Hasta La Ideas

Back in August 1995, hurricane Erin hit Florida. Erin may sound familiar to you because although she wasn’t an extremely powerful hurricane (at its strongest in the Gulf, it was only a Category 2), she had a lot of media attention for being the first hurricane to land in the U.S. after Andrew.

Since hurricane Erin and I shared a name, I watched weather reports about the storm with great interest. I learned a lot about tropical cyclones and hurricanes from that news cycle, and have continued to learn more about these types of storms in the following years. With Isaac currently hitting US shores, I’ve become quite interested in learning about how hurricanes form — specifically, with learning how hurricanes organize.

When talking about organizing physical possessions, you probably think about creating unified systems for storing items and making quick work of retrieving items from the system. Surprisingly, hurricanes also go through an organizing process when developing strength. Before becoming a hurricane, these weather systems are actually numerous thunderstorms coming off the African continent. When they group together and start swirling around each other, they become a tropical cyclone. And, finally, when they fully consolidate and organize is when they turn into a hurricane. The more organized the hurricane, the more powerful it is. Conversely, the less organized the storms within the hurricane, the less powerful it is.

Obviously, hurricane formation is significantly more complicated than what I am explaining (air temperature, pressure, and other factors contribute to a hurricane’s strength), but this is the general idea. It’s as if numerous thunderstorms come together around a maypole, each taking a ribbon. If the storms move together as a unit at similar speeds around the maypole with equal distance from the maypole and maintain an orderly fashion, they will gain speed and strength and create a very powerful hurricane. If the individual thunderstorms move at different speeds and vary their distance from the maypole and bump into each other, they will be chaotic and lack speed and strength. One will look like a well-coordinated and vicious dance, while the other will look like a bunch of kids rough-housing on a playground. Neither scenario is safe, but the well-organized scenario is much more powerful and deadly because the strengths of all the thunderstorms are coordinating together.

For instance, look at these images of hurricane Katrina and hurricane Isaac — Katrina, on the left, was obviously the more powerful and more organized hurricane in comparison to Isaac, on the right. These images are from the NOAA and the side-by-side comparison is from WashingtonPost.com:

When creating organizing systems in your home and/or office, consider this concept of hurricane consolidation. A system that works in a coordinated effort and best meets your needs is going to be much more powerful and successful for you than a system with stray and wayward pieces that is haphazard and chaotic. Or, as we often say here on Unclutterer, when there is a place for everything and everything is in its place, you’ll have a simple time using and maintaining your organizing system.

To learn more about hurricanes, check out the video series by NASA that they created for middle- and high-school science classrooms: Atlantic Hurricanes with Dr. Jeff Halverson

If you’re in the path of hurricane Isaac, check out the following resources to be sure you’re prepared:

• The National Hurricane Center’s Preparedness Guide
• The American Red Cross’ newly launched Hurricane app and Shelter Finder app for Android and iPhone smartphones
• Metropolitan Organizing’s “Organizing an Emergency Pack“
• Unclutterer’s “Are you prepared for severe weather and natural disasters“

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Managing paper is often a reason I’m called in to help clients. They are usually frustrated by growing paper piles and, almost always, there is a Miscellaneous (MISC) file among the piles. The MISC file is like a junk drawer for a diverse set of papers they’re not sure how to process.

When files are labeled MISC, it’s difficult to figure out (and find) what is inside because the label is broad and encompasses several categories. This will ultimately slow you down when you need to retrieve information, and on days when things are hectic and particularly fast-paced, you can quickly get frustrated. So, why are MISC files created so often? Perhaps because it’s easier to put everything in one general file than making more complex decisions. Figuring out what to do takes time and some decision making, like what to keep and what to recycle/shred, what categories to use, and making room for new items.

To banish that catch-all file and make deciding what to do a little easier, follow these steps. Of course, not every system will work for everyone, but this three-step process will at least get you thinking about creating one that will work for you.

1. Ask yourself a few questions. Before you decide where to put a specific piece of paper, decide if you actually need that piece of paper. Can you access it in some other way (internet, a digital scanned copy)? How long has it been since you last referred to that document? Does the responsibility of storing it still lie with you or does it now belong to someone else or another department?
2. Determine the next action needed. Once you’ve decided which papers you need to keep, these papers will need a permanent living space (just like everything else in your home or office). Think about the next action that needs to be taken so that you can determine the paper’s category. Do you need to make a follow up call to a client? Pay a bill? Edit a manuscript? Then, you could have folders with the following labels:
   • Current bills
   • To call or Today’s tasks (or add client call to your to-do list instead)
   • Editing or the title of the manuscript

   The names you use will be particular to you and the typical documents you need to keep. Also, consider looking at your existing categories to see if you can find the right match for your papers (then you wouldn’t have to make a new folder or come up with a new category at all).

3. Use easy-to-remember categories. Putting things in categories actually helps us to remember those items better. This means you’ll be more efficient at finding the files you want when they are grouped by a specific topic that makes sense to you. For instance, you might have a Utilities category in which you put the current telephone, gas, electric, and water bills. Or, a “Blogging” folder for articles that inspire your future posts.

You can really simplify the filing process by removing your MISC folder from your paper filing system. You’ll find that there really isn’t a need for a general file once you have determined the correct category for your papers. And, keep in mind, the less you print, the less you have to file and retrieve. When possible, use online bookmarking tools (like Delicious and Instapaper) and/or tag your documents and save them to your hard drive and/or cloud server so you can find them easily.

Like this site? Buy Erin Rooney Doland’s Unclutter Your Life in One Week from Amazon.com today.

Transitions can be difficult, especially if you’re really enjoying the thing you’re doing and you have to stop to do something that might not be as fun. I suspect that’s how some children feel as the end of summer draws near. It’s the signal that they need to bid adieu to a relaxed schedule and, with help from their parents, get ready to go back to school.

To help your children get adjusted to a new routine …

Transition before school starts

In my former life as a preschool teacher, I sang songs with my students to help them transition from one activity to the next. While you may not want to break into song every day until schools starts, you can start the back-to-school conversation with your children to get them accustom to the return of stricter schedules.

Immediate actions:

1. Help children emotionally prepare. A recent study by the Mayo Clinic suggests that some children may feel anxious in the days leading up to the start of school, particularly if there will be an unfamiliar or new routine. If your children will be attending a new school, take a tour or attend your school’s open house (back-to-school night) to get them familiar with their new classroom and teacher (and to find out where the bathrooms are). Find out if any of your children’s friends will be attending the same school or be in the same class. Knowing that they will have someone to talk to or eat lunch with can help them feel more comfortable.
2. Adjust sleep schedules. Give your children some practice time with getting up and going to sleep earlier, a week to two before school year starts. Implementing the new sleep routine the night before the first day of school will probably put them in a grumpy mood, which is likely not a good way to start the year.
3. Plan for new activities. New activities can put a well-designed schedule in state of flux. Figure out what changes need to be made (transportation, new gear) so that transitions can flow smoothly.
4. Solidify routines for yourself. Parents will need to get back in the swing of things, too. If you’re the one who is on wake up duty, who prepares meals, or drops off children at school (especially if you carpool), consider doing a practice run to see what things in your system are working well and which ones need fine tuning.

Help your children remember what to do

Having a chore chart or a checklist will help your children remember the things they’re responsible for each school day. Purchase a chart (or download a list) that your kids like or create one with them. The tasks for each of your children will vary depending on age and how involved they are in preparing themselves for school each day. Younger children may have self-care items on their list (brush your teeth, put on your shoes, help make your bed) while older children may need homework or project reminders. They may also benefit from using apps (if they have a smart phone or tablet, or have access to yours) like Dictionary.com, Mental Case, iStudiez Pro, iHomework, or Evernote to help them manage their schedules and get things done.

Find out what the school needs from you

There are many things, in addition to shopping for supplies, that parents need to do before the class bell first rings (e.g. submitting a birth certificate, proof of residency, a doctor’s approval form if playing sports). Schools often provide lists of things you need for the first day of school, so check their website or give them a call to get more information.

Also, be sure to check on other school rules and ask questions:

• Is there a particular dress code?
• Will your child have a locker (and need to purchase a lock)?
• What happens if your child is late for class?
• What pieces of technology is your child permitted to have on school grounds?
• What happens if a child breaks the rules?

Create a school command center

Having a central location for all-things school related will keep everyone in the know. Post a calendar of events (including volunteer and extracurricular activities), school flyers with important information, papers requiring parent signatures, transportation schedules, and contact information (main office, carpooling parents, after care, sports coach) in a central location everyone in the family can access. On days when things go a little wonky, having a command center will be very helpful, especially if you have more than one child and they attend different schools. If you prefer using an app, consider using Cozi Online Family Calendar or PlumLife.

Helping your children get organized and ready to go back to school doesn’t have to be chaotic. With a little planning ahead of time, the transition can run smoothly for the entire family.

Like this site? Buy Erin Rooney Doland’s Unclutter Your Life in One Week from Amazon.com today.

I watched an incredible tennis match recently. On Centre Court at Wimbledon, the number two player in the world, Rafael Nadal, was in a heated battle with Lukas Rosol, a player ranked 100 and not very well known. Nadal, though being tested, was expected to not only win, but to do so in his usual commanding style. In the end, Rosol stunned everyone when he turned the tables and won. In the post-match interview, Nadal said, “I just played an inspired opponent.” Rosol, who also thought that he wouldn’t win, said that he just didn’t want to lose poorly. As a result, he was extremely motivated, focused, and played in a way that far exceeded even his expectations.

But, what happens when your focus and motivation seem to desert you? Even the most well-intentioned and commited person has days when he or she doesn’t feel motivated to do much of anything. Tasks (whether the plan is to take care of some long delayed “fix-its” around the house or complete an important project) can seem daunting, boring, or you just might feel like doing something else. Rather than focus on the things you shouldn’t do (like procrastinate), a better strategy would be to set your sights on things you can do until your motivation returns.

When you feel like putting your important goals on the back burner, consider:

1. Making a list and short-term plan. The first step is to create a list because that will get everything out of your head. Writing down the things you need to do (or entering them in your smart phone or a text file on your computer) will help you to categorize and prioritize your tasks, and, ultimately, create a short-term plan for that day. This temporary plan can help you to get moving, keep you focused, and allow you to include other activities you want to do.
2. Think of the end result. Thinking about the long list of things that you have to do probably won’t give you the needed push to get stuff done, but thinking about how amazing or proud you’ll feel when you accomplish even the smallest of goals, just might be all you need to jump start your productivity. To remind yourself of that amazing feeling, think back to a time when you did your best work. While you’re at it, look back at the steps you took to reach your goals to see if you can do something similar to turn your current situation around.
3. Go ahead and do something else … for a short while and then come back to your project or task. When you’re feeling stuck in lack-of-motivation land, you may need a change of scenery, a bite to eat, or perhaps a jog around the neighborhood to get your juices flowing. In fact, exercising can improve your mood and help you focus and work efficiently. The New York Times recently reported that:
   

   In humans, exercise improves what scientists call “executive function,” the set of abilities that allows you to select behavior that’s appropriate to the situation, inhibit inappropriate behavior and focus on the job at hand in spite of distractions. Executive function includes basic functions like processing speed, response speed and working memory, the type used to remember a house number while walking from the car to a party.

4. Start with the easiest thing first. As you look at your list, pick the thing that is the easiest to complete because you’ll be able to get it done quickly. You probably won’t need (much) help doing these types of tasks and you can cross them off your list immediately. When you get things done, you’re likely to be motivated to do more. Sometimes, turning your to do items into a game (how much can you accomplish in 10 minutes) or trying to beat your personal best (can you do more than what you did the day before) can also push you forward.
5. Phone a friend. Still feeling like putting your work plans aside? You’ll probably benefit from calling in reinforcements, literally. Having someone else encourage you or check-in with you can be very motivating. Sometimes, all it takes is a different perspective, a friendly nudge, or even a little healthy competition to get you moving.

   Or, maybe you just need a body double. Judith Kohlberg, the author of Conquering Chronic Disorganization and ADD Friendly Ways to Organize Your Life, describes a body double as a person who “… functions as an anchor. The presence of a human anchor focuses another person and makes it possible … to ignore distractions.”

   Though the body double (or accountability partner) is present while you work and not actively involved with what you’re doing (and quiet), they still help you to get things done by staying on task. If you think this would be too distracting, use a timer to keep you on track. When it goes off, you will be released from that task so that you can do something else.

There will always be days when you don’t feel like working. It helps to come up with a few strategies that can put you in the frame of mind to work productively (like a quiet room, clear desk, co-working, etc.). Test out some of the suggestions from today’s post to see if they’ll work for you. Usually, once you get started, you’ll be inspired to keep going. And, you just might end up having more spectacular days like Lukas Rosol did this past June.

Like this site? Buy Erin Rooney Doland’s Unclutter Your Life in One Week from Amazon.com today.

The summer months are a good time to tackle many projects, including organizing your garage and closets. Today, we’re sharing tips on how to shape up your car. Though some may walk, ride a bike or scooter, or take public transportation to get about town, many people (raising my hand) travel by car. For some, it’s a second home or main “office.” When you spend a lot of time in your vehicle, keeping it organized is a necessity as you’ll need to not only feel comfortable, but also find what you need with relative ease.

To begin a car uncluttering and organizing project, take everything that doesn’t belong in your car out of the car (check under your seats), looking for things that are obviously trash (empty water bottles, food wrappers). Next, categorize the remaining items (chargers with chargers, first aid supplies with first aid supplies). Then …

Be selective about what you need to keep

Depending on your lifestyle, you could have a variety of things you need to regularly keep in your car. If you’re a mobile entrepreneur, you may need office supplies, brochures, or client forms. If you’re a parent, toys, books, or hand sanitizer may be more important things to keep in the car. For people who do a fair amount of long-distance driving, street maps, money for tolls, or audio books are the likely must-have items. Think through all the things you need to have with you on a regular basis so that you can …

Decide what will live inside your car and trunk

You will want to store some things inside your car (e.g. in the glove compartment, center console, pockets on the backs of each seat, side door pockets) and other items inside your trunk. Use frequency of use as a benchmark along with size and volume of specific items. For things you use often, store them inside your car and think of your trunk as archival or large item storage. And, if you live in an area where there are seasonal extremes, you may also want weather appropriate items (ice melt, gloves, sun shades).

Based on the size and features of your car (or truck or SUV or minivan), place things in the locations that make sense to you — like in a kitchen, store things where you use them. And, consider keeping a container inside your car to collect garbage. Here are suggestions on where to keep some things:

Glove compartment

• Registration, insurance card, and emergency numbers
• Car manuals
• Collision kit
• First aid kit
• Cell phone charger (this can also be kept in the center console along with a tire gauge)

Door pockets

• Maps
• Container or resealable bag of coins (for tolls or parking)
• Coupons and gift cards
• Trash bags

Trunk

• Emergency car kit (read more about emergency supplies)
• Spare tire
• Mylar blankets
• Extra change of clothes

Choose your containers

Containers help you keep everything in its place and easily accessible. They also can help keep loose items from shifting and flying about if you have to stop suddenly or in the event of an accident.

Here are a few to consider:

• Milk crate. A crate is great for keeping sports equipment, toys, and things that you need to do something with (packages to mail, things to return). Consider putting a milk crate (or laundry basket) in your trunk.
• Trunk organizer. The compartments in a trunk organizer make it easy to keep similar items together and separate them from others. They can hold many things (like groceries and car care supplies) and have outer pockets for papers or maps.
• Mobile office organizer. Use this mobile unit on the passenger seat to hold hanging file folders and to keep pens and note pads close by if you often work from your car. Some organizers have lids to keep items from slipping out and others forgo file storage and give you enough space for keeping CD’s, tissues, and other items.
• Plastic envelope. Plastic envelopes are great for keeping coupons and receipts and can easily be stored in door pockets or behind-the-seat pockets. Or, put your registration and insurance card in an envelope in your glove compartment.

Create a maintenance routine

Once everything is arranged in the way that works for you, make a plan to keep your vehicle organized and road-trip ready. A simple way to stop the build up of trash is to empty your garbage container each time you fill up your tank. Because you refuel on a regular basis, combining these tasks will almost guarantee that your ride will be clutter free. What about all those supplies that you need to have all the time? To be sure you don’t run out, check your stash once a week (or once every two weeks) to make sure you have all you need and can restock if you don’t.

As with any maintenance routine, keep it simple. The more complex the steps, the more difficult it will be to maintain. Don’t wait until you get your car detailed to focus on keeping it clean and orderly. Do a little bit each week and you’ll be pleasantly surprised by how much easier it is to keep everything in its place.

Like this site? Buy Erin Rooney Doland’s Unclutter Your Life in One Week from Amazon.com today.