Tip for Purging Email

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Originally posted 2010-03-09 16:18:28. Republished by Blog Post Promoter

Dump truck I admit it, there are tons of unattended to emails in my inbox. The vast majority of it is reading. I'll probably never get to it, but I don't mind it being there. The rest is threads about events or plans that needed some back and forth before getting resolved.

Just going backwards in time is a slow and unappealing way to find emails to delete. Sorting your email by subject first and then by sender will give you two distinct sets of emails that will already be grouped in nice, tossable chunks. You'll get all the emails about the long passed "January 10 meeting" or all the ones from Ellen Campbell. 

If I do start getting rid of my "to read" emails, I can easily sort those by sender too and decide to dump all but the most recent few months, in hopes that I might actually spend time reading them.

Lots of people love email folders but I don't. I use a few for archiving (i.e., things I may never look at again but it there's a slight chance I will) and that's it. When I tried using folders, I'd forget for long periods of time that they existed, and happily got along without them.

How do you decide what to unload from your email inbox? What about folders? Yea or nay?

Dump truck from @cdharrison's photostream

Check Out the Clutter Diet

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Originally posted 2008-06-18 10:13:00. Republished by Blog Post Promoter

Getting organized can be challenging and time consuming. My aim with the blog is to help people with that task as much as I can without actually being there in person. Of course, I'd be happy if you wanted to hire me, but if you have a large project, hiring a professional can be pricey, to be honest.

Carrot
So, I'm thrilled to recommend my colleague Lorie Marrero's Clutter Diet service. For less than you would pay me to work with you once, you can get a whole year of this service, which provides unlimited virtual access to their team of organizers, plus a lot of other great stuff. The Clutter Diet gives you the education, motivation and support you need to keep going with that organizing project until it's done. 

Am I worried about sending potential clients to this lower priced service? No, because I know that there are plenty of folks who really want to work with me in person and who will get the best results with me right there in their home or office.

And there are plenty of other folks who just want to read my blog and get their ideas and inspiration from that. We organizers realize that all our clients are unique, so we strive to provide as many ways to help them get organized as we can think of. I think Lorie's come up with a winner!

Diet lunch courtesy of Malia's photostream.

The Smallest Step

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Originally posted 2010-03-05 16:02:37. Republished by Blog Post Promoter

I’ve posted before about the difference between goals and tasks. It’s similar to the difference between projects and to do’s. Goals and projects are not one-shot deals. They need to be broken down into do-able steps.

Sometimes even the next do-able step doesn’t seem to be getting done. In her Success Circle tip today, Ann Ronan pointed out that if you feel resistance to doing something, well, you probably will avoid doing it. She suggests taking the smallest possible step that won’t activate resistance. Say, put on your jogging shoes, but don’t actually jog around the block.

Ann takes this a step further by saying that you shouldn’t do any more than that one small action. If you do, you’re setting an expectation for yourself do keep doing more each day instead of celebrating the success you’ve had. If you persist at taking small steps, however, your resistance will begin to slip away and you’ll soon see real progress.

Sometimes I’ve counseled people to keep going if they’re on a roll, but I can see how this could backfire if you start thinking you’ve got to up the ante each time to sit down to organize. Today, I’ll suggest that if it’s a pile of paper you’re confronted with, take the first sheet off the top (or one from the bottom of the pile; that’s often easier), make a decision on it and act on the decision. Then you’re done. Pat yourself on the back!

Snail from Mr.Bones’ photostream

My new organizing guide is here!

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Cover-2Here’s the press release.

Oakland, CA. On May 11, 2015, Claire Tompkins, the Clutter Coach, released her new book, Five Minutes to a Relaxing Bedroom, on Amazon. Compact and to the point, this book is designed to be read quickly and acted upon immediately, like an instruction manual.

No one has any time anymore and that’s not likely to change. Yet, we all want our homes, and particularly our bedrooms, to be peaceful, uncluttered refuges from the pace of modern life. This book is how.

The book is a quick read. It’s not A to Z organizing; it gets straight to the point. You can read the book, put it down, and start using the techniques in your bedroom right away. There’s no learning curve. Real-time practice is what gets results.

Pull quote:

“Your eyes want to rest. They’re done with input for the day. They want harmony and calm so that all you need to think about is, well, nothing. You know how relaxing it feels to go into a nice hotel room, or a beautiful guest room? That’s what you’re aiming for.”

There are many good, comprehensive organizing books on the market, but their scope can be intimidating. This book focuses on a single room, the one you spend the most time in; the bedroom.

Getting and staying organized requires actual hands-on doing, not reading or planning. This book is a training manual. If you can master the five simple habits in the book, you are set to tackle a larger organizing project.

Habits can be simple but not easy. For that reason, the scope of the book is small; just one room. It may not seem like much, but mastering a few small changes and integrating them into your life is actually a big deal. Taking on a small amount at a time is important for success.

Activities done habitually get done faster and almost automatically over time. That means more time for fun!

____________________

Claire Tompkins is a professional organizer and clutter coach in Oakland, CA. Her clients over the past 15 years include architects, stay at home moms, writers, entrepreneurs and more. She has been blogging since 2006 and has posted numerous articles and guest posts online, and has written a guide called “52 Simple Ways to Get Organized” available on her site at www.cluttercoach.net.

A Conversation about Clutter with Nicolette Toussaint

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Originally posted 2009-09-11 09:46:00. Republished by Blog Post Promoter

I met interior designer Nicolette at a networking event (we are indebted to Irene Kohler, moderator of Linking Northern California, for introducing us) and found a lot of common ground in the subject of clutter. Her clients have needed organization as much as the space planning solutions she provides, so she had quite a few questions for me.
This post, which is a conversation between the two of us, is also up on Nicolette’s site. She has also posted about storage, clutter, and “too much junk.” Below are links to several earlier posts she has written about related topics.

I love the furniture she suggests here! Beauty and organization should go together.
nicolette200

Nicolette: Claire, I admire what you said on your website about your services being confidential and “non-judgmental.” Although I am scrupulous about confidences – I name clients only when they have given me permission and otherwise use pseudonyms – I’m challenged when it comes to being judgmental!
I confess that I once turned down a date with a guy mostly because the floor of his car was awash in six inches of flotsam and jetsam. To my mind, that meant that he wasn’t good relationship material. (Perhaps this was because I had recently divorced someone who filled every nook and cranny of the house with magazines, books, collections, clothes, you name it!)

I think that “Collectors“, like my ex, who can’t bear to part with anything, need to work with an organizer before they even consider interior design. While only a few people fall into my Collector category, everyone you work with needs organizing help. How do you go about working with your clients?

Claire Tompkins, the Clutter CoachClaire: I like to find out what kind of person the client is. Usually I start by asking questions about the space in question:

  • What works?
  • What doesn’t work?
  • Why is this here?
  • Do you use this?

I ask obvious questions because I find that people overlook those themselves. Once I know what they want, I figure out what’s realistic and simple.
I have a client whose home office is also a playroom. This combo works for her because she likes being in the room with her children, and it’s next door to the kitchen so they are nearby when she’s cooking. For someone who needs quiet concentration time, I would not recommend this.

On the other hand, sometimes people set up fancy home offices that they never work in. When I ask why, it turns out that it’s too cold, it’s too far from the rest of the house, it’s too dark, it’s too noisy, they can’t hear the doorbell, etc. Personal work style and preferences have to be accounted for. Just because your house has a room labeled “home office” it doesn’t mean that you have to work there.

Nicolette: Your questions are similar to a questionnaire I use to create the “program” that guides my design work.

EcoSystems Bada table
EcoSystem’s Bada table folds to become a love seat
Bada table folded into loveseat

Many of my clients need to create what I call “hybrid rooms” in their homes. You know, a kitchen-office, or a laundry room-play room. But I haven’t come across a playroom-office before. When I work with these rooms, I often recommend “convertible furniture” – pieces that can serve more than one function or change size.


Claire: Wow, that is some cool furniture! My focus is more on process than products, although I do recommend simple things such as using an artist’s taboret for office supplies because it can roll away when you’re not using it. Some taborets are unassuming enough to stay in view in the dining room and not scream “I work here too!”

Earlier, I mentioned the beautifully appointed office that isn’t used. I’ll suggest setting up a real work area in the dining room (there are often tell-tale items in there already). I like to work with what my clients have, and who they are, and keep it as simple as possible.
I look for ways that dining room workers can store their supplies so that they’re easy to put away. I urge them to get in the habit of stashing everything away in the evening and getting it out again the next day so they can use the dining table to eat.

For those who rely on seeing a pile of paper to do the work, this is a challenge. In that case, we create ways to organize their workflow so they know what to do in the morning.

Nicolette: What common hybrid rooms have you seen? What combinations of activities work well, and which don’t?

Claire: Guest rooms are mostly underused, in my experience. Either they’re wasted space, or they become storage rooms, the bed piled high with boxes of Christmas ornaments, old tax returns, etc. I’ve recommended that clients ditch the bed and get a convertible sofa instead. If the mattress isn’t that comfy, they can top it with an Aerobed. That makes space to use the room for something else, such as an office or playroom. If a room is in use, it’s less likely to fill up with junk.

Nicolette: As a designer, I find that it’s not only important to have enough storage, but that the convenience of storage is also an issue. When I design a room, I make sure that the things that a person uses daily can be accessed without crawling on the floor or climbing on ladders. Recently, I planned a layout for a couple who was moving into a condo, and in the early stages of the project, I visited their old, pre-move apartment. Every available surface was piled high with books and papers. This is exactly how the offices of the attorneys I worked with years ago — at a nonprofit, public-interest lawfirm that shall remain nameless — looked. I was afraid to walk in for fear of knocking over piles of “discovery” papers.

But they knew what was in the piles.messy-office-03
I saw this as a symptom of poor planning, not as an indictment of their behavior – they seemed organized in other areas of their lives. But they really didn’t have places for newspapers, for books, and for projects that involved writing and reading papers. In their new space, I made sure that they had about a dozen baskets that would hold 8.5 by 11 inch papers and would fit neatly into their bookshelves. I also recommended hassocks that could be used for storing newspapers and books, and I used credenzas as room dividers. So far, their new place has remained neat.

Can you tell me how, as an organizer, you help people who are drowning in papers?

Claire: The biggest challenges my clients have regarding paper is that they won’t put it away for fear of forgetting about it, or they resent doing the work of putting it away. So, making it easy and/or keeping it visible is paramount. Open shelving, literature sorters and stacking trays can help. For reading material, open baskets and containers near seating (where they will read) works well.

I like the Pendaflex Pile Smart line of office products. They have a binder clip with a big label area on it. That way, you can pile papers, but they can be clearly marked with the clip. The label area is re-writable too. I am not against piles. I’m against not being able to find things.
Labeling containers is also helpful. I like your idea of having baskets on the bookshelves. For a unified look, they’d probably be all the same size and color.

Labeling is good so it’s easy to see what goes in which container. I also think labeling has a motivating effect. When you see the label Dwell Magazine, you want to look around for one to put in there. It’s like doing a puzzle. Not everyone needs labels, but I have had clients whose lovely baskets eventually turn into miscellaneous catch-alls.

Nicolette: In some ways, designing interiors that help people to live happier and healthier lives is a bit like herding cats. I have owned cats for years, and I have had quite a bit of success in training them. For example, they trot off to their “den” at night when I give them the command! The secret is to observe and understand what they are inclined to do naturally, then bend that native behavior in desired direction, rather than trying to counter it. People are not all that different.
I got the idea of shaping a room’s interior around the occupant’s habitual behavior after reading a book written by journalist Amy Sutherland. Amy used reward and non-response to condition her husband to perform chores, and then wrote a book about it. It’s called What Shamu Taught Me about Love, Life and Marriage: Lessons for People from Animals and Their Trainers.  Here’s a cool coffee table from BoConcepts. I love how papers can be tucked out of sight inside.Bada coffee table from BoConcepts

I recently told a client to “observe the animal called Lena for the next week and tell me what her habits are.” I wanted her observations because if I understand my client’s natural tendencies, and learn what features of the built environment are helping or hindering a desired change, then I can re-design the room accordingly. In Lena’s case (that’s not her real name) she needed a place to hang book and gym bags that was near the door – not a dozen steps across the room and in a closet that was already too crowded.

Claire: What you told Lena is similar to what I tell clients when I coach them to “become a detective of your own life.” The idea is to watch yourself when you come in the house. Where do you put the keys, the mail, your bag, the newspaper? Does it all go in one place? What about your jacket? Then where do you go?

Make things easy for yourself. If you have a front hall, put a table there that’s big enough to accommodate the mail and your bag. If you don’t, set up an incoming-outgoing station as close to the door as possible where those things can be parked.

Nicolette: Many of us here in the Bay Area live in small spaces. Do you have any special advice for us?

Claire: Well, the first step is always paring down. Deciding that you really can live without the spare blender in the back of the cabinet, the stack of magazines you’re going to read this weekend, etc. People keep a lot of stuff “just in case” or because they stopped using it but never got around to getting rid of it. As for occasionally used items, you should ask: Could I borrow or rent one? Could I make do with something else?

Before Shelves
The second step is maximizing storage. This is a dance of using that hard-to-get-at space vs. being able to access things easily. Naturally, people want to just pick something up off a shelf without climbing up a ladder. The trick is to identify the things they want to keep but don’t use often. I had some clients who have a huge book collections and many of the books are over-sized; art books, coffee table books. They installed a bookshelf about 18 inches down from the ceiling that went around the kitchen, down the hall, and into the office. They have a portable library ladder to reach them. This saved two large bookshelves worth of space.
Shelves above the doorframes

Nicolette:
I have used that trick too. Many older Bay Area houses have high ceilings, and it’s often quite easy to put a bookshelf above a door frame, or extend it across two door frames. The frames even help support the shelf. It’s not like you need to look at that photo book about the museum’s Samurai Exhibition every day.
But if you’re going to use that high space well, you need to be clear about what you’re going to store there. I’m going to specify a different width lumber for a shelf that holds over-sized art books than I would for paperbacks.
Then again, a high shelf like that is great for things that are bulky and lightweight, such as guest pillows or towels. If I know that we’re going to store linens, I will probably specify an enclosed cabinet or a shelf that can hold storage baskets, because linens usually aren’t going to make good display items…
Claire: As a first step, it’s important to find out how clients want to use their space. Many times clients want to rush out to the Container Store and buy some cool containers. You probably run into this too. Clients who want particular pieces of furniture regardless of how they’re going to fit in or work with their lifestyle. I’ve often worked with folks who already went out and bought a bunch of baskets or boxes and they turned out to be completely useless. But they looked nifty!Nicolette: Oh, yes! I had a client run out and buy a wonderful desk, only to discover that once it was in her office, she couldn’t open the drawers wide enough to get things in and out of them. And then there was the family of seven who didn’t have enough living room seating for everyone – but they did have an over-stuffed Chesterfield chair that had a footprint as large as a loveseat that would seat three people!Claire: Encouraging clients to be realistic about how much time and energy they want to spend on organizing is really important. If they want their home office to look like Martha Stewart’s, they need to realize that she (or her assistant, more likely) spends a lot of time keeping it Martha-ized. I suggest that “done” is better than “perfect.”

Nicolette: Some people – I call them “Collectors” – have trouble getting rid of anything. (I alluded to one, my ex-husband, at the beginning of this blog, and I wrote about Collectors in an earlier post.) Have you encountered them? If so, how do you help them?

Claire: I write haiku poems about clutter. Here’s one about Collectors:

Museum loversCreate their own collectionsBut lack the warehouse.

When Collectors really can’t part with anything, no matter what condition the things are in, it doesn’t work to apply logic. As you mentioned, this is a tricky topic. I will ask if there are other family members who would want some of the heirlooms. Sometimes I suggest photographing them. These days you can make lovely coffee table books yourself and that would be a great way to preserve and honor the memories associated with the possessions. Sometimes it works to sort the things and then have the client select the ten best from each category. Another tactic is to buy a display cabinet for the objects and then choose only what will fit inside it.
The dragon that disrupted the honeymoon home

The collection is about the past. I had a client who consulted me because his sweetheart feared there was no room for her in his life. His home was still full of stuff that belonged to his deceased wife. We worked on ways to honor his previous marriage, while still welcoming the present and future.

Nicolette: (Laughing) I have a very similar story about a newlywed couple who had quite a contretemps over a Mexican sculpture called a “alebrije.” Even though he liked primitive art, he hated this particular little dragon of hers. He knew that it was a souvenir of a trip his new bride had taken with her old boyfriend, and he just couldn’t stand to have his rival in a place of honor on the mantle of the fireplace!

Claire, I love your haiku. It’s so uncluttered! Did you know that I often end my blog posts with a bit of poetry? Would you mind being the poet laureate for this post?

Claire: Not at all!

Resource Links

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The Haiku of ClutterIf I kick that box
Under the desk one more time

I’ll just have to scream.

Storage Ottoman from Improvements

 

A Finnish art student decided to inventory every object in her 250 square meter home (about 2,700 square feet) and present it as her thesis. Using archaeological methods, she found that she owned 6,126 objects. Here’s her analysis of how often she used each object:

  • Never used objects – 1457
  • Objects used less frequently than once a year – 2209
  • Objects used once or twice a year – 1411
  • Objects used every month – 587
  • Objects used every week – 401
  • Objects used every day – 61

How to hire an organizer and be happy about it

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Originally posted 2012-11-27 22:08:29. Republished by Blog Post Promoter

sweaters folded by an organizer

When I’m stumped for blog topics, or I just want to see what people are saying about organizing, I go online and surf around. Today I came across a post from someone who had a bad experience hiring an organizer.

If you’ve had this issue or have read about it and been scared off hiring someone, read on.

A couple with a self-proclaimed “huge problem with Stuff” hired someone to help them maximize their storage, but not pare down. That’s what they asked for.

Working with a couple is tricky. Usually, one member is more organized than the other. I’ve gotten calls from people who want me to come organize them, but really it’s the caller who wants me to organize the other person. This does not work.

Problem #1: the writer says it’s his wife who doesn’t want to get rid of things but he does.

 

Before I meet with a couple, I clarify what they both want and note that I’ll consult each of them on every decision. Sometimes one will defer to the other. Most of the time, compromise is necessary (that’s what it’s like living with someone, right?)

The organizer they hired turned out to be pretty intent on getting them to get rid of stuff. Although it was uncomfortable for the wife, they decluttered significantly. However, no systems were designed to prevent the problem from happening again.

Problem #2: the scope of services was not clarified upfront.

 

Is the organizer helping you declutter, use storage better, design new storage, develop clutter-free habits, or all of the above? They don’t necessarily all go together.

Only three out of eight rooms were organized and the process felt rushed. It seems that they called a halt to the project because they weren’t happy. I’m speculating here, but the organizer may have bid the project based on organizing two rooms per day.

Problem #3: An estimate that makes you rush pell mell through a project should be abandoned.

 

Clients are right to want estimates, but there is no sure way to know how long an organizing project will take. Why? First, decision making can be a snap or agonizing and slow. Second, if you don’t know what’s in that box, the organizer certainly doesn’t. It could be miscellaneous paper and take two hours to sort, or it could be some books and a broken blender that you instantly deem to be trash.

What an organizer can guarantee is that she will explain the process and concepts behind her actions, facilitate decision making, make suggestions for maintaining the organization based on your preferences and abilities, and check in with you to make sure the project is on track.

That last part includes noticing how much has been done in the past two hours, for example, and making sure the client understands why it’s taken that time. The pace should make the client feel confident in making decisions and inspired by the level of progress.

The writer warns that after the organizer leaves, “it’s up to you to keep it up,” meaning that stuff doesn’t stay organized by itself.

Problem #4: The organizer didn’t explain properly to the clients that maintenance is their job after she leaves.

 

For clients with huge stuff problems, learning how to overcome them and then putting that learning into practice takes time and commitment. If the organizer also acts as a coach, she can help the clients stay focused and on track.

Many organizers offer maintenance visits and/or telephone coaching for that reason. Otherwise, it’s like coming home from the fat farm and going right back to your old eating habits. Now, that’s a waste of money!

Good communication is key when working with an organizer. The above problems could have been avoided with more communicating and explaining. What do you think?

Copyright (c) 123RF Stock Photos

Procrastination Strategies

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Originally posted 2008-06-27 11:21:40. Republished by Blog Post Promoter

“Talk of the Nation” did a show about procrastination recently featuring psychology professor Timothy Pychyl and philosophy professor John Perry. I read Perry’s funny article about structured procrastination several years ago and I still laugh every time I read it. Not only that, it’s a good strategy!

Procras
A very interesting point that Pychyl brought up is that there’s no evidence of the “arousal procrastinator,” that is, people who work best under pressure and let things wait until the last minute. Arousal types are characterized by extroversion, sensation-seeking and reducing/augmenting behavior (of desired emotional states).

Lots of people believe that they do their best working right up to the deadline but apparently, that’s just an illusion. It can also be learned behavior, if that’s the only way a person has ever approached deadlines.

Another fascinating finding has to do with procrastination and self-forgiveness. A study to discover whether people would procrastinate less the next time if they forgave themselves for the current instance found that, yes, it did work that way.

The unexpected result was that this was much more true for the women in the study. One theory is that “procrastination is related to self-worth or self-esteem for females but not males.” Who knew?

A third interesting point Pychyl made is that all delay is not procrastination. It’s only procrastination when you set an intention to do something by a particular time. So, there’s your loophole…

[photo by ShereenM]

Top 10 Reasons to Hire an Organizer

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Originally posted 2011-08-09 10:40:47. Republished by Blog Post Promoter

Is getting organized on your to-do list? You’re not alone. Unfortunately, for most folks, it just stays on the to-do list, year after year.

See if any of these scenarios sounds familiar. If they do, I can help.

  1. You want to have guests over without stashing things in the bathtub and praying no one looks behind the shower curtain
  2. You moved in two months ago and are sick and tired of pawing through those unpacked boxes to find your stuff
  3. You want to know what’s inside a drawer, before you even open it! What a concept
  4. Your child is a tireless art-making machine and the refrigerator door is getting saggy under the weight of it
  5. You started a home business and your desk is being taken over by folded laundry, stuffed animals and stacks of magazines
  6. You’re getting ready to move and the enormity (and expense) of packing up ten years worth of stuff you haven’t gotten around to getting rid of yet is beginning to sink in
  7. You can’t use your dining table because it’s the official mail sorting center
  8. You’re frustrated by continually paying late fees for bills that got lost in a pile somewhere
  9. Your guests sleep on the pull-out couch in the living room because the guest room is your storage unit
  10. You’re embarrassed by being late to appointments because you couldn’t find your keys

All these situations are painful and stressful. They’re also totally fixable! Find out how you can get relief by clicking here.