The 5S System - What Is It and How Does It Apply to You?

The 5S system is a 5 word productivity system - you guessed it, all the words start with the letter "S". The words are Japanese words and I will post them in Japanese, because of course that will make me look much smarter, with the English translation. 

This system is typically used in the workplace, but is easily applicable to home and life organization and productivity. 

Take a look at these words and definitions and see if there are parts of this system that could work for you:


Seiri 整理
Sort

Remove unnecessary items
Remove obstacles
Waste removal
Prevent accumulation of unnecessary items


Seiton 整頓
Set (Straigten, Streamline)
Arrange all necessary items so they are easily selected for use
Make workflow easy
Make it easy to find and pick up necessary work items.
Prevent loss of work or waste of time.


Seiso 清掃
Shine (Scrub, Sanitize)

Keep workplace clean and pleasing to work in
Keep workplace safe and easy to work in
Prevent machinery deteriation


Seiketsu 清潔
Standardize

Maintain orderliness
Every process has a standard
Everything in its place


Shitsuke 躾
Sustain

To keep in working order
Do without being told
Training and Discipline
Everything about this list screams ridding of the unnecessary equals efficiency and order. This is so true in all areas of our lives.  

Now go "Seiton" something! 

ADHD and Organizing.....It Can Happen!!

I hear it all the time from clients or prospective clients:  I have ADHD or my kids have ADHD or my husband has ADHD.

I, myself, am convinced I have ADHD and I am a professional organizer! Granted, I am one of 7 children, growing up in the 60's when those acronyms meant nothing.  I am sure I had traits even way back when but had to somehow learn to cope and teach myself a new way to do things.  

Here are five strategies I have learned that have helped this distracted, procrastinating gal.

1.  I talk to myself, not crazy talking to myself, but talking my way through.  I remind myself to stay on task, to stay focused on my goal and to keep pressing on to completion. Sometimes, a task is best completed in small increments, rather than doing it all at once, and if that is the case, then that is certainly how I attack that task.  

2.  I keep a list of what I want to get done that day. I take some time, the night before to write a list, that goes in the car, of errands I need to run.  I write a list of things, that stays in the house, of the things that need to get done at home.  I scratch off what gets done and move forward to the next day's list of what doesn't get done. 

3.  I make sure my environment is not too cluttered.  Clutter, in and of itself, is a total distraction and takes up brain space you need to use to stay focused.

4.  I put everything away by category.  If it is related to laundry, it is in the laundry room.  If it is something that has to be done, it goes in my to do pile. I hang my clothes up by style and color, i.e. black shirts, white shirts, gray shirts, then black pants, gray pants, white pants, etc.  Putting things in categories helps you put things away more consistently and find things more easily. 

5.  I have figured out how much time it takes for me to complete certain tasks and I am realistic about allotting the correct amount of time to get them totally completed.  I don't pretend it is going to take me less time than it normally does and I keep myself focused on the clock so I am not late leaving the house.  

Yes, this ADD/ADHD girl has conquered the beast.....most of the time.  There are times I get bored, distracted and off track but with these strategies in place, it is easy to get back to where I need to be and get things done.  

10 Ways to Use Evernote

Evernote is one of my favorite paper buster tools.  When I use Evernote, I don't have a bunch of sticky notes sitting around.  I don't have notes written on little pieces of paper and best of all, I don't have to remember where I put those pieces of paper!

The information I have stored in Evernote can be seen on my phone, IPAD or computer.  If I am away from home and need the information, it is right at my finger tips!

Here are 10 ways I use Evernote to cut down on my paper clutter:

1.  Evernote Clipper allows me to save information I find on the web and organize it in folders.  I name the folders (just like you do in a paper filing system) based on how I want to retrieve the information.   For example, if I find an article about de-cluttering, I Evernote clip it and "file" it in my folder - De-Clutter Information. 

2.  I love a good quote.  I file quotes in Evernote.

3.  Air Filter sizes, printer cartridges, water filter types....all of those pesky household items that are size specific are filed in Evernote so I have access to them when I am in the store ready to buy them.  

4.  Birthday lists......need to remember when someone's birthday is and you are not at home with your master birthday list....store it in Evernote.

5.  Christmas lists!  Each year I write down who I am giving a gift to and what I gave.  I can easily refer back to the previous years and make sure I am not duplicating gifts!

6.  Writing down your goals is an important step to achieving them.  I keep my personal and business goals housed in Evernote.  

7.  Paint color lists....can't remember the name of that wonderful color you used in the bedroom....keep it in Evernote.  

8.  Evernote is a place I keep ideas.....writing ideas, newsletter ideas, gift ideas....things that come to mind that I don't have a need for right now but will want to refer to later.  

9.  Phone numbers - people I don't need very often....like a carpenter/handyman or closet designer.   If I store that person in my contacts, on my phone, I may not remember his/her name but if I store it in Evernote....I can quickly retrieve the name and number.  

10.  Medication lists.  This is a great thing to have in Evernote when you go to the doctor.  I personally and thankfully don't have any medications I take but for those that do, this is a great way to have that information with you each and every time you have a doctor visit. 

Hope this helps you think outside the box and find new ways to cut down on paper clutter with Evernote!

Click the link below to sign up free for Evernote today!

https://www.evernote.com/referral/Registration.action?uid=3419289&sig=6e5801be47bbde149f93d1a898bfaef2

Writing Makes My Butt and Brain Hurt

                         (photo courtesy of Nutdanai Apikhomboonwaroot/freedigitalphotos.net)

in the last 45 days, I have taken on a lot of writing projects.  I am working on being more consistent with my blog. I am working on some freelance articles.  I am working on an article for a magazine.  I am honing my writing skills and my butt and my brain hurt!

Writing is exhilarating, fun, terrifying, frustrating and challenging all at the same time.  While I am writing my blog, I am trying to think about the message I want to send so I think and I think some more - brain hurts!
While writing the freelance articles, I have to research and write and rewrite - butt and brain hurt!
While writing the magazine article I have to sit and tweak, cut words, change words, edit, edit and edit some more - butt hurts!

Writing is something I really love to do.  As Jeff Goins says, "you are a writer when you say you are."  Well, I am saying I am so what am I doing about it?  Writing and writing some more.  You can't write while walking around so you sit.  Some people can write while standing at a tall desk, but not me!  I would spend more time worrying about the fact that I am standing up all day and then my feet would hurt!  

My butt and my brain are engaged in activities out of the ordinary but that is okay; it is the kind of hurt that you know will all be worth it!  

The Smartphone To Do List

(Apple.com)

I have an IPHONE 4 so I do not have the latest and greatest of all things techie.  I do like my IPHONE 4 because it does what I need it to do but I am sure it will do more.

I have used several things on the IPHONE that I love but today I will focus on To Do Lists that are available for most Smartphones since I promised a follow up blog to my To Do List post (declutterbugnc.blogspot.com).
 I am going to admit I am still and paper list girl.  In a survey of all To Do List people, it was found that about 1/2 of the population is still paper To Do List people.  Really, I am a combo, since my calendar is housed on my IPHONE, but essentially, my daily tasks and grocery lists are on paper. 

Having confessed that, I do have good information about Apps for To Do Lists on Smartphones. As a member of the National Association of Professional Organizers (NAPO for short and yes, there is such an organization and it is really big and worldwide), I have access to a lot of different organizers and information that keeps me up to date on many of the APPS on smartphones that are working well.  So, below, I am listing 7 Techie To Do Lists recommended by smart, sharp organizers around the world.  

Some of these Apps are free, some are free but have premium services for an extra fee and others have a monthly or annual fee.  Some are a bit more complicated and detailed than others so look carefully at what your real needs are in a To Do List and stay away from bells and whistles that you don't need or won't use. I have linked each of these to their website; just click on the APP name. 


1.  Todoist.com

2.  Things

3.  Rememberthemilk.com

4.  Priorities

5.  Nozbe.com

6.  Toodledo.com

7.  MiniMaList

Take a few minutes, find out which one might work for you and try it out.  I just might, too! 

Time Sucker Neutralizers

Yesterday's blog covered the subject of time suckers.....those sneaky little critters that stealthily come in and suck time out of our day and leave confusion and devastation in their wake!

Today we are going to "re-cover" the time suckers and I'll give you some ideas of how to keep them from attacking and destroying your day.

1.  Computer - As I sit here writing this blog, I have seen 3 e-mails come in and 4 notifications pop up on Facebook, in separate tabs I have open.  A smart time sucker neutralizing tactic is to turn all the other tabs off or open your work in another browser.  It is easy to get distracted by all those pings, dings and notification numbers popping up so turn them off!  When you get ready to do anything on the computer, set a timer, have a plan and pay attention to meanderings into unplanned territory.

2.  Phone - Voicemail is a beautiful thing. To manage time suckers, I regularly let my voicemail take messages so I can control when I return calls.  I can  manage my time by calling at a convenient time for me.  If you do happen to end up on the phone, with a chatty friend, make sure you are periodically paying attention to just how much time you are on the phone.
Phones are now just mini computers so turning email, voicemail, text messaging, and other notification noises off, while you are working, is another  important time management strategy. 

3.  TV - The best thing you can do about TV is plan what you are going to watch, when you are going to watch it and how long you are going to watch it. Turning on a TV, without a specific reason and time limit is dangerous time sucker territory.  Infrequently, there are those days that you need to just "veg" in front of mindless entertainment.  That is a great mental health strategy as long as those days are few and far between and you are ready to get up and get moving when the time comes.

4.  Twirling - I explained, in my blog post yesterday, that twirling is moving from one area of your home or office to another area and continuing to find things to do in each area without purpose.  The best neutralizer of twirling is focus.  You have to pay attention when you have lost your focus and head back to your original goal or project.  Sometimes this means talking to yourself or setting some kind of timer to beep so it will be a reminder of where your focus should be.  

5.  People -  This seems cruel to call people time suckers but they can be some of the worst offenders.  Co-workers will consistently interrupt your workflow with little to no regard.  Children, spouses, family and friends will call upon you and demand your time, whether it is convenient for you or not.  Boundaries is the key word here.  Set boundaries.  Your time is just as important as everyone else's time.  Put a sign on your door at work that states whether or not you are available.  Let your spouse, friends and family know that you may not always be available right when they think they need you but will help them, if possible, as soon as possible.  Even young children can be taught to respect your time.  Set a timer and tell them you will give them your attention when the timer dings.  Sometimes this works for spouses, too!!

6.  Perfectionism - I have seen this trait stop people in their tracks.  Projects don't ever get started or completed because someone wants it done perfectly. Excellence should always be our goal.  Giving it our best is the best we can do.  Don't let the unattainable goal of perfectionism get in the way of the attainable goal of excellent completion. 

There it is; the list of antidotes to time sucking.  The best offense is a good defense. Over the next week, pay attention to where your time is going and plan a defensive strategy to help you gain back your control! 

Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent. Be careful lest you let other people spend it for you.

 ~Carl Sandburg~

Follow Through

Following through seems like one of the most natural things in the world to do.  You start something and you finish it but that is not the case with a lot of, if not most people.     Lack of follow through creates enormous problems:    Don't follow through on pursuing healthy lifestyle -  weight gain and sickness Don't follow through on schoolwork -  poor grades Don't follow through at work -  poor results at work and poor work image projected Don't follow through at home -  clutter piles up, frustrations mount and bills go unpaid Don't follow through when disciplining children- disrespectful and unruly children Don't follow through on getting car serviced on time -  greater damage and higher repair costs Don't follow through on backing up digital photos -  computer crashes and photos lost Don't follow through with saving money - crisis hits and you are not prepared Don't follow through on opportunities - opportunity lost

So if all these terrible things are going to happen to us because we don't follow through, then why don't we follow through?   I have found 6 main reasons people fail to finish what they start. 1.  Not paying attention.  Have you ever walked in the house or office, mindlessly set something down and then never went back to do anything with it?  Things begin to pile on top on one another and the next thing you know, you have a mess.   Have you gotten to the end of a day and wondered where your time has gone?   We mindlessly go through a day instead of being deliberate about using our time and energies wisely.  2.  Tired.  I find this to be a huge reason for people not finishing the things they start.  You come home from work or have had a long day with kids and it seems easier to leave the dishes in the sink, the laundry unfolded or not put away, the mail untouched, the magazines unread, the pile of papers left unattended, the groceries not put away, etc. etc. etc.  You get the point.  We are all running and going and doing but the fact of the matter is -if you take those few moments, even when you are tired, to follow through on some of these tasks, you will actually, in the long run, feel less tired and overwhelmed.   3.  Not scheduling time.  Many people have good intentions but never set aside the time to do or complete something they have set out do.   4.  Wrong reason for setting a goal or agreeing to do something.  Many times we say yes to something without thinking it through.  We feel bad for saying no, we feel pressured to say yes, we are doing something because someone else we know is doing it or we are convinced we are the only person that can get it done. 5.  Following through is going to be hard.  There are many things in life that we have to persevere through and many of us just don't want to be bothered.  We want things to be simple, uncomplicated and quick.  We don't want to have to make that unpleasant phone call.  We don't want to take the time to finish something because we have gotten bored.  We don't want to feel some of the uncomfortable emotions or feelings we will feel when we press through.   6.  Forgetting.  Many times we just forget to do something we said we would do; call someone, write a note, make a meal, etc.; we just forgot.  Here are 6 easy steps towards becoming better at follow through.   1. Pay attention to what you are committing yourself to and why. Don't commit to something you don't have passion, time, or energy for. 2. Press On. Pressing on and pressing through are two lessons I have learned the hard way. It is my choice to stop or press on and when I choose to press on, in spite of how I feel, I win every time! It is easier to give up when things are hard but when you press through the hard stuff of life, eventually you will come to breakthrough; you will get to the other side. 3. Be deliberate. When you walk in the door or office, make sure you take those few extra moments to put things where they belong or take 15 minutes to do it at the end of the evening. When you are going through the day, take regular "timeouts" to self-check if you are being deliberate about your day or see if you are mindlessly going through another day. 4. Self-talk. This is one of my strategies to make myself follow through. For some reason I have a problem with unloading the dishwasher. I will start, get bored and leave it with the door open and dishes sitting on the counter. Not sure what that is all about but it just is what it is. I have to talk to myself and tell myself to go back finish it, that it won't take long and it will be worth it. Ridiculous? Maybe but it gets it done and it can work for you. Your brain is telling you something all the time anyway, so why not control some of what it is telling you! 5. Make a note or schedule the time. Put things you need to do on a list of things to do or put it on your calendar. If it doesn't get done, keep moving it to your current to do list until it gets done or your realize it shouldn't be there in the first place. 6. Delegate or get help. Many times we need help completing a task. This can mean you involve family, friends, co-workers or of course your friendly professional organizer! Whoever it is, when it is time to ask for help, by all means, enlist help. Follow through is a habit. When you have the mindset that you don't have to follow through, then most of the time you won't but if you believe that following through is the only option, then most of the time you will.  It is possible to begin to do better at following through......beginning today!

Techie Things I Could Not Live Without (Well, Probably I Would Live Without Them But It Would Just Be Hard)

     I am a baby boomer that knows just enough about electronics and technology to be dangerous.  However there are a few "apps" and techie things that I really have grown to rely on to help me be  more efficient in many areas of my life.  I wish I could say I had grown smart enough to know how to get Affiliate payments and get kickbacks on my recommendations, but I just have not had the time to teach myself and have not had the time to learn......but one day!

Here are a few of them and probably the top 4 on my list. 

Google seems a little silly to post here because most everyone is familiar with Google.  The reason I chose Google is simple, it makes me feel smart.  If I want to know if the St. Louis Cardinals won their game the night before, I Google it.  If I want to remember how many ounces are in a pint (yes, sometimes I get that really mixed up), I Google it.  If I want to know the name of the actress in a movie I am watching and I cannot remember her name, what do I do?  Google it.  Google provides me with quick easy answers to help me solve computer problems, find products for my clients, and find out answers to frivolous questions. 

Evernote is really one of my favorite things.  I am sure there are other apps that will do what Evernote does but I just have not found it and do not feel the need to go anywhere else and look.   Evernote is quite simply a place where I can keep up with notes, quotes, websites, ideas, and anything else that, in the past, I would have written on a piece of paper and would have then wondered where I had written that information and on which piece of paper!

Evernote allows me to create different notebooks and sort information into each of those notebooks.  For example, for this Ultimate Blog Challenge, I went to my notebook, Blog Ideas, and saved ideas in that notebook to refer to later.  I have also been saving all of the Ultimate Blog Challenge Blogging Tips to use at a later date, when I run out of my own blogging ideas. 

Evernote makes it incredibly easy to save websites, selections and emails from your computer. Check them out at evernote.com

Carbonite literally saved me many tears, headaches and gnashing of teeth.  I downloaded Carbonite onto an old computer that was beginning to act very whonky. Carbonite saved everything, except videos, of which I had none.  It saved all my documents and my photos and would have saved my music if I had any of that saved but I didn't.  When that old computer took it's last breath I had nothing to fear.  I got my new laptop, signed on to Carbonite and it uploaded everything from the old computer to my new. It did take a couple of days to complete the upload but I could still work on my computer as it was uploading.  Now, each day, Carbonite makes a pass and saves anything on my computer that is new and hasn't been saved to Carbonite.  The best thing is I can see all my documents on my IPHONE, too!  All of this for $60 per year - $5 per month.  So worth the peace of mind, for me. Check them out at carbonite.com

Last of all but not least is Pinterest.  Pinterest is many things to me but basically Pinterest is a big virtual bulletin board.  On my account, I have several bulletin boards broken into categories:  Organizing Ideas, Organizing Products, Recipes, Chicken Recipes, Cleaning, Decorating Ideas, and so forth.  You can check out all my Boards at http://www.pinterest.com/declutterbug/

Pinterest  is a great  reference point for recipes when I have forgotten to write down the ingredients and am sitting in the grocery store stumped.  Pinterest is the place where I get some magnificent organizing ideas.  Pinterest is a place where I see some fashion ideas that I might be able to pull off and lastly Pinterest makes me feel smart, too.  I see some DIY ideas that I would have never thought to attempt but when I see the people on Pinterest taking it on, I feel empowered and inspired.  Check them out at pinterest.com. 

So there you have it.  I hope you find some things you can use and will help you be more efficient, too.  If this baby boomer can figure this stuff out, so can you....so dive in.....the water's fine!