Back to School – Creating a Homework Station!
August 20, 2010 by Nikki · Leave a Comment
Depending on the grade of our child, there is a good possibly they will have homework from day one! The best thing you can do is to be prepared and make sure you child has everything they need, when they need it. It will save time and keep them focused on the homework and not trying to find their pencils and erasers!
You can set up a homework station in a variety of ways. The student could have their own desk in their room or in a common area in the home. If they like to do their homework in different rooms around the house, a portable desk may be a good option. The study space should be a place where the student can think, focus, brainstorm, and if set up correctly, should make doing homework a little less painful!
These are the essentials you need no matter how the work station is set up:
- Kids will not work in a station if it’s not user friendly. You must get their opinions and thoughts about how to best set up a workspace.
- You want the station to have storage space and surface space, they need to have enough space to store all of their supplies, printer, computer, paper etc. You need to have the surface area to write, cut, paste etc.
- Good lighting- It’s hard to do your best work if you can’t see what you are doing!
- Make sure the student is comfortable- if they don’t like their desk chair, they will never sit it in.
- Let me them put personal touches around their workspace – just like if you were working in a cubicle, you want around you the things that make you happy.
- Include a bulletin board and calendar to the workspace – they need to see deadlines and bulletin boards are a great way to post reminders and other information your student may need. (Teach the child to go through the bulletin board on a weekly basis, so it doesn’t fill up with paper clutter)
- Make sure the station is stocked with everything they need! Nothing is worse than finding out you used the last staple. Keep up on the inventory of supplies!
Happy Organizing!
Back To Campus- The Organized.com Way!
August 18, 2010 by Nikki · Leave a Comment
Back to School!
Ready or not, school is just around the corner! For some of you around the country, it may have already begun! If you have any lessons learned this season, please share your wealth of information! We are always looking for tips to make our lives easier!
I will be the first to admit I am not ready to let go of summer. However, I do know it’s better to be prepared and plan for this upcoming season change. If you are not organized during this time, it can easily turn into chaos with a lot of frustration and stress!
So what can we do to make this time less stressful? Organized.com is one way for sure! The Back to Campus webpage is a great resource for great products and information all of us can learn from…
Here are just a few of my favorite articles and products:
How to Prepare for the First Day of Preschool
More Back to School Posts our on the way.. Visit our Back to School Central Link… This will take you to all the blog posts related to Back to School plus more products I recommend to get your season off right!
Happy Organizing!
Paper Clutter – Pile after Pile!
August 12, 2010 by Nikki · Leave a Comment
In our podcast this week, Conquering the Clutter, we discuss a few different tricks and tips to control your clutter! If you were to look around your house right now, I am willing to bet a lot of the clutter you see is in the form of paper… Believe me you are not alone. Even as a Professional Organizer, there are times where my desk looks like a paper wind storm went through it! It happens!
Here is a quick tip to prevent the paper pile up….
Do everything you can not to place more than two pieces of paper on top of each other… I said it’s a quick tip, I never said it would be easy!
A small stack of paper can easily turn into a large mountain of paper, if you are not aware that you keep stacking and stacking… I go back to the organizing rule of “touch it once”.. it’s hard, but the more you are aware of it the better you will get at it.
Ask yourself to really identify what the paper is, can it be filed, does it need some kind of action? What better system can you build to prevent these pile ups? (If you don’t know, call a Professional! This is what we do!)
Think before you pile!
Happy Organizing!
Do You Trust Your Organizing System?
July 16, 2010 by Nikki · 2 Comments
Do you trust your organizing system? 
How you answer this question, will most likely determine how organized you really are! If the answer is Yes… Well kudos to you my friend! My guess is for most people the answer is yes, sort of, maybe, sometimes, or no, not at all.
David Allen in Getting Things Done, talks about having clear edges between your reference files and action files. What does this mean? Having clear edges between your files means only reference paper goes into the reference file, and only action papers go into the action file. Clear edges means there is no grey area, it should be very clear what is in the file.
You are making a promise to yourself and making a commitment to maintain your system the way you set it up. You trust that when you are looking for a reference file, it will be in the reference file.
The files and therefore the system must be clear and well defined! You can not be sort of be organized or organized half of the time. When doing so, we are breaking the promise you made…. You are breaking the trust in the system.
What happens when we don’t trust our systems? We become numb to them! We say, they no longer work for us. We get frustrated and we can easily go back to our old habits and before we know it, the paper pile is back! We have to trust our systems in order to make them work! We have to keep the promise we made.
Here is an example of a trusted system, which is not about paper, but everyday items you would find in a home:
I was working with a client the other day and we were talking about underneath their bathroom sinks. Both sinks had a variety of different medicines, first aid, extra supplies etc, basically to the point where it was overflowing. They were buying duplicates of items because they thought they were out. So we created a new system… one they could trust! We decided to clear out the sinks and go through the organizing process by placing like items with like items. After deciding what was needed to stay under the sinks, we labeled a clear bin for the excess supplies. We placed the clear bin in their closet where there was plenty of room and easy access. So going forward, if they were out of something from under the sink, they would go to the extra bin, if it was not in the bin, then they knew they could trust it was no where else in the home and they could add it to their errand list. They now have a trusted system in place.
Do you trust your organizing system?
If the answer is no, what actions can you do to fix it?
In order to stay organized, in order to live an organized lifestyle, you must trust your systems!
Happy Organizing!
Taking a New Routine and Making it a Habit!
July 15, 2010 by Nikki · Leave a Comment
As I am reading the book, Getting Things Done, by David Allen, I realize as with any organizational system it takes time and commitment to be successful. If you follow his system or create one just for you, you must change some of your old habits and replace them with new ones.
There is no getting around it, there is no easy way out of this… To create change, you have to change! We recently had a podcast show dedicated to just building new habits. This got me to also think about routines. What is different about a routine and a habit? Essentially it is the same thing. However, a habit is usually done unconsciously, most likely we are not even aware we are doing the action. Like biting our nails when we are nervous or using our hands when we speak.
A routine can certainly be habit, it’s usually a list of tasks we do to prepare for something. Many parents use nightly routines for their kids, sort of like a checklist of things to do before we go to bed. Some of us have morning routines, where we check our email and voicemail first thing in the morning, etc.
So if we are trying a new organizing system, we need to build a new routine for our day. We need to change our thinking and the way we do things. But when it’s new, its too easy to forget! Which is the reason many systems fall apart on us.
So how do we stop forgetting, and just do? 
When you are first getting started with a new routine, may it be a new filing system, or a new way to schedule your daily to do’s, whatever the tasks may be, create a checklist! Write down all of the action steps that need to be completed and check them off as you go.
Practice, over and over again, until the routine becomes a habit! You no longer have to think about what happens next. You no longer have to worry about your system breaking down, because you are doing the work…
You are getting things done!
Happy Organizing!
The Two Files To Avoid!
July 13, 2010 by Nikki · Leave a Comment
This week my blog posts and podcast have been inspired by David Allen, the author of “Getting Things Done”. His book was introduced to me a couple of years ago, but it wasn’t until recently that I really took the time to study the process. If you have issues with productivity, organizing paperwork, organizing your workflow, or any kind of project around the house or at work, then I highly recommend you read this book.
In the podcast this week, Pete and I talked about the process and the important key elements in making it work. I have started to implement some of the ideas into my own system and really have seen a difference in the way I look at my work.
For this post, I would like to share with you TWO FILES TO AVOID!
The Misc. File and The To File file….
The Misc. File: This is something I have talked about before in blog posts and with my clients. I am a big believer that the Misc. File is a dumping ground file! As David Allen would say it’s a place to put items where you do not want to make decisions. This is true. You don’t want to think about what to do with the paper, so it goes into the Misc. File, that’s the easy solution. If you have a lot of misc. files you may also have a lot of misc. paper piles around the office.
The best thing you can do is a make a decision right away when a piece of paper comes your way. If it really does not belong in an existing category you already have, then I suggest you make a new file just for this kind of paper, or better yet, really think about if the paper is worth saving!
On average, we only retrieve 20% of what we file, the other 80% is left in filing cabinets until we decide to purge them!
The To File file: I admit, I have one of these! I never really thought twice about it. I figure if I had items that needed to file, I would put them into this file and then later when I had time or the folder got to full, which was a visual reminder, I would do my filing. I started to think twice about my strategy after I started studying the GTD Method… (Getting Things Done!) David Allen actually recommends not to have a To File file. My take on this recommendation is because you should have a filing system set up which is easy enough to file any paper within a minute or so. There shouldn’t be a need to wait. If you are done with the paper, file it. It seems so simple, right?
The key is to have an easy system, one which you understand and one with easy access. If you have to get out of your chair to file, the likelihood of you doing it drops a significant amount. Which could be why you are having the paper pile up in the first place!
I admit, I still have my To File file, it is empty, but I still held on to it. I plan to practice the theory and see if it eliminates the filing paper pile. My guess is if I am committed to making this change, then the file really will become obsolete and will be taken out of my action files.
If your system is easy then you really are better off to just take care of the paper now and not later!
There are many great concepts I could share with you about this book, and you will see more posts this week on the ones that really stood out to me.
So for today, think about your Misc. and To File Files, and ask yourself, are they really necessary? Or are they adding more work and stress to your day?
If so, give it try and eliminate them all together!
Happy Organizing!
The File Alternative- The Binder!
June 18, 2010 by Nikki · 2 Comments
Have you ever thought of a different way to file other than the traditional filing cabinet?
I believe there are some categories of paper that are actually better off not being filed in a cabinet. Why? Because out of sight means out of mind for many of us. If we don’t remember the information is there, we don’t do anything with the information.
My suggestion is to create binders! All you need is a good quality 3 ring binder, a quality hole punch, tab dividers, page protector sheets and you are ready to go! Binders make it easier for us to swift through what we need. They are great for creative papers like home decorating ideas, scrapbooking ideas, and recipe organization. It is also a great alternative for other categories of information from product manuals to having one place to document doctors appointments.
The point of the binder is the same as any filing system, to have all of your information about that specific category of paper in one place. Organized in a fashion where it is easy for you to retrieve the information you need, when you need it. The tab dividers help separate the sub categories, which makes the paper easy to return.
Here are my favorite categories in creating a binder vs. a traditional filing system:
- Product Manuals and Warranties -Everything we buy such as an appliance or toy has a product manual and some carry warranites. Instead of bulking up a file, choose a binder. Use the plastic sleeves to house each manual or warranty, with the receipt attached. Label the sub categories by: Appliances, Electronics, Lawn & Garden, Tools, Toys, Other.
- School / Artwork Binder- Keep the very best of the best of children’s artwork and school work, organize the binder by year, month, grade, or age. This is a great alternative if you do not scrapbook, it gives you one place to put everything and easy to give as a gift later on.
- Doctors Binder- This is a great way to keep track of appointments, medications, symptoms, important phone numbers, website resources, research, etc. Organize the binder in which makes most sense to you, such as bills, specialists, lab results, appointment history, etc.
- Recipe Binder- If you are holding on to magazines because of the recipe, this is a great alternative. Instead of keeping the entire maganize, cut out the recipe and place it in your recipe to try binder. Organize it just a like a cookbook – entrees, side dishes, salads, etc. Once you have tried the recipe and you like it, create another binder for your favorite recipes.
- Events Binder- It can be very confusing and hectic to plan for a large event like a birthday party or holiday meal. You can organize your binder by months (when you expect the event to occur), by actual event, checklists, ideas and inspirations, there are many options as long it makes sense to you. The best part in having an events binder is you do not have to recreate the wheel when planning for future events, you already have all of your information in this binder!
- Home / Decorating Ideas- This is a great way to organize clippings of magazines, articles about decorating, inspiration, etc. Organize the tabs by room, bathroom, kitchen, etc. Then when you are ready to do some shopping you have a head start. You may also want to create a tab for things to do in your home, an ongoing list of projects, to keep track of your intentions.
- Scrapbooking / Hobby Ideas- If you scrapbook or have a hobby like knitting, quilting, etc, this is a great way to organize your ideas, magazine tear outs, and inspiration all in one place. Your tabs could be separated by holiday, seasons, months, whatever you will remember.
All week we have been talking about Paper Management, this is a real concern for many of us. I hope you have found the tips and suggestions helpful and a good start in getting your paper organized.
If you feel you may need further assistance in creating the right Paper Management System for you, please contact TCO about our services. We would be happy to talk with you about your needs and create the right plan for you. You do not have to be in the Eugene / Springfield Oregon area to take advantage of this service. We can help you on a virtual level, through phone coaching, Skype and email.
Until Next Time…..
Happy Organizing!
Filing Tips to Contain the Paper Clutter!
June 16, 2010 by Nikki · Leave a Comment
Paper, Paper, Paper and More Paper….
No matter how hard we try to avoid it, we can’t! Although society is making a good effort to go paperless, we are not there yet. In the Getting Control of Paper Clutter Podcast, it’s important to understand where our paper is coming from, and go from there on developing a filing system that works!
Ideally, you want to create a system where you can find the papers you need, when you need them, without wasting any time! Remember to file the right papers, only 20% of the papers we file ever get retrieved!
If we ignore the piles of paper, the piles will only get bigger! Here are some tips on how to make your filing system conquer the paper clutter rather than adding to it!
Filing Tips To Contain The Paper Clutter:
Sort through existing files – Get rid of the old stuff.. If you don’t need, shred it! You will have less to organize if you have less paper.
Keep it simple - Don’t have such a complicated system that you fail to ever file at all. Instead of having several files for all of your Credit Card accounts, consider just One Credit Card file and put all of the statements into this one file. Label the files with the first word that comes to mind, this is most likely how you look for the item.
NO Misc. Files – If it doesn’t need to have its own file, then it probably does not need to be filed at all. Misc. files become dumping grounds which become paper piles just in file form.
Add new items to the front of the file – Most recent is always in the front, so if you need to retrieve a paper, it will take less time.
Do not overstuff – You want to leave around 1/4 empty to easily retrieve files and place new paper in. If a file is overstuffed, add a second file.
Online Bill Payer - Sign up as many of your bills as possible online.
Extra Supplies – Keep extra file folders, hanging folders, tabs, etc in the back of the filing cabinet, so they are easy and accessible when needed.
Don’t file with paperclips or rubber bands - They can ruin the quality of the paper, get snagged and destroy the paper.
File each day – At the end of each day, take a few minutes to file. In just a few minutes you could get 10 pieces of paper filed.
Purge your paper every year – To maintain your filing system, you have to consistently go through it and get rid of the old stuff! Tax time is a great reminder to get this done! If you are unsure of what papers to get rid of, ask your Tax Consultant or Financial Advisor, they will have the best advice on what is right for you.
Take back your time, your space, and your control!
Happy Organizing!
The Daily Schedule!
May 18, 2010 by Nikki · 1 Comment
There is a new Form at TCO! The Daily Schedule! 
Well not exactly brand new.. It’s been in the download section now for a couple of weeks… But this is first outside of the Podcast where we introduced it that I have gotten a chance to talk about the form!
When I have busy days, the ones where you have to be at 5 different places in a day, do everything, and don’t forget anything in between.. Sound familiar? Well, I used to write my schedule down by the hour on a piece of paper and take it with me for the day. As each hour passed and I got done what I needed to do, I would cross it off the list. This worked for the most part, but it still looked a bit unorganized and I wasn’t really feeling in as much control of my time as I would like…
So I came up with a new form….
The Daily Schedule!
This form is to be used on those days where you are so busy and every hour is accounted for.. You are not sure how you are going to fit everything in.. Maybe your feeling a bit overwhelmed and definitely stressed.
The form is set up to account for each hour in the day. So you can clearly see where you need to be and at what time you need to be there. You can account for travel time and any mini stops in between that need to be accounted for… I am a visual person and I love to see the whole glimpse of the day right in front of me.
Two sections of the form are set up for; Daily Projects & Priorities and Daily Tasks. I use these two sections in two different ways.
The Daily Priorities are things you can not forget. It may not be a place you have to go, but it could be something like not forgetting to call your mom because it’s her birthday or it could be not to forget to pay dance class tuition. Things that have to be done that day without exception!
The Daily Tasks are made more for the things you need to do and would like to do, but it wouldn’t be the end of the world if you didn’t get them done today!
On the bottom of the form is section for Notes and Numbers. This is really helpful if you need to call someone on the road and need the phone number.
We also included a section for the Dinner Plan for the day… This has been so helpful in planning ahead of time what is for dinner, it gives you one less thing to worry about during your busy day!
Here is a comment I received from one of my readers about the planner: “My husband gave me a copy of your daily planner form to organize my day last week, and I loved it! Today, I have a bunch of unstructured hours and a gazillion tasks – and the first thing I’m looking for is that day organizer!”
It’s a great tool and has really eased those busy days! To get your Free copy of the Daily Schedule, visit our Resources Page, and download yours today!
Happy Organizing!
Tackling The Paper Pile Up!
April 30, 2010 by Nikki · Leave a Comment
Paper…. It’s everywhere! 
It comes daily in our mailboxes, on our front doors, our kids bring it home everyday…
It’s so easy to get overwhelmed! If you have piles of paper hanging around… Believe me you are not the only one! It can sometimes be so overwhelming you just do not know where to begin…
Here are a few tips to get you started in tackling the paper!
- Just start! You have to go through it to eliminate it! 80% of what we file, we never look at again, so before you file something away, make sure you really need to save it!
- Take just a few minutes a day to tackle a small stack. Don’t worry about the big picture – start small but again you have to start!
- Tackle the easy stuff, expired coupons, trash, old notes etc. Things you know you no longer need.
- When you have a pile in hand, turn it over and start sorting through the bottom of the stack. These will most likely be the oldest papers which will be the easiest to get rid of.
- Get into the habit of recycling or shredding your junk mail immediately. This is will prevent unnecessary paper from piling up.
- Be proud of what you accomplish! Doing something is better than doing nothing.
- Once you have sorted through your paper and you know what is staying it’s important to set up solid filing and mail systems that work best for you and your lifestyle. This is where hiring a Professional Organizer can really help you! TCO has an extensive paper management program we set up specifically to meet your needs! Give us a call for more information!
Happy Organizing!
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