Tips for Timeliness

These days time can be even more valuable than money. Time is finite. There are only so many hours in a day and some of those should be allocated for sleeping. The ability to prioritize is so important, yet many of us struggle with deciding what has to be done verses what we wish we could do. It helps if we can think in terms of the here and now. What is most important for you to do today? What can you put off or simply not do today? 

Using your time wisely is something that can make your day go better. If you get overwhelmed, you might have to say no to some activities. Turning down fun things is not ideal. Saying no to people who you’d like to please is very difficult. If you learn how to prioritize and budget time more effectively, you can learn to make time for the things that are most important to you.

Multitasking is a wonderful thing, however, there are people who try to do too much at once and end up doing a poor job at everything. Tackling one job at a time can often be a better use of time. There was a time when I was proud to be a great multi-tasker. These days it feels more serene to focus on one activity at a time.

Another issue is overbooking and/or overpromising. Even with all the wonderful technological advances, it’s still difficult to be two places at the same time. When we over-commit, someone usually ends up disappointed or angry. Instead, teach yourself (or ask for help in learning how) to better estimate realistic, achievable daily goals. Make sure you assign enough time for each task on your list and remember to add time for travel and any necessary stops along the way.

Waiting in line is something that we have no control over and can eat up a substantial chunk of time. Try to do things like grocery shopping, buying gas, going to the bank and other chores when the businesses are not as crowded. Early mornings can be a good time for grocery shopping. Parking is easier. Lines are shorter. You might not feel like getting up early just to run errands, but you have to think about the reward. You’ll have more free time later in the day!

This might sound simple, but plan ahead. The bank might be on the way to the baseball field where you have to drop your son. Driving somewhere and back home repeatedly instead of doing everything in one trip, can waste time, gas and money. 

Think about what you need to do each day next week. Plan it out. You might say, “Wait a minute, planning out my week is going to take time!” But after you have it planned, you will use your time more efficiently and the planning will get easier week by week.

Most bills can be paid online. Several banks have both direct deposit and online banking. Going to the bank may soon become obsolete. You can digitally set up monthly payments to automatically come out of your account on a certain date. Using online banking features can save time writing out checks every month. Just make sure you keep track of what is going in and out of your account. Most banks have mobile versions of their websites too, making banking very convenient no matter where you are.

Time to get real… Admit that you waste time – everyone does it. Figure out what wastes your time and make an effort to do something constructive instead. Maybe instead of getting lost in Facebook, you can take 5 minutes and unsubscribe from a few junk e-mail lists.  While you are waiting for your daughter at the doctor’s office, you can read over some documents that came in the mail that you haven’t had time to read at home. 

Around the house, tackle the little jobs before they grow into a monster-sized job that will overwhelm you. Doing a load of laundry a couple nights a week instead of waiting until you run out of underwear makes the task seem less daunting. Cleaning the kitchen and bathroom more often will take less time than waiting until the crud has built up everywhere.

Make at least a small effort to improve your time management. If you feel like a big change is too much, remember that each journey starts with a single step. Start with one problem area like excess t.v. viewing, internet surfing, unnecessary phone chatting, wherever you want to start. Try to cut down on that one thing and you will see how much more time you have available to do the pleasurable things in life.

Easy Does It, Wins the Race

Did you ever notice that people seem to have so much to do these days? You ask someone how they are and they tell you “busy.” We all strive to get things done in life. It can be frustrating to spend more time spinning our wheels and less time actually doing things. You know you really want to get yourself and your life organized, but aren’t sure how to start.  

There are various tasks you want to do. It might be cleaning out the basement. Maybe it is organizing the kids’ closets. And the kitchen — it needs organizing too. Whatever it is, divide the task into smaller parts so the job doesn’t seem so intimidating. Rome wasn’t built in a day. Try setting small achievable goals that you can do in a short period of time. Spending 15 minutes and completing one task can result in a great feeling of accomplishment. Many times people set unrealistic goals and expectations which cause overwhelm and frustration before we even begin! 

The first objective is to figure out what your ultimate goal is. Once you know that, you are well on your way. Divide it into parts. You can simply make a list. A lot of people have great success just from putting ideas down on paper. Really break the task down into its smallest parts. The more parts you have, the easier each little job will be. If and when you get stuck, try to think about the next action you need to take to get closer to your goal. You will be clicking off your accomplishments almost effortlessly.

If you have no idea how to get started, you are certainly not alone. There is a lot of help out there for people trying to set goals and achieve them. Of course, Aim 4 Order can always show you the way. One of our goals is to help you achieve yours. There are also some websites, and even some smart phone apps, that can help.

Goals on Track is a phone app that can help you stay on course with your goals anywhere. The nice thing about this app is that it charts your progress as you go. Seeing results gives you encouragement to keep going to the next challenge. CAUTION -- if you are not able to quickly understand how to use the app, move on. The last thing you want to do is waste hours of time on the internet. OK?

Joe’s Goals is a program you can get for free. According to Joe, this system worked for him. You can list tasks and days of the week to do each task. This program includes “negative goals” or vices that detract from accomplishing objectives on your list. It’s kind of a fun way to get things done, and also see what stumbling blocks throw you off your game.

Google Docs is becoming a very popular way to store lots of documents. You can be anywhere with internet access, and get to your documents. By using spreadsheets in Google Docs, you can keep track of your goals and set them up however you want them. You can make a column of goals and set up a row for each day of the week. Next to each goal, place a check mark as they are completed in the column for that day. However, try not to let the software become something that keeps you from getting things accomplished. That defeats the purpose of it.

These programs might be a good way to make sense of things. On the other hand, your way might be more basic. You might make a list on a piece of paper and put a line through each one as you do it. The main idea is to get things done. Set your goals, divide them into smaller chunks and then go after them one by one.

Linens Away!

How to avoid a linen avalanche

It’s time to change bed linens and you go to the closet. When you open the door of your linen closet, will a pile of towels come tumbling out? If so, it’s probably time to clean and organize your closet.

Unfortunately, the first step in cleaning the closet is to completely empty it. Thoroughly clean each shelf. A 10% bleach to 90% water mixture will clean any mold and mildew while making the closet smell clean. Once it air dries, you can start to put things back inside. 

Organize linens and towels.

You can cover the shelves if you want to perk up the look of the closet. Non-acid paper can be used. An alternative is using rubbery shelf liner. It will keep stacks of linen from sliding around wooden closet shelves.

Generally, shelves can be moved closer together and you can even add some and make more surface area. If you decrease the amount of space between shelves, the stacks of linens will be shorter and less likely to topple over. If the shelves are not easily moved, you can put dividers between the stacks of towels and other linens. This will help keep them upright. You may even consider putting a towel rack or two on the back of the closet door so you can hang things there.

Some people use Space Bags, or other types of sealed bags with the air sucked out of them, to store winter blankets or other seasonal items. While using those bags compacts the contents, you will still need to leave a bit of space for them. If large comforters can find a home in a bedroom closet, you can clear out a lot more room for other linens.

Small items like travel size shampoos and soaps often end up scattered all over the closet. Add some clear bins, so you can see what is inside, to keep the little containers in one location.

If you decide to hang onto heirloom linens like tablecloths and cloth napkins, keep those items up higher in the closet. They are more difficult to clean so avoid putting them on the floor unless they are in sealed containers that will keep them from getting dirty. 

If there is space in the dining room, tablecloths may be stored there instead of the linen closet. You will now have easier access to them when you need to dress up the table and free up more space in the linen closet for sheets and towels.

Towels can be sorted by size or color, whatever works best for you. A good rule of thumb is to keep about two to three sets of sheets per bed and the same number of towel sets for each person in the house. Excess towels can make great rags or can be used for pets, donated or given away.

Have you ever located a fitted sheet and then spend the next 15 minutes sorting through everything looking for the matching flat sheet? You are not alone! Fold the sheets and put one inside the other, along with the pillowcases. Some people tuck all the sheets inside of the matching pillowcase. Finding the complete set will now be breeze.

Sometimes linen closets have a musty smell. An inexpensive little box of baking soda, changed on a monthly basis, can go a long way to help with closet odors. There are all kinds of air fresheners and potpourri products that will make any closet smell wonderful. Mothballs can keep insects at bay, but may transfer their odor to the linens. 

After you put everything back into the closet, it will smell great. Think about how easy it will be to find the towel you want or the fresh set of sheets. There may be a nice stack of things to donate or give away. On the surface it might not seem like a big deal, but in the end you will have a fantastic feeling of accomplishment. 

Ready, Set, Emergency!

The recent storms got me thinking about emergencies. Every person and family should have some kind of plan in case there is a dramatic weather event, fire, blizzard or any other type of emergency that might happen. Remember that earthquake? According to the t.v. news, a lot of people did what you should do for a tornado, which is not necessarily the right thing for an earthquake. Who knew?

Be prepared for electrical storms or other emergencies.

During an earthquake, you should stay indoors until the earthquake is over. Most people who are injured, get hurt while going outside when the earthquake is still ongoing. Stay away from big windows, large light fixtures, ceiling fans or other things that might break and fall on you. If you happen to be in bed, stay there and put the pillow over your head. Duck under a table if there is a sturdy one nearby. There is not a lot of time during an earthquake to do much of anything. 

When there is a tornado, head for the lowest point in the residence, the basement works well. If there is no basement, go to a room with no windows, like a bathroom, closet or hallway. Flying glass can be deadly, avoid it as much as you can. Usually with tornadoes, you have a few minutes to get ready before it hits, unlike an earthquake. If any big storm with high winds is expected, secure anything around the house that might be swept away. 

Young and healthy people should have a plan for checking in with disabled or older family members if a big storm rolls through. Don’t forget your neighbors who might need help. If you live alone, I’m sure you know someone else who lives alone – you can check on each other. Some people even have a list of people to call just to make sure everything is okay.

Not only should you have a checklist for people, there are some supplies you should always keep on hand in case of an emergency. Often times the power goes out during these situations, so you need to be ready beforehand. Unfortunately, many of us got a taste of that recently when storms ripped through the area. About half of the Baltimore metro area lost power, some people for several days.

Supplies:

• Always have flashlights with spare batteries. Headlamps, used for camping and spelunking, are great for allowing hands-free lighting. Keep a stock of D batteries on hand because most of the lanterns only take Ds.
• A battery operated NOAA Weather Radio (or any radio) will allow you to get updates on storm watches and warnings.
• Some paper and pens or pencils will come in handy in case you hear about something important on the radio. You could jot down emergency numbers or where cooling centers, ice distribution centers or shelters are located.
• A first aid kit for any injuries is very important. Don’t forget to check the kit at least once a year to make sure nothing is expired.
• Your medications might be vital to your survival. You should never completely run out of your medications. Always keep at least a week’s worth on hand, if possible.
• Hand sanitizer comes in handy when water is in short supply.
• Toilet paper and other personal hygiene products are a must.
• If you have kids, it is really important to store away some things to amuse them. Without computers, sketchy or no cell service or no electricity, your kids will get antsy! Keep them occupied with coloring or activity books, books to read, crossword puzzles, anything that doesn’t require power. Don’t forget classic board games. A deck of cards doesn’t take up much space and people of just about any age can amuse themselves playing alone or as a group.

Food and Drink:

• It is recommended to keep 1-3 gallons of water on hand for each person in the house. Three gallons are appropriate for a multi-day disaster. Having Gatorade, Ensure or other nutrient-filled beverage would be a bonus to have on hand.
• Foods that do not have to be refrigerated usually have a long shelf life. If you have a lot of canned food, make sure you have a manual can opener. Here’s your chance to get your fill of beef jerky! 
• Try to always have a week’s worth of pet food on supply. You don’t want to share that beef jerky with the family dog.

It might sound silly, but businesses and families should practice fire safety. Fire drills were always a chore in school, but when there is a fire, it is extremely important to know what to do. Figure out how you and your pets can evacuate quickly. Small children should learn what to do in order to stay safe. If someone is disabled or elderly, knowing how to deal with them during an emergency may be the difference between life and death for that person.

Have a great, safe time and try to always be prepared. You never know when bad weather or other emergencies are going to happen.

Got TOOLS?

Have you ever needed a hand or power tool unexpectedly and it’s not where you thought you put it? It can be frustrating when you have to stop right in the middle of a project and start a search for something. If only your tools were organized…  

For some people, it may be as easy as putting a hammer, pliers and two screwdrivers in a drawer. DIY (do it yourself) fans and most homeowners, have a large collection of hand tools, power tools, nails, screws, nuts and bolts, saws, a variety of pliers, the list goes on and on. So, is there a good strategy for organizing everything? Of course there is! 

A lot of people like using a pegboard to organize hand tools. In the end, they are all hanging, with enough space between them to easily remove one tool without knocking a bunch of other tools off the wall. The best part of this system is that you can see everything. In a matter of seconds, you can grab a hand saw, hammer and whatever else you might need for a project.

Power tools come in their own carrying cases and can be organized on shelves or under the workbench. If it doesn’t have a carrying case and doesn’t fit easily on the pegboard, you can get a plastic container for it. Most power tools have attachments, bits, blades or other things that should be kept with the item, which is why the cases are so nice. If it is hard to tell at a glance what case holds which tool, mark the containers with a Sharpie (they come in metallic colors that can write on dark containers) or put a piece of masking tape on the container and write on the tape.

Screws, nuts, bolts and other hardware should be organized into plastic containers or specially made cabinets that have tiny drawers to hold whatever you have. The little cabinets are great, but can be expensive. Sometimes they are sold with the hardware already inside. You can end up buying a lot of little tiny screws that you may never need.

A more reasonable solution is a plastic 3-drawer container for about $15-20or craft storage bins. You can keep the hardware either in the containers they came in or in disposable Gladware containers. Gladware or Rubbermaid conveniently make containers in a variety of sizes. Get clear containers so you can see what is inside. If you are a recycler, some deli meats come in plastic containers that can be reused for storing little items. Baby food jars are another favorite for organizing small hardware. Place whatever containers you use by type and/or size in the drawers, and later they can be found when needed.

A toolbox is another matter entirely. 

Things tend to get thrown in a toolbox as a project progresses and left in there for all eternity. After a project is completely finished, the hardware and project specific items should go back in the drawers or on the pegboard.  Yes, the toolbox should be organized at the end of every project. Only keep basic items like a hammer, a few screwdrivers, pliers, a tape measure, pencil, flashlight and other things you use regularly in the toolbox. If you put too much in there, it will either be so heavy you can barely lift it or you won’t be able to close it. 

OK — now for THE TALK — I would be remiss if I didn’t make mention of those of you with more tools than you potentially will ever need or use. If you have every hammer that your father, grandfather and dear uncle used, along with all the ones you’ve gotten at flea markets and hardware stores along the years... it might be time to downsize your hammers. Be gentle, but be honest with yourself. I am guessing that you likely use 20% of your tools, 80% of the time. See if you can possibly part with at least the rusty/broken/need-to-repair tools first. Then you can look at selecting your top 2-3 favorite screwdrivers (or top 5-8 maybe?) and continue with the process for all of your duplicate tools. When you downsize tools, you have a much better chance of fitting them in whatever containers you have waiting patiently to be filled.

Enjoy the DIY craze of fixing or building things on your own. You will be amazed at the added enjoyment you will have if you can keep that basement, garage, shed or wherever you keep your tools organized so you know what you have and where it is. I promise, with everything where you can find it, the DIY experience will be better.

User Friendly Fridge and Freezer Tips

You never want to play Jenga with your food. Some refrigerators are stacked up so high, if you try to pull something from the bottom the whole pile comes crashing down on you. This can be dangerous if this happens in front of the freezer! Nobody wants to come home and find you knocked out cold by a frozen leg of lamb.

 

All kidding aside, refrigerators should be organized on a regular basis for several reasons. The first is that you want to be able to open the door and see just about everything that is inside without digging around. The second is your health. Old foods can make you sick, even if they look and smell okay. They might even taste fine, and still if they are too old, you may be exposing yourself to dangerous bacteria. When in doubt – toss it out! Lastly, when you hold the refrigerator door open and start rooting around, you are wasting energy (which equals wasting money). No one wants to do that!

If you shop at a warehouse store, keep in mind that you have a finite amount of space in the refrigerator and freezer. Try not to buy so much food that you are forced to stack things. The food doesn’t last forever and it hurts to throw away food that has spoiled.

Start with the fridge door. Condiments and items in glass jars are generally located on the door for easy access. Check their expiration dates and toss anything too old. Avoid putting milk on the door as it might spill when the door swings open. Some refrigerators have built-in egg holders where you can take the eggs out of the carton and put them individually into a holder. Eggs stay fresher in their original carton, but many people use the egg holders anyway. Your fridge, your choice.

Now it’s time to tackle the rest of the inside of the refrigerator. Drinks take up a lot of space, sodas especially. Ideally, keep a few of each type of drink in the fridge and the rest can be nearby in storage. No need to fill the fridge with boxes and cans that may take weeks to use. If the excess is in storage, you can quickly see when you’re running low.

You can purchase stackable shelves if you feel like you need more surface area. They can be used in the freezer as well. Some people use Lazy Susans to have easier access to foods. When buying containers for leftovers, try to purchase clear containers. You will be able to see what is inside without having to take the container out and open it. Shelf liners can keep items from rolling around or falling out. 

Put taller items in the back so they do not block the view. Milk or juice may be the tallest items. Check the milk’s expiration date. The old smell test works well on milk! If it stinks or is lumpy, well, you know what to do.

Vegetables go in the crisper. Deli meats (last about 3-5 days after opened) and cheeses go in the deli drawer. You can buy “grocery green bags” that will keep produce fresh longer than the clear plastic bags or leaving vegetables loose. Check the cheese for mold. Harder cheeses tend to last longer. Wrapping cheese in tin foil is magical – it delays mold from forming. Raw meat, like a package of hamburger, should go on the bottom shelf. Generally speaking, the lowest shelf stays cooler than the upper shelves. The more perishable the food, the lower it should be. Speaking of temperatures, the refrigerator should be set for about 33-38° F. If food is above 40° for two hours or longer, it should be tossed.

Leftovers are a wonderful thing. Sometimes you just don’t feel like cooking, and having a meal of leftovers works fine. Most leftovers will be okay for 3-4 days. It is recommended that you reheat them at 325° F or higher to kill any bacteria. Maybe you can’t remember if the food is from Monday or Tuesday. Put dates on leftovers to help you. If there is no place to write the date, just write it on masking tape and stick the tape on the container.

After you finish with the refrigerator, it is on to the freezer. The temperature of the freezer should be no higher than 0° F to keep food as fresh as possible.

If you have a chest freezer, they are a bit of a pain to organize. You are forced to stack things on top of each other, and can end up digging around. Try to rotate the food and put the oldest things on top so you use everything before it goes bad.

Always freeze foods before the “sell by” date to ensure it will be okay to eat later. Raw meat will last 3-4 months, cooked meat 2-3 months. Raw chicken is good for about 9 months, cooked chicken about 4 months. Mark these items with dates too, this is especially important if you repackage the meat. Sometimes chicken will be on sale and you want to buy a big package of it. When you freeze it, you can divide it into amounts you will need for one meal. Put the chicken or meat in a freezer bag and mark the date on it. Soups and casseroles can be frozen and will last 2-3 months. They can be placed in clear containers or freezer bags. Frozen dinners can stay in the freezer 3-4 months. When putting anything in freezer bags, try to squeeze out as much air as possible to avoid freezer burn. Containers stack a lot better than freezer bags, but there will be more air in them. If freezer bags are made as flat as possible before they are frozen, they can be stacked too.

Frozen cakes, cookies, brownies, and other desserts can be frozen. It is much easier to individually wrap one portion of each and store them in labeled gallon freezer bags. They will thaw quicker that way. And, you are only thawing what you need.

Organizing the refrigerator regularly is ideal. Clearing out food that is past its prime is best done the night before trash day so it doesn’t sit outside in the garbage inviting wildlife to come for a snack.

Inbox Intervention

The great thing about email is that it is instant. If you wait days and days before you answer the mail, it removes the best thing about email. By keeping your inbox free of clutter, you will quickly discover that it is easier to get to the important messages and answer them on a timely basis while weeding out the unnecessary junk.

The first step is to set up some folders. If you do not know how to set up folders, there is a “help” menu with instructions in whatever email system you use. These folders will be in your inbox and will act just like paper folders in a file cabinet. You can sort and file away messages and reduce your inbox clutter.

If you set aside a few minutes each day to clear out your inbox, checking your email will be a lot less stressful. Set up an appointment on your calendar to do this each day. Try doing this towards the beginning of each day.

Set up a file for each child, your mom, newsletters, school, online purchases, work items, etc. as you need them. Avoid printing out a lot of emails. It is a waste of paper, especially when you can either save the photos, other attachments or text elsewhere on the computer for future reference.

If you have copied multiple people on your outgoing message, every time someone responds and hits “reply all” you will see all of the incoming messages. You do not need to keep all of those. If there is a long conversation going back and forth between you and one person, only keep the most recent as it generally has the entire conversation within the email.

Spam and junk mail... Just saying it, can anger people. Most people get boatloads of junk email every single day. Go through and delete those right away. Legally, the companies spamming you must have an “unsubscribe” statement at the end of the email. You can unsubscribe to these companies individually, or give unsubscribe.com a try. They are dedicated to help eradicate unwanted junk email. Unfortunately, some spam is impossible to stop. If that happens, you can set up your email to either block that particular sender, or put their messages immediately into the trash folder.

If you make purchases online, and most of us do, you will get emails from those companies. Put all receipts, confirmations and shipping emails in a folder you set up for online purchases. As you check out when making your purchase, there is generally a box (they automatically check “yes” for you) asking if you want to receive offers, ads and even newsletters from them. This is a way to get you to keep coming back to buy things. By un-checking the box when you make your purchase, you will cut down on mailings from them.

All of your emails can be divided by the 4 Ds of decision making: DELETE IT, DO IT, DELEGATE IT, DEFER IT.

Loads of emails can be discarded once they have been read. These include the amusing jokes, stories and funny pictures that constantly circulate. Does the message relate to something current? No? DELETE it! Why keep information that doesn’t relate to your main focus? Does the message have information you can find elsewhere? Yes? Delete it. Does the message have information you may refer to in the next six months? No? Delete it. You can always save the information into a file on your computer if you think you will need it later.

Next, does the email require a task or response that can be done quickly? If so, DO it. If not, place the email in the appropriate folder for later.

If you can’t do the job quickly, is there someone else who can? This can be a tough one for some people, but DELEGATE if you can.

If all else fails, DEFER any action until later.

Everyone’s email has a limit to how much data can be stored. Depending on the mail server or system you use, the amount of space varies. If you have too many messages in your inbox, especially if they contain attachments like photos or other files, your inbox may quickly fill to capacity. Any emails you get at that point will be returned to the sender. You do not want to miss important messages.

Once your email is sorted, deleted or tasks completed, you can go on about your day without that cluttered inbox haunting you all afternoon. You have the sense of accomplishment and a manageable inbox.