Home Office

Bouncing Back with a Butterflies Box

Friday, December 23rd, 2011

Been a grouch or a grinch lately? How do you bounce back from a tough day, a difficult conversation, that feeling we get sometimes as people or business owners that it’s just so … hard, sometimes. Here’s one of my ways. My “butterflies box.”

Each time I receive a compliment from  client, or a testimonial from a workshop host – anything positive – I print the comment, fold it up, and drop it in the box. Down day and I start unfolding and reading those messages.

 

Beautiful and graceful, varied and enchanting,

small but approachable,

butterflies lead you  to the sunny side of life. 

And everyone deserves a little sunshine. 

~Jeffrey Glassberg

 

 

I’m happy to say it is overflowing right now; you don’t see the pieces of paper next to the box due to photo cropping!  Occasionally, I’ve let a client know about this, and next  thing I know, they’ve invented their own version.  I will admit that with Twitter, my compliments organizing system may need some upgrading!

Keeping Track of (and Decluttering !) Passwords

Monday, December 12th, 2011

A reader’s question:  Any suggestions for organizing one’s myriad log ins and passwords?

As with other organizing answers, I’m going to start you off with some questions, so you find what works best for you and is sustainable.  Here are some considerations and then some experts’ solutions after that.

All sites are not the same. You have banking sites, store/catalog sites, blogs, YouTube, software sites. Consider how important the site and the password are. Banking versus blog, for example. Is your credit card information in use or any other financials? I know that some of my colleagues use a different, financials-only password (different  far more complex than other passwords). And some people keep one PC exclusively for use with financials. So what are your thoughts on this front?

If you have a list or the passwords are written down somewhere, go through them and declutter. How many are you actively using? Are there ones you remember, so you don’t need to write them down? (But are they secure enough?) When you review them, you may find fewer to keep track of than you think you have right now. And if you’re going to type these into a tracking mechanism, let’s reduce the time waste of tracking what you’re not using and later on, looking through unused passwords to find the ones you really need.

Consider your privacy and your comfort level with paper versus technology used at your computer versus out in the cloud. How much do you trust all of this? That’s where your tools should be, in your comfort zone.

And based on your answers, here are some options for you to think about.

Offline but at your desk: Use a document or a spreadsheet, but only kept offline from your regular PC (only saved to an external hard drive or separate usb/thumb drive just for this purpose.)

Go to the cloud: LastPass  is a product recommended by The Time Management Ninja  (and CNET and Lifehacker, too.)

Creating the password: Somewhere recently I read of the idea to come up with a structure, just one, for the password framework. Then you use a few different characters for each required password. You memorize and don’t write down the framework. this keeps framework and unique characters separate, because you can write down the characters. They mean nothing without the framework. (I was sure I’d saved the  source of the idea, but even people with the title of organizer are not always on the ball.)

Old fashioned mobility and privacy: a small paper notebook (unlabelled).  Picture at right: from www.SeeJaneWork.com

Or the Internet Password organizer from Organized AtoZ, owned by a professional organizer.

Creative award: From Gretchen Rubin’s The Happiness Project, reprinted from from one her blog readers. You make your passwords related to your goals and dreams so that you stay mindful of your dreams and goals. Because you’re using words associated with your goals frequently, the belief is that repetition and mindfulness help those dreams come true or those goals get accomplished. This could be combined with the “password framework” idea.

Organize Your Support – Life Changes

Friday, December 9th, 2011

When you’re struggling with a joyous or an unhappy or difficult life change, that change goes on for  awhile – a transition period. It’s difficult to keep up with what was your regular life.

What do you know for sure? Not much at the time of changes. Manage your home, schedule, emotions? Exceedingly difficult, even for the most organized person you may know.Change is all about letting go.

Organizing systems and self-care will help tremendously, as you move through  this transition time. Taking care of the basics (with organizing systems) and of your self (self-care/support) will make life easier on a daily basis.

In Nancy K. Schlossberg’s book,Overwhelmed: Coping with Life’s Ups and Downs,  she suggests four areas of focus: Self, Situation, Strategies and Support. I’ve also had education and experience using A Life That Fits, an approach discussed in my organizer coaching program a few years ago. I’ve melded these to work in the organizing context as reorganize life to eventually move ahead.

TodayOrganize for your next chapter‘s focus: Supports – because there’s one key detail that’s different here.

When I was going through separation and a divorce, I  didn’t do this on purpose, but I experienced the most amazing breadth and depth of support. Until that point in life, this was the most difficult life change I’d been through. (Of course, if you’ve been reading for awhile, you’ll know that I didn’t “just” get divorced. I went through lots of life  changes, in a short period of time.)

The key is to get specific on the type of support you need. So here is my example:

I felt like I needed a big sister, even though I don’t have one in my family. I found one, though, in an older, wiser, close, lifetime  friend. No judgment, just encouragement to do what was right for me, listening when I needed to talk, and talking when I needed not to talk. Comfortable when she asked if I wanted someone to go with me to divorce proceedings.

Family/extended family. The people who would ask because they cared: What happened? Who wanted to try to understand. The ones who surround you with love and support, no matter what. And may I say, I really learned about having extended family at this time. Very powerful and  comforting.

Closest friends. Say anything and know it’s confidential. Do fun things together to create a new social life. Friends, wine, cribbage, & pizza. Sharing feelings and stories.

New community to belong to. My friends at my then-new church community. The place that makes the world feel a bit smaller. Got me out of the house and belonging somewhere.

Another part of support can be people who handle practical details for you: errand running, lawn mowing, driving to dr.’s appointments, the trash pickup service. Or the broader  community of friends who  provide this practical level of support. For me, it was friends/family who packed me, moved me, found me the professionals I needed to begin anew.

 

We all talk about needing “support.” But what’s so powerful here is recognizing that there are different TYPES or levels of support.

Saying you need “support” is not  enough if you’re going through a life change. Ask for what you need, specifically, and you’ll get through this more easily.

Tough to figure out, tough to ask but tougher if you don’t.

And for the most part, people will be honored that you did ask and included them in your support network.

 

 

Inside My Office: My Time Timer

Friday, December 2nd, 2011

This is my best friend, my Time Timer.

This is one of only two products I consistently recommend to clients.

We are all wired so differently – how our brains work, how we stay motivated, how we get started or finish tasks – that recommending products is a more complex challenge than you’d think at first. One size does not fit all.

However, the Time Timer works for so  many people that I don’t hesitate to mention it, if a client’s having difficulty with any issues related to time.  This friend will not solve all your time issues, but it’s a huge support to your own efforts.  If you click the photo, you’ll go to their web site. I do not earn anything for this; it’s just a great product.

If you have ANY issues with time, read on. Time management is a huge topic; there are myriad reasons your time is working against you instead of with you. This will assist in ways you might be surprised at.

Single Favorite Use for My Time Timer

I used to be a late a lot. Now I set this to show me how much time I have left until I have to leave. And I put it right in front of my screen. I can’t miss it, yet I don’t need to STOP what I’m working on to look at a clock and recalculate how much time I have left.  Some of you will get this math issue and for some of you, it’s just not your time issue.

Here is how I set my timer as I write today.  The RED says that I have 15 minutes left. No recalculating. It’s quite clear and simple and eye catching – WITHOUT interrupting my work. As my time goes away, the red pie slice gets smaller.

 Other Uses

Laundry: How many people say  laundry seems to take forever? Set it for the length of the wash cycle and keep it with you, wherever you are in the house. Set the audio beeper to ‘on,’ and you’ll keep up with the cycles better.

Time sinks: How long are you actually … on Facebook, for example: Say you want to eliminate what you suspect is a time sink. Set this for your allotted time on Facebook. You’ll be more focused and end on time, so you have time for something special.

Child or grandchild can’t tell time yet? Say you only want 35 minutes of  TV or PC time before dinner.  You set the clock; he/she understands when their time is up, and also what “35 minutes” feels like. Teach a sense of time. Great life skill. The product doesn’t do it all but it sure helps and it’s fun.

Fill the tiny slots of time in your day: This also requires you to break down your project into small steps. One step closer, as I’m often heard to say. When you have those small bits and pieces of time, it’s easier to bite off small pieces and get them done, yet stay on track with your day. Again, without your breaking down the project into small steps, your product isn’t solving the whole problem, but it does solve a big piece.

Declutter a drawer or daily maintenance/pickup: Play the  time game. Set this fun clock for 15 minutes and RACE to get done before the timer.  What’s different? The timer’s much more fun than an egg timer or microwave clock. And timer is WITH you everywhere you go. Your new best friend.

AD/HD and have time management issues? Absolute life saver. I suggest clients buy these (or clocks at least) in different sizes, so they are all  around the house, office, classroom.

I’m not perfect, but I’m much  happier with my relationship with time than I used to be:

  • Time timer keeps me on schedule better than my own brain has ever done (and the beeper isn’t yelling at me; it’s a nice, gentle sound!)
  • Gives me a better sense of how much time passes.
  • Keeps me out of hyper focus.
  • Doesn’t interrupt my thinking yet keeps me aware of time.
  • Is portable. I use this one at home/home office. I have a larger one I use in workshops to keep track of time.
  • It’s not technology. It is simple to use. And we all need something simple these days.

Good luck. Let us all know how you use your Time Timer!

 

What I Learned from My Vision Board

Thursday, November 17th, 2011

Vision Boards –Another of my favorite office organization tools. “Sue West, author” was printed on a picture of a book cover which was on my last vision board. And it’s true now – Organize for A Fresh Start: Embrace Your Next Chapter in Life is here. This blog’s about how the vision board helped me get there.

Vision boards:

A useful process as you move on to a new chapter in life, to focus your thoughts -  on what you want, what you appreciate, what you dream of.

An effort where the journey is more important than the end result (meaning the board itself.)

Not always concrete pictures.  I use words and symbols on my board.

  • “Simple abundance” as a way of living life;
  • a picture of Barbara Winter for her inspiring book and belief in self-employment (a way of life I embrace);
  • a picture of Jeri Dansky because her unique expertise comes through clearly in her blog is (my goal);
  • “No work. All play,” which is an attempt to keep balance in my life (I work too much sometimes.);
  • “all recipes” as a reminder I want to continue improving my cooking skills;
  • an  easy chair with  bookshelves – I want to focus on reading more;
  • and  coaching shows up  in many ways, from my teachers to a headset for phone clients.

 

Looking back, I now see that I did take steps to move things along. I didn’t just hope and wait.

By seeing the picture daily:

  • I began believing this dream was possible. A BIG stretch for me back then.
  • I took my first-ever writing course. Practice skills.
  • I paid more attention to writing groups online and signed up for some of their blogs/newsletters. Exposure, expertise, community.
  • I began a blog, for my business, but also realized this would allow me to practice my writing.
  • I got much clearer on my specialty in organizing/coaching – the work with people who are overwhelmed by big life changes and need to break through the fog to move onto their next chapter – their own fresh start.
  • I paid more attention to my writing quality. And also the differences in writing for myself, for my work, on a blog versus other forms of writing. More practice.

 

Belief plus small actions>>dream is realized.

Especially true for those of us who oddly believe that if we try something new, we’ll get it perfect the first time!

What’s your dream? What’s your next chapter going to be about? What actions, however small, could you take to move ahead?

It’s the small steps, sometimes those we unknowingly take, that can make a big difference. I sure found that to be true. You?