Have A Plan – Whatever space you’re going to tackle be it your desktop, kitchen pantry, closet or garage it’s helpful to create a written plan of the process and the outcome.  Items to include in your plan:

• What is your goal or how will you use the space once it’s organized?
• What is your time frame?
• How will you block the time on your schedule?
• Where will you take things you no longer want or need (e.g. donation, recycle, trash, another room in your home)?
• How will you maintain your system?

Gather Your Supplies – When I start organizing any space I like to have the following supplies to make the process easier:

• Boxes for Sorting (File boxes work well for this as they can be easily purchased at any office supply store).
• Sharpies
• Label Maker
• Quart Size Plastic Bags
• File Folders and Hanging Folders
• A Box or Bin for the following: Shred, Recycle, Donate, Trash

Sort & Purge – When you first begin to go through a space, there’s often a lot that does not belong there.  Your goal during this phase is to get like items together and get rid of what you don’t use or need.  What this means is; if you are organizing your desk and find a bunch of pens, put them in a drawer or container together.  It does not have to be the final home for all your pens, but at least they will all be together and you’ll know what you have.  If you have more pens then you can use in a lifetime, put them in your donate box and get rid of them.  The one rule with organizing any space is that things get worse before they get better, so be prepared.

Determine Your Container – Once you have like items together you can determine where the items will be stored.  Before giving your items a final home or container, consider the following:

• Are these items more easily accessible in a drawer or cabinet?
• Do I need a container with a lid or are they more easily accessible without one?
• Who needs access to the items?
• How often do I access the items?
• Is the container the correct size for the items?

Answering a few of these questions will ensure you are using your space efficiently.

Implement Your Vision- If you followed the aforementioned steps, you’re ready to set-up your space.  Make sure you’ve taken out the trash and recycle and you’ve removed the donation items so they don’t creep back in over time.

• Place items in the container or home you designate.
• Label containers as needed.
• If needed, familiarize others with where things go.

Maintenance  – Once your space is organized you don’t want to go back to where you were.  Know that life is busy and your space will not always look perfectly neat and organized, but you should be able to quickly recover. You’ll only have to spend minutes rather than hours cleaning your space because you know where everything goes.  Make a commitment to maintain your system by scheduling periodic clean ups to continue your success.

Now that you have the steps, what is the first space you’re going to organize?  Share your success at www.facebook.com/moretimeforyou

One of the most important steps to creating a productive environment is to organize the space, use your time efficiently when you are in the space, and ensure the information or tools you need to operate in the space can be located easily. With that in mind, the following are some suggestions to help you create a productive environment in some of the common areas where you work and live.

Office or Desk Space
To make your work space as efficient as possible, I suggest you have and know how to use the following items:

• Desktop Trays - An inbox, an outbox, and “To File” bin. Just be sure to schedule regular times to go through these containers and act on the items inside, in order to keep your piles from mounting.
• Trash and Recycle Bin, Shredder - When you go through the paper in your office you have 3 choices: act on it, file it, or get rid of it. If you don’t need the paper then drop it in your recycle bin, or if it contains confidential information, then shred it.
• Calendar & To-Do List(s) - It’s helpful to always know where you need to be and what you need to get done in order to be your most productive self. Maintain a well organized to-do list that you use in conjunction with your calendar in order to schedule the time to get things done.
• Contact Management System - Searching for contact information on random scraps of paper, within e-mails that are cluttering your inbox, or on business cards strewn about your desk is very inefficient. Develop a well organized contact management system, and for maximum efficiency ensure that it portable and backed-up.
• Project Files - Create project files for each current project you’re working on. Keep them within easy reach so you can access them often.
• Reference Files - Are used to store information you want to keep but don’t need ready access to all the time.

Car
I’m not suggesting you multi-task while driving so that you can be productive, however, you can make the most of your travel time with a few simple tips:

• A Portable Office – When you’re out and about, you never know when you might have a few minutes of available time (standing in line or waiting for a meeting or appointment). Store a portable bag in your car with articles to read, pens/pencils, stationary, sticky notes, a notepad, or anything else that can help you accomplish a few things when you have idle time.
• Navigation System or Maps – Getting lost or taking a wrong turn can throw off your whole schedule when your day is already very busy. If you’re car does not have a built in navigation system or you don’t have a portable GPS, than spend a few minutes (on Google Maps or other navigation site) before heading out the door to determine where you need to be and how you are going to get there.
• Emergency Kit – Keep a well stocked emergency kit so that you’re prepared for minor or major mishaps. You can make your own or purchase a pre-packed kit.
• Your Trunk – Using cardboard boxes or plastic bins to hold the items you store in your trunk (portable files, emergency kit, ball for your weekly tennis game, etc.) will prevent them from rolling around and allow you to find what you need when you need it.

Your Mind
If your mind is constantly filled with negative thoughts such as, “I need to do this…”, “I should have done that…”, “I could never do that.” then you are not being your most productive self. Don’t clutter your mind with these negative thoughts, instead create an action to do something about the problem. Make a list of the steps you need to take to get something done and schedule a time to do them. When you’ve messed up on something, write-down what you would do differently next time to make the situation better. Or if fear is holding you back on a challenging task, quiet that fear, and charge forward with “What’s the worst that could happen if I do this?”

Kitchen
Sharing a meal with those you care about can be a very enjoyable experience. However, if preparing a meal in your kitchen involves first clearing the counters of the daily mail and your kids’ school work or opening every cupboard to find the one ingredient you need, you’re not being very efficient. The suggestions below will make cooking a lot easier and allow you to reap the benefits of time well spent with family and friends.

• Counters - Learn to love clean counters. Clean up dishes after each meal and find alternate spots for your family to drop mail, homework, and other papers.
• Pots, Pans, Spices and Oils – Locate them near your cook top to make meal preparation easy and efficient.
• Tools – If your cooking tools are stored in a drawer, make sure it does not become a junk drawer by limiting the amount of tools you store in one drawer or using drawer dividers to keep items separate. Another option is to store your tools in a utensil holder on top of your counter within reach of where you do meal preparation.
• Pantry – Create zones for similar items: baking, kids snacks, canned goods, pasta, etc. so you can easily find what you are looking for when you need it. If you have deep shelves, use labeled rectangular bins to store like items so that you can pull out the entire bin rather than having to move 5 things out of the way to get to the one item you need in the back of the shelf.
• Clean Up – Try to clean up when the meal is over. The longer the mess sits the less motivated you will be to get the job done. Make clean up a family activity or create a rotating chore chart to ensure everyone is helping out.

Where do you spend a majority of your time? Is it a productive environment? Share your comments and suggestions regarding your most productive space at facebook.com/moretimeforyou.

Just like the Dunphy family, many families that I work with lack a good communication system to keep their home running smoothly and efficiently. A helpful solution I have found is creating a central location for communication between family members otherwise known as the Family Command Center.

The Family Command Center consists of several key components:

Central Calendar
It should show everyone’s schedules from sports practices and games, evening meetings, to upcoming parties, business travel and major homework assignments. When creating a central calendar a dry-erase board with color coded pens for each family member is a great option. Or you can print out a color coded electronic calendar from your computer and store it in a plastic sleeve.

Chore Charts
An important component of the Family Command Center is teaching your kids independence and responsibility. Posting daily or weekly chores that your children need to complete eliminates the constant nagging and fighting over “Billy it’s your turn to set the table,” or “Sally you need to take out the trash.”

Communication Board
Phil Dunphy could have saved himself the agony of an angry wife if his family had this handy tool. A communication board is a dry-erase board or notepad stored in a central place where everyone can write phone messages and other information that needs to be communicated between family members. This has been a huge stress saver for my family! When my husband comes home early to watch the kids as I head out to a meeting, all the information from homework yet to be done to what to do with the dinner in the oven is written on the board so he knows what needs to get done. No more blame game because my daughter did not finish her math or my son forgot to practice guitar, it’s all there!

Directories
Your kids can call their friends for play dates and you can easily coordinate carpools when school and club directories are stored in one central place. Magazine holders are a great option for containerizing these.

Emergency Contact List
All relevant contact information for you and your partner or spouse as well as phone numbers for doctors, neighbors close by, and an out of town relative can be helpful in case of an emergency. Your contact list should be printed, laminated and easily seen so that it is there when you need it.

Inbox(es)
Incoming mail, homework in process, articles to share with your spouse…where does it live until the person responsible has a chance to deal with it? Create an inbox for each member of your family so that their work and school papers do not overtake your kitchen table, counter, or other flat surfaces. You can use traditional office style stacking trays, magazine holders, or any container you find works in your Family Command Center and can hold an 81/2 X 11 piece of paper.

Shopping List(s)
Have you ever started to make a sandwich and realized you’re out of mustard? From groceries to personal care items it’s helpful to have one spot where items needed are written so whoever does the shopping can pick up the necessary supplies.

Computer (optional)
The list above assumes your command center is primarily in paper form. If your family is more technology savvy, then you can compliment your Family Command Center with a centrally located desktop or laptop computer or an iPad.

• Create a web based Central Calendar that is accessible from anywhere.
• Use electronic sticky notes as your Communication Board.
• Shopping lists can be created and stored in a program like Grocery Gadgets or other cloud based applications for easy access on the go (from a smartphone or other device).
• Directories and Emergency Contact Lists should still be in paper form for ease of use and access.

Many homes have the above components in place, but what I often see is that they are not in one central location — e.g. The family calendar is on the wall, the directories are piles in a drawer in the hall table, and the shopping list only exists in the mind of the person who does the cooking. So I encourage you to create a centralized Family Command Center that includes some or all of the aforementioned tools, depending on your family’s need.

Share photos of and information about your Family Command Center at facebook.com/moretimeforyou.

A “Not-To-Do-List” allows you to be more aware of where you’re wasting your time and gives you more time to spend on things you need or want to do.  Or in the words of Timothy Ferris, “What you don’t do, determines what you CAN do.”

A few suggestions for creating your own “Not-To-Do-List”:

I will not say “yes” to everything that is requested of me
Otherwise known as: “You can do anything, but you can’t do everything,” – Author Unknown. Some suggested ways to say “no” to things are:

• “I’d love to work on your committee, but not at this time, I just have too much on my plate.”
• “That sounds like so much fun, but not at this time.”
• “I’d love to help you on that project, but I also have my own projects, and if I do yours, I’ll never get mine done.”
• “Thanks for asking, it’s always an honor to be asked, unfortunately I can’t do that this year.”
• “WOW! You thought of me first, that’s very flattering.  It’s just not the right time for me.”

I will not be plugged in 24-7
The world is a busy place, and being “connected” is a great way to stay on top of things.  But there needs to be a limit.  With the amount of daily information coming at you from your cell phone, landline, voicemail, e-mail, the internet, Facebook, Linkedin, etc., it’s often impossible to keep up with it all.  Recognize that things can wait.  Unless you’re the leader of the free world or a doctor with a patient’s life hanging in the balance, nothing that terrible will result if you return an e-mail or phone call tomorrow.

I will not put all of my own priorities last
If you’re the type who’s always giving and doing for others, what price are you paying?  Are you always overworked, overwhelmed, and exhausted?  No one is telling you to be a selfish narcissist, but everyone needs time for themselves; to regroup, to refocus, and to recharge.

I will not try to be a one person show
As much as you try to be strong and independent, trying to do it all yourself is not the way to go.  There will always be things that left in the hands of someone else; they will be done better and more efficiently.  Asking for help is not a sign of weakness, but rather it shows that you know what your priorities are and how to accomplish your goals.

I will not give in to self doubt
Negative talk from your inner voice can often leave you feeling paralyzed and unable to move forward on what you are trying to achieve.  Are you procrastinating on something because you’re afraid you might fail?  Try to imagine the worst that could happen and you may realize failure might not be that bad, but success could be HUGE!  Or break the project down into smaller steps – once you get past the first step you might just gain the confidence you need to move forward on each successive step.

Try coming up with your own “Not-To-Do-List” and discover the impact it will have on your own time and productivity.  Hopefully you’ll be able to shorten your “to-do” list and breathe a little easier.

Have a designated drop spot for each member of your family to put their jacket, backpack or computer bag, keys, cell phone, and shoes. My recommended design is a 3-tiered system (see photo from the Brady line at Pottery Barn):

• Lowest Tier - consists of bins or baskets to house shoes.
• Middle Tier - is a shelf or bench where you can set purses, backpacks, computer bags, and lunch boxes. Within the middle tier use wall hooks or a hanging rod (suspended from the upper tier shelf) to hang coats and jackets.
• Upper Tier - houses keys, lose change, cell phones, cell phone chargers, ipods, hats, gloves, and other small items.

Try to designate one section of the tier for each family member so that each person has a basket for shoes, a space to put their bag, a hook for their jacket, and a place to empty their pockets. Use labels or baskets in various colors to differentiate the sections and what belongs in them (e.g. Billy’s shoes, Julia’s backpack, etc.)

To create a 3 tier entry system purchase a ready made system through IKEA, Pottery Barn, and the like. OR, if you have a closet near your entry, maximize your space beyond standard shelf and rod using one of these options:

• Complete Do it Yourself - Home Depot, IKEA and Orchard Supply offer a limited number of storage solutions as well as closet systems that are inexpensive and relatively easy to install.
• Assisted Design and Installation - Container Store offers a variety of storage solutions as well as a ventilated shelving system (Elfa) in a moderate price range. You get the benefit of professional design consultation, good customer service, and a liberal exchange/return policy. The Elfa system is designed to be do it yourself, but the Container Store also offers installation service for a fee.
• Professional Design and Installation – There are multitudes of companies offering customized closet systems. They offer the benefit of one-on-on professional design, solid shelving in many types and colors, and professional installation. Valet Organizers is a locally owned Bay Area company with showrooms in Campbell and Los Altos.

If you truly don’t have room by your entry to create an organized drop spot, then choose a place close by and train your family to put their stuff there. It can be another room, a closet down the hall, or a section of a bedroom.

A few other helpful containers can keep your entry looking clean and uncluttered:

• Basket for Mail Drop - Use attractive bins or baskets to house mail before you have a chance to go through it. Try to recycle or shred the junk mail immediately or every other day, then process your mail at least once a week. Be sure to make the time to go through the basket so it does not become an overflowing mess.
• “Out” Basket – Use it to store items you need to take with you. It can hold library books to return, dry cleaning you are taking with you the next day, or other errand type item. Check the basket as you walk out the door and grab what you need to take with you in the car.
• Charging Station – Create a charging station for your cell phone, blackberry, digital camera, or ipod so they are ready to go when you walk out the door.

Keeping your entry uncluttered can be a challenge at times, but by having good drop spots, a place for mail, and an outbox, you’ll create a space that welcomes you every time you enter your home.

Statistics – What is paper costing you and your business?

• The average office loses 1 out of 20 office documents & spends $250 on document re-creation. (Source: Price Waterhouse Coopers)
• It costs about $25,000 to fill a 4-drawer file cabinet and $2,100/year to maintain it. (Source: Garner Group)
• Current estimates show that 50–70% of office space is dedicated to the filing and storage of documentation. While at the same time studies show that over 45% of the files in those cabinets are duplicate information, and 80% are never accessed again. (Source: KJ McCorry)
• 90% of all workplace docs are still on paper; 30% of the average workday is spent searching for that information. (Source: Assoc for Info & Image Mgt)

Search is NOT Always the Answer – Some of the benefits of storing information in electronic form are low cost and, if stored in the cloud, easy access from any device.  However, randomly storing your electronic information without an organized system can result in a great amount of time lost searching for the information you need (Sorry Google lovers:-).  In fact the average worker spends 3.5 hours per week on searches that don’t turn up the correct information (Source: IDC Technologies).  Therefore, creating a system for your electronic data, whether it is folders or a database of keywords, will save you time and money in the end.

“But I Hate Reading on My Computer.” – In some instances paper may be a better solution than electronic information.  I personally hate reading long documents on my computer screen.  So I sometimes print articles, eBooks, or lengthy proposals I need to read.  That being said, with the availability of technologies like the iPad, the Kindle, and other tablet style devices you should question whether printing is really the best option.  If you truly need something in printed form, once you’ve read it, be sure to recycle or shred it if you won’t refer to the paper version again.

Invest in a Good Scanner – If you truly desire to have less paper in your life, than you need to invest in a quality scanner that fits your needs.

• Desktop Scanners – Usually scan between 25 and 50 pages at a time and cost around $250-$500 or more.  You’ll need to create room for one of these devices as they are the equivalent in size to a small printer.  However, if you’re goal is to have less paper in your life, investing in a good quality desktop scanner will save you time and space (less file cabinets) in the long run.  Fujitsu, the Neat Company, and Canon all make good quality products with a variety of models depending on your needs.
• Multifunction Devices – If you already have one of these (printer/fax/copier/scanner in one), they are a decent way to enter the “almost paperless” environment.  You won’t have to deal with the space issue of adding another piece of hardware to your office, however they are not meant to do large scanning jobs as they can be a bit slow.  I started converting much of my paper based information using one my all-in-one device just to get in the habit of less reliance on paper based information.  Once I became more proficient I purchased a desktop scanner.
• Scanning Services – If the idea of taking the time to scan your documents yourself sounds unappealing, consider outsourcing the task to an offsite service.  They’re typically subscription based and start around $15/month and go up from there.  You place your documents in a pre-paid envelope and send it to the company.  They scan your documents and then send an electronic file for you to view and/or download if needed.  Popular scanning services are Shoeboxed for business cards and receipts and OfficeDrop for documents.
• Portable Scanners – Are a good choice for the frequent traveler or very low end user. Depending on the price you pay (approximate $100-$250) you can find one that scans between one sheet or business card up to 10 or 15 sheets at a time. Not an ideal solution if you’re trying to truly reduce your paper.

Backup Your Data – Whether you go totally paperless or “almost paperless”, I cannot stress this enough.  Computers break-down, disasters happen, and viruses find your data and infect it – why risk losing all that electronic information?  Your files, photos, and time are worth the expense of investing in good back up.  Whether you choose a cloud based back up, an external drive, or both (my preferred method), protect your information so when there is a detrimental event you can recover quickly and easily.

Going paperless can seem like an overwhelming and unattainable task.  But striving for a “mostly paperless” environment will save you time and money in the end.  If you’re serious about reducing the paper in your home or business inquire about the 8-Hour Miracle™ for individuals or Productive Environment Day™ for companies by visiting our website at http://moretimeforyou.net/business-solutions/.

Over the years I’ve discovered a few products that are either crucial for organizing success or simply unique and worth sharing.  And although fancy and functional products will not suddenly make you organized, they are an important part of the process.

Hanging Folders – Allow easy access to your file folders and papers.  Have plenty of tabs and inserts on hand so you can create natural dividers for your files. If your hanging folders seem to fill quickly, keep a supply of box bottom hanging folders on hand as well.

File Folders – For extra durability use file folders with reinforced tabs.

Label Maker – Use it in all areas of your home and office. Always keep extra label tape on hand so you don’t run out. (I use the Brother P-Touch)

Permanent Marker – A thick black marker to label food containers, kids’ jackets and clothing, boxes and baskets you store in the garage, etc.

Drawer Organizers – They keep your drawers from becoming junk drawers. A variety of shapes and sizes can be used in your kitchen, bathroom, and office. You can find a great selection at your local hardware store, Ikea, Bed, Bath, and Beyond, or many organizing websites.

Inbox – Any items you collect, but cannot look at or process right away should go into your inbox to act on or process at another time. Use it for mail, magazines, memos, notes, phone slips, expense receipts, completed homework, business cards you need to enter in your contacts, etc. Make an appointment with yourself to process your inbox AT LEAST once per week.

Bins and Baskets – It’s not always practical or convenient to install roll-out shelving. Bins and baskets can act as slide-outs on shelves and allow you to easily reach items in the back as well as the front. They also keep like items together and prevent items from spreading and getting lost and buried under other things. Be sure to label your containers as needed.

Hecht of an Organizer® – Great for storing supplies for portable tasks (scrap booking, kids’ homework, home repair projects), or keep one in your car to hold snacks and supplies you need on the go.

Grid-It Organizer™ (Pictured) – Available in a variety of styles for storing your electronic gadgets and accessories as well as other small items in your car or on the go.

Plastic Envelopes – Allow you to transport and protect important papers and easily see what is inside. Smaller sized envelopes can hold coupons and gift cards in your car so that they are always with you when you need them.

This is just a sampling of some of my favorite things (“Girls in white dresses with blue satin sashes, snowflakes that stay on my nose and eyelashes…” just in case your still on Ms. Andrews version). Some may work for you and some may not. In order to ensure success, be sure to sort and purge first. Any tool you buy to help you get organized will not suddenly make you organized simply because you have that tool. However, by having tools that you fit your style, you are more likely to use them and thus remain on the path to a more organized life.

*If you have a favorite tool or gadget that has helped you to be or feel more organized, please send an e-mail or add a comment on the More Time For You Facebook Fan Page.  I’d love to hear your insight!

On a basic level Evernote is a note-taking tool.  But on a higher level, it’s so much more than that.

• Evernote captures text, voice, web clippings, and photos.
• The information you record in Evernote is accessible on your PC, Mac, iPhone, Blackberry, or the web.
• You can enter information into Evernote via e-mail, web clipper, copy and paste text, or send a photo or screenshot.
• Evernote is FREE!  Although there is a premium service, the free version works fine for most people.
• Evernote has a very powerful search feature that makes finding your notes when you need them seamless.  It even recognizes handwriting and text within photos.

Travel – When planning a trip, I clip all my airline and car reservations directly to Evernote.  I also clip information on activities we are scheduled or planning to do.  I then tag them “Travel” so they are easily found.  When we are on our trip, I have all the information readily accessible on my iPhone.

Resources, Tips, and Tricks – There are certain websites, e-mail settings and resources that I like to share with clients during one-on-one sessions.  The information is saved in Evernote so I can share it with clients without having to say, “I’ll e-mail that to you later.”

Decorating and Remodeling Projects – I recently did a bathroom remodel and Evernote was a great tool for capturing fixture and tile ideas.  If I found a product online, but wanted to see it and feel it in a store, I captured the information in Evernote on my PC and later accessed it from my iPhone when at the store.  Or, if I was at a store and found a product I liked and wanted to further research, I snapped a picture of the product (including the store label) and saved it to Evernote.  Later I had all the information I needed to do a more detailed web search on the quality and price.

Articles and Information – Reading on your computer screen is not always convenient.  Clip or scan interesting articles to Evernote and then read them while you’re waiting in line or have a few minutes to spare before your next meeting.  It also captures information from Twitter Tweets.

Lists – Packing Lists, Shopping Lists, Books to Read, Movies to See, Gifts to Buy; create these lists in Evernote and then edit and access them when and where you need them.

Meeting Agendas – If you receive a meeting agenda via e-mail, saving the e-mail and attachment only clutters your inbox.  Copy the agenda directly to Evernote and have it ready and available when you arrive at your meeting.  Often after the meeting, you no longer need the agenda, so delete the note.

Passcodes and Account Information – Evernote allows you to encrypt text within a note so that it is secure.  I use this feature to store things like my kids’ savings accounts.  When they receive birthday and holiday money that they want to deposit, the account information is stored within Evernote on my phone and available when we go to the bank.

Consolidate To-Do Lists – If you have not found a to-do system that works for you, try this tip from Evan Kline editor of 40tech (my comments are in parenthesis).  He has a rudimentary to-do list in Evernote that consists of a “Do Now” list, a “Do Next” list, and a “Do Someday” list.  They are marked as Favorites in the Evernote iPhone app (Only notes starred as “Favorites” are accessible when you do NOT have an internet connection.), and then easily accessed and edited when on the go.  Using a secret email address (provided by Evernote) he emails reminders to himself in Evernote, and adds them to one of the to-do lists the next time he’s at his computer. (It’s a bit quicker than trying to edit an existing note on the go.)

Remember A Product – Have you ever tried a wine or food product at a restaurant or friend’s house and wanted to remember the name so you could order it again or buy it yourself?  Evernote let’s you take a photo and tag it for easy searchability later on.  You’ll never forget those healthy crackers your kids tried and loved or that great bottle of wine you shared with your spouse.

Cooking – If I’m making a recipe, I’ll often snap a picture of the ingredients page and save it to Evernote.  When I’m at the store, I have easy access to everything I need to buy without having to transcribe it to another list.

These are just a few practical uses for Evernote.  For me it’s been a lifesaver in helping me reduce overwhelm from incoming information as well paper overload (I print and file much less).  Share your favorite uses for Evernote by posting a comment at www.facebook.com/moretimeforyou or sending me an e-mail.