Organize Archives

In the Studio with Rob Maniscalco

November 12, 2015 by Heather Filed Under: Art, Art & Design, In the Studio, Inspiration & Education, Organize, Photography

Today’s Artist Interview is with Rob Maniscalco who I met at a neighbor’s party. We got to talking and I asked him if he would want to be featured on my blog, time got away from us but we reconnected recently since he’s just released a new book from his Quench Project. Rob has a FROG studio space inside his home and I’m thrilled to share his studio organizing tips and have him participate in this interview. These photo’s are not styled in any way so this is typical of what his working studio looks like on an average day.

The idea for the Inside the Artist Studio series began while attending an art retreat where I curiously observed the differences in the creative cycle of order and chaos and what that looks like for different individuals. I’m very interested in sharing how organizing affects the artist’s creative process. Some systems and order are vital to our creative PLAY and learning to find a balance that works to enhance your creativity is what I hope to share with you through these interviews.

Interview and Studio Sneak Peek Part

HKPS::What age did you suspect or know you were an artist?

RM::I grew up in a household full of arts. My father was a professional portrait painter and was always in the studio working. I sat on his lap while he painted, while in the other room my brother played Rachmaninoff on the piano. I was always painting or playing my clarinet or singing. You get the picture. Ironically, I was the only one of four kids that went on to be a professional artist.

HKPS::What mediums do you work with and are there specific tools or materials you find challenging to keep organized or locate when you need to use them?

RM::I’m primarily an oil portrait painter but I sometimes work in pastel or watercolors. I do a lot of sketching with charcoal. My pants are all in a central location, stored in my taboret. I don’t line my colors up in a row or organize my brushes but they’re all right there ready to go when I want them. I must admit I keep a lot of material that were passed down from my father, which I never use. I keep them around because they inspire me.

HKPS:: Where do you make your art, how big is your studio and how long have you been in this space?

RM::I have a studio in the FROG of my home. The space is more than adequate for me to create what I do. I am very happy that I have high ceilings (& great light), which were absent in my previous location. I’ve been in my North Charleston studio for about a year. I miss my Marshview which inspired me in my previous location on the Ashley River.

HKPS::How many projects are you usually working on at once? Is this due to space constraints, creative process, organizing systems or other influences?

RM::The majority of my work is commission portraits. The work comes and goes. Some months I may have many projects and then some months will go by was no commissions at all. None of this is dependent on the constraints of space or organizational systems. My fine Art, that is the art I do strictly based on inspiration, may be affected by physical constraints. But I think it has more to do with the constraints in my mind that sometimes say “why bother?” It’s then I remind myself, I’m painting for the ages and not just a quick sale in a gallery. (BRAVO ROB!-We all come back to this at times)

Robert’s father once won an award at an artshow for his paint rag abstract.

HKPS::When you began working in this space did you plan any systems for the overall set up or did you let things evolve organically? How did past studio spaces or systems influence this space?

RM::This FROG was an entertainment/family room before we moved in so there is 106 inch surround sound entertainment center that I work around. But it is not distracting. The first thing we did was paint the walls a warm salmon color instead of the bright green from the previous occupants. Otherwise I adapted my set up to the space. It’s not ideal because of the lack of view, but it works well for me. I like to have a view so that I can divert my eyes from my work every so often. It’s important to clear the pallet. Now I have to settle for the occasional block buster.

HKPS::Is making art your primary “job” or source of income? How much time do you spend in your studio weekly/daily?

RM::My primary job has been an artist for the last 36 years. In recent years as the market has become more unstable so I’ve been integrating other related facets, such as videography, photography, Quick sketch art, court room sketching and teaching to help fill-in the financial voids. I tried Uber driving but I didn’t like people telling me where I should drive:). Once in a while I get the urge to find a real job, during the sometimes long period between commissions and sales. But I’ve found not many companies want to hire a middle aged man with no “work” history. Of course, we know, nobody works harder than those who are self-employed! I work about 10 hours a day (being an artist) and I spend 90% of that time in my studio. About 40% of the time is spent marketing and doing office work, like book keeping, etc. The rest of the time I’m writing (blogging and books) or painting. I spend a good amount of time in research and development, meaning I’m planning my next painting or body of work for projects. I think I need to get out more and connect with people. That’s always been my weakest link. My favorite use of time is spending it with my wife Cate and the kids.

Inside the Artist Studio::Rob Maniscalco

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HKPS::How or did you learn your organizing habits and systems? Do you consider yourself to be organized?

RM::I don’t consider myself fastidious but I do like a neat studio. I have a photographic memory so I am replaying pictures of scenes in my mind. If my scenery is filled with clutter that means I have more information to process which is a distraction. Dali painted in the studio with nothing but white walls everywhere. I’m somewhere between him and the crazy hoarder down the street. I’m organized in as much as I know where to find most of my materials when I need them.

HKPS::What tips can you offer regarding your use of schedules systems tools or processes that help you maintain organization in your studio?

RM::I have several databases programs that I use to organize my contacts and client base. I maintain my own website and have a very large email following. I use mail poet on word press which does a pretty good job. I’m finding it difficult to organize my clients into effective groups so that I can contact them more specifically about what interests them. I have an ACT database, but I’ve been using for several years and updating. It records the history and appointments so that I can keep my schedule straight and plan marketing strategies. I try to focus on what is important followed by what is urgent. I have things on my to do list that of been there for several years, that I simply don’t consider urgent or important. I’m trying to integrate my smart phone and centralize all of my programs so that they work together but so far I haven’t been very successful.

HKPS::Do you purge clean or do you clutter your supplies – and space and a regular basis?

RM::Nope. Like ~~most~~ some people I wait until it becomes overwhelming then I purge and clean. But my work space is relatively neat most of the time.

HKPS::Is there anything you keep in your studio strictly for fun or inspiration? Is there anything you intentionally don’t have in your studio due to distraction?

RM::I keep a few inspiring books on my shelves and a few sentimental artifacts. I’ve always fantasized about having a studio filled with fascinating things to paint and draw but I always think what will I do with it after I’ve painted it? I try to keep a few things around for my students to draw. But I have them working mostly with organic objects so I could probably use a plant or two now that you mention it. (& see his comment about his father’s materials-kept for sentimental inspiration).

HKPS::Do you know the cycles or phases of projects that are more or less organized in your creative process?

RM::Since I got Photoshop I’ve been able to plan paintings much more efficiently. But as far as cycles or phases I’m not sure what that means. My materials are pretty much right here ready to go when I need them. I guess I wish I had a wet bar or sink near my studio but you can’t have everything. I could wait a long time for my set up to be ideal. I don’t have that kind of time.

HKPS::How much thought do you give to your artistic body of work in terms of historic value in the overall legacy you will leave behind? How do you store archive your work or records?

RM::I used to keep a metal box with all the slides of every painting I ever did. Now everything is digital and can be found somewhere in my computer. I say “somewhere” because if I were not here to find it I doubt anyone would be able to find my archives in my computer. This is probably something I need to fix pronto.

HKPS::What if anything did you learn about your organization process through this interview?

RM::It did reveal areas of weakness, particularly in my archiving. Most of my computer files are buried deep in my documents somewhere. It’s not very intuitive. I do have a good backup system. Surprised you didn’t ask about that. The other thing I was hoping you would ask me about was how I organize my palate? That I think is my proudest piece of organization. My palate is called the power palette and a temple of my palette is available on my website for sale. My palate is organized by value, which I consider the most important aspect of any color I will ever use. I think it’s very important a person should find, develop and use a pallet that is consistent and dependable usable under any known number of circumstances. What I learned in this interview is that I am organized in the most important areas of my profession. I’m organized in the way I think about, plan and execute paintings. That is, after all, why we are here.

Thank you Rob for sharing with us a bit about your space and how you work! Please see more of Rob’s work on his site and in his new book from the Quench Project! If you are interested, Rob also flipped the table and interviewed me on his blog here! That was very fun, thank you for that lively conversation Rob! It’s in many ways a continuation of this interview.

Flip out of that Back-to-School funk!

August 21, 2015 by Heather Filed Under: Closets, Organize, Systems & Techniques, Tips & Resources 1 Comment

Does back to school have you in a funk?

For much of the country, school is already back in swing, and many are feeling overwhelmed. In this post, I hope to help Flip that Back-to-School funk. Last week, I shared some tips (here) for back-to-school scheduling.

This week, I’m tackling systems for homework stations, wardrobe organizing, and taming lunch/snack time stress. One suggestion all around is to involve your kids in at least part of each of these projects. You might prefer to just do it yourself and not have the hassle of the kids’ opinions and distractions, but honestly, when I work with kids, they love to be involved and tend to do a much better job of maintaining it. Most kids love order and organization!

Homework Stations

They don’t have to be fancy or complicated, but carving out a specific area where your kids know they go to do their homework is an important part of their school routine. Every child and household is different, so your system might differ, but the main components needed are pretty simple.

What’s most important is a distraction free zone with a surface, quality task lighting and a comfortable chair. Depending on the kids’ ages, this might be in a family room, off the kitchen, at the dining room table, or in their bedroom. It’s excellent to incorporate permanent and convenient storage for standard supplies: calculator, ruler, pencils, pens, erasers, notepaper, art supplies, books, and anything specific to your kid’s classes. A rolling cart and some bins may be a good solution if your kid’s homework space doubles as a family area. Kids will often find a lot of excuses to keep them from doing homework, beat them to the punch, and make them feel comfortable and supported for this essential daily task that will help them build lifelong skills!

Kids’ Wardrobe and closet systems

KIDS capsule wardrobe

Have you heard of a Capsule Wardrobe?

I hadn’t until I ran across this article. I love this idea, and I’ve naturally done this to some degree on my own (gravitate towards colors I love, etc). The full article is worth a read, but I’ll give you a quick 5-step summary:

1. Clean all the clothes and gather them in one place.

2. Sort and eliminate any that are not in good shape, don’t fit or are impractical.

3. Look at the overall colors and style your kids gravitate towards, and start grouping them into categories, eliminating duplicates and oddballs that don’t fit with the scheme.

4. Put clothes away, hang them, and fold them. Try the Kon-Marie folding method (See the tee-shirt video here) or use a folding board. Arrange them by category (shirts, pants, shorts, etc.) and color to make it easier to mix and match outfits.

If you find wardrobe gaps, you may have to fill in some pieces to make this work. Now, you have the makings for a funky, fun, and easy mix-and-match wardrobe system! This could be a great way to simplify your kids’ wardrobe, and from there, the closets and clothes storage might be a little easier!

Easy lunch and snack time

Cat Bento Box Instructions

This category would require many posts to cover, and I’m sure I’ll return to it because my clients often struggle with food prep and meals. Here are a few ideas for easy make-ahead lunches and snacks. Please don’t feel bad if you don’t have time to make kitty bento boxes daily!

Start with a well made, insulated and cute lunch box that’s easy to clean!

[Cute lunch boxes via honest.com]

Stock up on snack friendly foods (pre-packaged if you must or make ahead portions) and create snack stations in the fridge and pantry. Contain items that are snack friendly in bins, baskets or boxes and label them so everyone knows these are mom/dad approved. These should be age appropriately placed (lower shelves for smaller kids) and available with supervision and permission. Older kids can help themselves.

[tons of lunch and snack ideas via realsimple.com] Make lunches ahead and stock up on easy-to-prepare lunch foods. There are a million or more ideas on Pinterest and entire websites dedicated to kids meal prep. So many great ideas that I’m really just passing them along here!

I hope you no longer want to pull your hair out or flip at the idea of returning to school. If you can’t get it ALL done before school starts, remember it’s a process you can ease into. Pick the one or two areas that drive you the most nuts and tackle them first. Once you’ve got a handle on them, add on other systems. Remember to keep your kids involved, and most importantly, have fun with them!

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Organizers party tricks!

August 14, 2015 by Heather Filed Under: Organize, Systems & Techniques, Tips & Resources Leave a Comment

My entire house was packed into boxes…When we moved to Charleston from MD several years ago, we had packed everything and were having a going away party, upon realizing my yoga teachers husband and I went to high school together I walked over to a particular box and pulled out our yearbook. It was like a magic trick and everyone just stood there kind of stunned that I knew were the darn thing was and with everything packed I could still go grab it in less than 30 seconds. This is probably one of the moments that will stand out in my mind forever and when I knew without a doubt that I was destined to be an Organizer! (and someone got a picture of it!)

This popped into my mind after reading a recent discussion on the NAPO forum…all of these are true experiences that I’ve had as a professional organizer and they make me laugh! Consider this a You might be a Professional Organizer if (or destined to be one) kind of list…

You create lists of things you’ve already done so you can cross them off.
Friends (especially new ones) are afraid to have you over because they don’t think their house is organized or tidy enough (don’t worry, were use to worse and we don’t judge!). Alternately…
Your friends, family, clients start a conversation with “you would be so proud of me because…” I purged my wardrobe, got rid of half my books, de-stashed my fabric in my craft room etc:)
Friends come over and want to look into your closet and cupboards to get organizing ideas and see if you are really as organized as…A Professional Organizer, and they leave feeling happy to realize you are organized but not Martha Stewart perfect!
You can retrieve just about anything in your home if someone needs you to, in 30 seconds or less.
Your clutter is categorized and labeled.
Your spices are alphabetized.
You don’t let anyone else load your dishwasher or put your dishes back because they just won’t do it right (my husband has all but 2 cabinets down-the remaining items he leaves for me:)
Your magazines are arranged in the rack by subject and date.
You eat your bag of M&Ms according to color.
Your socks (underwear, bras, etc) are lined up in neat rows in your dresser drawer.
You always have a donation bag of items to get rid of.
Your car contains clients donation items (in an orderly fashion).
You can properly and neatly fold a fitted sheet and know what hospital corners are (and want to teach others this too).
You re-arrange the hotel room, putting everything “where it belongs.”
You don’t have containers with missing lids, if you damage a part-you recycle or dispose of the partner.
You carry a label-maker, tape measure, sharpie and post it notes with you.
You show up at meeting with printouts and a checklist of questions.
You leave every meeting with a half-dozen pages of notes.
Your personal library is organized by category, size (and color).
You categorize groceries into the cashier’s belt (or better yet self check out ) & bag your own groceries by categories.
You can spend an hour or more at The Container Store or IKEA scouting out organizing products.
Your friends and family send you loads of Pinterest organizing pins!
You rearrange cans, boxes, clothes stacks, etc on store shelves as you shop.
You wipe off the sink counters in public bathrooms.

I hope you got a giggle out of some of these! I’m not perfect, seriously Y’all but I do have my organizing compulsions, I just can’t help it:)

Nothing’s worth anything…your sticky stuff

August 10, 2015 by Heather Filed Under: Organize, Systems & Techniques Leave a Comment

I hate to break it to you but your possessions have no value unless they sell! This is true for anything you create or acquire (clothes, household items, electronics etc). Lets really think about this a minute okay? We don’t give much thought to the VALUE of STUFF until we are ready to part with it or part with money to acquire it. Sometimes though, certain things resonate with us so deeply that it isn’t about the money at all and we attach an emotional value to things.

When we do this our stuff becomes sticky. It sticks to us, maybe longer than we would like! It becomes harder to part with, we justify the amount of money we spent, we connect with the feelings attached and we can’t let go…so then what do we do when we feel that nudge to finally let go?

We might think that taking items to consignment, trying to sell them via ebay or a yard sale will ease the separation anxiety…it might, it might not.

Here’s an extreme example; I recently worked with a client who had the contents of her entire home damaged by water, mold and construction debris…together we created an inventory of everything in her home-actually 3 homes, and this list was used to assign replacement value for her insurance claim. In the end I’m not sure if it was worth the time it took to unpack, list, photograph, research and provide documentation but the tragic circumstances made this person feel they had to do something and surely they couldn’t sit back and let the insurance company assign value to their stuff-or could they have? Would it have been much different? Maybe it was an important part of the process for this person to really see their stuff for what it was, just stuff…in the end almost everything was damaged out and replaced. Most stuff is replaceable or not needed to begin with.

I’m often asked to take things to consignment, having first scrutinized them for any imperfections, considering brand, age, wear, and style, only to have them sell for practically nothing. Same goes for the effort of selling on e-bay or a yard sale, it’s usually not worth your time (or what you might pay someone else) to sell these things. But if you really LOVE having yard sales, do it because you love connecting people with the treasures they are out to score, and give them a great deal, it will make their day! Usually though, when we dig deeper there is usually some type of lack mindset lurking beneath the surface.

I never tell someone what to do with items they want to get rid of but I do ask them to consider the value of their time when choosing how to release stuff. When we are really clear about why we bought something it might help us break the cycle.

When considering if you want to consign/sell or donate something I hope you will think about the joy that item might bring someone if you just give it away freely with no strings attached. Release things from a place of abundance and you will surely find the joy in sharing and your stuff will carry on that legacy!

A Playful Makeover Monday

August 3, 2015 by Heather Filed Under: Organize, Organizing Projects, Systems & Techniques Leave a Comment

I love to work with kids toy spaces and create storage systems that are fun to look at and fun to play with! So many families I work with have a great room space (open) where the kids can play while food is being prepared in the kitchen and other household activities are going on. This is great for keeping an eye on the kids and letting everyone share time together but it can be frustrating to have toys strewn everywhere from the kitchen counter to the hallway, dining room and family room. For this family we were able to start with a small but designated area where toys could be stored and we found the right type of storage to fit the toys that needed to live in the space.

Kids Playroom Makeover

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When starting a job like this follow a few simple steps.

Take “inventory” of what containers the client has and look things over to decided what needs to be stored in the space.
Pull all the toys out and sort them by types (music toys, books, puzzles, cars, blocks etc) removing any damaged or unwanted items.
Take measurements of the space; shelves, drawers, cabinets etc with width, height and depth.
Identify types of storage containers needed (if any) and locate them (I love Amazon, Container store and Ikea).
Purchase necessary storage pieces (and schedule for delivery) by your next appointment or work session (DIY or with an Organizer).
Contain toys by category (containers and shelves).
The finishing touch-Label, both on the shelves and the containers, so that parents, kids and anyone else helping with child care or cleanup will know where things belong. A common mistake

I find is that people don’t label because they think they will remember but if you have a housekeeper, nanny, babysitter or family members who come regularly they will not know where things go unless you make it simple and clear.

*Quick tip-schedule your organizing time, put it on your calender!

I have a variety of “go-to” favorite containers that I find work well for a variety of needs but we will also take into account what the client likes and if storage will be visible we look for more decorative containers that fit in with the clients decor. In this case we found cute canvas Toy Chest for larger storage under the stairs at 3 Sprouts. This job also required re-thinking the built in storage and making some changes to fit the needs of the space.

We created a “parking garage” for all the larger cars and trucks under the stairs (just simple shelves that were large enough to accommodate the largest vehicles). Other changes such as removing a dangerous cabinet door (pinched fingers-no good!), fitting bottom boards into lower shelves that were missing and adjusting existing built in shelves to fit the containers were made by a local cabinet maker. We stored “less messy” toys including books, puzzles and music instruments in the family room on both sides of the lower book shelves. Anything that requires more play space or the table (like blocks, cars etc) went into the cabinets by the stairs.

I love how this space turned out, it’s both beautiful and functional and it gives the kids the freedom to have fun in their space but makes it super easy to clean up when needed. Do you have a space that serves multiple functions? If you find these kinds of spaces challenging or need help with set up, I’d love to help you! Visit my contact page and we can schedule a time for a free”get to know your organizing needs” call.