Organizing with Hellen

I couldn’t be more thrilled to be the recipient of the 2010 Los Angeles Organizing Award for Best Organizing Book. Neat also won two awards. The awards were held Jan. 31st at Raleigh Studios in Hollywood and it was a glamorous and exciting event, executed flawlessly by the NAPO-LA chapter.  Here is a list of the winners:

2010 Winners – In order of presentation (quick and dirty version):

Best Organizing Product Retailer
The Container Store

Best Organizing Book
Organizing Outside The Box by Hellen Buttigieg

Most Valuable Educational Resource
NAPO National Conference

Best Home Organizing Product
Glideouts by ShelfGenie®

Best Organizer as Coach or Mentor
Elizabeth Hagen
ElizabethHagen.com

Most Supportive or Organizer-Friendly Charity
National Council of Jewish Women, Los Angeles Section

Best Office Organizing Product
Pendaflex, SureHook Hanging File Folder

Best Garage Design Firm
OrganizIT!

Volunteer of the Year – NAPO-Los Angeles Chapter
Linda Levine-Quackenbush
Organize 4 Life

The Green Award for Most Eco-Friendly Organizing Product
Pink Grapefruit All-Purpose Cleaner
By method

The Avery Dennison Special Recognition Award
Hoarders – A&E

Best Organizing Blog or Website
Simplify 101
Aby and Jay Garvey

Best National Makeover Reality Television Program
neat – HGTV Canada, Discovery Home Channel

Best Closet Design Firm
California Closets

Most Innovative Organizer
Dorothy Breininger
Delphi Center for Organization

Best Publication Featuring Organizational Information
Real Simple Magazine

The Green Award for Most Eco-Friendly Organizing Service
Sara Getzkin
Hands On! Organizing Services

Best Show Incorporating Organizing on National Television
neat – HGTV Canada, Discovery Home Channel

Most Helpful Organizing Technology
iPhone by Apple

Best Time Management Expert
Julie Morgenstern
Julie Morgenstern Enterprises

The Philanthropy Award
Leslie Haber, An Organized Life

Raising the Bar Award – NAPO-Los Angeles Chapter
Leslie Haber, Director of Professional Development

Leading Edge Award – NAPO-Los Angeles Chapter
Robin L. Davi, Simply Arranged

Thank you to everyone who voted for my book and for the show – I could not have done it without your support.  To express my appreciation,  I will be providing free telephone coaching on Feb. 10^th from 10 am  to 4 pm (EST). You can call in with your burning question and I will answer it personally. In order to accommodate as many people as possible, I ask that you limit your call to 15 minutes. Call me at 905-829-2219 during the times listed above. (If your call is forwarded to voicemail, it means I am on the other line. Please do not leave a message as I cannot guarantee that calls will be returned; just try calling again later).

I was on Steven and Chris yesterday talking about the number one reason clients call me for help: paper clutter. The show airs this Monday, January 25th on CBC, but I thought I would share some of my tips with you in advance.

We are all inundated with paper, now more than ever. And it’s no wonder – we get more mail in a week than our grandparents got in a year. But there is an easy solution. The key to conquering your paper clutter once and for all is to use a system that fits your natural way of doing things.

You are either a filer or a piler. Filers prefer to keep their papers upright, while pilers like to stack them. Pilers tend to have messier offices but claim they know exactly where everything is within the piles. On the other hand, filers tend to have neater looking offices but seem to accumulate more paperwork and access it less frequently than pilers. One type is no better than the other. Even though pilers may look messier, it doesn’t mean they are less organized or less productive than filers.

If you want your organizing systems to work over the long term, it’s important to use the right organizing products for your filer/piler preference. Here’s what I suggest:

Piler:

What’s most effective for you are products that keep your papers sorted in categories yet still laying flat. Here are some examples:

-Stacking letter trays; label them: ‘in’, ‘out’ and ‘file’;  or use for bills to be paid or school forms to be filled out

-Shallow baskets or bins; label them with each child’s name and put school projects/artwork; label one ‘articles’ and tear the articles you want to read from magazines, store memorabilia (greeting cards/letters)

-Literature sorter (pictured below); for personal/household paperwork, one category per slot, label each slot: ‘receipts’, ‘warranties’, ‘insurance’, ‘medical’, ‘taxes’, etc.

Filer:

What’s most effective for you are products that allow you to keep your papers upright yet easily accessible. Here’s what I suggest:

-Desk top file box (pictured below) with hanging files and folders inside; label them: ‘bills to pay’, ‘bills paid’, ‘articles to read’, ’school’ (one for each child), ‘activities’ (extra curricular: hockey schedule/contact phone numbers, birthday party invitations)

-Accordion file folder (same categories as above)

-Step sorter or incline sorter (pictured below); put a file folder in each slot and label: ‘in’, ‘out’, and ‘f’ile’; use for bills to pay, school forms

-Rolling cart (pictured below) for personal/household paperwork: insurance papers, will, tax forms, medical, etc.

-Filing crates/bankers boxes (same categories as above)

-Wall files (pictured below); label: ‘in’, ‘out’, ‘file’; for paperwork you need to access regularly, stick to one category per wall file

Keep in mind that the papers you use regularly should be stored in convenient places, like the kitchen or other designated ‘communication central’ place. Keeping your papers sorted and easily accessible will provide peace of mind. Remember to label by category and be very specific (miscellaneous is not a category).

Whether you are a piler or a filer, having a system that fits your natural style will go a long way in helping you keep your papers organized and within easy reach. If you’ve tried any of these, let me know how they are working for you.

The radio host who interviewed me yesterday wanted to know why self-storage units seem to be popping up on every corner. I did some quick research and discovered that the off-site storage industry has experienced an 81% growth over the last decade. Is it hard to believe that it is a 22 billion dollar industry? Not really. People have a hard time getting rid of their stuff; now more than ever, we have a lot of stuff! And moving it out of our home seems to give us the freedom to buy new stuff. It’s a vicious and expensive cycle.

Don’t get me wrong – I think these facilities are a god-sent for people who need short-term or seasonal storage; for example, when relocating to another city for a short time or storing your winter tires when you live in a small apartment. But I don’t see the wisdom in storing items simply because we can’t bear to toss them. Many people who rent self-storage units in fact have a large home and want to declutter it quickly, so they move all the things they’ve accumulated into their ’second home’ because they “might need it some day”. But the problem is that out of sight is out of mind; besides, it’s usually easier to buy a replacement than drive to the facility and dig through the boxes to try to find what you need.

The average unheated unit rents for about $80 a month; over 2 years, that’s almost $2,000! The items are usually worth less than what we pay to store them in the long run. We are better off selling or giving away the items now (before they lose their value) than paying to store them indefinitely. And all those ‘just in case’ items – it would likely be less expensive to go out and replace them if (and when) you needed them. Eventually, most of those items will end up being tossed or going to charity anyway (if not by you, then by your grown children when they inherit it). Many items in storage have been inherited, so people keep them out of guilt or obligation. Would your deceased loved ones really want you to keep something that has become a burden or would they be happier to have you donate it to someone who will treasure it? I know you can’t put a price on sentimental items, but if they mean that much to you, why are they sitting in a storage space miles away from your home? Renting these units can become addictive; once the storage unit is full, many people just rent another one. No wonder this is a booming business!

As you can probably tell, I’m not a big fan of using off-site storage as a long-term solution for decluttering your home. If you are currently renting one for this purpose, I encourage you to do a major sort and purge. If you can’t wean yourself off this addiction, at least create an inventory of the contents so you won’t forget what you are paying so dearly to store.  If you are considering moving some of your things into a self-storage facility because you can’t let them go, I encourage you to invest in the services of a professional organizer who can coach you through the process instead. It will save you time and money in the long run.

It’s that time of year again – a fresh start and a new agenda to go along with it. I’ve been buying the same planner for years (Taylor Planner) and I believe it’s the single most important part of my time management success. One year, I tried using a PDA instead but I was missing deadlines, confusing appointments and feeling overwhelmed. After a three month trial, I ditched the PDA and went back to my trusted paper planner. For a calendar system to work, we need to use it consistently. Choose one that suits your learning style and using it will come naturally.

Your natural way of taking in information greatly affects which scheduling method will work best for you. Rather than trying to change yourself to adapt to your calendar system, select one that fits your learning and organizing style.

If you are a hands-on learner (kinesthetic), choose a planner with a texture that is a pleasure for you to touch. What feels best in your hands: leather, faux crocodile or cloth? The physical act of writing down appointments and tasks will help you remember them. Place a sticky note on the front on your planner and list on it the things you must do that day; cross items off as you complete them. Use stickers to highlight important activities/events. If you don’t require the portability of a planner book, another option is a wall calendar or a whiteboard (with the days of the week across the top and the tasks written underneath). Hang it across the room and wipe off each task as it is completed. The key to getting a good fit is to make your calendar interactive, which works for your hands-on preference. You may also choose to use an electronic calendar to keep track of your commitments, as this will keep your hands busy while giving you greater flexibility and freedom to change plans when you need to.

If you learn best by seeing (visual learner) paper agendas and large wall/desk calendars work well for you. Choose a planner that is aesthetically pleasing to you. You will be drawn to fashionable colors, inspiring motivation quotes and beautiful pictures/artwork. Use bright colored markers to highlight important events/activities on your calendar. Use sticky notes in various colors as reminders of important actions to take. A calendar with space for notes and to-do lists will allow you to see all of your commitments in one place, which will help you remember to check them more often. Alternatively, if you choose to use a computer calendar, you will likely want to print it out and use color settings (i.e. to differentiate between work and family commitments). Most importantly for visual learners, keep your calendar in a place where you will get a clear view of it throughout the day.

If you learn best by hearing/speaking (auditory learner), it would be beneficial to have your to-do list and schedule both in one place, and have it nearby at all times. This will help you remember to stop for an errand while already in that area. If you want to manage your schedule electronically, be sure to set alarms as reminders of important events/deadlines. You may want to set your computer so it opens and reads your to-do list each time your start it up at the beginning of the day. If you prefer to use a paper planner, choose one that accommodates your handwriting style; i.e. if you have large handwriting or like to make lots of lists, you’ll want to use one that provides ample space for that. Systems that provide weekly/monthly views will more helpful to you, allowing you to look ahead and plan for both the busy and quiet times ahead.

Keep in mind that we all use more than one learning style, but we have a preference for one in particular. If you don’t know your preferred learning style, there are many online questionnaires you can take to help you determine it, including the free quiz at http://www.organizingoutsidethebox.com. If you would like to learn more about finding organizing solutions to fit your learning style, have a look inside my new book Organizing Outside the Box: Conquer Clutter Using Your Natural Learning Style at http://weorganizeu.com/book.html.

This is the time of year that many of us make our New Year’s resolution. Sometimes, it’s the same one as last year, and the year before, and maybe even the year before that. Why are New Year’s resolutions so hard to keep? What can we do differently to make this the year we finally achieve our goals?

I’ve been coaching clients on how to turn their good intentions into commitments, and I’ve seen some dramatic results over the years. Below are some suggestions that seem to work well. Perhaps they can help you keep your New Year’s resolution.

Concentrate on just one or two goals for now, so you can stay focused rather than scatter your energy. You can do it all, but not all at once. When you achieve those goals, you can add new ones. With every achievement, you will increase your confidence, which will lead to more success.

Determine your most powerful reason for achieving each goal and get clear on how it will benefit your life. It is helpful to look at your top values and determine how your goal relates to them. When goals are closely tied to our most important values, we don’t need to rely on sheer willpower to achieve them because our inspiration comes from within.

Put your goals in writing and place them where you will see them every day, several times a day. Some people put them on their screen saver or desktop while others are content to have them on a sticky note on the bathroom mirror.

Take one small action everyday consistently to move in the direction of achieving your goals. Schedule it in your calendar. Breaking down a big goal into tiny tasks makes it feel less overwhelming and easier to tackle.

Recognize set-backs as just that. Ups and downs are a normal part of life. When you feel like you are taking one step forward and two steps back, just ‘dust yourself off and try again’ (as the song says). Beating yourself up is counterproductive (and we probably have enough people in our lives doing that for us anyway). Be kind to yourself; get re-inspired by reviewing the benefits of reaching your goals. Limit set-backs by planning for obstacles. For example, if your goal is to eat healthy, keep some almonds in the car for emergency hunger pangs.

Reflect on the positive changes you’ve made so far and celebrate those little successes. For example, think of all the times you took the stairs instead of the elevator or walked away from yet another pair of new shoes you didn’t need or couldn’t afford.

The key to commitment is accountability. Find a goal-buddy and support each other or consider hiring a coach. Share your intentions with family, friends and even your online community, including the readers of this blog! Not only will this increase your accountability, it may lead to beneficial resources and helpful suggestions. My goals this year are to move to a home within walking distance to the lake and to increase my speaking bookings by 50%.  Hope you’ll make this the year you turn your dreams into reality.

During the holiday season, your social calendar fills up quickly and life gets even more hectic than usual. Protect your time and practice self-care by eliminating one or two social activities you’d rather not attend. Don’t accept invitations out of guilt, obligation or habit; saying ‘no’ to those invitations will leave you with the energy and good spirits to enjoy the events you truly want to attend. This is especially important if you are not extroverted.

Extroverts feel energized when they attend parties and socialize with lots of people and are often bored by themselves. Introverts, on the other hand, can feel energetically drained in that type of situation, preferring to go to an intimate dinner party instead. Honor your natural preference whenever possible, especially during stressful periods. If you are an introvert and choose to attend a party, be sure to schedule some quiet ‘alone time’ before and after the event to recuperate and recharge. If you are an extrovert whose ‘significant other’ is an introvert, show your partner you understand and support his/her ‘orientation’ by not taking it personally if they pass on invitations or want to leave the party early.

I’m hosting a family event this Saturday night; as an introvert, I know that Sunday needs to be a quiet day for me, to rest and recharge. How about you? Are you introverted or extroverted and how does that affect your decisions and relationships?

Are you hosting a holiday party this year? You don’t have to do it all alone. Get a support system and you’ll ensure that everyone has good time, including you. 

If you don’t have a regular cleaning service, get one to come before and/or after your party. If you don’t have the budget to hire a service, just clean the public rooms that will be used during the party. Now is not the time to get the whole house organized and cleaned; you can do that after the holiday rush. Hire a couple of students to serve the food and help with the clean-up afterwards. You get to spend more time with your guests and the students get to earn some money during the time they probably need it most. If you don’t know of any students that can help with the clean-up, consider renting plates for the party. The rental company will deliver and pick up the plates and you don’t have to wash them; just stack them in the box. Instead of a sit down dinner, serve finger foods that can be made (or purchased) in advance. Or consider a pot luck dinner where everyone brings their specialty. When it comes to baking, bake just one thing in bulk and share with others. Or, if you don’t like to bake, buy instead and display it elegantly. I personally don’t bake but I love to decorate, so I get together with my fwb (friend who bakes); she mixes and rolls out the cookie dough and I pour on the sprinkles!  Best of all, we get to spend some time together.

Keep in mind that guests seem to be more relaxed and have a better time at parties when the host is having fun too. Don’t get stuck in the kitchen, line up a support system because you deserve to have a good time too.

This is the last of the series on Organizing For a Stress-free Holiday. I hope you’ve enjoyed and benefited from the tips; I’ve certainly learned from all of you, so thanks for sharing your suggestions.  Hope you have a happy, healthy and stress-free holiday season.

As you may have heard, I’m a finalist in the 2010 Los Angeles Organizing Awards, which is a huge honor for me. The category is Best Organizing Book for Organizing Outside the Box: Conquer Clutter Using Your Natural Learning Style.

I know you are probably very busy this time of year, but would you mind taking a few minutes to show your support (if you haven’t done so already)? The voting deadline is this Tuesday Dec. 15^th.  Anyone can vote, not just members of the National Association of Professional Organizers. 

Here’s how to vote:

1. Go to www.napola.org and click on ‘Cast Your Votes Now through December 15’ (under the LA awards logo).

2. Put your e-mail address under New User (unless you have a login), which will bring you to the voting page. 

3. Scroll down until you see my category, Best Organizing Book. You are not required to vote in any other categories (although you may choose to). 

4. If you don’t want to receive further mailings from the LA chapter, simply click ‘no’ at the bottom of the page.

 If you know anyone else that is a fan, please share this with them. 

Thank you for taking the time to vote and show your support. I truly appreciate it.

Take it from someone who does what I do for a living: we all have too much stuff. And yet, every year, we go out and buy more stuff for the people we care about. What’s up with that? It’s still possible to show our love and appreciation through gift-giving without cluttering up people’s homes.

Rather than giving gifts that take up space, consider choosing consumable gifts. Consumable gifts are those that get used up and don’t have to be stored or displayed forever. For example, fresh flower arrangements, candles, wine, jam, baked goods, hair grooming products, etc.

Another idea is to give activities rather than things. Consider giving children music or sports lessons; or a trip to the zoo or the circus. Your parents might enjoy tickets to a local play or a gift certificate for dinner at their favourite restaurant. How about giving cooking lessons, gourmet food delivery or personal training sessions? If you’re on a tight budget this year, give the gift of time; cook dinner for a friend, run errands for a senior or babysit for a busy mom.

When it comes to wrapping gifts, it is less stressful to wrap as you go along. Set up a gift wrapping centre in an out-of-the-way place in your home. You’ll need a table or counter and a bin with all your supplies. Label gifts with sticky notes until you’ve had a chance to wrap and tag them. If you don’t have the time or talent for wrapping gifts or simply don’t enjoy it, most malls provide the service for a nominal cost, often with the money going to charity. Another idea is to purchase decorative gift boxes from the dollar store, which you can reuse when giving to family members.

Let’s generate some more ideas. What gifts do you give that don’t take up space? What gifts would you want to receive?

How can you prevent feeling wiped out during the holidays? Do less and enjoy more. Rather than trying to do it all, do what’s most valuable and meaningful to you and your family.

When we leaf through the glossy magazine spreads of homes decked out for the holidays, it’s easy to feel the pressure to compete. Reality check: Those homes are staged by a large staff of talented professionals. They are not designed to be live in, they are created to be photographed. It’s not realistic to expect our homes to look like the pages of magazines.

Rather than aiming for a picture perfect display, go for a meaningful holiday season instead. Ask your family members which traditions are most important to them, and determine what you can let go of. For example, what will happen if this year, you don’t decorate every surface in your home? What if you only choose the one or two rooms you spend the most time in, and take your time decorating them? I’ve taken to doing this over the last few years, and I’m amazed at the drop in my stress level, not to mention how much more pleasure I get out of decorating. Now I am working towards using more festive items that don’t have to be packed away after the holidays: fresh wreath, candles, fruit in bowls, and fresh flowers. I’m doing this because, as organized as I am, I still don’t enjoy packing away the holiday decorations.

This holiday season, what will you do less of so that you can get more enjoyment?