organization – Rolanda L., Professional Organizer

Productivity Apps to Help You Get Stuff Done in 2K18

It’s a new year. We all, more or less, want to be healthier, wealthier, wiser, and more aerodynamic. I’ve highlighted a selection of productivity apps that will help you keep that fresh new set of resolutions you’ve recently made. All apps are available on Android and iOS.

Apps to Help You Save Time

Blinkist

Addicted to self-help books? Or perhaps you may simply feel like your self could use a loooot of help. No judgment. The Blinkist app may be for you! Blinkist works with non-fiction books and delivers a 15-minute audio or written summary. The app contains more than 2,000 titles by leading self-help authors in categories that include Personal Growth and Self-Improvement, Management and Leadership, Psychology, Communication and Social Skills, and Motivation and Inspiration.

Buffer

This one is for my entrepreneurs who use social media. Buffer is a social media management service that can be helpful if you manage multiple accounts. In addition to allowing the user to schedule posts, Buffer also supplies detailed analytics on Instagram, Google+, LinkedIn, and other networks. Users may manage up to three accounts free of charge and schedule up to 10 posts per account. There is a premium option which allows for more posts and accounts.
IFTTT

Derived from the phrase, “If this, then that,” IFTTT allows users to automate repetitive tasks. The app can message a friend or family member when you approach their location (useful when picking someone up after work or school or notifying a roommate or spouse that you are on the way home). IFTTT can also work with smart home features to program lighting to turn on upon your arrival and off when you depart for work each day. The “if this, then that” phrase refers to the app’s ability to program tasks that are dependent upon certain conditions (i.e. if I’m not home by 4, then text my sister to say I’m running late).

Newton

A super-charged email app, Newton has built-in tracking capabilities, a “Send Later” option, and can even remind you to follow up with clients. The app can also keep your inbox tidy by weeding out newsletters and other extraneous mail.

Productivity Apps

FocusList

This app may work well for people who are interested in using the Pomodoro method to increase their focus. The app allows you to write your plans for the day and allocate time for each task. When it is time to complete a task, the app directs you to work in 25-minute timed intervals of complete focus followed by 5-minute breaks until the task is done.

Google Keep

Similar to post-it notes, Google Keep allows you to post digital notes on your phone, which will remain visible until you have completed the task and no longer need the reminder.

Momentum

An app that is geared toward habit modification, Momentum utilizes Jerry Seinfeld’s “Don’t Break the Chain” strategy to help users build new, productive habits. Each time the user completes a specified healthy behavior he or she would like to turn into a habit, the app adds a new square to form a chain on the display. The chain remains on display via the “Today view” screen and is visually satisfying as it increases with each successful completion of a positive habit-forming activity.

Before downloading a new app, be sure to think about your ultimate goal and evaluate how well the app will support you in accomplishing it. The new year just got started, and there are tons of apps under the sun. Stay tuned for more reviews to help you live your best life by staying organized and productive!

Organizing Your Life 201: Getting Organized to Go to Work – Winding Down at Night for a Better Morning

For many of us, getting out the door and arriving at work on time is one of the greatest challenges we face in a day. Nevertheless, the process of transitioning from home to professional life is also one of the most important tasks we have each day.

The Significance of a Good “Launch”

Leaving the comforts of home to interact with the world outside is a process that is not to be taken lightly. In fact, the morning routine is more analogous to a daily “launch” in contrast to the way many of us typically view our mornings: as a mundane process through we we drag ourselves from our place of comfort to a place of obligation.

Good and bad days both begin with how we prepare for the hours we will spend way from home (or in the home office for those who work from home; that is a separate post entirely). We could even go one step further and say the outcome of the following day is frequently influenced by the preparatory measures we take the night before. These measures may include getting enough sleep, finishing a work assignment the night before OR going to bed early enough to allow yourself time to comfortably prepare the next morning. Therefore, spacing and proximity are critical considerations when planning an effective schedule; a well-planned and executed schedule will consistently lead to better days overall.

Getting Started

In crafting a morning routine that is most conducive to having the best day possible, the process begins with the here and now. First, think about all your pain points and struggles that regularly occur in the morning: do you you sift through closets and drawers to find the right clothes to wear? Do you skip breakfast and have difficulty concentrating or later resort to eating unhealthy snacks? Do you simply not feel like getting out of bed and, as a result, hit the snooze button too many times? Next, think about the most frequent reasons you may experience a bad day at work: are you too tired to peacefully coexist with an annoying supervisor or coworker? Do you simply not enjoy what you do for work? Do you miss deadlines or feel unprepared when required to complete assignments? Do you lack energy by the end of the work day? Believe it or not, each of these situations may be remedied by investing a little energy up front to execute effective schedule planning and by tweaking your morning routine.

Planning for Improved Logistics

Factors such as getting adequate sleep, getting dressed, having breakfast, and arriving at work on time are all part of the logistics of a successful morning “launch.” Thinking in terms of launching a space shuttle, the support teams don’t haphazardly drag the rocket out to the launchpad and lean it against the platform. A considerable amount of prep work takes place prior to a shuttle launch. Similarly, a well-executed start to your day will also require a degree of preparation.

Because logistical components like showering, dressing, and eating are largely based on effective time management, remedying related issues is somewhat of a straightforward process. Ensuring you have enough time to include each of these important components of your morning depends heavily on creating a schedule that realistically works for you. If you are unsure of where to get started with creating an effective schedule, see Organize U Lesson 103 for an example.

Getting Enough Sleep

To most people, a reminder on the necessity of getting enough sleep may sound cliche. However, ensuring adequate sleep the night before sets the tone for a more peaceful, productive morning, which is more likely to lead to a better day. Getting enough sleep starts with a plan. As discussed in Lesson 103, I highly recommend creating a chart and dividing a 24-hour day into 15-minute increments. Using the time you are scheduled to leave work as a starting point, think about how you currently spend each 15-minute period from then until the time you typically got to bed. Then look for opportunities to optimize your afternoon and evening schedule to allow you to get to bed at a reasonable hour. This may require eating out less, spending less time at happy hour, or simply ending television-watching 15 to 30 minutes early to signal your body and brain to enter wind-down mode and fall asleep more easily at the preferred hour.

Crafting the Perfect Wind-Down

Speaking of sleep, many of us have difficulty getting there because we expect our bodies to go from full speed to an immediate stop. While there may be medical and deeply psychological causes that may prevent a person from getting to sleep at night, insomnia is also often caused by lack of an effective pre-bed time routine. For this reason, we must plan a “wind down” period into our nightly schedule. The components of an effective wind down will vary from person to person. Therefore, each individual must think about environmental factors that will help him or her relax. In general, relaxing in a comfortable setting with dim lighting and no electronics will help most people “unplug” from the digital world before going to bed. During this time, lighting candles, reading a book, and/or listening to music are favorable activities. Those who find baths relaxing may wish to use this time to bathe in warm water scented with lavender. Individuals who suffer from muscle tension or other physical ailments may find it beneficial to apply a scented heating pad or other therapeutic treatments to help reduce tension and pain prior to attempting to sleep.

The objective of the wind down period is to focus on calming sights, sounds, and smells to shift the mind from work responsibilities and other stressors to a place in which both mind and body can rest through the remainder of the night. Those who have difficulty shifting their thoughts may find it beneficial to repeatedly remind themselves that all work, personal, and social responsibilities will be there when they wake up the following day and may be addressed in due time. Moreover, an individual who has a well-rested mind and body is more capable of finding and implementing solutions than one who is exhausted in both mind and body. After winding down, proceed directly to bed, allowing an extra 15 minutes prior to the scheduled bed time to actually fall asleep.

The next lesson will discuss setting the tone for the a successful, less stressful day by creating an efficient and enjoyable morning routine.

Organizing Your Life 103: Creating a Schedule – Sample

When creating a schedule, there are four major components I personally believe are non-negotiable elements: food, hobbies, spiritual time, and relaxation. A healthy individual is a well-rounded individual. Many of us are prone to forgetting to make time for the things that keep us well-rounded; therefore, making an active effort to schedule these activities is a positive step toward adding balance to our lives.

Schedule your meals.

Many of us are attempting to cram entirely too many tasks into 24 hours. Consequently, we skip breakfast. Workers often so busy, they miss out on having an adequate lunch period. At the end of the day, we may be more prone to overcompensating with a dinner that is too calorie-dense and lacking in essential nutrients. Scheduling meals, and sticking to your schedule, can help you consume your meals in a more timely fashion, have more energy throughout the day, and become more intentional about the food you eat. Weight loss, fewer nutritional deficiencies, and a better sense of overall well-being are direct results of effective meal planning.

Make Time for Hobbies

In addition to nutritional and health disorders, modern humans may also develop stress-induced disorders as a result of the way we plan and utilize our time each day. Although working and earning a living or studying and earning a degree are important, most people also require time to “refresh.” Participating in the leisure activities we enjoyed before we were required to work or study full-time every day can help keep stress at bay. These activities may include any productive activity such as playing sports, arts and crafts, taking a class for fun, reading, attending social events, watching a limited amount of television, watching movies, etc.

Plan Time to Get Spiritual

Many refer to their spiritual time as “quiet time” set, usually aside to pray, read holy scripture or other religious books, meditate, or simply reflect on general life questions and be thankful. Even people who are not “religious” may benefit from setting aside time and using it to ponder the great mysteries of life and the universe before getting into the their day-to-day routine or prior to winding down at night.

Relaxation

Each year in the U.S., more than 3 million people report experiencing insomnia or difficulty sleeping. The underlying cause of the condition varies from case-to-case; however, for many, lack of a proper sleep time routine makes dozing more difficult. I highly recommend at least a 15-minute relaxation period prior to getting ready for bed and attempting to go to sleep. The 15-minute period may consist of any activity that allows for transition from the regular daytime pace to a more tranquil nighttime state. Examples of relaxation activities may include listening to music, reading, watching a relaxing TV show before bed, dimming the lights and lighting candles, infusing oils for aromatherapy, etc.

Sample Schedule

The sample schedule I created was based on a person who is slightly more of a night owl and works from 9 to 5 during the day. The schedule begins with the person’s morning routine and picks up later with the afternoon routine when it is time to leave work. When creating your own schedule, I recommend starting by working in 15-minute increments for greater flexibility and accuracy. If you are unable to create your own schedule “from scratch,” you may use the sample as a general guide and adjust the times and activities to fit your current needs.

Digging Out of the Aftermath of Depression

[Disclaimer: I am not a licensed counselor, social worker, psychiatrist, or psychologist. The following post is intended for motivational purposes only for individuals who would like to create a more organized environment. Individuals who believe they may be experiencing depression are urged to seek out a licensed counselor or other mental healthcare professional.]

I recently worked with a client who is an accomplished businesswoman. She is also at the tail end of a six month struggle with anxiety and depression. She described herself as “finally having the motivation to do something, but felt terrible after looking around” and seeing the state of her home. In particular, she had been avoiding her office area and another space that was dedicated to her love of working on craft projects.

Feeling overwhelmed when emerging from a period of physical illness or depression is not uncommon. Oftentimes, people struggle with finding a place to begin in restoring order to their environment. As illustrated in the example above, remaining in a disorganized home or work environment can lead to procrastination and additional feelings of guilt and anxiety, thus potentially creating a negative cycle that can become very difficult to break: eating habits may suffer, work performance declines, and a daily schedule that was once filled with more fulfilling activities may be reduced to simply going to bed upon arriving home or watching television until falling asleep.

In these situations, starting small and organizing one area at a time may be most effective. Those who have recently experienced anxiety, depression, or illness my require more immediate results. Small victories up front may provide the momentum these individuals need to keep going and to dramatically transform their environment. The following suggestions may help virtually anyone who is struggling with getting started on a large organizing project, especially those who are recovering from emotional or physical stress or illness.

Organize according to your energy level. I am a firm believer in realistically creating a plan before beginning an organizing project and tailoring the steps within the plan to your mental and physical energy level at the time. It is okay (and even encouraged!) to set relatively challenging targets, but plan to take a break or reach a stopping point before you would typically expect to become completely exhausted.
Start small. If you lack the time, energy, and focus to organize your entire home or office within a day or over the course of a weekend, divide the project into manageable parts. Can you organize one room at a time? If not, try starting with a single closet, dresser, or “junk drawer.” Whether removing clutter from a bookshelf or donating old clothes from a closet, completing the first part of a large project often provides the inspiration to do more.
Don’t organize alone! Call a friend who will help you and keep you accountable, or call a professional organizer! An organizer can coach you along while offering the encouragement and, if necessary, healthy distraction from the more mundane or perhaps overwhelming parts of the process.

Contrary to what most people believe, there is no one-size-fits-all approach to getting organized. Therefore, the individual must consider his or her specific needs and goals when setting out to affect a lasting, positive change in his or her environment.

Set Yourself Up for Success

It’s October. The leaves are crisp. The weather is soggy (here in New York). Pumpkin Spice Lattes are flowing freely. These are a few of our favorite things, right?

In addition to fall boots, sweaters, cool nights by the fire pit, and pumpkin-flavored everything, there is another gigantic advantage to the fall season we often overlook: we have just entered the quiet before the holiday frenzy. Therefore, this moment of relative quiet is the perfect time to sit down and make clear, sober plans to set ourselves up for a prosperous New Year. It is an opportune time to position ourselves to make New Year’s resolutions we will actually keep.

What does this mean for our lives in general? Assess, assess, assess. If you struggle with your weight or bad health habits, sit down and think about how you can do things differently. Visit the doctor. Have your levels checked. Is your cholesterol a little high? Let’s make a plan now to anticipate cutting down on saturated fats and high cholesterol foods in the New Year (…right after we enjoy the rich, holiday foods). Start looking into gyms. Think about an athletic activity you enjoy or a fitness class you’d like to take. Do some research…Is money management your thing? Think about what a realistic budget for your household might entail in 2017. Social anxiety got you down? Let’s start thinking about healthy ways we can meet people in the upcoming year. What hasn’t worked well for us in 2016? Anticipate. Plan. Begin the mental prep work now.

And finally…what does this mean in terms of getting organized? If you’re already my client, now is the perfect time to schedule a “check-up” to see how well your current strategies have been working. If you’re not my client, let’s get acquainted. Visit our Contact page, and schedule an appointment with me to talk about how we can make your home or work space feel more comfortable and run more smoothly. Once we embark on the journey of exploring the connection between your environment, your sense of well-being, and your overall productivity, I guarantee your outlook on the concept of “space” will never be the same. Let’s talk organization, and let’s get empowered!

Happy October!

Great Expectations

Most of us want an environment that facilitates greatness. Whether it’s inspiring creativity, allowing us to work productively without interruptions or obstructions, or simply being a place where we can truly rest, every room in our homes and workplaces have a purpose. The way that room is furnished and maintained can have a tremendous impact on how well the room lives up to its purpose. Eventually, if our underlying needs go unmet, we will ultimately see a decrease in our overall quality of life.

What are your expectations of your living or work space?

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