you can store the tasks. Your trusted system will allow you to keep track of items, prioritize them, refer to them frequently, and check tasks off as you accomplish them. 

There are plenty of options for trusted systems. Depending on your preferences, you may choose paper or digital or a combination of both. Paper tools could include a simple list, a notebook, or a journal. Digital tools could include apps like Trello (my personal favorite), AnyList, the Notes app on your phone, the Reminders app, Evernote, Google Tasks, or many others. It’s infinitely more important to have a tool(s) and use it consistently, than to choose the perfect tool(s). 

With all of your tasks in trusted systems, you can prioritize them by date, level of importance, or any way that is most helpful for you. I don’t know about you, but if I have 1,000 things to do but don’t have them in an organized list, I am completely paralyzed by overwhelm. But if I have the same 1,000 things to do but have them in a prioritized list with an action plan, I may have just as many tasks awaiting me, but I’m emotionally in control and ready for action! 

Just Get Started!

Occasionally all it takes for me to break out of that paralysis is to take some kind of action. Once I get going, I quickly build up some momentum, and then “success breeds success.” Oftentimes I have found that the task I have procrastinated because it looked so intimidating is not nearly as daunting as I had built it up to be in my mind. 

If you’re a Type A perfectionist like me, you might find yourself hesitating to start a task because you don’t have all of the information, the right tools, or the complete plan. Sometimes these are valid reasons to delay. But more often than not, we’re just obsessing over it because we want it to be perfect. Repeat to yourself this mantra: “Done is better than perfect.” I’m not suggesting you do shoddy work, but don’t let your fears of doing a task perfectly prevent you from getting started. The quicker you get going on it, the quicker you will finish. If the lack of perfection bothers you enough, you may be able to tweak it a bit later. Or you may decide to just “get over yourself” and let it be slightly imperfect because you realize those tiny details really didn’t matter that much. 

Add Accountability 

Now that you have started working on your tasks, what if you get stuck, paralyzed, and overwhelmed again? If you’re not making good progress in checking off those tasks, you might want to include some sort of accountability. Telling someone about your plans is a great way to force yourself into action. When that person asks you how it’s going, you’ll want to give them a positive update. 

There are strategies aplenty for including accountability. Here’s an example that I used myself recently. I have always loved to read and identified myself as a reader. But once I became a business owner, I found that I was rarely reading for pleasure, and I really missed it. I tried just looking for bits of time to read, but there was always something more pressing to do. Then I remembered that years ago when I was in a Book Club, I always found the time to read. I loved getting together with the group to discuss the book, and I certainly didn’t want to show up without having read it. So I joined another Book Club, and voila! I’m reading again! Consider adding accountability for some of the tasks on your To Do list. You might find it makes a world of difference! 

Build in Some Rewards

Reward yourself for small accomplishments. After you’ve knocked one of those high priority items off your list, take a short break. Pat yourself on the back. Just knowing that you’ve got a reward waiting after the completion of an unnerving task can give you the additional motivation to stick to it. 

Ready to get started? Start with your brain dump. Pick your tools for your trusted system. Get organized, take that first step, add some accountability, and plan some great rewards. Goodbye, paralysis and hello, progress! 

How Scary is your Basement?

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Basements have been frequently utilized as locations for scary scenes in movies. In Silence of the Lambs, the basement is a holding place for kidnapped victims. Who can forget the scene in Signs when an alien hand reaches through the coal chute to grab an unsuspecting child? More recently, in A Quiet Place, the basement used to muffle the sounds of the family’s newborn baby eventually becomes the setting for battles with aliens. We’ve become so accustomed to scary basements that as viewers, when a character opens the door to the basement, we yell, “Don’t go down there!” 

Your basement is likely not that scary, but you may still find yourself hesitant to enter. Without some intentional planning, a basement can become a literal dumping ground for anything without an obvious home. Over time, clutter can build up so much that we don’t even know what’s down there. 

If this scenario describes your basement, this article will help you transform it from frightening to functional. If your basement is in pretty good shape, this article will help you avoid the tendency to clutter it up. You can use these same principles for organizing other large spaces primarily used for storage, like an attic, a garage, or a bonus room. 

No matter what room you’re working on, I always recommend starting with an assessment and plan. You might want to take some before photos so that you can track your progress. Take some notes about the current state of your basement. Get input from everyone. Talk about what’s working and what’s not working, and about current and future uses for the space. If you could wave a magic wand and the project was complete, what would it look like? How would it function?

There’s nothing wrong with using a basement for storage. Ideally the portion used for storage would only occupy part of the basement, not the entire space. Leaving part of the space free will allow you to use it for other purposes as a game room, home gym, wine cellar, or home theatre. Decide what portion will be dedicated to storage and what portion will be adapted for (saved for) another purpose.

For the portion you’ve committed to storage, I recommend purchasing sturdy shelving. Adjustable and movable shelves are especially helpful. As you declutter and place belongings into containers, you can use these shelves for labeled containers of items that will remain in the basement. 

One unique characteristic of a basement that must be considered is that they are damp environments. You’ll need to remember this as you decide what to store and how to store it. You may want to invest in a dehumidifier to pull some of the moisture out of the air. Because of the moisture, plastic or metal shelving will work better than wood. Airtight bags or containers with lids will protect stored items from moisture much better than cardboard boxes. Because basements are prone to flooding, keep items off the floor as much as possible. 

Once you’ve got a goal and some shelving, it’s time to take action. You’ll need to gather a few supplies. You’ll need adequate lighting so that you can easily see the items you’re sorting. Portable tables will allow you to spread out the contents of containers and to sort them into groups. A large trash can and a recycling container are also useful. Bring any empty containers you’ve got that can be used to store the items that remain. You may eventually need to buy a few more containers, but if you’re doing a thorough decluttering job, you’ll likely be emptying more containers as you go. So hold off on buying new containers until you see what you actually need. You’ll also need some empty boxes and bags for gathering items for donation, items to be given to others, or items to sell.  

Now that you’ve got all of your materials, it’s time to get busy! When decluttering, I always recommend choosing a corner of the room so you’ll know where you’ve worked. Start working your way around the room one area at a time. Examine every loose item and open every container. As you consider each item, ask yourself two simple questions—Do I love it? Do I use it? If you can’t confidently answer “yes” to both, consider letting it go. Most of us have way more than we need! If you want to lighten your load, the number of items leaving your home should be much larger than the number staying. 

As you identify items that will remain, place them into an airtight container and label it as specifically as possible. I recommend clear containers, but if you label well, it’s fine to use any kind. A good rule of thumb is to aim for about 80% full just in case you’ll need to add to it later. You can always adjust containers, their contents, and labels as you go. Continue this process all the way around the room. It can be done in a few large chunks of time or in several small ones depending on your schedule and energy level. 

One common problem with having a large basement is that family and friends sometimes ask if they can store things there. If you’re not careful, your basement can turn into a free storage facility. Since it’s your home, you always have the right to refuse. If you do allow others’ belongings, set some guidelines. Set a limited amount of time and stick to it. Or only allow them a particular amount of space. As your needs change, you may need to go back to that person(s) and tell them that you don’t have room for their stuff anymore. It’s your home, and it’s not your stuff, so don’t feel pressured into a situation that isn’t working for you.  

Before you take something to the basement, ask these questions:

  • Do I really need this item? If not, set it aside for donation.
  • Is the basement the best place to store this item?
  • Is there already a container in the basement where this item belongs? If so, add to that container and adjust the label if needed. If not, either keep it loose or start another container. 

Here’s to functional, organized basements free of fear! Happy organizing! 

 

What to Bring with you to College (or not!)

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I’d like to begin with a big congratulations to all 2020 high school graduates. It’s been such a challenging year for all students, teachers, staff, and parents. For the 2020 graduates, their senior year was drastically different than anything they could have anticipated. Now many of those graduates are among those students headed to a college campus this fall. Because uncertainty still abounds, planning is even more important. Here are some tips for making your campus housing as organized as possible. I’d like to thank my business Facebook page followers and my daughter Lydia for their ideas!  

The biggest challenge of campus housing is a lack of storage space. Whether you’re in a dorm room or an apartment, your lodging is likely much smaller than you’d like. The smaller the space, the more important it is to use every bit of space you have as efficiently as possible. You’ll need to plan ahead and look for inventive ways to use every square inch of space. Don’t forget to consider using wall space if possible.

Most people tend to pack every “just in case” item they think they might need. With a limited space like this, err on the side of not taking items you aren’t sure you’ll need. You can always buy them later. Parents may want to allocate some funds for these unanticipated expenditures. 

You can find plenty of college packing checklists online. Those lists are useful, but even better is a list specific to the college and building in which you’ll be living. Ask for measurements, pictures, and ideas for organizing products and furniture that work especially well in that specific space. Ask current or recently graduated students what they brought but didn’t need, or what they wish they had brought but didn’t. Students and the campus housing office are great sources of accurate and up to date information. Their input is extremely valuable! 

Even more important than using space efficiently is the need to limit and prioritize what you take. I frequently use a principle called the Container Concept. A container holds items, but it also limits how many items can fit. When you use the Container Concept, you limit what you take to the space available to you. Your dorm or apartment is a container, a limited space. You won’t be able to fit everything you might want to take. So you’ll need to focus initially on identifying what you absolutely must have. Make a list of all those must haves, and figure out how they will be stored. Then you can broaden your list to items that are not quite as essential as your space allows. If you know who you’ll be rooming with in advance, work together on items that can be shared (mini fridge, microwave, etc.).

Be realistic about what you will actually use. For instance, if you know you would never make the effort to iron or steam your clothes, don’t waste any space on those supplies. A college packing list may suggest taking multiple sets of linens, but you probably won’t change linens as often as your parents hope, so you can probably get by with less. 

When planning what clothing you will take, remember that your drawers and closets are also containers that will limit you. The California Closets website suggests using the rule of allowing ½ inch of rod for every space saving hanger (the skinny felt ones). In my closet, for a rod length of 22 inches, I had around 30 plastic hangers with clothing (the standard tubular ones that come in different colors). I could fit more, but it became pretty crowded if I tried to fit two or more per inch. For clothes that will be stored in drawers, rolling your clothing is more efficient than stacking it. Start small. Pick your favorites first and plan well. You can get by with much less than you think! If you’ll be able to go home during the semester, you can switch out and/or add more clothes if needed. 

Take advantage of stores that allow you to order online for pick up at a location closer to the campus or to have the items shipped. This service is particularly helpful if you have small vehicles or if your college is far from home. Relying on something like Amazon Prime shipping may be risky as many people may be doing the same, resulting in longer waits. 

These are a few recommended supplies for small spaces like campus housing. Products that are versatile, allowing you to store many different categories of items and to be used in future locations are especially helpful. 

  • Cube organizers with fabric (or other) containers 
  • Over the door organizers
  • Underbed storage (bed risers may be helpful)
  • Stacking baskets or cubes
  • Hanging organizers (shoes, sweaters, jewelry, etc.)
  • Command Strips or Hooks (Find out what actually works without pulling off paint and is permitted for use on the walls)

Following are a few helpful items that may not be on your list:

  • Consider bringing your bicycle only if you are in the habit of riding, you have a specific place to store it, it can be locked securely, and your campus is easy to bike. 
  • First aid kit with commonly used as needed medications
  • Small set of basic tools (hammer, screwdriver, etc).
  • Laundry basket (rollable ones are especially useful if the washers and dryers are not close by).
  • While most communication of information is done digitally, portfolio folders with pockets are useful for storing loose papers. One binder with dividers and pockets for all class papers may make it less likely that you will grab the wrong folder. 
  • Basic cleaning supplies (broom and dustpan, multi-purpose cleaner, paper towels, wipes)
  • Desk lamp, night light, bedside lamp
  • Trash can and bags
  • Lap desk
  • Small tabletop fan

Before your first visit home, consider taking items you haven’t needed back home, and make a list of things you need to bring back with you. My “Tips for an Organized Move” article from last month contains helpful hints for the move itself. You can find it on my website https://shipshape.solutions/blog

I wish you all the best this next semester. Study hard and have fun! 

 

Tips for an Organized Move

 

moving dog

There are a few particular times in our lives when being organized is especially critical. Preparing for a move is definitely one of those times! Whether you’re moving across town or across the country, moving is one of the most stressful activities of all. Planning well for each stage of the move can significantly decrease the stress level and increase your odds of success on move day. Having just completed two local moves in the past year, I’d like to share the tips that proved most helpful for us. 

Checklists

You’ll need to make and check off a lot of lists during this process. Here are my suggestions for the lists you’ll need and how to make and share them. 

Since you’ll need several individual lists that will likely need to be shared among several people, my recommendation is to create these lists in a cloud-based digital format so that the lists can be accessed by any person with any device. My favorite digital tools that would work well for this are AnyList and Trello. Yes, you can use paper, but it’s easy to lose and difficult to share. 

Here are a few lists you may need:

  • Items to return/sell
  • Changes of address to send
  • Utilities/services to cancel, change, or begin
  • Home repairs to do before the move
  • People to contact regarding the move
  • Items to purchase. This will be needed throughout the process. I use AnyList and have a separate list for grocery, Lowe’s/Home Depot, Walmart/Target, etc. 
  • To do on move day
    • Packing list room by room
    • Cleaning list room by room 

Tasks to Do ASAP

  • Schedule the movers.
  • Schedule cleaners for the old and new houses. You can do it yourself, but if you can afford to delegate this one, you’ll be so thankful you did. You’ll be exhausted on move day. 
  • Depending on the season, schedule lawn care at the old and new houses. 
  • Get started on the home repairs list. Delegate if possible! 
  • Declutter ruthlessly! It’s NEVER too early to start decluttering! Figure out where donations are going and take them quickly. Don’t take a lot of time to find the perfect place to donate each item. You’re way too busy! 
  • Get started selling items. Take pictures and list on Facebook Marketplace. Both me and my clients have had good results with this option. 
  • Purchase packing supplies: boxes, packing tape, paper or bubble wrap. To save money, you can also use excess linens and then donate later. 

Packing Tips

  • It’s NEVER too early to start packing. 
  • Include box contents on the label as specifically as possible.
  • Include the box’s destination. If the new house is large enough that particular rooms aren’t obvious, use a color system. Pick a color for each room. Put this color on the box and on the room sign in the new house. You can use paper with colored markers or different color duct tape. 
  • You can’t overlabel!
  • Label the top and the sides (in case boxes are stacked).
  • When setting boxes down, make sure the label is showing!
  • Pack things you aren’t using first. Continue in this order until the end. 
  • Make sure everything needed to set up the bed(s), including all tools, linens, etc. are clearly labeled. This will be the first thing you’ll want to set up. 
  • If you’re using movers, figure out what you want to pack yourself (especially fragile items, valuable items, sentimental items you don’t want to risk getting damaged, etc.). Clearly mark them, set aside, and be sure to tell the movers about them. 
  • For electronics, pack all of the necessary equipment including connectors, cords, games, etc. in one labeled box for each system.

Approaching Move Day

  • Confirm movers, cleaners, essential utilities/services. You can’t over communicate! 
  • Start using any groceries you can. Plan meals around what you have, and don’t buy many new groceries. 
  • Pack a suitcase(s) with 2 days of clothes and essential toiletries. Put them in a place where they won’t get lost amid boxes.
  • As you get down to essential items, clearly label those last few boxes “OPEN ME FIRST”.
  • Get cash to tip the movers.
  • Figure out a lunch and dinner plan for move day. This can be as simple as ”We will order pizza” or “I will pick up sandwiches”. You can even pre-order and pay to really make it easy. Keep in mind that you may want to feed the movers. 
  • Designate who will stay at the old house and the new house. 
  • Buy snacks and essential groceries for the new kitchen, and keep a few snacks in the old kitchen. Move day is crazy, and if you’ve got some snacks in both places, you’ll be happier.   
  • Keep basic cleaning supplies, paper towels, hand soap, toilet paper, trash bags, and toilet paper at the old house. You’ll need them until the very end. 
  • Keep a cooler(s) and ice (depending on move distance) available for moving refrigerator and freezer items. 
  • Paper/plastic plates and utensils are handy the last few days. 
  • At the new house:
    • Figure out furniture arrangement. Use signs on the walls/floor to identify the arrangement.
    • Label the rooms. Put the label right beside or over the door. Use the color system if needed. 
    • Put toilet paper, soap, towels, and/or paper towels in all of the bathrooms and the kitchen. Make sure you have at least one trash can. 

Move Day

  • Get as much rest as possible the night before!
  • Make sure one person stays at each house. 
  • Communicate who is going to get lunch and who will tip the movers.
  • Get your suitcase(s) and “OPEN ME FIRST” boxes identified and set aside ASAP. 
  • As soon as coolers of refrigerator and freezer items are moved, unpack quickly so that no food will be wasted. 
  • Set up the beds first. 
  • Make sure you have everything needed for getting ready for bed (these items should be in your packed suitcase). 
  • Work on your kitchen next, starting with daily use dishes and utensils. 
  • Eat. Rest. You’ll be in the new place for a long time. There’s no award for getting set up most quickly. 

I hope you found these tips useful. Please share with anyone who could use them. I’d love to hear from anyone who uses my suggestions and how the moving tips helped. If you aren’t moving for a while, keep in mind that you can access all of my articles on my website (https://shipshape.solutions).  

 

Time at Home, Not Time Wasted

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“It was the best of times, it was the worst of times.” So begins what I believe is one of the most well-written chapters in all of literature. In A Tale of Two Cities, Charles Dickens was writing about the stark contrasts during the time period of the French Revolution, a time that brought both despair and joy. I wonder if someday we might look back at this extended time we’ve had at home during the Coronavirus pandemic in a similar way. This time has brought despair to many – uncertainty, furloughed or lost jobs, sickness, and death. But it’s also been a time of joy – more time with family, lighter schedules, time to reflect on our priorities, and good people rising to the call of the needs around them. 

This prolonged time at home has had many consequences. While some rejoice at the additional time, others sadly resign themselves to hours of boredom. Some may be able to point to a list of projects they finally had time to accomplish, while others will celebrate having binged on all of the episodes of Friends. Again. Deciding how to spend the extra time isn’t a moral dilemma. There is no productivity police force. Trust me, if there was, I’d be the police chief. There is certainly value in relaxation. However, if you are anxious to accomplish a long procrastinated home project, this is a golden opportunity. Here are a few suggestions of home projects that are often ignored because of a lack of time. If by the time this article is printed the social distancing restrictions have been loosened and your schedule has gotten busier, you can use these same suggestions for any free blocks of time. 

Declutter Anywhere 

If you’re a regular reader of my column, you knew I’d have to at least mention this, didn’t you? What’s driving you crazy right now? What area in your home do you look at, sigh, and just walk away because it’s a disaster. That’s probably where you need to start. If nothing comes to mind immediately, just pick a room, a closet, or even a single drawer, and get rid of anything you don’t use and love. If you find something that belongs in a different part of the house, take it there. If you have time, pull everything out, get rid of the clutter, sort the remaining items into categories, and put them back grouped into categories. Even if you only spend 15 minutes a day doing this, you’ll make a lot of progress! Since the days are warmer, it’s a great time to declutter the garage. Attics and basements are also great candidates for decluttering while you have a lot of time. Donation centers aren’t really encouraging donations right now during the pandemic, so just queue them up somewhere until you can take them. But give yourself some kind of reminder so you don’t forget about these donations until next May. 

Make Small Home Repairs

At any given time, there are a handful of these annoying tasks that we tend to put off. I’m talking about things like a running toilet, holes in window screens, painting touch-ups, sealing your deck, or fixing a ceiling stain. The list of possibilities is long. Pretend you’re a potential buyer looking at your home. Walk around every room, starting at the front door. Ask every family member what needs to be fixed, and you may get more suggestions than you would imagine. Make a list of all of these issues and a plan for how and when they’ll get accomplished, and then just work on them one at a time. While it may not be the most fun pastime, you’ll be glad you got these tasks done. And should you decide to move soon, you’ll have less items on your to do list. 

Organize Your Printed Photos

This is one of the most procrastinated tasks of all. Here’s the usual scenario in my clients’ homes: multiple containers of photos with no idea how or when they will ever get around to putting them in order. Or maybe they have some vague plan to organize them when they retire, or while they’re recovering from a surgery that they might have many years in the future or when they’re trapped at home during a snowstorm or when the children leave for college (and now the “children” have children of their own) or “someday”. You get the idea. 

I’ve got news for you. You finally have the time now! Here’s a very simple plan to get you started:

  1. Get all your photos into one location.
  2. Figure out your end goal. If you could wave a magic wand and have the photo organizing completed, what would it look like? 
  3. Pick a box and get started with an ABC sort. This makes great binge watching work by the way! 
    1. The A photos are the best of the best, the photos that you would mourn if they were lost. This pile should be the smallest of the three when you finish the box. 
    2. The B photos are good photos. You can’t quite let them go, but they aren’t necessarily the ones you’d choose to frame or put in a scrapbook. 
    3. The C photos are photos you don’t really need. C photos include doubles, blurry photos, photos of people you don’t even remember, photos of a zoo animal, mediocre photos of a place that you could find with a quick Google search. This pile should be the largest pile by far. 
  4. Plan to have your A photos (and maybe some of the B photos) scanned as soon as possible before they get damaged. Keep your A and B photos (store them separately from each other until you’re finished the sorting). Throw away your C photos. 
  5. Keep going with this process box by box. When you’re finished with the sorting, start working on your end goal with the A and B photos. 

If you’ve got a goal that’s beyond your ability or motivation to accomplish, don’t be afraid to ask for help! There might be someone in your network of friends who’s working on the same task, and you can help each other. If your goal involves decluttering or organizing of any kind, Shipshape Solutions is now offering virtual organizing services. Rates are 50% off through May 15th. With our expertise and your work, you’ll be able to make any area of your home shipshape. 

I hope you’ve found these suggestions helpful and that you’re able to get a few things accomplished. Stay safe and healthy! 

 

Beginnings: My Business and My First Book

teal typewriterIf you had told me even as recently as three years ago that I would someday write a book, I might have laughed at you. 

I was just finishing my third year of working as an elementary school instructional assistant. Although I loved working with children and found the work enjoyable, I wasn’t content. 

My professional life has taken many twists and turns to say the least. Having always been interested in science, I received a B.S. in Biology at Tennessee Technological University. I worked for the first year after my undergraduate degree in a research lab position at the Centers for Disease Control (CDC) in Atlanta. I then pursued a career in education by attending Georgia State University and receiving a high school teaching certificate. It didn’t take me long as a high school science teacher to realize this was not my true calling. 

I returned to my original goal of pursuing a career in medicine, earning a Master of Medical Science from Emory University and working as a pediatric physician assistant. The coursework and the job challenged me, and I enjoyed it. But by this point, my husband Eric and I had been married for 7 years, and I was ready to start a family. Although Eric wisely argued that it would be advantageous to work as a PA longer to gain more experience before devoting myself to raising our children full time, I would not be swayed. I was sure that I would have plenty of time to work before that stage of my life began. But God had other plans, and so after a very short career in medicine, Eric and I were thrilled to welcome two beautiful, healthy girls into our family. 

I spent the majority of my adult life caring for our children and volunteering in the school system and other community groups. I wouldn’t trade those years for any career opportunity or any amount of money in the world. I was exactly where I needed to be and enjoyed those years immensely.

During the last few years of my time at home, I participated in many volunteer projects. One of those projects involved organizing the storage area of a local community theatre. Since I had been practically obsessed with organizing for as long as I could remember, volunteering for this project was an easy decision. While knee-deep in a jumbled heap of costumes and props, I said to my friend who was organizing with me, “I wish I could do this every day!” Little did I know how much that experience would foretell. 

I did some research into organizing, and when I found out that some people organize as a profession, I was ecstatic. But I was also intimidated, because this job was not the kind where I could just fill out an application and potentially be hired. It would require literally starting my own business, including every step: licenses, insurance, finances, marketing, etc. I knew that I could do the work of organizing, but the prospect of starting a business was so daunting that I moved on to something that seemed safer. I took a job as an elementary school instructional assistant. I enjoyed it, but I couldn’t stop thinking about the possibility of becoming a professional organizer. 

Eric and I had engaged in numerous conversations over the years about me starting an organizing business. I would get excited about the possibility, but end up deciding that I just wasn’t ready. In the spring of 2016, after our youngest daughter was finishing her first year of college, the timing was finally right. On the Silver Comet bicycle trail in Georgia, we had a landmark conversation that would change my life. Eric said something like this: “I know you’re afraid, but I really believe you are perfect for this. I don’t want you to have any regrets or to wonder years from now whether you would have been able to succeed. I am 100% behind you and will do anything I can to help you make it happen.” 

So in August of 2016, I finally took that leap of faith and launched my business, Shipshape Solutions. It has been both one of the most terrifying and most gratifying endeavors of my life. The challenge in the first few months was to spread the word about my business and to gain clients. I knew that many new business owners use blogs to help market their business. So I started writing blog posts about my business and about organizing. I continued this practice as I started working with clients. The more I wrote, the more comfortable I got with it, and the more I enjoyed it. 

While reading my favorite magazine, RealSimple, I noticed that every issue of the magazine included an organizing article. Of course this was my favorite part of the magazine! I wondered whether a regular organizing article would be of interest to readers of our local newspaper, the Kingsport Times News. I had been contributing articles to the food page of our newspaper for about a year, so I thought perhaps this would give me a bit of leverage in asking. After a few months of leaving messages with an editor and then a bold in-person request, I was granted a regular column. 

I gained more confidence with each article I wrote. I’ve never had trouble coming up with ideas because there are so many ways to approach the topic of organizing. Since my article is published on a monthly basis, each article must be able to stand on its own. I have always tried to make them relatable to a large audience of readers and to contain practical information that could be used immediately. 

Eventually, I began to think outside the box of the monthly column. I had proven to myself and my editor that I could write 1,100 words on one topic at a time. What if I weren’t restricted by a word limit? What if I could write more? Knowing that there are hundreds of organizing books on virtually every topic imaginable, I didn’t want to duplicate something that already existed. I wasn’t sure I would have anything unique to contribute, and I was hesitant to begin such an overwhelming task. But just like my dream of starting an organizing business, my dream of writing a book wouldn’t die. 

I began brainstorming topics. I had several possibilities, and it took me a while to settle on one. Three factors led me to choose this topic. First, even though thousands of organizing books have been published, very few of them touch on the spiritual implications. I didn’t want to just write another “how to organize” book. I wanted to expound on what I believe is the core issue, the most crucial lesson we need to learn when facing the facts about our clutter. Second, I had the privilege of giving a presentation on this topic several times over the past few years. Each time I gave the presentation, I not only fine-tuned it, but I wanted to share more. I felt a strong sense that I had only begun to scratch the surface. Third, I have personally seen the spiritual impact that coming face to face with clutter in all its forms can have in my own life and in my clients’ lives, and I was eager to help many others experience this same freedom. 

Having decided on my topic, I set out to write. But the daily tasks of running my business and life in general left little time to write. Sometimes getting away from the normal routine is the only way to dedicate time to a project that requires intense focus. And so, when Eric and I spent a month in Missoula, Montana in July of 2019, I was finally able to dive into writing the book. My prayer for this book is that God will speak through me to help readers see how clearing our clutter can free us to live the purposeful, fulfilling, and abundant life God has planned for us. 

 

How to (Really) Work from Home

IMG_1530The Coronavirus pandemic has drastically changed so much about our home and work lives. Because of the need for social distancing, many more people are working at home, some for the first time. While some excel in adapting to this new setting, others struggle to remain productive. My husband Eric began working remotely in 1998, well before it was so commonplace. Over twenty years of experience with remote work has given him valuable insights that can help those who are still settling into this new normal. For this article, I asked Eric some questions about how to work effectively from home. 

You started working from home before it was widely utilized. How and why did your remote work begin?

While we were living in Atlanta in 1998, Seattle-based RealNetworks offered me a job, but I didn’t want to live on the West Coast because of family ties in Kingsport. After telling them I wanted to work for them but didn’t want to live any further from Kingsport, they offered to let me work remotely, and I have been working remotely ever since then. I worked for RealNetworks from 1998-2013 and have worked for Groupon since 2013. 

What are your top strategies for productively working at home? 

  • The most important one in 22 years of remote work is to have a regular start time and end time every day. 
  • I’ve always insisted on a dedicated space for work. When our daughters were young, I worked in an office built into a detached garage. Being in a completely separate space was very helpful. Even now in a small loft apartment, I don’t just work from the kitchen table. I have a desk that’s specifically for work. 
  • I always dress for work. Working at a tech company is fairly casual, so I don’t have to dress up. But I still dress as if I were going into the office.
  • I over communicate to my employer. For example, I have a worklog in a Google doc that I share with my manager. At any time, he can see what I’ve been working on every day. 

How has the practice of working remotely changed over the years? How has your own practice changed over the years?

  • The biggest change has been technology. I have so many more tools to stay in touch with my colleagues than when I started. 
  • When I first started, I decided to be very rigid with my schedule. I worked 8-5 and didn’t do anything else during those hours. Later I relaxed a little bit and would occasionally trade a few minutes of running an errand for a few minutes of extra work at the end of the day. 

What are your biggest distractions?

It’s easy to start reading the news and suddenly find that an hour has gone by, so I try not to open any news while I’m working. Of course social media like Facebook and Twitter are “weapons of mass distraction”, so I almost never open those while working. But really just the normal activities around the house are the biggest distraction – packages being delivered, laundry needing to get done, contractors dropping in for home repairs, travel planning, online shopping, etc. Really, my personal to do list is my biggest distraction. 

What do you see as the biggest advantages and disadvantages of working from home?

Advantages: When you work in an office setting, there’s always a social expectation that if someone drops by, you’ll stop to talk. This is built-in wasted time. You get that time back when working from home. Another advantage is that there is no wasted time commuting.

Disadvantages: It’s hard to remain socially connected to coworkers. You really have to work at it. You don’t know any of the scuttlebutt or water cooler talk around an office. That talking time isn’t all bad. Sometimes that kind of talk can lead to useful technical discussions. You have to plan those kinds of conversations when you work remotely. Another disadvantage is that work life balance is much harder. You’re tempted to work all the time. 

Do you find that you are more productive or less productive when you travel to the Groupon offices as compared to working at home?

I am much more productive at home, mainly because at the office, I feel the need to have scheduled time with many different people plus some general social time. 

Do you find that people are respectful of your time, or do you often have requests to do non work-related tasks during work time? How do you handle these requests? 

Early on, I started applying what I called the “Eastman Rule” not only to myself but to others. When I was deciding whether or not to do a household job/task/errand in the middle of the work day, I would first ask myself: “If I was working from an office at Eastman, would I do this now?” If my answer was no, I wouldn’t do it. I applied the same rule to family and friends. When I got requests, I would say, “If I were working at Eastman right now, would you ask me to do this? If not, I’m not going to do it. 

What advice would you give to people just beginning to work from home? 

  • Be as rigid as you possibly can with your schedule at the beginning. You can always ease up later.
  • If possible, have a dedicated room for work. If that’s not possible, have a dedicated desk or space that you only use for work.
  • If there are young children at home, you need clear signals for when you’re working and when you’re not, and you need to communicate clear expectations for your family and friends. 

		

Should I Buy It?  Shopping Tips to Prevent Excess

saleI’ve written many articles with an emphasis on decluttering. I’ve shared plenty of tips to encourage us to let go of what we don’t love and don’t use. I realized recently I haven’t yet written much about the other side of the equation. We could theoretically continue to declutter consistently but not make much of a dent in our excess if we keep on bringing too much into our home.  An influx of items can come from items people give us as gifts, either for special occasions or just because they feel we need something. But the main influx into our homes is primarily of our own making. We are simply buying too many things we don’t have room for and don’t need. I’d like to share some tips to help us change that habit and to be more mindful of our shopping habits. 

Stop Shopping “Just for Fun”

Are you rolling your eyes or muttering, “Yeah, right” under your breath? If shopping is a favorite pastime, I realize this isn’t an easy change to make. Ideally shopping should be an intentional activity in which you set out with a list of specific items you need and shop for only those items. Yes, it’s possible to enter a store to “just look”, but more often than not, it’s pretty easy to justify a purchase. If shopping with a friend is a favorite activity primarily because of the companionship, why not consider going for a walk in a park together instead? You’ll enjoy the companionship but will also benefit your health. 

Don’t Add the Item to Your Cart

When we’re shopping and see an item we like, it feels effortless to just toss it into our shopping cart without thinking. Then when we get to the cash register, we buy it without further consideration. One of my clients shared her new shopping practice that will counteract this tendency. When she sees an item she likes, she pauses briefly to look at it but then keeps moving. By the time she’s finished shopping, if she hasn’t thought about that item again, she realizes it’s not a necessary purchase. If she continues to think about that item and its use in her home, she’ll go back and get it. This simple tip has decreased her shopping tremendously. 

Put it on a Wishlist

What if you’re considering a purchase and you aren’t ready to make the decision, but you don’t want to forget about the item? Add it to a wishlist of some sort. You can always reconsider the purchase at a later time. Also, if your birthday, Christmas, or any other gift giving holiday is approaching, you’ve got gift ideas ready to share. This is also a great strategy for parents when shopping with children. Many times when shopping with my daughters they would see something they wanted to buy. I would often say, “We’re not getting that today, but I’ll add it to your wishlist,” and they knew they might receive it another time.

Don’t Let a Sale Cloud Your Judgment

It’s hard enough to resist a purchase if an item is at regular price. But there’s something inside us that just can’t resist a sale, especially if it’s 50% or more off the regular price. Keep in mind that many times items are marked up just so they can later be marked down. If you can’t truthfully justify a purchase, don’t let the fact that it’s on sale pressure you into making a bad decision. 

Carefully Consider a Purchase

If you are making a purchase for someone else, you need to be just as vigilant about making good choices. We want to not only solve our own clutter problems but also be mindful not to contribute to others’ clutter. Are you sure the person would really love and use it? If it won’t ruin some kind of surprise, text them a picture of the item and where you saw it. If they don’t reply, just move on. If you’re shopping locally, you can always come back later (or they can). 

If you’re shopping for yourself, here are a few questions to ask yourself before making a purchase: 

  • Can I afford to part with this money? Or is the money better spent on something else that is more critically needed right now? Another way to look at it is to consider the cost in terms of how many hours you have to work to earn the money for it. Let’s say you earn $25 per hour and are considering purchasing an outfit that costs a total of $200. Is that outfit worth the 8 hours you worked to earn it? This consideration may give you a new perspective. 
  • Is this item better than a similar item I already own? If clutter is a real issue at your home, I highly recommend having a “one in, one out” strategy. For every item you bring into your home, commit to removing one item of that category (or preferably more than one) from your home. 
  • Do I need this item right now? Or can I wait until later, and if I still need it, I’ll reconsider? 
  • Do I know exactly how and where I will use this? Is there room for it in the space I intend to use it? 
  • Will this item add value to my life? If it doesn’t serve a purpose or bring me joy, it doesn’t add value. 
  • Do I have time for any upkeep this item will require? The monetary cost of an item isn’t the only cost. Items require space to store along with a host of other possible requirements, such as maintaining, cleaning, feeding, watering, protecting, replacing, charging, repainting, accessorizing, taking care of, replacing the batteries, and more. Is this item really worth all of the time and cost associated with it? 

I hope that these tips have given you a new perspective on evaluating your purchases. Always remember that if you bring in more than you take out, you’ll never be able to conquer your clutter problem. 

Shopping mindfully with careful consideration can slow down your accumulation significantly. I’d love to hear about any other tips that have helped you prevent purchasing items you don’t need! 

Organizing Your Media

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In my work as an organizer, I regularly help clients make decisions about their belongings. One category of belongings that we regularly encounter is media. By media, I am referring to music, movies, “home movies”, and books. How do you decide what media you need to keep and which ones to let go? How do you best organize and store media that you keep? What should you do with media in outdated formats? This article will address all of these questions. 

The way we listen to music has changed drastically over the years: albums (vinyl), cassette tapes, 8 track tapes, CDs, MP3 players, and music subscription services. When making decisions about your music, the most important consideration is how you prefer to listen to music now and whether you intend to continue listening this way. If you still listen to CDs, you can save space by ditching the plastic cases and slipping the discs into pockets in a binder. If you have a music subscription service like Spotify or Apple Music and you plan to always use one, there is no reason to keep your physical CDs, and certainly no reason to keep even older formats. For some of the old formats, you may not even own the devices on which to play them anymore. For example, how many of you still own an 8-track player? With a subscription service, you can listen to almost any music anytime. According to late 2019 studies, 80% of Americans are using music subscription services, and no doubt that trend to digital will continue. If you’re not using them, let them go. 

The way we watch movies has also changed drastically over the years. Remember going to Blockbuster to pick out a movie? Netflix and Redbox revolutionized the way we way we watch movies at home, initially still utilizing physical discs. Redbox realized that most people, with few exceptions, watch the most popular movies exactly once shortly after their release on DVD. If you haven’t watched that DVD your cousin gave you last Christmas yet, then odds are you won’t. So get rid of it. 

Most of us now choose to rent movies by streaming them at home. Though there are streaming services aplenty now (like Netflix, Hulu, and Disney Plus), none of them are all inclusive, so we can’t necessarily count on being able to watch any movie or TV show anytime. The availability constantly changes. So if you want to be able to watch your favorites anytime, you might want to keep them. Again, you can save space by getting rid of the cases. 

Having said that, I still believe we should save very few of our physical movies. Why? For the most part, when we buy a movie, we watch it quickly after purchase and never again. There are certainly exceptions, favorite movies we watch over and over. Those are the ones we need to keep. If you still have VHS movies but no VHS player, that’s a no brainer. Let them go. 

Paying $3.99 or so to rent a movie is still better than paying $2 to buy the physical movie but not ever watching it again. Don’t forget that your local library has a good collection of movies you can borrow at no cost. If you still feel the need to purchase a movie, I strongly encourage not buying the physical movie. If you must buy, purchase it digitally so you can watch it on any device. 

Do you have home movies on VHS, 8 mm, mini DV, or other formats containing some of your most precious memories? If you haven’t converted them to digital format already, you are in danger of losing those memories forever because those formats are already degrading. Getting this media converted not only saves them from damage but also allows them to be more easily viewed and shared. Few people have the requisite equipment or expertise to accomplish this task. Companies like Legacy Box, Dijifi, iMemories, and Southtree specialize in this process. If you aren’t willing to risk your media being lost or damaged during shipment and would rather use a local company with personal customer service, I highly recommend Bays Media in Johnson City. Give yourself some peace of mind by converting your media. 

With movies, we are used to the model of paying to watch by renting instead of buying. Why don’t we use this same model with books? Why buy books if you aren’t likely to read them again? We are even less likely to read a book again than we are to watch a movie again; rereading a book requires a much greater time commitment. You can save money by checking out a book from the library in physical or digital format (ebook). If you must buy a book, consider buying the ebook to save space. Give away books you won’t read again. If you are unsure whether you will read it again, err on the side of discarding it. Then if you decide you want to read it again, check out or buy the ebook. 

I bet some of you readers are struggling with this advice. Nothing brings out the ire of a reader like suggesting they let go of their books. I can hear you complaining. “But she doesn’t understand. I like to hold a book, not read it on a screen. And I just can’t get rid of my books. I love them so much!” 

I understand. But consider these facts. Unless the book is a real favorite, it is very unlikely you will read it again. The book that is sitting on a shelf unread isn’t benefiting anyone. It’s much better to get it into the hands of someone who will read it. 

Our public libraries are a tremendous resource. Use them! Public libraries often take donations for book sales, the proceeds from which allow them to continue to offer their services. You can support your local library by donating books or purchasing books at these book sales. Book resale shops like Mr. K’s in Johnson City are another great option for donating and purchasing books, movies, and music at a reduced price. By trading in books you’ve already read for other books, you can utilize resale shops much like a library and keep just a few at a time. 

Everything you own belongs to you. You get to make the decisions of what stays and what goes. But if clutter is an issue, take an honest look at your media. Even thinning out a bit can help reduce your clutter and free up space.