When it comes to my organization style, I am SERIOUSLY handicapped. No writing, minimal typing (this blog 27 min and moderate-severe pain) how will I cope for 4 weeks??

I count on recording thoughts, convos to organize my thoughts and plan next steps. That said, what are YOUR best tips on mental organization? What’s the best advice u have that doesn’t require pen and paper to get me through the next 3-6 weeks?

Not only is it set up like a little notebook with easy-reference pages, but you can also easily forward things to it straight from Outlook. It’s also very easy to manage multiple “to-dos”.

What are my OneNote lists?

1.  A General To-Do – it’s nice to keep this updated as a quick reference on your screen during the day – so you dont have to decifer your scribble from various meetings.  If you keep it updated, you can easily email/print it and send to anyone who needs a report on what you’re working on.

2. Status lists – For major projects, I keep a daily status update. It’s not formal, but a good way to stay organized.    Ex: Monday (08/18/08) – met with technology to discuss data integration.

3. The “Good to Know” list – This one keeps little reminders like “Don’t email Tina before 11am” and “Mark likes to be reached on his cell phone.” An online list serves as a good resource for these tips and doesn’t clutter up your desk/planner with post-it reminders!

So…I recommend that people who like lists (especially online ones!) should use this handy program called OneNote.

Therefore, what is at the bottom of my to-do list today? “Write a blog about the greatness of OneNote.”

Done.

 .cb

I cleaned my basement recently and afterwards decided to make a personal mission of purging my inner packrat.

It’s hard, in the moment, to look at something that you use fairly frequently and judge whether or not it will come in handy in the future. It is even harder to take things that you’ve paid good money for, or are in decent condition, that could be useful to others (but not so much to you) and justify tossing them.

So how do you make better decisions “in the moment” and not months later after grueling hours in musty basement hell? Well, that image helps. Here are some other things that I have found particularly useful asking myself?

- Is the item replaceable? How much will it cost to replace it if I decide I need it later? By the time I’ll likely want use it again, will I even desire this old one that I have lying around with the work it’ll take to dig it out and clean it up? Will I even remember that it’s down here? If it can be replaced for relatively little money and/or effort, it’s a good sign it can be tossed.

- Can I give it away/donate it? If think someone could get reasonable use out of your items, sort them into boxes/bags marked “Give Away” and “Donate”. It’s ok to keep these stored as long as once they get full, you act on them. Because charitable donations may qualify for a tax deduction, label the “Donate” container with its contents and the estimated value of each. If you take these to a local facility such as The Salvation Army, ask for a receipt and file with your tax documents.

- Should I put it somewhere else? Let’s face it. Sometimes the items you save really should be saved- we’re thinking here photos, random “keep” documents, etc.. The point is, if they’re in a pile in your basement, they’re doing no good. If you don’t already have a “place” for them in the house, make one! Go out and get a container and label it and now everything of that nature is centralized.

- Speaking of containers… Are you a box hoarder? It’s true, those nice boxes MAY come in handy around the holidays to pack oddly shaped gifts, but chances are you won’t need every single one you keep. Rule of thumb? Box the boxes. Narrow them down to a nice selection of shapes and sizes, fill a large box and toss the rest.

Keeping these things in mind in the moment have made it easier for me to keep my basement (or any other “hidden” area for that matter) more organized for the long term. Cut the clutter by saving and storing with a purpose!

Whoever thought that a single marker could keep me organized? While most would look at my notebooks thinking they resemble a wordmaze, I understand them.

Mostly because I have a designated color Sharpie that corresponds with a project.

That way, as I look through my disheveled notebook, I know exactly which pages to turn to – as if they were color-coded tabs.

Head to a meeting – pick up the corresponding marker. It’s not that hard.

Someone else even shares my love of a good Sharpie

And it’s way more fun taking notes with a marker. Let’s be honest.

.cb

I actually I fully utilize both when getting organized but there is a very large distinction.

I use technology to organize my projects and my calendar. For example, my life is run by my Outlook calendar. Co-workers and friends know that if they want to schedule something (even after work hours), it’s good to send me a meeting request for it (is that anal-retentive?).  I falsely assumed that my other team members shared my affinity for Outlook calendars when I created a shared calendar that we could all post our projects and time off on. It didn’t take off. But not because anyone is lazy – I just needed to realize that some people appreciate planners and color-coded notebooks more.

Technology is also great for working on colloborative projects. There should always be enough easy resources available on a shared intranet so that you could be hit by a bus and anyone could reference your project. Havng meeting summaries, budget outlines, and other quick “cheat sheets” are great to have online – so yes, technology is great for that too.

Now my to-do list is a whole other story.

In my opinion, the “task” function in Outlook is a waste of time – who looks at them?  I HAVE to keep my to-do list on Post-it notes. I would personally die without Post-It notes. In my opinion, your to-do list is constantly changing and it makes more sense to keep it on a portable tool. That way, if it’s urgent, you can stick it right on your computer screen and the less important items can go on a file folder.

I also use paper for outlining projects. This way, your brain can think about new ideas  – not about what button to push to create a bullet point. In my opinion, paper is the perfect tool for scribbling down ideas, but then once you have a plan, then, you can create your final draft online. This also helps you keep your online references organized because you know that whatever “plan” is online is the final draft.

So here’s a recap of my project process:

1. Create a to-do to start the process – on a Post-it of course.
2. Outline the process for the project on a large piece of paper.
3. Once a plan is determined, then the technology comes into play – creating meeting re-caps, spreadsheets, and saving all materials to shared folders for everyone’s reference.

 Could there be a better way to do this?  I’m open to suggestions. Just don’t take away my Post-its.

.cb

Once my arch enemy, the deadline is now one of my dearest friends. Not that I had ever really known my enemy. If I had, I would have saved myself a lot of unnecessary dread and stress. While I can’t guarantee anything, I firmly believe that once you appreciate the benefits of deadlines, you’ll actually volunteer one when no one even asks. Here’s why:

1. They establish personal time-lines. Think of it this way… personal time-lines guarantee something: that you’ll finish a project or task in the foreseeable future. Now, when you haven’t even begun that project or task, this can be a little intimidating, especially if that job is complicated with many sub-tasks.  The key is to break up your project into do-able actions and establish a time-line for each. Use the mini-deadlines to build up to your ultimate goal.
2. Deadlines hold others accountable. If your project depends on other individuals, teams, or external vendors, do yourself a service: request a deadline that they agree to meet. This reduces the stress you’ll feel when your project is held up by circumstances that you feel are out of your control. If someone can’t meet the deadline that you were promised and it threatens your ability to meet the deadline that you promised, be proactive and schedule a call or meeting to identify prohibiting factors. Establish a new ETA along with expectations if that ETA is not reached.
3. Deadlines help you stay on task. If you work in an environment in which your supervisor establishes certain deadlines for you, volunteering your own deadlines or establishing mutual deadlines can work strides towards giving you a more manageable workload. Mark Forster writes about this beautifully and gives step-by-step pointers in his post, The Problem with Deadlines in his blog, “Get Everything Done”. If you can keep a big-picture understanding of the responsibilities that are yours to complete, the date you’re expected to complete them by, and the resources that are required from third parties in order for you to deliver upon that deadline, and then communicate your overall workload effectively, you’ll virtually guarantee yourself a reduced stress environment. Your projects will be organized; your resources less strained. 
4. They can (and should) be dynamic. If you can reach all of your deadlines on  the date that they were originally set, kudos to you. But if you work in a dynamic industry or company that innovates change on a daily basis, priorities can come up that require immediate attention. When that happens, acknowledge that priority, determine how much effort it will take and redefine the deadlines for projects of lesser priority until you have reconstructed a realistic workload. Don’t forget to account for the unexpected.
5. They establish do-ability. A very professional term, I know. Make sure you proactively communicate your deadlines to your team leader. If they question the date you’ve set, chat about the project’s needs. Now both of you are accountable for prioritizing your projects and you can free yourself of the pressure of meeting deadlines that you can’t possibly meet. If you’re skeptical about how receptive your team leader will be, setting your own ETAs establishes your seriousness about a project, ambition, and organizational abilities. It’s also possible that your team leader can help speed up the process. Finally, it shows that you care and gives you a chance to communicate your efforts on priority projects. And you deserve that recognition.

Deadlines. Relaxation. Organization. Tasks. Projects. Deadlines.

-JV

• Innovative Products- There’s nothing I like better than tools that just make sense. For example: The Magnifix trivet, a magnetic rubber trivet that sticks to your stove, microwave, non-aluminum pans, all while looking downright cool. It’s perfect for me because it doesn’t jam up by kitchen drawers and even better, I’ll have to work a lot harder to burn it than I did it’s cloth predecessors.
• Fashionable Function- My significant other comes from the school of function. No matter how hard I try to trash the box that my Diet Dr. Pepper cans came in, it somehow manages to resurface until every can is in it. Ikea works for both of us because their solutions are both fashionable and functional. Their Sortera system is perfect for those nagging cans as well as our recycling. I can’t help but love their Rationell plastic bag holder, and the BEST solutions for freeing up our cupboard storage problem have been their Burken glass jars for dry good storage and the Krogen ceiling-mounted utensil rack to keep my pots and pans in reach.
• Systems that Work- Excuse me while I get a little passionate, but what sets Ikea apart is that you don’t just get tools. You get entire systems. Whether your  problems are in the bedroom closet, laundry room, your entertainment area, or all, you end up with a solution that works because the solutions are customizable and therefore versatile. You don’t get a pre-made wardrobe with a shelf in the wrong height or a drawer you’ll never use. Instead, you pick the wardrobe you like and accessorize the interior with a myriad of mix-and-match fittings that are perfect for your needs & belongings. Have 10,000 pairs of socks? You can have a whole wardrobe full of them with wire drawers to organize them however you wish. You’re still weird, but Ikea doesn’t judge.
• Affordable Prices- If you have as much stuff as I do, organizing it all can become expensive. Fast. A $45 laundry hamper isn’t going cut it. I can honestly say that less than 5% of the organizational aids that I’ve purchased from Ikea have cost over $10/item. The less I pay, the more I can organize and the simpler my life becomes.

If you don’t live near an Ikea, check out their website to locate the nearest store. It’s worth the drive, but pack light because you’ll be coming back with more than you’d bargained for.

-JV

Now, I’m borderline anal-retentive. My room has to be organized before I go to bed and if something isn’t in the “usual” place, it’s lost.

I believe this has to do with my age and lifestyle. Now that I’m living in a world run by Outlook calendars, shared drives, OPAs, and multi-tasking projects at work, my house has to be the same level of organization.  

Here’s three tips that I’ve found keep yourself organized when you’re making the transition from “Chaotic Nomad” to “Organized Zen”

1. Keep all of your information in the same place. Whether it’s a notebook, an online calendar/folder, a planner, or your cell phone! Make it a point to log it all on the same place so you can start referring to one thing as your source of tasks and information.
2.  Make a to-do list of the next day the night before. Take 2 minutes to jot down what you hope to accomplish the next day. That way, you start each day stress-free with a clean agenda. (make sure that some of them are easy to accomplish that day so that you can cross things off your list and not become overwhelmed! J )
3. Remember that it takes you 1 minute to get organized but at least double the time if you wait until you need to find something. If you take that extra step to save something in the right location or put your household items in the right location (a drawer) then you don’t have to spend the extra time digging for it when you are desperately trying to retrieve it.

This entry is a tribute to my brother, the forever “chaotic nomad.” J

.cb

You are now having 1 of 3 reactions (if you get another, let me know):

1. Amen! Hook me up ASAP!
2. You can have mine.
3. Those things are cool. It would be really handy to text message with that many keys.

For those of you who understand my stress, this is the great debate. Blackberries: Productive or Anti-Productive? As a non-user on the brink of becoming a user, I would like to voice my stance so that a month or two down the road I can reflect on the organizational strategies behind staying sane as a Blackberry user.

As a Pro-Productivity non-user, my Blackberry-loving philosophies are as follows:

• Calender Centralization: OK, let’s face it. There are 168 hours in a 7-day week. 56 are spent sleeping if you’re 70 or older, live in a city, or else extremely energetic. Otherwise, if you’re like me, you’re looking at more like 70 hours/week dedicated to sleep. Now I’m down to roughly 100 hours of active time. I’m going to say that 46 hours/week are spent doing work-related activities. At least. A mobile management system is almost essential in transitioning daily between work and the 3 hours of life I get before bedtime. That 6:00 doctor’s appointment? No longer forgotton in the post-work relief mode. It’s there, on my Blackberry, with all of my meetings, telling me to get checked up.
• Work-related “panic”: Instead of feeling pressured to check my work email at night and on the weekend to see if anything went wrong or I have important messages, a Blackberry gives me the freedom to log on only when it’s necessary. Ahhhhh…

Two major things that I anticipate from my newfound technology, but both are very meaningful and a large part of my daily routines. Do I acknowledge and anticipate the time-management challenges that will come with the technology itself? Absolutely. And I look forward to facing every challenge with an organizational challenge of my own. I hereby dedicate myself to harnessing that inner workaholic perfectionist addict-in-waiting and always let my productive persona conquer.

We’ll see…

-JV