Organization 101c: Technology is Your Friend

I know you have all been eagerly awaiting the last part of my organization series, and here you go. There are ENDLESS amounts of technological resources to help you get organized, and I will covering a mere few.

Cell Phones: Cell phones are one of the best ways to help you get organized. The options and possibilities are much greater if you have a smartphone, but even the most basic cell phone can help you.

• Calendar: Every cell phone has a calendar option (even my parents cell phone, which has no texting capability and is the free phone they got when they signed up 3 years ago). When you schedule an appointment, or have to do something on a specific day, enter it into the calendar on your cell phone. Usually you have an option of setting a reminder for anywhere from days prior, to minutes prior. This is especially helpful if you are against getting a physical planner.
• Alarms: Most cell phones also have an alarm. You can set this to remind you of things you need to do that day/calls you need to make that day.
• Address Book: I don't think I need to explain this. Enter your contact name and phone number and your phone will keep them all in one place.

Smartphones: I am not going to lie - I LOVE MY SMARTPHONE!! There are so many ways it helps me get organized!

• Email: I have email on my smart phone and I use it to remind myself of things. If there is something I see on TV or while I am out, or need to remember I email it to myself. Then when I check my email I am reminded and can put the item on the proper list or on my calendar.
• Notepad: Smartphones have a notepad, where you can jot down notes electronically. I am big on physically writing things down and physically having a list, but for someone who would rather have everything in one place, the notepad on your smartphone is a great option. For those who don't want to type it out, or can't for some reason, many phones also have voice notes. This is like leaving yourself a little voice mail. I am a big fan of the voice notes feature when I am driving and can't type.
• Task List: Yes - a list on my phone! It's lists for the technologically sound! I can set the importance of the task, when it is due, when I'd like to be reminded, and any notes I need within each task I create.
• Address Book: On smartphones, an address book can keep all your information on someone in one place. On my smartphone I have the ability to add multiple phone numbers, addresses, email addresses, spouse name, assistant name, birthday, anniversary, etc.
• Sync Feature: Most smartphones will sync to your computer. This helps sync up your email, calendar, tasks, notes, contacts, etc. This is especially helpful when you lose/break/drop your smartphone, if you have everything backed up, your life won't end up in chaos.
• Applications: All smartphones have applications you can buy either from your provider, or the maker of the cell phone. There are countless applications to help you get organized, and they can help you with your budget, tasks, scheduling, etc. This is especially true of the iphone, which has an app for everything. (Please leave a comment with your favorite organization app for the iphone if you have one!)

Websites: I didn't even know how many websites there were to help you get organized until I googled "get organized". Here are a few:

• Google: Google isn't just for looking up all sorts of information anymore. You can get directions through Google Maps, share and collaborate on documents on google docs, and share and create a calendar with Google Calendar. Just go to Google.com and click on "more" at the top of the page for list of the applications Google offers.
• HassleMe: A website that nags you, consistently or at random, via email, text or IM. It's brilliant. Put in what you want to be reminded, or hassled about, and it'll do it! http://www.hassleme.co.uk/
• Voo2Do: This is basically a virtual planner! Voo2Do is a time management site that is free, and can organize tasks by priority, due date, and time. http://www.voo2do.com/
• webasyst.net: Just another site that can help you organize EVERYTHING in one place. www.webasyst.net/
• Jott: Too busy to email, text, or write down? Call a number to leave your self a note, add something to your calendar, or even have a voicemail transcribed. http://www.jott.com/

So, as you can see, technology can be your friend in your quest to get organized. Hopefully, this Organization series has helped you in you work, life, or as an advocate in the RADAR program. I am off to create an account on Jott, my new favorite organizational tool!

Organization 101b: Making the Best Use of Your Time!

Last week I wrote part one of this series on getting organized, Organization 101a: Write it Down!. Today's blog is the second part of this three-part series, focusing on ways to make the best use of the time that you do have. I am positive that I am not alone in thinking that it seems like there is never enough time to get everything done! Some of these suggestions are things that I already do, and some I found while researching for this blog and I am implementing to help make better use of my time!

Get a Planner: I know, I suggested this last week, but it is very helpful when scheduling your time. It is especially necessary if you have a family and/or spouse, so that you can be sure that you do not forget any of your commitments. Each day/week you can see what it is you have scheduled and what tasks you need to accomplish. Then you can schedule your week so that have time allotted to complete all those tasks.

Don't Put it Off!: This is one suggestion I have begun to implement, and that I think everyone is guilty of. When you procrastinate, you add stress to your life because you are thinking about that 'to do' item that you are dreading and putting off. Procrastination makes the task seem much bigger and more difficult than it probably is. If you change your way of doing things, and take care of the dreaded task first, then everything else will seem simple in comparison.

Use Your 'Waiting' Time: Put the time that you have while waiting for appointments, in line, or in between meetings to good use! Have something to do/read with you to fill this time. I always have a magazine or something I need to read through with me so that I am occupied when I find myself just waiting around. This is especially helpful when waiting in line...rather than getting annoyed at how long it is taking or how slow the line is moving, I fill that time productively.

One exception to this rule is that you shouldn't use this time to make phone calls! You don't want to have the person you are meeting with, or the cashier (and the rest of the line) wait as you finish your phone call, and you don't want to put the person you are speaking to on hold to finish your transaction. There is a big difference in being productive with your time, and being rude.

Once and Only Once: When you are going through your papers, emails, and files, ONLY LOOK AT THEM ONCE! Read it, file it, forward it, schedule it or toss it. Don't put it back on the to-do pile, because you will only do the same thing later. Don't put it off and hope you'll get to it eventually, eventually will probably never come.

I have a pretty detailed filing system. This way I know where to go to find that paper/item when I need it. For bills, give each vendor its own folder, that way you know where to go for all your information and records when dealing with that Vendor. My email has a filing system as well. I create subject folders I can move email to if I want to save them, so that I can find them easily when I need them again.

For work, I make binders - its a system I found that worked for me when I worked in Event Production. For example, I made a binder for the RADAR Advocates that I manage for ArtiSans. I have a tab for each RADAR advocate which contains all their registration information. I take notes on that page, and add all correspondence (via Email) in their tabbed section. I also have a few tabs for general correspondences and my 'in-progress projects' for RADAR. This binder amazes everyone who sees it, and all it involved was a 3-hole punch, a 1-inch 3-ring binder, 2 sets of dividers and 5 minutes of my time. Now when I need to look up something, it is VERY easy to find. I can also add new advocates as we get them. (I suggest that the Advocates make a binder for the bands that they refer to the RADAR program. Have a tab for each band, and take notes when you follow up with the band.)

The "once and only once" rule will probably be your biggest time-saver in the end. Too much time is wasted each day searching for things, and the frustration that builds when you can't find something will add a lot of stress in your life.

Multitask: This might take a little more practice, since a lot of things need your full concentration. Most of my multitasking comes when I am on the phone (filing while talking to family, straightening up etc). Also, I like to do the stationary bicycle, treadmill or elliptical machine while watching TV, but this isn't an option for everyone.

Schedule FUN TIME! Everyone needs a break. Make sure you include some personal time for yourself to unwind and do something YOU like.

I hope that these suggestions help you to make the best use of your time! I'm really excited for next weeks blog Organization 101c: Technology is our Friend! because there are a LOT of ways that technology can help you to get organized and a lot of cool websites I have found that I can't wait to share with you. Until then - get back to work!

Organization 101a: WRITE IT DOWN!

I have always known I am an organized person, its part of having a slight case of OCD, but this year my ability to keep myself and my projects organized has been pointed out to me on a constant basis. I have found out that my organization is more of a skill than a sickness. I have also learned that most people are not very organized, and have no idea how to begin organizing their life.

Getting organized can be a daunting task, so today I'll describe a few ways in which I keep myself organized, accountable and on schedule. Today's suggestions all follow one simple rule: WRITE IT DOWN. Sometimes I think that I wouldn't remember anything if I didn't write it down, and I probably wouldn't. Hopefully, some of these suggestions will help you organize your life as well.**

Get a Notebook: How easy is that! I prefer a 3-subject notebook, and will explain why below. I have kept notebooks for every job I have done, whether it be personal or professional, and they have helped me over and over again by keeping my all my information in one place. I know where to find information on something I have worked on days, months or years later.

So what do I do with the three sections in my 3-subject notebook? In the first section, I keep lists. I love lists. Lists are awesome. Nothing feels better than crossing out an item you've completed from your to-do list. I have a 'long term' list, a 'project' list, and a 'daily/short term' list. I write out everything I need to do for a project on my project list, what I want to accomplish each month in my long term list, and everything else on my daily list. Phone calls, appointments, people I need to email or get in touch with, what I need to pick up at the market, important things I need to get done during the day to keep my projects on schedule, etc.

Sometimes, I don't feel like I am making any progress on my daily list, or my tasks are all time consuming -so I add literally everything I have to do during the day on my list. Seriously...I write in 'wake up 8am', 'eat breakfast', 'run dogs', and 'make tomorrow's list'. It doesn't matter if you put some fluff on your list, sometimes you need the boost of having something to cross out to feel like you are getting things done. You can always add or remove things from your list, and if you don't accomplish all the task on your list, you can move them to your list for the next day.

Lists also help you keep track of what you have done and when you have done it. They are excellent for when you need find more information on a task you have completed long after you have completed it.

In the 2nd section of my notebook I take notes. I take notes on conversations, at presentations, at meetings and appointments, on the phone, etc. WRITE IT DOWN!!! If you write it down, you don't have to wonder if you are remembering it correctly later. I like to write down the date and time of every phone call I make, and the name of everyone I have spoken to. This is especially helpful when dealing with any sort of customer service organization within a corporation. You can get a lot more accomplished if you are able to refer back to every person you have spoken to, every date you have called, and what you were told each time.

In the 3rd section I keep track of phone numbers, addresses, websites, email addresses and directions. I usually also have these in my notes section or next to an item on my list, but its nice to have them all in one place as well.

Get a Planner (a calendar will do): I resisted getting a planner, but you only need to forget one appointment to see how vital it is. Now I do not schedule anything without first consulting my planner, and I immediately write down appointments so that I do not forget a meeting or double book myself.

Sticky Notes: I love sticky notes as much as I love lists! I put them everywhere so I don't forget things. If I want to make sure I don't forget something when I leave the house, I place a reminder sticky note on the door. If there is something at the office I don't want to forget, I put a sticky note on my steering wheel. I also put sticky notes in my planners and notebooks to help me find certain pages quickly.

These are just a few ways I organize myself and keep track of all the things I am juggling at any given time. Put a post-it note on your computer and remember to check back in next week for Organization 101b: Make the Best Use of Your Time.

(**Note:I prefer writing things down and having a visual at all times. There are a ton of websites and electronic ways to keep organized, which I will address in Organization 101c: Technology is our friend.)