Time Space Organization

Spare Bedroom Zone

2012-02-02T17:47:00.000-08:00

February is the month I organize and declutter my spare bedroom. This past year I did major redecorating in this room with the assistance of organizer Tami Puckett of Mindful Redesign - http://mindfulredesign.com. She helped make this room reflect my interest in travel while making it inviting to my guests.

Spare bedrooms often have multiple functions. My spare bedroom stores offseason and less frequently used clothes, wrapping paper and gift accessories, memorabilia, household accessories, overflow storage for archival files and office supplies, and is a place for guests to enjoy.

My zones are well defined in that room and everything is behind closed closet doors or in drawers. My challenge for this month is finding a home for all the extra office files that I have dumped into this room while clearing space in my office zone last month. It seems like each year I need a little more closet space for my office overflow and I think that this year I have maxed out that space. That means that I need to look long and hard at what I am already storing and let some of those items go. A serious purge needs to happen. Then I will have room for the more recent overflow from my office.

Throughout this month, I will tackle one wall a week and toss items and reorganize the items that remain so that at the end of the month, my spare room will again look inviting to guests and all storage items will be out of sight behind closed closet doors or drawers.

Jonda S. Beattie
Professional Organizer

Tweaking the Zone Plan

2012-01-26T16:56:00.000-08:00

You have set your intention for the year with your zone plan and it looks great and doable. Then life happens. In my case, this past month, I got sick. I lost a couple of weeks where I was just in survival mode. This month the zone to work on for me is the office. What to do?

There are several choices.

Put in a whole day set aside just to w0rk in the office.
Let this zone bleed into the next month.
Let it go and just move on to the next month's zone because I know I did this zone well last year and will do it well again next year.

Because the office zone is very important to my business and part of this zone is setting up my files for the next year, I am opting to do the first choice. What I can't get done in the one whole day may bleed into the next month.

If this happened when working in my master bedroom, I would be inclined to go with the third choice.

The point is that the Zone Plan is just that - a plan - an intention. The goal is to touch everything in my house by the end of the year. But it is a continuous loop. I will start over again next year. I am not worried about perfection.

My goals are:

Know what is in my home and in each zone.
Know what is still important to me in each zone and to let go of what I know longer need or love.
Check into each zone and see if it still matches my vision
Open up spaces and allow for flow.

Now that I have made my decision on how to handle my setback, I feel invigorated and ready to move on.

Jonda S. Beattie
Professional Organizer

When You Make a Mistake - Man Up!

2012-01-19T17:55:00.000-08:00

Everyone makes mistakes. If you are in a business serving people or working with people, at some time you are going to make a mistake.

Man up! Own up! As soon as you see the mistake or realize there has been a misunderstanding, get it straightened out. Correct it if you can, pay for it if you can't, apologize, tell your story without making excuses. Then move on.

I have broken the frame on a mirror, misfiled a set of papers, misspelled a label (OK, more than once there), put an item where a client couldn't find it. As soon as the mistake was noticed either by me (the mirror was obvious) or the client (where did you put it?) the situation was straightened out. I don't feel I have ever lost a client because of this.

Vendors working for me have hung a cabinet upside down, poked a hole and put in a faucet in a location different from where I wanted it, broken items in my home. It was always straightened out because communication happened and all was made clear and whenever possible, mistakes were fixed. I have always had that vendor back because I like their work and I trust them.

We want to be remembered as someone who makes good if mistakes happen. None of us want to be remembered as the captain who abandoned the cruise liner Costa Concordia.

Jonda S. Beattie
Professional Organizer

Early Tax Preparation

2012-01-12T14:02:00.000-08:00

Paper clutter, when it comes to tax forms can cost you money. If you overlook deductions, contributions, or other chances to itemize, you can lose out. Already you are receiving W-2s, 1099s and year end statements. Designate a folder for all of this incoming tax paperwork - I like to make mine red and it sits in the back of my files.
Whenever anything comes in that might relate to taxes I just drop it in that folder. At this point in time I don't bother categorizing what goes in there - I just make certain that it gets there.
All year round I place contributions and tax related papers in this folder. It might be the tax on my car tag or the house - in it goes.
I use a computerized bookkeeping system for my work, but it is also important that I have paper backup of what I have itemized there. If I bought a new computer and I entered it into my system, the IRS will not take my word for that. I'll need my receipt or the deduction will not be allowed.
I keep my business receipts in envelopes - one for each month of the year. This is my back-up if I am ever audited. Some people scan receipts into their computers for safe keeping and that is an acceptable method. Just back up your computer files in case it crashes (remember my computer deduction?).
Get on top of everything coming in now and as soon as you file for this end of year, set up that red tax file to start collecting all of your donations and tax related papers for the upcoming year. It will make the final crunch time so much less stressful.

Jonda S. Beattie
Professional Organizer

The Zone Plan - The Office

2012-01-05T13:35:00.001-08:00

There are many ways to organize a home. I have developed what I call the Zone Plan. I take my home and divide it into 10 zones. Each month except for July and December, when I take a breather, I work on organizing one of those zones.
January is my office zone.
During the year the office area tends to get overflowing. Conferences have been attended and the material from those conferences are stored in the office. New organizational books have been bought. Classes have been taken and the notes are filled in notebooks in my office. File drawers have gotten packed with receipts and folders from new clients. Now is the logical time to organize and clear out areas to allow for breathing space and new growth. I take the whole month to work on the office zone.
I divide my office into 4 parts and tackle one part a week. As my office has 4 walls, I use this as my way of dividing up the zone. Some walls are more time consuming than others. The desk/file cabinet wall will take much longer than the wall with the bench. I look at what else is going on during the week and put the larger task walls on the lighter weeks. I also try to attack the larger tasks early on in the month so that if I need to let some of that task bleed into the next week, it will still work.
I always start with my vision. How do I want my office to look and feel. I spend a lot of time here so I want my atmosphere to be light and welcoming. I want it set up so that paper flows and does not get stagnated on my desk or floor. I tweak my plan from last year, noting what worked and what did not work. The bin idea from last year for projects works well. A couple of shelves in my cabinet need their function reevaluated. I brainstorm what I want to do and then jump in.
As I work, I also clean and update my inventory. I have a new computer this year so that will need to be updated on my records.
By the end of the month, I will call whatever has been accomplished, "Good enough" and move on to the next zone.
I always celebrate by buying fresh flowers for the office desk.

Jonda S. Beattie
Professional Organizer

Organizing for the New Year - tips

2012-01-03T07:43:00.000-08:00

Ring in the New Year Better Organized: MyFoxATLANTA.com

Jonda S. Beattie
Professional Organizer

Be Calendar Ready for the New Year

2011-12-29T16:26:00.000-08:00

By now you probably already have your calendar purchased for the next year and have started recording meetings and "to dos." But before the new year really gets underway, take some serious time now to set up your calendar for the coming year.

Take your current calendar and go through it month by month. Record all of the birthdays and anniversaries into your new calendar. I like to do this in red so that it really pops out when the calendar page starts to get crowded with other items. If I plan to buy or send a gift or card, I also put in the calendar "buy gift" or "mail gift" a week or two before the actual event.

Now, go through your new calendar and record all standing appointments like that networking meeting you have every Wednesday morning or that Weight Watcher meeting every Thursday.

Take this planning a step further. Put in projects you are planning as well. I mark at the top of each month the zone I will be organizing for that month. I have Office Zone marked for January and Spare Bedroom Zone marked for February. I also list actions that I plan to do during that month. In January I plan to clean out my birdhouses. In February I have a note that the payment for my deposit box at the bank will be deducted from my account. I list when I plan to make doctor appointments and when I plan to renew my passport or driver's license. On the notes part of my calendar I record when I pay for charities or organizations. January shows that I plan to renew the Nature Conservancy and ASPCA. I also have recorded when professional dues need to be paid. I have found in past years that these notes are very helpful. When an agency starts to send me renewal notices (usually many months in advance) I can look at my calendar to determine when I really plan to write that check.

Now you are truly ready for what the new year is going to bring. Just keep that calendar maintained and up to date and don't forget to look at it daily.

Happy New Year!

Jonda S. Beattie
Professional Organizer

Winter Solstice

2011-12-22T11:30:00.000-08:00

As we do the last preparations for Christmas day, we may be rushing around quite a bit but let's take a few minutes to recognize the winter solstice. This is the beginning of winter and the return of the sun. The shortest day and the longest night of the year have passed. The days will now gradually begin to lengthen. This is the traditional time to celebrate the most important things in your life - family, friends, your home - and to look forward to a wonderful new year. Take time to light a candle. Have a hot drink and count your blessings. This is a celebration of rebirth as the sun grows stronger in the sky. Be blessed in this day.

Jonda S. Beattie
Professional Organizer

Harried Holidays

2011-12-15T17:06:00.000-08:00

It's almost Christmas! I look at the calendar and am at the same time excited and frantic. I am so looking forward to having my grown boys and spouse visiting. I am still looking forward to some parties, gatherings, and church events. I am enjoying the holiday foods and music.
But, whoa! A lot of things are still not done. The cards have not yet been mailed. One of the gifts I ordered is back ordered and may not make it on time. I still have more baking to do. The house is still in disarray from some recent events. No gifts have been wrapped.
Breathe.
I must remember my vision for the perfect holiday. How can I still make this happen? How do I deal with my schedule setbacks?
Breathe.
OK. The cards that are not finished can go in a bag with me in the car. When I need to sit and wait for an appointment I'll have them with me. I'll have moments here and there and if I just do a few each time, I'll make it.
Breathe.
The back ordered gift will not make it but I can cut out the picture from the catalog and put it in a card with the promise of the gift when it arrives. After all, it will not be his only gift.
Breathe.
Some baking may not get done and the most important items can be done next week.
Breathe.
The house can be tackled in small increments. It doesn't have to be perfect.
Breathe.
Sunday I 'll put on some music and wrap the gifts. It will be fun.
Breathe.
I plan to take time this weekend to see some friends and go to a church event. The holiday spirit will be there. By the time family arrives, all will be good. It doesn't have to be perfect. No one will care.
Breathe.
Enjoy your holidays!!!

Jonda S. Beattie
Professional Organizer

3 - 2 - 1 Blastoff! Merry Christmas!

2011-12-02T06:14:00.000-08:00

Wow! Christmas is coming up fast. Here are some quick holiday survival tips:

1. Keep your spending in check. Have a list and a budget. Keep tight reins on impulse spending.

2. Do not over commit. Have a family meeting and decide what events are going on the calendar - and be sure to write those events on the calendar.

3. Set priorities. You can't take advantage of all the opportunities for the season. Check in with your vision of a perfect holiday and choose wisely. Save some time just for you.

4. Make a list. Keep a master list of all you want to accomplish. Put holiday chores like baking, sending cards, and shopping on your calendar as well as the events you plan to attend. Don't just write the chore down, but also block out how much time you think the task will take. By looking at all of this on your calendar, it can save you from trying to commit to too much.

5. Combine errands. With your list in hand pre-plan your errands.

6. Delegate. Ask for help from family and friends or hire help for some chores.

7. Streamline and simplify. Eliminate all traditions you don't enjoy. Don't put out every decoration you own (remember they will all have to be packed up and put away later.)

8. Take care of your self. Rest, exercise, eat right, and treat yourself to something you love.

9. Donate. As you bring out holiday items and winter clothes or clean out your pantry, share your excess with a local charity.

10. Breathe. Enough said.

Enjoy this holiday season.

Jonda S. Beattie
Professional Organizer

Thanksgiving Thoughts

2011-11-18T04:38:00.000-08:00

Thanksgiving has long been a time to give thanks for a good harvest. It has been celebrated in times of plenty and times of need. Often extended families gather at the matriarch's house.

Today there are so many options on how to celebrate the day. In my family, the tradition has changed from going to grandmother's house, to going to mother's house, to going to a restaurant, and this year - going to my sister's house in Florida for a combination Thanksgiving/Family reunion. My sister has stated that this day is beginning to have the feeling of a flash mob as I think she is now beyond 30 to feed and sleep. Relatives are coming from as far away as Washington state and a few close family friends are also being included.

However you celebrate, it is a day to remember to give thanks and be grateful for all that has come your way.

What are you thankful for? For me the big 3 are family, friends, and good health.

Enjoy your holiday!

Jonda S. Beattie
Professional Organizer

Sending Holiday Cards - Joyfully!

2011-11-11T13:49:00.000-08:00

I love getting holiday cards! Each day I prance to the mailbox to see what came. I display my cards on my bookshelves.

Every year, almost 2 billion holiday cards are sent to bring warm holiday wishes to those we love. The custom of sending greeting cards can be traced back to the ancient Chinese, who exchanged good will messages to celebrate the New Year and to early Egyptians who ssent greetings on papyrus scrolls. So, this is not a new thing.

For me this is often the only time I connect with some of the people on my list. I catch up on a year's worth of happenings with this card exchange.

Sending out cards can be very time consuming and therefore add to our stress. So how can we make this tradition less stressful and more joyful?

Schedule time on your calendar to send out the cards. Do not try to do them all in one fell swoop. Instead, schedule multiple 45 minute blocks and set your timer.
prepare a basket with all the materials you need to send out your cards. Pull out this basket on your scheduled times. Fix a hot beverage. Listen to some music. Reflect on the people to whom you are sending the cards. Tailor the card to the recipient.
Write a line or two that is personal to the recipient unless they are friends you see often.
Have some extra cards available so that you can reciprocate all cards you receive.
Consider getting help from others in the family even if it is just putting on return addresses and stamps.
Plan to send early to ensure timely delivery. This is especially true for those cards going abroad.
Buy special stamps early. Count up what you think you will need so that you only have to make one trip to the post office to buy them.
If you just can't find the time before the holidays, you might consider sending out New Years cards.

Happy Holiday! I'll be looking for my card from you ;-}

Jonda S. Beattie
Professional Organizer

Attic Attack - Not Panic Attack

2011-11-07T07:11:00.000-08:00

It's that time of year again. You look into your attic or basement in preparation for getting out holiday decorations.
You look and .... you just want to close it up again and walk away. I mean, seriously, how much would it cost just to go out and buy all new decorations for this year?
OK. I get the picture. The storage area can be overwhelming. So, where to begin?
Begin with a vision and a plan. How do you want your attic/basement to look and function? What do you want to store in that space? Make a list of all the categories of items for this area. Look at the overall layout of your space. Think how you could divide this space into zones. When you set up the zones, it will help you to place items rather than just tossing them into any available space and often blocking the paths to the back of the storage area. Zones also help you to find items when you go looking for them.

Some possible zones:

Holiday storage
Archival paperwork
Furniture/accessories you are not using but plan to keep
Household items used seasonally - ie. fans/humidifiers/space heaters
Off season clothes
Sports equipment
Memorabilia like baby clothes or old toys

Now that you have a brainstorm list, make an actual plan with times on your calendar to implement your plan. You don't have to do this all in one day.
Put signs around your space designating the different zones. Then start matching up items to signs. Negotiate help from others in the family.
Put frequently accessed zones nearest the entrance and storage zones to the back. Use labeled containers to hold items. Purge as you go. If something has gotten damaged or no longer looks like something you still want or love, let it go now. Free up space for the important items. When you get to that archival paper, make a date to review it and see what has been held long enough and can now be trashed or shredded.
Plan a reward for yourself when this task is complete! You will feel so much lighter when this is accomplished and next year when this zone rolls around again, it will not be nearly so difficult.

Jonda S. Beattie
Professional Organizer

Preparing for Holiday Cooking: Organizing the Pantry

2011-10-31T06:06:00.000-07:00

This time of year is great for organizing the pantry. It gives you a chance to organize your food items to see what is on hand for the increased cooking that comes with the holidays. The purging of unneeded items as well as organizing what you are keeping will open up space for the extra items you bring in for special holiday dishes.

It doesn't matter if you have a very small pantry of only a few shelves or a large walk in pantry, after a year things will have gotten out of order and need organization.

Organize your pantry like a grocery store. Have all pastas and grains in one area. Put all canned goods in another area, separating vegetables, fruit, soups, etc. If you have more than one can of green beans or tomato soup, put the newer cans behind the older cans in order to keep rotating your food. While going through the process of organizing the cans and condiments, take a look at expiration or "best used by" dates. Discard cans that are past their expiration date and donate cans of items you bought some time ago but have no plan of using soon. This will open up your shelves for holiday shopping.

Think before you stock up on large quantities on a sale. Will you really use all those cans before they expire? Do you have space to store the cans in a usable manner? Are you saving enough money or time shopping by buying in bulk to make up for the inconvenience of cramming your shelves or having to look elsewhere to store the extras? Next year will you find 10 cans of pumpkin in the garage along with the 20 rolls of paper towels?

Once organized, you will be surprised at how much space you now have for your holiday shopping.

Jonda S. Beattie
Professional Organizer

Surviving the Holidaze

2011-10-14T15:32:00.000-07:00

Is it possible for your holidays to feel peaceful and stress free? To capture that Norman Rockwell feeling?
Thanksgiving is marketed before Halloween. Christmas ads show up way before Thanksgiving. New Year's Eve champagne party ads collide with Christmas carols. And Kwanzaa and Chanukah wedge their ads in between, over and under the big 3 - Turkey Day, Santa Clause, and the crashing crystal ball over Times Square. This overlapping of holiday marketing drives our spirit to tears.
The holidays become a time of long "to do" lists, overcommitment, overbuying, overeating, and sleep deprivation.

How do we skip this Holiday stress?

Have a clear vision of what you want for your holidays - no, really, imagine exactly what your perfect holiday would look like and feel like.
Discover the visions of other members of your family - they are probably different from yours.
Have a family meeting and write down every one's goals - compromise - then put agreed events on the calendar.
Put not only events on the calendar but also all projects like decorating, shopping, baking, and sending out cards.
If the calendar looks overwhelming - again communicate and delete some items. Leave some empty space for the unexpected and some time just to enjoy your home.
Follow the plan on your calendar but don't let the calendar rule you. You can change items. Remain flexible.

The most important idea here is that you need to know what you want and plan for it to happen. This can greatly reduce your holiday stress.

Happy Holidays to you all!

Jonda S. Beattie
Professional Organizer

Organizing the Kitchen Zone

2011-10-06T18:50:00.000-07:00

If you are following the zone plan, October is a great month to organize your kitchen for a couple of reasons. First, you will soon be in that kitchen a lot preparing foods for the holidays. How much easier this will be if everything is organized and at your fingertips. Secondly, this is a time for many canned food drives so while you are in there cleaning out your pantry, find foods that you have bought and not used (but have not expired) and pass them on to a charity.

You will also have zones within your kitchen. There will be a cooking zone, a food preparation zone, a dishes zone, a food storage zone, and a food serving zone.

The cooking zone includes the stove, oven and microwave as well as your pots, pans, bake-ware, and cooking utensils. As yourself when organizing in this zone if your lifestyle has changed. Are you still holding on to items just because you once used them? Are you doing as much baking as you once did? Are you still using the big pots and the roaster? If the answer is "Yes, but I only use them seasonally." then store these seldom used items with the seasonal decorations and clear up space in your kitchen for day to day food preparation.

The food preparation zone includes the refrigerator as well as cutting boards, knives, mixing bowls, spices, mixers, blenders and measuring cups/spoons. As you sort like items together, continue to get rid of multiples and items you are no longer using. When organizing your refrigerator, set up zones there as well. Have a diary zone, a snack zone, a leftover zone, a fresh produce zone or whatever fits your life style. Having zones in your fridge helps you save money, time, and make the best use of your space.

Your dishes zone will include your sink and dishwasher as well as your dishes, bowls, mugs, glasses and flatware. Keep the items you use most frequently on the easiest to access shelves. Get rid of cracked, broken, or no longer used items.

Your food storage zone is the area you use as a pantry. Donate foods that have been hanging around and not used. Toss out expired items. Group your foods into categories the same as a store might. Have all soups together, pasta together, and group vegetables with vegetables, and fruit with fruit. This helps you see what you have and keeps you from losing items on the back of the shelf.

Your food serving zone may be partly in a dining area as it includes placemats, napkins, trivets, and large serving pieces. As you organize these items give away or toss unwanted or unused pieces.

Now your kitchen should feel less crowded and you will enjoy using it to prepare your holiday treats.

Jonda S. Beattie
Professional Organizer

To Do Lists

2011-09-29T18:29:00.000-07:00

How do you manage your "to do" lists? As I work with clients, I see a variety of tactics. Some people have the little sticky notes or small pieces of paper everywhere. Others have small lists on envelopes, sheets of paper, or anything handy. Some keep running lists in a notebook. Others have lists on their computer or in their calendars. Almost everyone, including me, gets frustrated by the unfinished lists of "to dos."

I often help clients set up action files or folders for their "to do" items. Usually we set up two folders. One folder is for items that need to be done very soon and the other one is for items that are not so urgent. The trick is that sometimes there are important but not urgent items in the second folder that work their way up to "need to be done very soon" and if that second folder is not monitored, those items can get missed. I am beginning to think there should also be a third folder for things we would like to do someday but that aren't essential at this time. This could be more like a bucket list or dream folder.

For immediate "to do" items, I encourage putting only one item on an index card or paper. Place these papers in the folder. Don't worry about forgetting the tasks when the papers go into the folder because the crucial time related tasks should also be recorded on your calendar. When a task is complete, that paper can be thrown away. ( I have one client who likes to put her completed tasks in a jar to see how much she has accomplished!) For the other folder, you can either use single sheets or lists.

Now, here is the important part. Once a week - it could be a Friday or Sunday evening or a Monday morning, items should be taken from that "Urgent To Do" folder and actually scheduled on the calendar. I recommend scheduling 3 major things each day to accomplish that will move you toward your goals. When I try for more than 3 big things, I usually run into grief from over-scheduling. At least once a week, the secondary "To Do" folder should be reviewed. Schedule a couple of items from this folder if possible. At the very least, be aware of what is lurking in that folder.

Now, everyday when you open your calendar, the important "to dos" are already scheduled. At the end of the day, if an item did not get done, because life can intervene with the best of schedules, go ahead and move it to another slot immediately.

No system is perfect. I'd love to hear what has worked for you.

Jonda S. Beattie
Professional Organizer

Project Meltdowns

2011-09-22T14:19:00.000-07:00

It is very discouraging at times when you really want to complete an organizational project and it just isn't going the way you plan.
Sometimes it is just that life has become more complicated. Or perhaps this project is taking a lot longer than you thought it would. You feel so discouraged and are tempted to just give it up.
We all know that change is hard. We also realize that the disorganization in our life didn't happen overnight and neither will the change.
When this meltdown happens, it is really important to go back to your original vision and ask some questions.

Why did I want this project done in the first place?
Is my vision for the end result still true?
Is it worth the effort?
Do I need to rework my timeline and expectations?

Maybe you are trying to do too much too fast. Life does need to go on while you are working on this vision.
List all the things you have accomplished so far. Focus on this instead of what has not yet been accomplished.
Think about breaking some of the tasks into even smaller parts and reworking your timeline.
Check to see that old habits aren't slipping back and slowing the progress.
Reward yourself often as you move through the project.

"Motivation is what gets you started. Habit is what keeps you going." - Jim Rohn, speaker and author

For more insights, check out the chapter "Roadblocks and Setbacks" in my book From Vision to Victory: A Workbook For Finding a Simple Path to an Organized Home.
The book is available on my website - www.timespaceorg.com

Jonda S. Beattie
Professional Organizer

Quick! Where does it go?

2011-09-15T13:08:00.000-07:00

Sit back and look at your desk top. If it looks like mine right now, it would make a good "before" picture.
Daily it is a struggle to conquer the mess on the desk. Yes, I know and I preach that every task should be put away before the next one begins. And often I do just that but sometimes ........
I have action files and that does make clearing my desk much easier when it does look like this.
Everyone's action files or desktop files may have different headings.
Mine are:

Read
File
Do
Pay
Pending/waiting for
Communicate

I also have my calendar, project bins, a trash can, and a shred box in the office.
So here is what I recommend. Set the timer for 15 minutes and put every thing on your desk in the correct spot.
Now what might be on a desk and where might it go? Always think what will be the first action with that item.

note scribbled on post-it note from last phone call - File
client info about rescheduling a session- calendar then File
notice of a committee meeting - calendar then Project bin
info on upcoming workshop I might want to attend - calendar then Pending
invite to a party - calendar then Pending
ideas for newsletter - File
phone message from auto shop - Communicate
notes from potential clients - Pending
ideas for an article - Do
solicitation for a new credit card - Shred
credit card bill - Pay
article pulled from magazine - Read
CD from workshop - Read (yeah I know, but that's where I would put it)

Now the desk is clear. I don't need to worry about forgetting items because all crucial items were first posted in my calendar.

What is on your desk? Quick! Where does it go?

Jonda S. Beattie
Professional Organizer

Decatur Book Festival

2011-09-09T06:45:00.000-07:00

Last weekend was the Decatur Book Festival. This is one of my favorite yearly events in Decatur. Judith Kolberg, Diane Quintana, and I had a booth that offered organizational help, book coaching, and of course a chance to buy our books.
Judith, Diane, and I also had an opportunity to do a book signing at the booth of Eagle Eye Book Shop. Eagle Eye is so supporting of the local authors. They also carry our books year round.
I also enjoyed chatting with all the people who stopped by our booth to buy our books, look at our before/after pictures, share their organizational challenges or victories, talk about book ideas , or ask questions about the local NAPO (National Association of Professional Organizers) group. It was great to see and reconnect with people that I know and to meet new people who may become friends, clients, or colleagues.
It was also fun to visit the other booths. It is exciting to see the diversity of books and services that are offered. I also revel in all that good food and good food smells, the sound of people enjoying themselves, and the children's parades.
If you missed the opportunity this year to go to the festival, there is always next year. I am already looking forward to it.
If you missed the opportunity to buy our books they are available not only at Eagle eye but also at Squall Press -www.squallpress.net. My book is also available on my website - www.timespaceorg.com.

Jonda S. Beattie
Professional Organizer

Workshop/Garage Zone

2011-09-01T13:29:00.000-07:00

If you follow the zone plan of organizing one area of your home every month, September is a great month to tackle the garage or workshop area. It's getting a little cooler. It's time to think about putting away summer equipment and evaluating your current zone placements.
Start by listing all the zones this area has. Some possibilities might include yard/garden storage; tools and workshop area; storage of home repair projects; recycling center; storage of extra household purchases like paper towels, cleaning materials, or soft drinks; storage of items for outdoor entertainment; sports equipment storage; and if it is your garage, maybe even a zone for parking your car!
Next envision where to logically place these zones. For items that you use regularly, you will want your zones near the entrance. I want my bike near the front entrance for example. On the left side of my workshop one wall is all gardening/lawn equipment with the lawn mower near the entrance.
As you group your items together, look for containers that can hold your smaller items. All seed packets go in a clear shoebox or all gardening gloves in a basket or all small gardening tools store together in one container with a handle.
Utilize shelves, pegboard, and hooks to keep items off the floor. Don't stack items on top of each other because, for sure, you are going to want what is on the bottom. Keep wide walkways so that it is easy to access every zone, otherwise you will wind up just dropping items at the entrance instead of walking back and placing them in the proper zone.
Now grab a big black trash bag and purge in every area. Goodbye to old seeds, dried paint, gloves with holes, rusty nails. Use your broom and duster to clear away the heavy dirt and cobwebs as you go.
Once you are finished with this zone, reward yourself. Admire your clean, organized space. Now hop on that bike and ride up to the coffee shop!

Jonda S. Beattie
Professional Organizer

A Raft on Your Back

2011-08-25T13:22:00.000-07:00

At our last NAPO conference in San Diego, Julie Morgenstern was the keynote speaker. I deeply admire this woman. Her book Organizing from the Inside Out was my primer when I first started organizing and I still refer to it regularly.
Julie told a story as part of her presentation that I would like to share.
A traveler comes across a swollen river that he needs to cross but the current is too strong for swimming. He builds a raft that carries him safely over. On arrival at the far bank he picks up the raft and carries it on his back for the rest of his life in case he has to cross another swollen river.
Let's look to see what we are still doing and keeping that which served us once but is no longer appropriate and yet we hang on to "just in case."
Our fears, our coping strategies, our attitudes, and what possessions we hang on to need to be reevaluated.
Julie went on to remind us to "let something go." She uses her acronym SHED
S - Separate the treasures
H - Heave the trash
E - Embrace your identity
D - Drive yourself forward

So what are we all carrying that was important but is not important now? what are we keeping "just in case"?

The reason Julie's presentation came to mind is that I have just learned she is presenting some workshops in October. If you are an organizer and are interested check out- www.juliemorgenstern.com/Organizing_institute.php, or call 212.586.8084

Jonda S. Beattie

Professional Organizer

Death and Digital Assets

2011-08-19T06:33:00.000-07:00

If I kick up my heels tomorrow on 285, what happens to all my emails, online accounts, documents, pictures, blog, website and all the other goodies on my computer or in the clouds?
Who knows all that I have and where it is stored? Who knows my passwords to open these accounts?
If I don't make plans for the disposition of my digital assets, my sons will have to deal with time-consuming and expensive searches to find them - if indeed they even know what to look for.
Integras Partners (http://www.integraspartners.com/) has given some guidelines. Domain names, once registered, become my personal property and my websites and blog content are mine. These would be transferable to my heirs (through my will). But, email accounts, Facebook, twitter, eBay or PayPal may not be classified as my property as I am merely given a license when I agree to terms of service. Some sites, such as YouTube will allow people with legal power of attorney to access my accounts. Other sites such as Facebook, will put my accounts into a "memorial state." Many sites will terminate and permanently delete my accounts upon notification of my death. Integras Partners strongly suggests that I read and understand all terms of service and make any legal arrangements so that my heirs can access my accounts.
So what should I do now?
According to Integras Partners, I should consider including my cyber assets in my estate plan.

Identify my cyber assets.
Understand which assets are transferable and which are not.
Inventory my cyber assets - note where they are located, how they are accessed, what I want to happen to them and who will be responsible for carrying out my wishes. The inventory should be referred to in my will but not included in the will as wills become public.
Include specific bequests of valuable cyber assets and execute powers of attorney for those accounts that require it.

Sounds like a lot to think about. Not wanting to tempt fate, I'd better get started on it.

Jonda S. Beattie
Professional Organizer

Boring Maintenace

2011-08-12T06:41:00.000-07:00

Yeah! You've organized and set up your office space (closet, kitchen, garage - you name it) and you love it! You just want to stand in the doorway and admire it.
A week or two later, you stand in that same doorway and wonder what catastrophic event happened and could it be declared a disaster zone. Well, what probably didn't happen was following a maintenance plan.
You clean your kitchen, do your laundry, tend a garden, cook meals, and pay your bills over and over again. All of these tasks are necessary maintenance tasks. Likewise, it is also true of any organizational project, certain tasks must be done over and over again to keep the area organized.
Part of any organizational project should be to set up this maintenance plan. Checklists are a great help. Set up a daily, weekly, monthly, yearly checklist to match the area. I know this seems like such a boring tasks and takes time, but think back on how much time it took to get the project completed to begins with. After a while the maintenance gets to be routine - just like showering or brushing your teeth.
If you have difficulty setting up a maintenance plan you can ask for help (wink, nudge) or you can look up existing lists ( check out http://listplanit.com/) and modify them for your own circumstance.
If even with the maintenance, you have one area that just stays out of control, go back and do an analysis. You may need to make a major shift in your system to get this area under control. No sense trying over and over again to maintain something that is almost impossible to maintain.
Now go back to that doorway again and admire that lovely office.

Jonda S. Beattie
Professional Organizer

Taming the Laundry Zone

2011-08-05T09:48:00.001-07:00

August is a good month to organize the laundry area. Vacation is over and the laundry has stacked up since return. Team practices have begun and caused extra laundry. Your laundry zone may be bursting at the seams!
Laundry zones can be located almost anywhere in a home. I can remember my mother's was in the basement and even had a laundry chute where clothes could be dropped from either level of the house and land in an open laundry basket. (I believe a cat or two also got a laundry chute ride as well.) My laundry area is in a small room off my living room that was once a porch. If you look at the picture, you can see my dryer is just a drying rack. My handy husband enclosed the area so when it is not in use, it is not seen. Wherever your area, utilize every square inch. Shelves can be added to give extra storage space. Make sure the area is well lit.
You'll want your laundry soap, dryer sheets, stain removers, sponges, and scrubbing brushes near your washer. If you buy your detergent in large containers, transfer some into smaller containers that are easier to handle and will less likely be spilled. Post a stain-removal chart on the wall.
Counter space is helpful for laying out items to treat or a place to fold clothes. I use a small table that is in the adjacent area. If you have room, you might buy a small table for your area.
A bar or bracket to hang hangers for shirts taken out of the dryer is useful. It does not have to be large but just enough to hold what would come out of one load (because, of course, you are going to immediately put them away ;-} )
Even if you have a dryer, a drying rack hung on the wall is handy for drying items you don't want to toss in the dryer. Have a container handy for tossing in the items you find in pockets or loose buttons. If possible, have your ironing board, iron, and water or starch spray bottles in this location.
A stack of colored laundry baskets is a handy way to sort clean clothes for each member of the family and for one for the bath/bed linens. When the laundry is taken out of the dryer and folded, immediately put it in the correct basket. Each family member can pick up their baskets, put their clothes away, and return the basket.
Have dirty clothes stay in the various clothes hampers in bedrooms or bathrooms until you are ready to do the laundry. That keeps the laundry area from accumulating heaps and mound of dirty laundry (which cats also love to hide in).

I would love to hear about any laundry zone tips you have tried.

Jonda S. Beattie
Professional Organizer

The Magic Suitcase - Less is truly more!

2011-08-01T14:49:00.000-07:00

A true story:
Once long ago and far away in the structure of military land, there was as Army wife. She was dutiful, responsible, took care of the cleaning, cooking, mending, the schedules of her children, and was willing to more to any location the Army needed them. Life was filled to the brim ....with things to do. Life was so full of deadlines and interruptions. Except!!! ...when the family had to move.
Each family member was allowed one suitcase to pack. My suitcase was special. In my suitcase I only used my clothes to wrap and pack all the necessary items for our family's survival during the span of time from the day the moving van took our household abundance and the day the van delivered all that responsibility to the new place.
The first time I packed that suitcase it took several days of thought and decision...as if I were working a jigsaw puzzle where the only clue for fitting was the dimension of the suitcase. But after the first move, I had the absolute necessities down to a science. I always packed my favorite coffee mug last and took it out first.
With that minimal suitcase and a virtually empty house at my new destination, I was on vacation. I had no big household responsibilities. no real cleaning, no putting away, cooking was like camping. My time was my own. The children and I would explore the new environment - the zoo, the stores, the parks, the local attractions.
But when the van arrived I always came back from my vacation, put on my apron and rubber gloves, scooped up the dustpan and broom and went back to work with all the responsibility that come with belongings. I was back to normalcy.
This story is a snapshot of an extreme definition of downsizing.
Simply put, downsizing is merely getting rid of what you don't need in a given set of circumstances.
I dearly loved that suitcase. It simplified my life for the span of time our belongings were en route. It became a symbol of freedom for me. It took me years and years to realize WHY that suitcase was so precious to me. It took me a long time to realize that the more things I had, the less time and money I had.
I am a much happier person since I have started downsizing and to me downsizing is a continual process.
Less stuff=less mess=less stress.

Jonda S. Beattie
Professional Organizer

Organizing Memorabilia

2011-07-29T07:01:00.000-07:00

Almost everyone has memorabilia of some sort. Memorabilia is a broad category and might include pictures, posters, letters, journals, ticket stubs, knickknacks picked up on vacation, or other items that have a deep meaning.
Sometimes we keep items because they had a meaning when we acquired them or we loved them at one time but time has now caused those items to be just there and taking up space. The deep meaning has disappeared. Sometimes we start to collect something that has meaning and then others hop on the bandwagon and gift you with similar items. Now you have a large collection that has lost its meaning. For example, if you collected a few demitasse spoons from countries you visited on a European tour many years ago - then friends gifted you with more spoons to help you "complete" your collection, now the whole collection has now become something that just takes up space and has lost its original meaning.
As you decide to organize your memorabilia, first ask some questions. Does this item still stir my heart or capture an important event? Do I need 10 items that capture that important event? Am I saving these items for posterity or myself? If I am saving items for the family, do they really want them or will they become a burden to them? If I am saving them for myself, do I plan to look at them on a regular basis or do I just want to keep them?
If you are saving items for posterity, make certain that the items are well labeled. Paper items like posters, photographs, and letters should be kept in acid free frames or containers and protected from direct light. Both paper and textile memorabilia must be kept dry and protected from bugs and rodents. Create a digital record of the items you are storing.
If you are saving items just for you, decide if you want them tucked away to pull out occasionally or if you want them on display or at least very assessable. Pictures can be placed into containers and just divided by years, events, or family members. They can also be placed into scrapbooks and placed in the main living area so all can look at and enjoy them. Other knickknacks or larger items can be stored in plastic tubs if tucked away or in attractive baskets or containers if you want them easily available.
If you are keeping journals or diaries, ask yourself if you want these saved forever. Do you want your ancestors reading them? A lot of local history comes form old journals but just give it some thought.
If you are truly organizing your memorabilia and just have the items you truly love, be sure to honor the items. A collapsed cardboard box in the attic or basement shows that these items are not loved and honored.
If you are using my zone plan, then wherever you place your memorabilia, you will revisit it and look through it at least once a year. This can give you a chance to reevaluate what you keep and do a finer sort and categorization . Don't get hung up on making it perfect on the first sort. The memorabilia should be for your pleasure - not a burden.
I would love to hear from others on how they organize their memorabilia.

Jonda S. Beattie
Professional Organizer

Zoning Your Office

2011-07-22T14:21:00.000-07:00

Zoning your office can increase your efficiency. Organizing your office so that you have needed items at your fingertips can minimize the stress and frustration of not knowing where to locate that needed item immediately when you need it.
I recommend dividing your "office" into 4 zones. Some of the actual zones may not be in the same area as where you do your day in and day out work.

Zone 1: This is the zone that is right at your finger tips. You should be able to reach items in this zone without leaving your desk. In this zone you place the items you use everyday. Depending on what you do, a partial list could include:

computer
printer
phone
timer
pens/pencils
business cards
stapler
action files
current client files

Zone 2: This zone is close and accessibly. In this zone you place items you use weekly or at least often. A partial list might include:

reference books
3 hole punch
extra paper for computer
label maker
extra file folders
manuals
file cabinet

Zone 3: This zone can be farther away and even in another room. In this zone you place items rarely needed. The list might include:

extra office supplies
extra business cards/marketing material
reference files
older client files
inspirational files
items needed for presentations or booths
rarely used references
last year's financing papers

Zone 4: This zone definitely should not be taking up any prime real estate. In this zone you place purely archival information. This list would mainly be old tax papers and very old client records. This could be in a basement or attic. Just make certain to clearly label the boxes.

Share with me how you zone your office for efficiency.

Jonda S. Beattie
Professional Organizer

Fear of Failure

2011-07-15T16:33:00.001-07:00

No one likes to fail. If we fail we must have made mistakes, done something stupid, weren't good enough, etc.
But, if we never fail - if we always make our goals, what does that say? If we never fail we must have had very easy, attainable goals, not stretched ourselves, and not achieved a fraction of what we are capable of doing.
People through time have learned only through mistakes. Failure gives us a chance to learn and improve.
Getting from where we are now to our ultimate vision requires some missteps. But, these mistakes give us a chance to grow and push our limits.
You have probably heard the story about Edison going through over 1,000 combinations of gas and filament before he developed a workng light bulb that would last. After the light bulb began to be distributed, the science editor of a well known national publication asked him how it felt to have failed so many times. Edison responded with the fact that he had succeeded in producing the incandescent bulb. When the editor persisted, Edison framed the problem of getting to a working light bulb as one that had over 1,000 steps along the way. Had he thought of each step along the way a yet another fialure, the light bulb might never have been developed.
What do we want out of life? What is our vision? Do we listen to what others tell us and what we tell ourselves about the risks necessary to move toward that vision? When we begin to grow and expand our goals, we are going to experience a learning curve and some failures along the way. Failure is just a part of the process of expanding our lives.
Let's dream large and move forward.

Jonda S. Beattie
Professional Organizer

Vacation Priorities

2011-07-09T13:48:00.000-07:00

I have been blessed to have a couple of vacations close together this summer. One thing I have learned is that taking a vacation from work is not the same thing as taking a vacation from self care and maintenance routines. I have been able to enjoy my time visiting with my family while still watching my diet, exercising even more than usual, and certainly getting more sleep than usual. I have also been able to continue to check in at Weight Watchers.

This doesn't happen by accident. I made plans and had my vision on how this was going to happen before I left home. I called my family and announced I was on Weight Watchers. I planned what food I carried with me on the trips so that I would be satisfied and not tempted to eat junk food. I held the intention to maintain healthy habits during my vacation while having a wonderful time with my family.

They, in turn, found a place for me to weigh in and were very supportive of my diet. They came up with outings that were interesting while providing exercise.

I came home from my vacations feeling refreshed and ready to tackle the real world again.

Jonda S. Beattie

Professional Organizer

Planning Kitchen Zones

2011-07-01T07:27:00.000-07:00

I was working this past week with a client who had just moved. It was a pleasure to be able to set up kitchen zones right from the beginning. One of the secrets to a neat and organized kitchen is to utilize zones. If your zones are working, you should not have a lot of kitchen clutter.

I look at 6 zones in the kitchen.

Food Preparation Zone - This is usually the largest zone in the kitchen. It is either between the sink and refrigerator or the sink and the oven. This is where you would have your cutting boards, knives, mixing bowls, spices, food wraps, mixers, blenders, and measuring cups/spoons.

Cooking Zone - This is near the oven and stove-top. This is where you would have pots, pans, cooking utensils, pot holders, bake ware, recipes, and cookbooks. Many people now get most of their recipe's on line and can let go of a lot of their cookbooks. However, they may have some family favorites they just want to hold on to. In this small efficient kitchen, we determined that her cookbooks would go a step or two away into the adjoining laundry room.

Daily Dishes Zone - This is close to the sink/dishwasher. You would have your daily dishes, bowls, mugs, glasses and flatware here. Flexibility is key. My client's sink/dishwasher were on an island that overlooked the living room and there were no overhead cabinets. She just turned around and used the cabinet on the other wall for her daily dishes and her special occasion dishes were stored in a cabinet above her refrigerator.

Food Serving Zone - This is near where you eat. You would have your placemats, napkins, trivets, and serving pieces near this zone. A nearby pantry could store these items. Some families who eat in an adjoining room store these items in that room.

Food Storage Zone - This would be the refrigerator and pantry. If you do not have a pantry, you would use a cabinet.

Cleaning Zone - This is usually under the sink. This is where you would store household cleaners, detergents, rubbish bags, sponges, and towels.

The real key is to be somewhat flexible with these zones depending on your kitchen layout and space. If clutter starts to accumulate in your kitchen, it is very likely your zones are not well laid out, so take some time and reevaluate. Every item should be close at hand for each type of task so it is easy to reach and easy to return to its home.

Jonda S. Beattie
Professional Organizer

Priorities

2011-06-24T07:41:00.000-07:00

Even when we know better, we can let our priorities get out of kilter. What seems to be urgent items, crowd out the important items in our life. We end up exhausted and anxious. The struggle with time management isn't usually cured by reading new techniques. We usually know what we should do. The exhaustion we feel from putting out all the fires has an impact on all areas of our life. We skip the morning exercise to squeeze a few more minutes answering emails. We put off eating until we are so tired and hungry, we grab anything. We don't go out Friday night because we just want to crash in bed.
So how do we refresh and restore our balance?
First we have to have that awareness that we are out of line. Falling asleep over the computer or during an evening teleclass is a clue. Putting on weight and beginning to feel more aches and pains could be another clue. Or perhaps friends have given up calling because you are always so busy.
Then we have to take some time with ourselves to go back and look at our life vision. What do we want to do with our life? How do we want to feel? Look at all the areas in your life - career, family, friends, health, intellectual, spiritual. Review your goals in each area.
Now, find activities that will help you get to your goals. Sometimes one activity or event can serve you on several levels. For example, this past week, I put my business aside and went to visit my sister in Spokane and went to my niece's wedding. This helped me work toward my goals in the family, friends, health, and spiritual areas. I came back so refreshed and my business did not fall apart. Moving forward I am planning other events to continue working on my goals - a week with my son and his wife, a personal business retreat, a vacation with a girl friend, a family reunion at Thanksgiving. On a weekly basis, I have scheduled exercise, social time, and joined weight watchers.
I hope to continue to create better habits with my time management in order to keep my priorities in line. I am scheduling the things I need to do - my everyday life activates. I am scheduling my work activities - and putting an end time on my days. I am scheduling at least one thing I want to do - dance, go out with a friend, take in a movie. I am looking at the commitments that are already made and on my calendar. I am scheduling time for my health - exercise, weight watchers, doctor appointments.

What are you doing to keep your life in balance?

Jonda S. Beattie
Professional Organizer

Party Preparations

2011-06-10T15:15:00.000-07:00

I enjoy putting together a special party for my friends during the month of July. Every year I think of a theme and then start my planning. This year the theme is celebration of good friends and good books. I have asked my guests to bring a book or two that they have enjoyed, tell why they enjoyed the book, and swap it out for a book that someone else brings.
My theme helps me get my vision of the party in my mind. I now know what I want my party to look like and how I want to feel at the party. I want my party to be casual, comfortable, and engaging. I want my guests and myself to feel relaxed and happy.
Next I brainstorm all the tasks I need to complete in order for this vision to come true. I start with my guest list. Then I plan my invitations and have them made. Other items on my list will include: address and send invites, plan dates to do extra yard work, get help with yard work, pressure wash my house and deck, freshen up lawn furniture, plan menu, prepare/order food/beverages, get help and put up tent, clean house, decorate, spray yard, last minute runs for items at store, get help putting out food/beverage stations. I know that my decorations will include books and that I will want a table for guests to put their books on when they arrive.
After I have brainstormed all I can think of that I need to do, I make a time-line. I call and see who can assist me when/where I need help. I post my time-line and check it off as I go. I allow some wiggle room - after all it might be raining when I plan to do yard work or the person who is going to help on a certain day finds they can't help then but can help later.
When the day of the party arrives, there is little to do except finish decorating, putting out food/beverages, and spraying the yard for bugs.
By breaking down the party project into small, manageable parts, and putting together a reasonable time-line, I make the party stress free.
When the guests come, I am ready to party too.

Jonda S. Beattie
Professional Organizer

Bathroom Zone

2011-06-03T15:37:00.000-07:00

If you are working on the zone plan, this is the month I have marked to work on bathrooms. I only have one small bathroom so I also include the hallway outside the bath and the linen closet. I spend one day working in the bathroom - the medicine cabinet and under the sink. I spend another day working on the linen closet, and a third day just finishing off the hall.
In each area define your zones. The medicine cabinet should contain what you use on a regular basis and need to have on hand. In my case that would include an electric razor and it's charger, deodorant, perfume, lotion, q-tips, cotton balls, comb & brush, a few ointments, band aids, toothpaste, dental floss, and eye drops. If my cabinet were larger, I would include Tylenol, Neosporin, alcohol, hydrogen peroxide, a thermometer, and NyQuil.
When sorting items in the medicine cabinet, throw out any old or expired items, samples you have had for months and not used and then group like items together ( band aids and Neosporin, toothpaste and floss).
My cabinet under the sink holds a roll of toilet paper, feminine products, cleaning products for the bathroom, a hair dryer and a curling iron. If you have more room you can add paper towels, extra toilet paper, extra soap, extra lotions, powder, or anything you use regularly.
My linen closet is also divided into zones. On the top shelf I have extra sheets, blankets, and pillows. On the next shelf I keep all my towels and facecloths. I only keep as many as will comfortably fit on that shelf. The next shelf holds makeup, lotions, soaps, box of q-tips, bag of cotton balls, and shoe polish. Below that are medicines, sunscreen, bug spray, large ace bandages, light bulbs, batteries, and vases. The floor holds the extra toilet paper and a box for give-aways.
In all areas, group like objects together. Small containers are great for hold the categories - one for medicines, one for soaps, one for lotions, etc. This makes it easier to find items and to keep up with your inventory. You can see when you have used up the last of something.
Because the bathroom is usually a small, very busy room, keep the unnecessary clutter to a minimum. Store duplicates of items elsewhere or in the back of a deep shelf and then always shop from that area before buying more of something from the store.
If you are working the zone plan, you will not be back doing an organizational plan in this zone for another year so be ruthless about throwing out old or unused items. You want this area to have some open space and you want to be able to get to items easily without reaching through 6 partial bottles of shampoo.

Jonda S. Beattie
Professional Organizer

Homeless Items in Your Home

2011-05-27T08:32:00.000-07:00

Do you have homeless items lurking in your home? Often when I am working in homes, I'll come across an item and ask, "Where does this go?" I'll get responses like: "Oh, it is used all over the home." or "I don't know - wherever." or "I don't know. Where do you think it should go?"
Even if items float, they should have a final resting place or home. That laptop or notebook can be used in any room, but when not in use, it should have a place to live. Where? Probably on a shelf close to where it is used most often or in a basket near the couch. The phone? When not on your person, it could be near the charger station. I drop mine in my purse ( I don't want to leave home without it). The keys? They can live in a basket or on a hook near the door. I have also had people place them in a bowl that is above eye level (they don't want walk-ins to know where the keys are kept). I keep mine on a hook that is always hooked to my purse. The purse or wallet is another item that is often just dropped down in different locations. Nothing really wrong with always dropping your purse on a certain chair, but it should have a place to go when you are cleaning up. A shelf or hook in the closet could work. Wherever you decide to house an item, it should be a logical place for you when looking for it.
Why do these items need homes? Saving time is one big reason. When cleaning a room, it is great to know exactly where to put each item. It really speeds up the cleaning process. Everyone in the home knows where to look for the item and you don't waste time looking for it either. Another reason is that you are more aware of your space. Having everything put away can show you that items are crowded in the space (maybe that's why item wasn't put away to begin with) and that a tossing session is due.
I would love to hear some of your ideas about where you house items that can often be homeless.

Jonda S. Beattie
Professional Organizer

Managing Your Communication Center

2011-05-20T13:54:00.000-07:00

Every home should have a communication center. Where you put the communication center is determined by your household. I am single and have my communication center in my office. Many of my clients have the communication center in the kitchen or an eating area just off the kitchen. I've also seen the center in a large mudroom where the family enters the home, a den, and a nook in the living room.
Communication centers are the place where all incoming and outgoing family information is processed. A large calendar is crucial to a family center. When my boys were at home, the rule was, "If it's not on the calendar, it's not happening!" Soccer games and practices, Scout meetings, parent/teacher conferences, church activities, doctor appointments, social events, etc. should be recorded for the whole family to see. A bulletin board for regular scheduled events and rosters is also a big help. Invitations can also be tacked to the board.
The communication center is also a good place for action folders. Action folders are simply folders that are labeled with the action needed for the papers inside the folder. Examples of the labels are: "To do", "To call", "To file", "To read", and "Waiting for." If you have children who often need forms filled out or permission slips signed you could also have a "To sign" folder.
Mail would also be brought to the communication center. Whoever brings in the mail might drop it into a landing basket where the adult in charge would sort it and either trash, shred, recycle or place the mail into the correct action folder.
The communication center should be user friendly for the whole family so there is no more "Mom, where is my permission slip?" or "Did you see the map for the next scout event?".
Maintenance is of key importance to keep the communication center functioning as it should. files should be looked into on a regular basis. Items on the bulletin board should be updated frequently.
I would love to hear some examples of how you use your communication center.

Jonda S. Beattie
Professional Organizer

Master Bedroom Zone

2011-05-13T11:26:00.001-07:00

If you are following along with the zone plan, this is a good month to organize and clean the master bedroom. As you work in this area, moving into the summer season, you can really evaluate all of your clothes to see if they still are what you love and what you need.
Start with your vision for this room. How do you want the room to look and how do you want to feel when you are in this area? I want my room to have a soothing, calming look. I like soft light yet enough light to read by. I want my clothes all to have designated places where I can get dressed easily in the morning but I don't see them.
I am allowing myself 3 weeks to organize this room. Recently I had some redecorating done to make the room feel more peaceful and intimate. Now it is my turn to get into the room with an action plan and make it work.
This week I will work on the wall with the closet and long dresser. I will empty them and sort all of my clothes. I will purge anything that no longer fits me, anything that is torn or stained, and anything I no longer love or need. I will take all off season clothes and move them to another location and pull in any summer clothes I have stored elsewhere. While the closet and dresser are empty, I will give them a good cleaning.
Next week I will work on the wall with the bed, window, two small tables as well as the wall to the left of the bed that has no furniture. I will also clean the fan that hangs above the bed. During this week I will evaluate all reading materials that have stacked up on the tables. If they have hung out there for a while and not been read, it is time to move them on out. I will also clean all the bed linens including the duvet cover and mattress pad.
The last week I will do the wall with the tall dresser and some art work. I will pull all the clothes out of that dresser and see what stays and what goes.
For my reward for finishing this project, I will go shopping with a friend to replace some of those tired items that I threw away. I will buy fresh flowers and just stand back and admire my peaceful, well-organized room.

Jonda S. Beattie
Professional Organizer

Moving Tips

2011-05-05T13:40:00.000-07:00

Moving can be exciting and overwhelming at the same time. It is great to envision the new home and environment. It is more than a little daunting to think of packing up everything and getting it to that new home.
When envisioning the new environment, take the time to think how you want your new home to look and feel. Now, walk around your current home. Are there items in your home that do not support that vision? This is the time to ruthlessly get rid of everything you no longer need, love, or doesn't support your vision. You certainly don't want to take the time or expense to pack items that you will dispose of at the other end.
When you have pared your possessions down to what you are going to move, take an inventory. Take pictures or videos of the rooms and put together a file of warranties, receipts and owner's manuals so that you can trouble shoot if something goes missing or is lost.
Also start a brightly colored folder or container to hold all information concerning this move. Use it to hold estimates, receipts, and your inventory. You may also want to use this same folder/container to put all vital records in as well as medical and school records. This folder will travel with you and not be packed.
Develop a timetable of things to do leading up to your move. Post it and check things off as you go along. You should start this timetable at least 2 months before the actual move date. One of the first items will be to select a mover or look into truck-rental prices.
Don't forget to list items like mailing change of address forms, notifying banks, insurance companies,credit card companies, and utilities, and having your car inspected and serviced. If you take medication, be sure you have enough to last a couple of weeks.
If you are using a rental truck, get it the evening before the move so you can take some time to familiarize yourself with the operation and handling of the truck. If you are using a moving company, on the day of the move make sure that the truck that shows up is from the moving company you hired. Scams do happen. Plan to be home the entire time it takes the movers to get you packed and loaded. Before the movers leave, sign and keep a copy of the mover's bill of landing/inventory list.
Enjoy your new home!

See my video for more information.

Jonda S. Beattie
Professional Organizer

Organizing the Creative Mind

2011-04-29T09:13:00.000-07:00

It is so much fun to be creative. We can come up with all of these wonderful ideas - how we cant redecorate our office, how we can streamline our time management system, how we can dig a pit and have a luau party. But often creative ideas just shrivel up due to lack of nourishment.
One of the NAPO conference sessions I attended was "20 Best Practices of Organizing the Creative Mind" by Scot Belsky. One of his premise was that impacts from creativity are a product - as in an equation.
Creativity X Organization = Impact
Impact is a product - not a sum.
100 great creative ideas times no organization = 0 impact
50 great creative ideas times 2 parts organization = impact of 100
Ideas don't just happen just because they are great. There are other forces at play (hint: I'm a professional organizer).
Good ideas should be shared. This helps build in accountability. You have a good idea. Put together an execution plan. Write up action steps. These steps can be delegated or sometimes immediately taken. If you are meeting with a group, capture your action steps at the end of the meeting. Look for other resources to help you along. Know your strengths and weaknesses. Build a village around you to help you see your ideas to fruition. You may need doers and even some naysayers or realists in your group.
I am a part of a goals group. We meet monthly and we share our wins from the past month and our goals for the upcoming month. This is my accountability. This is a trusted arena where I can take my creative dreams, sound them out, and put the dreams to action.
Scott is the author of Making Ideas Happen and the founder of the Behance Network and the Action Method. Check him out for more great ideas.

Jonda S. Beattie
Professional Organizer

Time Management Systems

2011-04-21T17:55:00.000-07:00

When you have trouble with your organization of time, you will probably also have difficulty with other types of organization. At our NAPO conference, Emily Wilska reviewed six time management systems. She has come to the conclusion that there is not one time management system that works for everyone and that often, it is a good idea to take ideas from several systems and make a system that works for you.
Very briefly I will highlight some of the "take aways" that I got from her presentation.

Getting Things Done (GTD)- This system can be a good one for people with ADD but is not a good system for procrastinators
Franklin Covey- good for people who want to take time to set goals and priorities for a balanced life but not good for people who have trouble prioritizing or with procrastination
The Now Habit- good for people stuck in procrastination and can be good for creative/right brain thinkers but is not good for linear thinkers or workaholics
Action Method- great for visual learners and creative/right brain thinkers and in many cases people with ADD but not good for procrastination or people who want a lot of structure
Pomodora Technique- great for linear and left brain thinkers and in some cases people with ADD but not good for people whose work consists of many small/short tasks or extensive or complex lists of tasks or for people who have trouble prioritizing
Do It Tomorrow - good for people who love structure and are good at estimating how long tasks take but not sot good for ADD or creative/right brain thinkers

So, I might take the goal setting section and balancing priorities from Franklin Covey, the idea of putting all committed times first on my calendar from The Now Habit, the action goals from the Action Method, and the use of a timer from the Pomodora Technique.
I like the idea of structuring my own plan and not feeling bad because I can't make a system that is out there work for me exactly. You might enjoy looking some of the plans up and seeing what would best work for you.

Jonda S. Beattie
Professional Organizer

Zone Plan - Breakfast Room/Mud Room

2011-04-14T13:39:00.000-07:00

This is the month I focus on my breakfast room. It is the back entrance to my home so for you it might be a mud room or any other small room in your home. I have just recently made some major changes to the look of this room. My motivation for the change was due to a shift in my life that led me to wanting to nourish myself and create more calm areas in my life. My vision was to develop an area in my home that was contemplative and peaceful. I pulled in help for re-purposing this room from Jenna Boyd of Elements of Harmony and my Feng Shui consultant - http://www.elementsofharmony.com; Tami Puckett of Mindful Redesign and my organizer/re-designer - http://mindfulredesign.com.; and Michael Carpenter my artist/carpenter/faux wall designer, etc. - http://mindfulredesign.com. We brainstormed how to make this project come true and then made a plan with a time-line. The implementation is now complete.
Far from my usual zone work, most of this was done by others. One area that is mine alone is the closet where all of my china/crystal/entertainment materials are housed. I will use the remainder of this month to clear out that area and purge all items I no longer need or love. My job will then be to develop the maintenance plan.
Each zone is best revisited once a year and the steps outlined in From Vision to Victory: A Workbook For Finding a Simple Path to an Organized Home, followed. One example of how this works is the process I followed for this room. This allows you to touch everything in your home once a year and make certain that you vision for each area is still holding true.

Jonda S. Beattie
Professional Organizer

NAPO conference

2011-03-31T12:42:00.000-07:00

Next week I will be attending the NAPO conference in San Diego. This will be my 5th conference. Before I head off to the conference I set goals for myself.
I want to learn about the latest trends and resources in the organizing industry. I plan to glean information from experts in the field that I can use to improve my services. I want to see the newest products and services offered in the industry. I hope to network with other organizers in different parts of the country. This will give me a chance to meet face to face with some organizers I have just chatted with or shared information with on Facebook. I will also have some social time with organizers from my own chapter.
I also plan to have some fun. I have never been to San Diego so I am going one day early in order to see the city. I hope to take a tour and learn more about the area.
When I return I will develop an action plan from this wonderful experience.

Jonda S. Beattie
Professional Organizer

Grab and Go Bag

2011-03-24T18:44:00.000-07:00

One never knows when a disaster might strike at home. Often it is very sudden and you only have minutes to get out. For my peace of mind I put together a Grab and Go Bag. I used the guide from Judith Kolberg's Organize for Disaster: Prepare Your Family and Home for any Natural or Unnatural Disaster.
While this took me a while to assemble, I sleep better nights knowing it is ready.
Some items in the kit have to do with safety and communication. I have a radio, flashlight with extra batteries, and a first aid kit. Very nearby is my purse, which will have my cellphone and charge cards.
Some items in the kit allow me to be able to survive outside for a while. I have food, a can opener, water, matches, blanket, plastic bags, plastic drop sheet, a Dopp kit, tissues, and pen knife.
I also have one change of clothes, extra shoes, extra eye glasses, extra sets of keys, a small pad and pencil.
Inside the bag is also a folder holding essential documents, information, and cash.
Part of the essential information in the folder are names/phone numbers/email address/account numbers of my banks, financial institution, insurance, an appraiser, utilities, Dept. of Motor Vehicles, Pharmacy, and credit cards. I also have a copy of my driver's license, social security card, and credit cards along with my original passport. I also have copies of my password and user code for my accounts, security system, bank, etc.
It is also good to have copies of your last income tax papers (first 2 pages), deeds, titles, loan information, stock and bond certificates, vehicle titles and registrations, will, living will, power of attorney, marriage certificate or divorce decree.
I also have cash in this folder.
You might want to put together a second bag for pets with their vet/shot information, extra collars and leads, food and water, a pet dish, blanket, a toy.
I put together my kit several years ago so maintenance at least once a year is a good idea. Old food and water should be rotated out. Information should be read over to see if there are any changes. For example, I bought a new car this year so the key and title had to be changed in the bag.
Having a sleeping bag in the same closet would also be a good idea.
I would be interested in hearing what unique items would you put in your Grab and Go Bag.

Jonda S. Beattie
Professional Organizer

Organizing for Spring Break

2011-03-17T13:22:00.000-07:00

Taking a trip over Spring Break is a tradition for many families. How can you organize this trip so that you are not exhausted by the time you leave or return from the trip?
Let's start off by assuming that you have chosen your destination and made any travel arrangements.
As you plan to leave your home for a week or more, set up a list of things to check off. Do you need a house or pet sitter? Will you need your lawn mowed? Have you stopped your mail and newspaper or scheduled someone to pick it up for you? Are any critical bills coming due while you are gone? You don't want your house to look vacant.
A few days before departing, check on any reservations you have previously made. If flying over Spring Break, review airline check-in and baggage limits and procedures. If driving, make certain that your car has recently been serviced. Check to see what the weather is like at your destination.
If you are traveling with children, have them take responsibility for their own light-weight backpack. Let them choose one outfit, a few favorite toys and books, and a snack to carry. If you are traveling by car, also have a bag with food, snacks, trash bags, sanitizer, wipes, and a couple of surprise activities for the children.
Develop an all purpose packing checklist for your family. This will make packing easier and make it less likely that you will forget to pack underwear of the swimsuit. If you keep a copy of the checklist on your computer, you can print it out and highlight the items you pack for this trip. Put the list in a protective cover and slip it into your suitcase. This makes it easier to check to see that everything is also repacked to come home. Include on this list personal items like passports, reservation information and contacts, cell phones and chargers, cameras and iPods.
Please share any great tips that you might have for a carefree vacation.
Jonda S. Beattie
Professional Organizer

Living Room Zone

2011-03-10T13:07:00.000-08:00

If you are following the zone plan, this is a good month to organize your living room. I always start out by reviewing my vision for the zone. Has anything changed since the last time I worked in this room? This past year I have done some minor work in this area to lighten it up and make it more interesting. The activities that I pursue in this room, however, are the same. I still entertain, eat, read, listen to music, and work on projects in this room.
I want this room to feel inviting and comfortable both to me and my friends. I want my area to feel open yet cozy. I want people to come into this room and be able to exhale.
Whenever I work in a zone, I always try to purge some items that are no longer necessary or do not add to my pleasure in this room. I divide my room into four sections and do one section a week. As this room has four walls, I use a wall to define the section.
Items that might be let go of in this zone could be coats/sweaters I no longer use or love that are hanging in the closet . I might purge some of my CDs or books. This time I have let go of a large coffee table and an end table. I have a credenza that holds supplies for parties and entertaining. I can usually toss some items like old napkins or candles from this piece of furniture.
At the end of the month, when I finish this zone, I will celebrate. A good way to do this is to bring in some cut flowers and have some friends over.

Jonda S. Beattie
Professional Organizer

Natural Disasters

2011-03-03T13:55:00.001-08:00

There have been so many natural disasters in the news lately. Earthquakes, mud slides, floods, and fire strikes to name the most recent. I have a friend from New Zealand (earthquake), family in Ohio (floods) and grew up with tornadoes.
Often these disasters come with little warning. What can you do to be prepared?
First, stay informed. What likely disasters make strike your community and what are the community plans for dealing with the disaster?
Have a plan if you have to evacuate. Keep your gas tank nearly full. Keep your phone charged. If time, know how to shut off your utilities.
Keep a grab and go bag packed. I use the guide from Judith Kolberg's Organize for Disaster: Prepare Your Family and Home for any Natural or Unnatural Disaster. I have money in the bag as well as copies of all important papers and passwords, food, change of clothing, radio, flashlight, first aid kit, and more.
Have a plan for your pets.
Quick evacuations happen more frequently than you might imagine. I had to briefly leave my home when a tree fell.
Please share with me your plan.
Jonda S. Beattie
Professional Organizer

I Can't Believe It - What Happened?

2011-02-25T05:10:00.000-08:00

Have you ever woken up in the morning and wondered, "What happened?" It seems all of a sudden there is more to do than you can possibly handle. You can't figure out where to even begin. You just want to go back to sleep and forget it all.
You are not alone. This happens at some point to all of us - but what to do now?
First, accept that, yes, you are not going to be able to do it all and a lot of it is important. So, you do a little triage. If I only do 3 things today, what should they be?
Write them down and figure out how much time you will devote to each of those big three. Then look over your list and prioritize the rest of the big items. Are any of the tasks ones you can delegate to someone else, get help on, or hire out? If so, a first priority would be to get someone else to commit to helping or do the tasks for you.
Put the "last possible" or deadline dates by the rest of the big items along with how long you think it will take to accomplish the task. Calendar in hand, mark the due dates for each task. Then go back in and schedule the times you are going to work on the tasks. Remember, we are now in overwhelm mode, so we are not striving for perfectionism. We are just trying to get these tasks off our back.
As you work on the big 3 each day you will have a little time here and there to do minor maintainable tasks- eat, sleep, take care of pets, laundry, etc. Do these tasks when you can. If you work from home, they can become breaks between the BIG projects. If you are in an office environment, many of these tasks can be done at home when you are too tired or your brain is too fried to do the BIG thinking tasks. Don't do the routine, maintenance tasks at your peak working times.
Now, this is not my favorite way to handle time management. I would much prefer to plan waaay ahead and be proactive. But when it comes to overwhelm time, this works best for me.
I would love some input as to how the rest of you handle overwhelm.
Jonda S. Beattie
Professional Organizer

Home Projects and Safety

2011-02-17T18:10:00.000-08:00

If you are working on a home project, like putting in an Elfa closet system or putting tile down in a room, take a few minutes to do an analysis. Check out the safety of the situation, especially if you are working alone. Organize all your needed materials before you begin.
If you are using a ladder, make certain it is steady and in a locked position. Don't stand higher on the step ladder than is safe. Move the ladder when necessary. Don't try to reach beyond a safe area.
Before drilling or screwing into a surface, make sure you know what is behind that surface.
Use the right tools for the job. Don't try to substitute. If you need a certain drill bit, get it. If you need a hammer, get a hammer.
Know where the main shutoffs are in your home, if you should need them.
Know where your emergency materials are located - buckets, towels, first aid kit. Be prepared. Keep your phone on you. If you fall and get hurt, you may not be able to get to that phone.
Know and admit when you need help. Have a friend come over to help, even if it is just to hold the ladder and pass items to you. If the project is beyond you, hire a pro. It will be cheaper in the long run.
Don't take your safety for granted; all it takes is a simple mistake or fall!

Jonda S. Beattie
Professional Organizer

Organized for Valentine's Day

2011-02-11T06:20:00.000-08:00

Roses are red
Violets are blue
Being organized
is romantic too.

Do you want to set a romantic mood for Valentine's Day? This is pretty hard to do if your home and kitchen is an organizational disaster. If you are planning to entertain your sweetie at your home, take a good look at the living room, dining room, and kitchen areas (we'll stop with just these areas ;-o ).
How do you want to feel when you are in these rooms? How do you feel now? Make a short list of what you need to change for the big day. Then commit to your plan.
If you are in a relationship, flowers and candy make lovely Valentine's gifts but an even more personal gift would be to clear up an area that is bothering your love.
Finding the surface of a desk, clearing the kitchen counter, getting all the clothes put away from the floor of the bedroom could really make the day.
Enjoy the day!

Jonda S. Beattie
Professional Organizer

Spare Bedrooom Zone

2011-02-03T17:26:00.000-08:00

In February, the zone I tackle is the spare bedroom. I like to do this room the month after the office because one of the uses of this room is off-site storage for my office. At this point in time, there are items jammed into this room that were pulled out of my office. The chaos bothers me, so now I am motivated to work in this zone. I want my spare bedroom to look neat and inviting. I want my guests and myself to be comfortable in this room. I want to be able to put my hands on all items stored here.
Many of us use our spare bedrooms for multiple purposes. Mine serves as a place for guests to stay, a place to store wrapping paper and gifts, a place to store off season or rarely used clothes, a place to store pictures and memorability, and a place to keep items for my office that I don't use on a daily or weekly basis.
When organizing the bedroom, I think of all the different zones in that room (guests, wrapping/gifts, clothes, memorabilia storage, office storage) and then I organize my items in that zone to maximize the space available. As more items come into the area, some items need to be purged.
I have purged more clothes this year and now have room to put in a couple more shelves in the closet pictured. This closet zone will hold my books, mailers, and items I use for presentations. There is still room for some long hanging clothes on the left.
I have not redecorated this room since I moved into this house. I plan to change pictures, the bedspread, and other items with the help of organizer Tami Puckett of Mindful Redesign - http://mindfulredesign.com. I want the room to have a fresh look and reflect my interest in travel.
I want this room done by the end of the month. The first week I will tackle the closet on the wall side shown. Then each week I will attack another wall. By the end of the month I hope to have this zone the way I want it for another year.
What are the purposes of your spare bedroom? How do you make the one room serve multiple purposes and zones?

Jonda S. Beattie
Professional Organizer

Junk Mail- Just Stop It!

2011-01-28T04:43:00.001-08:00

Your name, address, and buying habits are tracked by companies and sold and traded on the open market. It’s usually a dead giveaway when some group misspells your name and then 20 more solicitations with the same misspelling crop up.

For those mass lists, here are a few tips to keep from being on shared lists.

1. Whenever you donate money, order something, or fill out a warranty card, write in large letters “Please do not sell my name or address.” Some organizations have a box to check.

2. When you donate to groups like the Audubon Society, you can request that they only send out an annual renewal reminder.

3. If you get information from your investments via mail, you can request on-line reports or CDs instead.

4. Avoid filling out warranty cards if you do not require them. They are often for obtaining information and targeting direct mail.

5. If making a phone order or donation, retest that your account is noted that your name is not traded or sold to other companies.

6. Avoid “contests” where you fill in entry blanks.

7. If something comes to you via first class mail, cross out the address and barcode, circle the first class postage, and write “refused: return to sender.”

8. For credit card offers, call 1-888-5 OPT OUT.

9. For catalogs, call the company’s 800 number. Have your catalogs in front of you when you call.

10. For much junk mail, send a postcard of letter to Mail Preference Service, Direct Marketing Assoc., PO Box 643, Carmel, NY 15012-0643. Include your complete name, address, zip code and a request to “activate the preference service.” This will stop mail from all member organizations that you have not specifically ordered products from.

It takes some investment time to clear the junk from your mailbox. The amount of junk mail sent is staggering – some 4 million tons, nearly half of which is never opened. Even reducing some of it helps our environment.

Would love some input on how others stop junk mail.

Jonda S. Beattie
Professional Organizer

Action files

2011-01-20T17:27:00.000-08:00

In several previous blogs I have referred to Action Files - also known as desktop files. These files serve the purpose of keeping your desktop clear.
Almost every piece of paper that ends up on your desk needs an action. It is up to you to determine that action and either carry out the action (if it takes less than 2 min.) or place the paper in an easily found place so that the action can be done at a later date.
Let's look at how that works. Pick up the first piece of paper in your stack on your desk or counter. 1. Identify the paper - bill 2. Identify the action - pay it 3. Identify where you are now going to place the paper - in the "To Pay" folder.
Repeat with the next piece of paper. 1. Identify the paper - copy of your recent car insurance 2. Identify the action - file 3. Identify where you are now going to place the paper - "To File" folder. Repeat with another paper. 1. Identify the paper - flyer from the High Museum 2. Identify the action - decide if you want to go to that exhibit 3. Identify where you are going to place the paper - "Pending" folder.
Slips of paper with addresses, phone numbers, or email addresses can go into the "To Contact" file. Short articles or items you have printed can go into the "To Read" file. Notes to yourself reminding you to go to the library, pick up dry-cleaning, or clean out the gutter can go in the "To Do" file.
It is important to decide what the first action will be. That car insurance paper might first have gone into the "To Read" folder and after being read into the "To File" folder.
Ads, catalogs, and magazines you don't intend to read should go directly into the trash and not even get laid down. Magazines and catalogs you want to read will go into a basket or bin near where you sit to read. Some items will need to be shredded and these can go into a basket or have a file of their own.
Let's talk about that "Pending" file where I put the flyer from the High Museum. I had not yet made up my mind on that exhibit. I wanted to look it up and call a friend to see if they could go with me. I put the date I plan to do this in my calendar and then dropped the information into my file. I use this file for items that I have not yet decided on and I also use it for events I have decided on but the event has not yet happened. I'll drop theater tickets in here after putting the date of the program on my calendar. I'll place invitations in here after I have accepted the invitation and put the date in my calendar. I keep the invitation so that I can refresh my memory on the exact time, place, and what I need to bring.
Now once everything is neatly filed - don't forget what is in those files. Here is where your calendar is your friend. Every "to do", every "pending" should have an entry on the calendar committing to when you are going to do or make a decision on an event or task. All other folders should be looked into on a regular basis - so once a week, have on your calendar - check the "To____" folder.
Remember though, if you can do the task in under two minutes - just do it instead of filing it.
If you want more assistance with filing, email me and register for my workshop From Paper Piles to Files on January 29 at Eagle Eye Bookshop in Decatur.

Jonda S. Beattie
Professional Organizer

A Clean Desk

2011-01-13T17:17:00.001-08:00

A clean desk cues you that work is going to get done. There are no distractions to take away your focus. The clean area on your desk commands your attention.
Keeping your desk clean is a constant battle. Think of your desk top as prime real estate. Whatever is on that desk should be something you use daily.
Keep your office supplies close by. Drawers and pencil caddies are convenient ways to keep often-used items handy.
Keep files, paper, and other resources that you use on a daily basis within arms reach. If your desk has drawers, the items can go there. Otherwise, have a bookcase or shelves within reach.
Organize your current projects into folders, files, or binders. Take time to label each project. These can be stored on a nearby shelf or in a tub or container near your desk. Pull out only one project at a time and then restore it to it's home before pulling out the next project. This keeps your desk clear of all but the current project but makes it easy to find your next project when you are ready for it.
Keep your desk clear of excess personal items. It is good to have one picture or a flower to make you smile, but not so many things that it begins to eat into your working space.
You should also pay attention to the floor space under or around your desk. This is an easy place to dump clutter. These distractions will only hinder your from your goal of keeping a clean desk.
With your desk area clean you will have more time and energy to devote to more important tasks.

Jonda S. Beattie
Professional Organizer

Office Zone

2011-01-06T16:04:00.001-08:00

If you follow my zone plan, January is a great month to organize your office or the place where you keep your files.
First study your office. Are there some "hot spots?" What is bothering you in this area? How would you like your office to look and feel? What about your office area do you really like and enjoy? Make a list of all the things you want to do to fix up and organize this area.
For me,I want my office to be inviting. I want my work areas clear of clutter. I want my ongoing projects to be in bins or files so that I can pull out one at a time and then "clear the decks" when I am ready for another project. I want my file systems current and easy to access. I want to feel in control when I am in my office.
Plan to complete this area by the end of the month. I like to divide the area into 4 sections and work on one section each week.
The first week I will tackle the wall that has my desk. I will clear everything off and out of my desk and give it a good cleaning. I will purge duplicates and things I no longer need or love. My files will get cleaned out. I will archive old files that I still need but aren't current and leave lots of room in my file drawers for growth.
The second week I will work on the wall with the cabinets. I will get rid of old binders I no longer need or archive ones that I may need but don't use often. I will organize the hanging files in this area. I will look at my accessories and decide if I want to change some of them.
The third week I will work on my bookcase. This will be an easy week because I only allow as many books in the case as will fit and constantly get rid of old books when new ones come in.
The last week I will do the wall with the bench and a project file. The bench holds some supplies that I will look over and see if I currently often use these supplies.
At the end of the month I will put fresh flowers on my desk and just stand in the doorway and admire it. My office is fresh and ready for the new year.

Jonda S. Beattie
Professional Organizer

Holiday Travel

2010-12-17T15:42:00.000-08:00

Many of us will be traveling over the holidays. Planning for this travel experience can help keep it from being a dreaded time and might even turn it into a part of your overall holiday experience.
If reservations are involved in your travel, designate a folder or better yet a bright colored plastic envelope to hold all reservation information- car reservations, flight, bus, or train reservations, hotel reservations, etc. If you need your passports, slip them in there too. This envelope will travel with you in your car or carry on.
Have a packing list. This will not only make sure you get everything packed but look at it again before coming home to make certain nothing gets left behind. Don't forget to include items like medicines and books.
If you are traveling by plane and parking your car at the airport, take a picture of the parking location sign with your camera phone or digital camera in case you lose that slip of paper with the location jotted down on it.
Before taking off, check the weather at destinations and check on any new wrinkle in what TSA is requiring.
If you are traveling out of the country, scan your passport, driver's license, and any other important document and email them to yourself so that if you find yourself in a position where you need a copy, you can simply access your email and print them out.
Always put your flight number and name inside each checked bag in case the bag tag falls off.
If part of your travel involves traveling with young ones, put together a pacifying travel kit - something new for each child like a book or quiet game or a camera or a notebook to draw and write a journal. Also add snacks that travel well as well as sanitizer and wipes.
Don't push yourself when traveling. Leave extra time. Try to enjoy the trip. Allow lots of time between connections - time to get a meal, stretch your legs, or to read or listen to a book on tape.
My son, Darin, and I will be traveling to Ohio by car. We will rent a car as we both drive "clunkers." We will pack books and music, food, and extra outerwear, boots, and blankets. It will be a good visit time for us as well.
Stay safe over the holidays!

Jonda S. Beattie

Professional Organizer

Upcoming Year Calendar

2010-12-10T05:12:00.001-08:00

By now you probably have your new working calendar for the next year, or you will soon have it (because you are tired of sticky notes or notes in the margins of your old calendar for upcoming commitments). Sometime between now and the new year take time to sit down with a lovely cup of coffee, tea, or hot chocolate and put some helpful information into this new calendar.
I start with birthdays and anniversaries. I take my old calendar and transfer all these important dates into the new calendar. I use a red pen for these dates so they will stand out when the calendar really starts to fill up. If the birthday or anniversary calls for some type of action like send a card or present, I go back 2 weeks in the calendar and write in "send card" or "send gift." While I am transferring these dates from my old calendar to the new one, I have a chance to review my year and see what events I had down for each month last year.
Next I go through the calendar and put in all standing meeting times like NAPO meetings on the 2nd Tuesday of every month. Last I put in any scheduled appointments like presentations, doctor appointments, or client appointments. Now, I feel prepared and confident that nothing will "fall between the cracks."
In the margin or notes section, I keep track of when I pay yearly obligations or renewals of subscriptions, donations, or memberships. That way when I start getting letters to "renew" something 4 months in advance, I can easily flip through my calendar and see when they are really due.
At the top of each month I write the zone in my home I am going to organize during that month (see my zone plan). As the month comes up I will write in more details for that zone.
Thinking of calendars, one year, my niece Jamie, gave all of the extended family a wonderful present. She bought each of us a picture wall calendar that reflected our interests. For months leading up to Christmas she had tracked down the birthdays and anniversaries of every member of our extended family - all nieces and nephews, cousins, in-laws and out-laws - everyone! Then she had written these dates on everyone's calendar. What a labor of love!
I hope you have a calendar you love. To help organize your time, it should become one of your best friends.

Jonda S. Beattie
Professional Organizer

Christmas Gifts

2010-12-02T16:58:00.001-08:00

I love to shop for Christmas gifts. I like to think about the people I am buying for and try to find something that reflects their likes and interests. I like to keep an eye all year round to find the special gift but usually really get motivated in November.
I remember so many Christmases past when our extended family would gather and presents would get piled up around the tree. The quick looks at a package- the lifting to feel the heft- the poking- all heightened the anticipation of opening the gifts on Christmas morning.
I love receiving the gifts as well. When I open the gifts I can tell that I have been thought of. I know that people cared enough to spend time finding what they thought would please me. I love to read, so I often got books. The books might not have been the ones I would have gone and bought myself, but I often found myself enjoying a book that I would never have chosen. I might find myself wearing and enjoying something that I would not have bought myself. You could feel the love.
I love seeing the aftermath of the gift opening. Especially rewarding is seeing the children, still sitting among the strewn papers playing with a cousin a new game.
Gift cards are great for some people- but for me- I love a gift.
I would love to hear what others feel about holiday gifts.

Jonda S. Beattie
Professional Organizer

To Tree or Not to Tree- That is the Question

2010-11-25T19:40:00.000-08:00

A couple of days before Thanksgiving, I saw my first live tree on top of a car on its way to some one's home. It made me consider when or if I was going to put up my tree.
My friends and family always seem to have a discussion about this time of year about putting up a tree.
I hear comments like:
"It's just one more thing to trip over."
"I'm not going to be home for Christmas anyway."
"I don't mind putting it up but I hate the job of taking it down."
"I love my tree and I only want a real one."
"My tree is up all year in the basement. I just unwrap it and bring it up."
In spite of all the discussion, most of us do what we have always done. If we have had a tree in the past, we'll have it now.
I thought about not having a tree this year (for about 30 seconds) because I would not be here for Christmas and it is a hassle to put up alone. Then I thought, "Well, what are friends for?" and asked a girl friend to help me put up my tree. In return, I will take her out that evening for a tour of homes in Decatur.
I will be simplifying and downsizing my decorating this year. I have made my schedule for all that I plan to do for the holidays and there is only so much time. But, even though I will be gone on Christmas, I will still enjoy my tree. I love getting up in the morning and turning on the lights and having my coffee just looking at my tree. My ornaments all hold meaning for me and I love to look at them.
Do you put up a tree or trees? What makes you want or not want the tree? I would love your feedback on this debate.

Jonda S. Beattie
Professional Organizer

Surviving the Holidaze

2010-11-18T15:49:00.000-08:00

Thanksgiving is next week. The Holidaze season is upon us. This is the time that the calendar must become your good friend.
Make a list of all the things you are planning to do between now and New Years Eve. Your list might include items like mailing holiday cards, decorating, preparing special meals or baking, giving and/or going to a party, travel, going to plays or concerts, shopping and wrapping gifts....
Get out your calendar or planner. Use the one that has all of your regular family events on it like PTA, choir practice, sports events, doctor appointments, etc. Now block out the times for all of the things on your list. Some items like shopping, preparing and mailing holiday cards, decorating, or baking may take multiple entries. If you are planning on ordering gifts, especially some that may have to be mailed, leave plenty of time for delivery on your calendar.
Do not book that calendar solid. Allow some time to enjoy your home and your decorations. Allow some reflective and quiet time during this busy season.
If your calendar looks overwhelming, stop and think about your vision for your holidays. Are you doing some things simply because they have always been done? Are there some items on your list that can be dropped?
I would love to hear how you manage your activities over the holiday season.

Jonda S. Beattie
Professional Organizer

Thanksgiving

2010-11-11T12:52:00.000-08:00

Thanksgiving has in the past usually been thought of as the extended family getting together at the matriarch's house. A huge meal was prepared and devoured. Men usually then retired to the living room to watch sports on TV. The women cleaned up. Many people still do this.
However, now it seems that there are diverse ways to celebrate the day. Often families are spread across the country or even in other countries. Many families still deal with "inlaws" and "outlaws" but also we now have combined families, fragmented families, friends getting together and singles alone.
When groups do get together for Thanksgiving, the meal may not be the traditional one presented in the Norman Rockwell painting. Lasagna might be served or the meal may be vegetarian. The group may go out to a restaurant.
This year my son and I are going out to eat and to see the new Harry Potter movie.
I would be interested in how you are spending the day and what traditions you uphold.
Do you:

work way ahead of the date and prepare a big meal- doing most of it yourself
have a big meal at your house but other people bring food
put together a meal the day before or the morning of Thanksgiving
prepare a dish and take it to the place you are celebrating
go to a restaurant
ignore the food aspect of Thanksgiving
other

However you celebrate, it is a day to remember to give thanks for all that we are grateful for.

Jonda S. Beattie
Professional Organizer

Storage Zone

2010-11-04T15:12:00.000-07:00

If you are using the zone plan for organizing, November is a good time to tackle the storage zone. Since this zone might be in your attic, basement, or garage, it often is not heated or air conditioned. The weather in November is not usually really hot or really cold and so this is the best time for this job.
When you are organizing your storage space, make a list of the type of items you plan to store here. Divide your storage area into zones ( archival paper, holiday decorations, decorative items, etc.). As you place items into each zone, take time to purge. Do I have some papers stored that can now be trashed or shredded? Am I really going to use that lamp again? Are my holiday decorations still fresh and reflective of my style? Have a plan for each area and make it accessible. This is not to be just a dumping area.
When storing holiday items, it is helpful to store the items in plastic tubs or containers. Color coordination is helpful. A yellow or orange tub could hold the Halloween decorations. A brown or orange tub could be Thanksgiving. Red or green for Christmas or blue for Hanukkah. Each box should be labeled. Boxes can be labeled by what is in them- ex. tree lights, creche, advent wreath- or by room-dining room, entry way, kitchen.
If your boxes are well labeled you will only need to bring out the ones you want and not have to dig through everything to find the advent wreath the first week of advent.
If your boxes are labeled by rooms, you can bring the boxes down and put them directly into the appropriate room for unpacking.
Some homes and condos have no real storage space. In that case, the best way to store the holiday items is to find an area in each room where the items are used. Christmas towels and candles can go in a back shelf of the linen closet. Entryway decorations can go in a marked box in the hall closet. Bedroom decorations might be stored in a box under the bed. Having your decorations spread throughout your home is less convenience than having them in one place, but may be necessary with limited storage space. It might be a good idea to put together a master list of what you have and where it is stored and drop it into a file labeled "holiday decorations."

Please share the storage hints that have worked well for you.

Jonda S. Beattie
Professional Organizer

Just Trash It

2010-10-28T16:17:00.000-07:00

Every now and then you have an organizing or clean up job that has a lot of clutter that needs to be hauled off. Old storage areas, barns, basements filled with many years of "stuff" come to mind. Sometimes it is material that has been left in an area that has become damp or too dry and the items are no longer useful.
This is where my friends at Just Trash It come into play. I have used this company more than once and the gentleman who come out to do the job are respectful, professional, fast, efficient, and strong. It is absolutely amazing to me the amount of material they can get into that truck and in such a short amount of time. I also like the fact that they can schedule fairly quickly.
It is also nice to know that when possible they will recycle material so that not all of it is going into the landfill. They will also drop off items to Goodwill or other charities.
If you find yourself in a position that their services might be helpful, call 770-399-5116.
Jonda S. Beattie
Professional Organizer

Ho, Ho, No! Seasonal Chaos!

2010-10-21T17:23:00.000-07:00

It's that time of year again. Pumpkins, Turkeys, Menorahs, Santa Clause, Baby New Year are showing up everywhere. I always am taken aback when I read in the newspaper that the Santa reservations (at $15 a pop) are sold out by Oct. 15 at Phipps Plaza.
How do we deal with all this seasonal clutter? Like any clutter, it can cause you stress.
Right now is the time to sit down, breathe, and write down your vision of how you want the holidays to look and feel. What is important to you in each season? Has this changed over time? Are you on autopilot doing what you have always done plus the new items you have added in recent years?
I used to really go all out for Halloween when my children were little. I decorated. I helped them make costumes. It was a big deal. Now that my children are in their forties, not so much. I may put out a pumpkin and buy some candy- done. My vision of this season is simply to enjoy the neighborhood children and their costumes.
My vision for each holiday has changed as my life has changed. Do you allow changes in your expectations?
Develop a list of the most important things you want to do and experience in each holiday. If you live with others, check with them about what their most important items are. Now go to your calendar and start to log in when you are going to do tasks such as parties, shopping, baking, cooking, decorating, un-decorating, etc. Remember to build in time to just relax and enjoy your decorations and your holidays.
I would love to hear how you handle your holiday stress.
Jonda S. Beattie
Professional Organizer

Priorities - Taking time for self

2010-10-14T16:02:00.001-07:00

Although I love my profession and my clients, it is sometimes the best thing for me to take a break. I love mini-vacations and take them when there is an opportunity. This past week my niece, Lis, and her husband, Jason, were going to Florida for a wedding. They were staying a few days at my sister's house before the wedding. My sister invited me to also come and visit. I jumped at the chance.
For four days I just relaxed and did not think of work (except for reading an organizing book in the car on the way down and back while Len drove). We had a low country boil the first evening when we arrived. We went out on the pontoon boat and saw a manatee calf and some dolphins. I went canoeing and saw fish, crabs, and lots of unusual birds. I enjoyed reconnecting with my family, especially with my niece, who I rarely get to see.
The picture is of Monkey Island in the Homosassa River. We had a lunch at the Yardarm Restaurant the day we went canoeing and I took the picture then.
I am back into full swing again and already thinking ahead of my time with my family at Christmas. I like to know another mini-vacation is on the horizon.
How do you break to take care of your need to relax?
Jonda S. Beattie
Professional Organizer

Kitchen Zone

2010-10-06T11:54:00.001-07:00

If you are following the zone plan, this is the best month for the kitchen. If you organize your kitchen now, it will be ready for the heavier holiday use.
Divide your kitchen into 4 zones and tackle just one zone a week. This way the job will not feel so overwhelming.

Week one - work on the Cooking Zone. This would involve cleaning the stove, oven, and microwave as well as organizing pots, pans, cooking utensils, and bake-ware. If your space is crowded, consider giving away pots that are rarely used. If you have special cookware that is used only for a specific holiday, consider storing that item with the holiday decorations instead of taking up space in your kitchen all year long.

Week two - work on the Food Preparation Zone. This would include cleaning out the refrigerator as well as organizing cutting boards, knives, mixing bowls, spices, mixers, blenders, measuring cups and spoons. After emptying out and cleaning the refrigerator, return items to specific zones in your fridge. There might be a dairy zone, a snack zone, a leftovers zone, a fresh produce zone.
Check your cutting boards. Are they still usable? Keep only the best ones. Check your spices. Get rid of the ones that are past their prime and see what might be needed for the holiday cooking.

Week three- work on your Dishes Zone. This will include your sink and dishwasher. Organize your dishes, bowls, mugs, glasses, and flatware. Again, purge any items you do not need.

Week four- work on your Food Serving Zone and your Food Storage Zone. Look over placemats, napkins, trivets, large serving pieces and any groups of items you have not already organized. When you go through your pantry, pull out any cans that you have been holding on to and are reaching expiration or you do not expect to use soon. Donate these to a food pantry. When you replace your food in the pantry, group the foods by type - all soups together, all vegetables, all pasta, etc.

Any cleaning/organization areas that were missed like cleaning windows, light fixtures, or the floor can be added to any week that you have enough time.
Now step back and enjoy your fresh kitchen. You are ready for the holidays!

Jonda S. Beattie
Professional Organizer