An email gets sent to a group of people and everyone’s email inbox gets jammed full with the Reply All responses. As the coordinator of a meeting, you spend too much time trying to find the most common meeting date & time for everyone to meet.

Here’s a solution to your scheduling nightmares.

Doodle enables you to propose several dates and times through an email to a list of participants. inside or outside your organization, across calendars, and time zones. Participants can indicate their availability online through a poll. Once you choose the most common date from the online poll, you can send an email to set a firm meeting date. Doodle is free of charge and registration is not required.

Have a look at a demo for Doodle.

Doodle Calendar Connect and MeetMe are options worth having a look at. These enhanced features enable you to connect your calendar so you can share your availability, no matter what calendaring system other participants are using and regardless of which organization they are in.

Tungle.me is a similar option to Doodle.

When trying to set up an appointment with a client, by clicking on the Tungle.me link through the downloaded program, you are able to select available time options and send these options through an email. Once a suitable time is selected, an appointment is automatically added to each participants calendar.

Have a look at Tungle.me’s video demonstration:

Instead of spending your time searching for a suitable time to meet, save your time for your meetings instead. Give Doodle or Tungle.me a try and let me know what your preference is.

culprit of stress in 2010 according to new numbers from StatisticsCanada.

A pressure-cooker to begin with, the workplace is made even more stressful by  being disorganized.

“Canadians are in a constant time crunch and experience feelings of stress,  failure and frustration,” says Clare Kumar, a Toronto-based professional  organizer. “Today’s office workers must take stock of both their work habits and  their environment, and take necessary action to alleviate the tremendous  pressure disorganization has on their productivity and work-life balance.”

“By having the right tools in place, Canadian office workers can save at  least 15 minutes per day which works out to a week and a half per year,” adds  Linda Chu, a professional organizer in Vancouver. “This has a dramatic effect on  the health of businesses and their workers.”

Professional organizers say desks in disarray causes a drop of 20 per cent in  worker efficiency; costing the economy billions of dollars in lost productivity.  Studies show the average worker spends at least 400 hours per year searching for  paper documents. “This places tremendous stress on the bottom line for many  businesses that need to return to profitability, especially coming out of the  economic downturn.”

Chu recommends several steps to become more efficient and productive in the  workplace.

• Categorize. Sort through possessions and group them into similar categories  of information and tasks. Identify what things are, instead of getting  sidetracked by thinking of solutions.
• Limit. If space is a premium you may have to choose between what is  important – your space or your stuff. Limit your collections by regularly  reviewing and letting go of information.
• Evaluate. Focusing on what matters most is the key to prioritizing.  Continually evaluate information and tasks as they relate to achieving goals to  increase your efficiency and productivity.
• Allocate. Find a method to store information and possessions to be able to  find what you need, when you need it.
• Remove. Items that are no longer of value or no longer needed can be  removed from the workspace. Focusing on what is important will get you on track  to be more efficient.

see article in The Province

The nine Essential Skills include:

1. Reading
2. Document use
3. Numeracy
4. Writing
5. Oral communication
6. Working with others
7. Thinking
8. Computer use
9. Continuous learning

To help you kick start your continuous learning efforts, Out of Chaos will be offering the upcoming workshop basics:

Get Organized: de-clutter & focus and what matters most!
November 1, 2011 – 7:00 to 8:30pm

For the pilers, filers and stuffers who are running out of space. For those that are overburdened and stressed with too many email, voice mail, paper, and interruptions. This workshop will give you take-away tips on how to get yourself organized by addressing:

• How to begin diving into the piles when you “just don’t know where to start”
• How to prioritize and focus your time on what’s important when everything appears urgent
• Decision making using the “Decide in Five” model to help you focus on what matters most

Class held at the new Healistic Planet Wellness Studio in Kitsilano, 1860 West 1st Avenue, Vancouver, BC

604.689.8034

Pre-register here

What are your options? To keep or not to keep? The logical decision would be that if space is limited and you want more room, then the magazines must go.

Emotionally however, people grapple with the “what if’s“. What if I might need it again? What if I haven’t read everything? Not to mention, magazines are neatly bound with a nice cover page.

Information is power, but I’d like to believe that ACCESS to your information would be more powerful. So, if you must keep information, do so in a format where you can easily access what you need, when you need it.

When it comes to the ‘important’ articles in your magazine that you can’t bear to let go of, just in case…, tear out your favourite sections and leave the ads behind (which are likely 2/3 of the bulk anyway). Create a personal library of resources in a filing system with headings such as:

• Recipes
• Rainy day activities for kids
• Social media tips & tricks
• Marketing ideas

Keeping your information resources organized and having easy access to them is one thing, but actually using them is a whole other beast. One habit shift to implement is every time you find yourself searching the internet for information, have a look at your personal library of information resources first. And if the likelihood of your ever doing this is slim to none… consider why you are keeping these articles in the first place.

If must keep your magazines intact, here’s a unique ‘designer’ solution, where function meets form. The Hockenheimer Stool by Germany’s NJU Studio. Your personal style will be reflected in your personal magazine collections. They provide the pillow, two leather straps, and a waxed-birch base in one of two sizes.

Take a seat – and give this a ponder.

Juggling the demands of caring for your children and spouses, keeping on top of your careers, managing your personal health and financial issues and now the needs of your aging parents. Notice how your personal needs didn’t even fit into this last sentence. What about ‘me’ time? (night out with the boys, spa date with the girls, date night…).

“The number of people aged 65 and up has more than doubled since the 1920s, according to Statistics Canada, and will double again in the next three decades. By 2031, one in four Canadians — an estimated 9.8 million — will be a senior, up from roughly one in 10 today.”

More and more, when my phone rings, it is common to hear that someone is ‘right sizing’ their lives. People are retiring and needing to right-size their homes or have aging parents that are moving out of their homes of 30 – 40 – 50 years, and downsizing into a smaller more manageable home. Certainly, Out of Chaos is right there with you in the thick of things to assist you to deal with massive collections of stuff that a lifetime of memories are made of.

More often than not, my conversations with people are more along the lines of aging parents being downsized ‘for their own good’ or due to a medical situation, parents are in care and cannot return to their old home. In many cases the families that I speak with are not prepared to deal with all the complexities of an aging parent.

Enter Barb Kirby of BjK Senior’s Advocate. One family I was working with was a result of her later life needs planning services for seniors and children of seniors. Barb provides one on one private consultations on creating a Personal Resource Book on Personal Planning for Later Life Care.

This particular family had engaged in Barb’s services to assist them to plan for their mother’s future housing needs as she grew more dependent on assistance as she aged. During Barb’s private consultation, the family was walked through the steps on how to be prepared for the eventual time when their mother would need the support of others. They were able to create plans in advance, while their mother was still capable and able to communicate her own wishes and desires. They were able to have discussions on subjects that most people do not want to talk about nor know how to bring up (like funeral arrangements).

During this consultation, BjK Senior’s Advocate explained the difference between senior citizen’s residences, assisted living, and long-term care. Care options were discussed, such as in home, public or private care, combinations of public and private, adult day care, overnight care, companions, housekeeping, physiotherapists etc.

All very confusing, even as I am writing this. Can you imagine having to sort all this out during a more stressful & emotionally charged time, like when your parent is in a health crisis, putting demands on your time and your financial resources? Barb will certainly be there to help you sort through the maze of questions and provide information on resources & options that are available to you.

Fortunately for this family, they are taking the time now to plan for the future of their aging mother. They recognize that a move, albeit not right away, is imminent. One of their immediate concerns is what to do with all mom’s stuff of over 40 years? If you are dealing with a similar situation, I would recommend thinking big picture to start.

1. Pull aside memories that are dear to heart

2. Create a living will (pass items on while your parents are alive and can have a say as to who they want a particular item to go to)

3. Identify items that might be suitable for consignment (antique / collectible store or Craigslist / eBay)

4. Identify items that can be donated

5. Create a pile for recycling or trash

Each one of these piles can be sub-divided further with separate action items to follow up on, but everyone has to start somewhere.

If you are dealing with an aging parent and don’t know where to begin, contact us and we will get you Out of Chaos.

In preparing for the appropriate words of wisdom, it gave me the opportunity to reflect on my own journey and the journeys of those that I have worked with throughout the years.  In my work as an organizing & productivity consultant, one of the most common things that I come across is people who are dealing with procrastination and how they struggle with developing systems to reach their goals.

There’s a saying by Nicholas Murray Butler.  “People are divided into three groups:  Those who Make things happen, those who Watch things happen, and those who Wonder what happened.”

Everyone of us, at some point deals with procrastination and even the most organized lose their way.  It’s overwhelming at times to know where to start, when the piles are so high and the to-do lists are so long.

Things will continue to be thrown in our paths, whether it’s through paper mail, email, or people interactions.  Our lists and intentions will continue to grow.  It’s about adapting to change and circumstances and thinking about things in a different way.

I grew up Watching my Dad work in hotels and working in my Dad’s restaurant.  I grew up Wondering what was happening that he was able to create such a buzz and excitement for his loyal customers.  So it was no surprise that when I was ready I wanted to Make things happen for myself.

I followed in his footsteps and entered into a career of over 20 years in the hotel / restaurant industry.  When the events of 9-11 struck, I lost my job with the downturn of the hotel economy.  All I knew was the hotel industry – so what now?, I asked.

I had no idea what I wanted to be, otherwise I would be there already…I had to look at things differently and adapt to the changes that were before me.  There’s another saying, “If you don’t know where you are going, any road will take you there”.

I needed a plan, a system, a map.  I had to map out what I wanted, what my goal was.  Then, I had to decide how I was going to get there?  How I was to accomplish my goal?  Which road would I travel to get there?

Success can be defined in many ways and is different for everyone.  It may be about money, a job, providing for your family, status.  For me, it was to be self employed with my own business.

Whatever it is, your goals can change and will change.

It is so easy to sit back and procrastinate and think one day…later…  To Watch – as things fly by.  To Wonder – what if…

Make thing happen:

1. Adapt to the changes that will always come your way
2. Look at things differently (do something different)
3. Set your goals (determine what you want to achieve)
4. Design your road map (how are you going to get there?)
5. Be persistent, be brave, take one step at a time

Which person do you want to be?

1. The person who MAKES things happen?
2. The person who WATCHES things happen?
3. The person who WONDERS what happened?

Four options to consider, when it comes to leaning out your household goods and downsizing your home. Time is always a factor and cost is a variable. Cash, Consign, Craigslist, or Charity.

Cash for Clutter

One man’s trash, another man’s treasure. Are you a garage sale junkie? But what about you more valuable items?

Like many, that ‘value’ is hard to give up, so the thought of getting some money for your treasures would seem to make it easier to let go. Let’s examine value. Is it about the stuff or about the money? How much of your time will it take? What value do you place on your time?

People are looking for a deal at garage sales and if you are looking to unload your treasures, you’d better price them well to sell quickly – not to mention, be prepared to haggle. If you have the time to haggle over a quarter difference in price, then garage sales are for you.

Consignment

According to Michael Tee of RHV Tee & Sons (England), the antiques market has changed dramatically over the years. Buyers are not looking for large bulky furniture (pieces that your grandmother once proudly displayed). Homes are much smaller and furniture lines are more streamline. So select pieces for estate mansions, like the 12-seater dining set or a special antique accent piece for a modern home only come in as custom requests.

What was once $4500.00 four to five years ago will now barely fetch $500 – 1500.00. As the owner selling this to the antique dealer to sell on consignment, you would only be receiving 50-75% of re-sale prices, if you are lucky.

Craigslist

If giving away your treasure for free and limiting your costs is your motivator, listing your items on Craigslist or Freecycle might be the way to go. You will expose your treasures to a wider circle of loyal followers.

The cost to you is your time to take photographs, take measurements, create a descriptive listing, create an account on Craigslist or Freecycle, post each items for sale/give-away, and be available to respond to each phone call or email from interested parties.

Charity

Many charities with pickup services no longer pick up large household furniture. Mattresses and stuffed animals, due to hygiene reasons, are no longer wanted. Items are often being considered based on the charity being able to re-sell to the public for monies that will go back to support their charitable programs.

Some donors would prefer that their items are not sold or that they are given direct to those in need. There are charities that will come by to take away your larger donations (like beds & televisions) and place them direct into the hands of those in need. However, due to usually very limited funds, lack of storage space and volunteer drivers, pickup can be very selective and limited to the immediate need of a family in waiting.

So, if your interest is to get your household items into the direct hands of those in immediate need, your time and your dollars may need to be spent to match donation to recipient.

You Chu’s

In the situation with this particular homeowner, going through her three-level house to identify almost 60 items designated for garage sale – consignment – Craigslist – charity, to photograph, and take measurements took two of us at least two hours (four man-hours). This does not take into account the time to post each listing for sale or to source out consignment stores, nor to correspond with emails and phone calls of interested Craigslist buyers.

There is no guarantee that you will get any money for items your choose to sell, not to mention if there are even interested parties for the items you are giving away for free. Even designating items for charity does not guarantee the charity will accept everything.

At the end of the day you still pay for:

1. Your time to research, contact, navigate and negotiate
2. Professional organizing services to coordinate and navigate you through a potential stressful time in your downsizing
3. Junk removal service to deliver your treasures to a charity, recycling depot and/or the rubbish yard
4. What is your time (and peace of mind) worth?

Overwhelmed with thoughts about moving? Allow us to make it a smooth, stress-free experience for you or your loved ones. Contact Out of Chaos today for a consultation on our Stress-Free Move™ Services. We take care of all the details.

They had moved into a new home and the sweaters were packed away in a box (all 30 of them). She had refused to unpack the sweaters, since he never wore them. So they sit, in the box, unpacked, in their basement, never to be looked at again.

Yet… he would not let them go. He would not even talk about them. The organizing challenge is how she was to approach her husband about ‘The Sweaters’.

I often talk about value, being made up of two components — Emotional and Usefulness.

It was obvious that her husband had no use for the sweaters, especially since they were sitting in the box, months after the move, still unpacked. Emotional on the other hand — bingo! ‘His mother had made them…’

My recommendation in this scenario:

1. Throw Blanket
   Find someone who can knit. Hand knit sweaters can be taken apart and the yarn can be used to make a throw blanket(s). You might even consider a ‘patchwork’ of all 30 sweaters. So, every time you snuggle up with your re-purposed throw blanket, you will be reminded of ‘mommy dearest’.
2. Themed Photo Album
   Have some fun and have a dress-up day. Take out your camera and take a picture of your husband in each of the sweaters his mom made. Place them in a photo album with a snappy caption under each photograph (scrapbookers are jumping at this creative project). Use this as a way of honouring his mother and the memory of each sweater.
3. Donations
   Of course, there is the practical argument of donating the sweaters to a seniors home/centre or to a charity in need.

But, as you are well aware, this has nothing to do with a useful decision — it’s clearly pure emotion.

… thank goodness it’s only one box.

Perhaps you want to de-clutter and get out from under the piles of stuff that have accumulated since June (or since you moved into a new home). Or Perhaps you need systems in place to boost productivity for your business for the next quarter. If so, feel free to get in touch with me regarding professional organizing services to get your new school year off to a great start.

Maybe you need help with another area of your life or business so you can get focused for the coming season? I’m happy to recommend some partners, colleagues and trusted services I’ve used that might also benefit you.

Here’s a quick list of resources that can help you:

• Melanie Fung Lifestyle Management Inc. Personal shopping, small business assistance, running errands, event planning and more.
• Fresh Start Recycling. Helping home owners, building managers, and construction rid themselves of unwanted items.
• Silver Bullet Shredding. Professional, reliable and cost-effective shredding services.
• Recycling Council of BC. Information about where to recycle.

Do you need help organizing your time? De-cluttering your space? Making sense of your paper and electronic files? Get help from a professional organizer today.

Have a great start to the new season!

This month, the Scrivener Magazine published my article from page 10, “Get Organized and Enjoy More Time” with tips to not only get organized, but also stay organized.

Some excerpts that you may find helpful:

Have A Game Plan For Better Time Management
Interruptions are a fact of life and work. It has been proven that every time we are interrupted, it takes us 15 to 20 minutes to get back into prime focus. That’s just one interruption. Imagine if the average employee in your organization loses 20 minutes a day of focus. The combined wages add up quickly, not to mention the lost productivity.

Focusing on what matters most at any given moment is the key to a successful priority action plan. Yes, there will be the unexpected interruptions and emergencies, but having a game plan and identifying your high-priority tasks will give you a better sense of control in your day…

Paper and Information Management
Divide your information into 3 categories.

1. Active Information. Action is required. Active information can be placed into a priority action plan, like a Tickler File or BF – Bring Forward File.
2. Reference materials have no action required but may be part of your “reference library.” Your reference materials may be moved away from your immediate work surface into a dedicated filing system for ease of access.
3. Archival resources may need to be kept, based on legislation requirements. If space is limited, archives may need to be moved out of office or even off-site…

Delegation and Out-tasking
Is this something to which you must attend or can you delegate this task to someone else? Even if you are ultimately responsible for this task, you may be able to delegate a portion of it.

Break down each step required for completion and determine which portions can be delegated. You can still manage the outcome, without having to “do” all the work…

Do you need help organizing your time? De-cluttering your space? Making sense of your paper and electronic files? Get help from a professional organizer today.

Have a great summer!

Bonus Organizing Tips

• Good Habits. The Key to Getting Organized
• Basic Feng Shui Facts and Tips
• Organizing Small Spaces