Paper management Archives

Creating Intentional SPACE

by Filed Under: Organizing Projects, Paper management, Systems & Techniques 1 Comment

Creating Intentional SPACE is something that most Professional Organizers do regularly with their clients. Many of us use the SPACE system or something similar when helping clients with the organizing process. This system and the acronym was created by Professional Organizer and Author Julie Morgenstern and it’s a tried and true system that I follow with all my client organizing projects. I’m happy to share how what the acronym stands for below because I find it can be useful in understanding the steps and process that can help lead to a more organized and intentional SPACE.

Sort-This begins by gathering everything in one category together. By doing this you know what ALL you have and can move on to the next step.

Purge-Only when you know what you have can you start to make decisions about what to keep. Purging is really DECIDING what is needed or if you can get rid of it (donate, recycle, trash).

Assign-Now that you have decided what to keep, give it a home.

Contain-You know what you’ve got and where it will live, what would make keeping things in order easier? Do you need containers? Take measurements, make labels…commit these items to live in this space.

Equalize-What this really means is Evaluate…after living with your newly organized system, take the time after a week, a month and beyond to make adjustments as needed. This means setting an intention to maintain the system (and from time to time going back through the SPACE process).

Before you even begin this process, I believe it’s equally important and valuable to set your intention (my WORD for 2019) or reason/goal for the space! Most of us have heard the statement: nature abhors a vacuum (horror vacui) by Greek physicist-philosopher Parmenides that a void or vacuum, in nature, cannot exist, so be careful what you create, or what you leave open…which can quickly get filled with clutter (in your mind and your physical space).

Once you decide, set your intention and go through the SPACE process of implementing this system, use it to support your effort to succeed in maintaining as well! Organizing isn’t a one and done process but it is a Process that’s worth investing in and worth maintaining. How’s your SPACE? Will it be filled by something of your choosing or with clutter? Need help going through this process? Please fill out the “Help me Get Organized” form.

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Your clutter action plan

by Filed Under: Organize, Paper management, Systems & Techniques, Tips & Resources

What areas of Clutter overwhelm you? It’s important to identify where you get stuck and understand why. This clutter action plan will help you establish order and bring clutter under control. If you’re not clear on this, check out my post on the muddy water metaphor to help you identify with the feelings behind your clutter…then hop back over here or jump in now!

Start with the least cluttered category. Whatever category on your list above feels easiest – small stuff or big stuff (clear a big space)-start easy! By starting with easier items we gain compelling momentum! You will move on to bigger challenges once you’ve made progress in easier areas.

Decide before you begin. Start with a category of items (my preference), ex. all books, all kids clothes, all papers, all kitchen stuff or work by location (one closet at a time etc). There are advantages to each. When working by category you need to gather everything in one place and when working by location you may have to go back to locate things that belong in other categories. Decide before you begin.

Schedule it. Block out distractions and give yourself a deadline (a day a week etc). Set aside the time you think this will take. Estimate it and give yourself a bit of extra but set a limit. If appropriate, schedule a donation pick up, this will motivate you to get it done by the time they come for the pick up!
Gather supplies. Such as bags, boxes, sorters, a label maker/labels, rubber bands, paperclips, a shredder etc and make sure these items are handy if not right by your side).
Create a work zone. This will serve for the duration of your clutter clearing project. Ideally you can leave things (supplies, unsorted stuff, donation stuff) in this location till you are done! Even better if you can close the door on them between sessions if you can’t complete everything at once (a day, a weekend etc).
Make it fun! Put on some great music, light a candle, some incense…whatever will put you in a happy place.
Sort it. Start with trash, toss items if they are broken, don’t bring joy or are otherwise not functional. Make a maybe pile if you aren’t sure. Start with what’s easiest, if you think it’s useful but don’t need it, donate it to your charity of choice! It helps to know your things will be loved and used by others-share your abundance!
Categorize it. (seasonal, where you use it, how often etc). This is where you begin to see your organizing systems emerge. What do you need based on what you have?
Contain it. If you can’t do this all at once the create an area to work through un-categorized items until you’ve finished every last item. It can help to work through one category at a time. Don’t stop till you’ve returned things to their homes (old or new), tossed the trash and donations are out the door.
Reward yourself and Repeat. For each category or location take the steps above to complete the action plan and reward yourself with something small (flowers, a meal out etc).

When you have cleared all of your clutter, you can be of greater service to those around you.

-Michael B. Kitson

Is your clutter overwhelming you?

by Filed Under: Organize, Paper management, Systems & Techniques, Tips & Resources

As much as we all might like to live a totally clutter free life it may not be entirely possible. If your is Clutter Overwhelming you, taking a look at what clutter categories are in our lives can help us understand what triggers our overwhelm.

**clut·ter verb ˈklə-tər**

intransitive verb

: to run in disorder

transitive verb

: to fill or cover with scattered or disordered things that impede movement or reduce effectiveness

There are many kinds of clutter in our lives. Take a moment to evaluate each category and decide where you can reduce clutter. Know that it might get worse before it gets better...all that dirt that may emerge by way of emotions and literal mess might not be pretty! Hang in there and you will be rewarded if you are can be open to the process. As your thinking about each of these categories, imagine them as you want them to be-intentions are powerful!

Mail-incoming and outgoing (try reducing it by removing subscriptions to magazines, junk mail and catalogs).
Kids-school bags, sports equipment, books, toys, clothes etc…get your kids involved and create a place for easy pick up and storage of transient items.
Office-paperwork, files, receipts, mail etc. Create one designated area and consider using a type of action or tickler filing system to corral it all.
Digital-photos (delete the impulse pictures that don’t turn out well and you would never print!), email (removed yourself from subscriptions and consider creating multiple email addresses for different purposes), digital computer files (create a file hierarchy similar to your paper file system).
Household-things that you have sitting around but don’t love (rotate displays or give items away to friends and charity with no strings attached).
Mental-those endless thoughts that run in circles in your mind, find a way to tame them by taking notes, writing in a journal and releasing them if the are out of your control!

As much as we all might like to live a totally clutter free that’s probably not realistic. Understanding our limitations and having realistic expectations can help us decide where to start. Once you’ve evaluated the clutter areas in your life, prioritize them from worst to best and get ready for action.

“Clutter is a physical manifestation of fear that cripples our ability to grow.” ~H.G. Chissell

There are so many kinds of clutter in our lives. Take a moment to think about each category and evaluate which areas trigger your overwhelm.

Mail-incoming and outgoing (try reducing it by removing subscriptions to magazines, junk mail and catalogs)
Kids-school bags, sports equipment, books, toys, clothes etc…get your kids involved and create a place for easy pick up and storage of transient items
Office-paperwork, files, receipts, mail etc. Create 1 designated area and consider using a type of action or tickler filing system to corral it all
Digital-photos (delete the impulse pic’s that don’t turn out well and you would never print!), email (removed yourself from subscriptions and consider creating multiple email addresses for different purposes), digital computer files (create a file hierarchy similar to your paper file system)
Household-things that you have sitting around but don’t love (rotate displays or give items away to friends and charity with no strings attached)
Mental-those endless thoughts that run in circles in your mind, find a way to tame them by taking notes, writing in a journal and releasing them if the are out of your control!

Once you’ve evaluated the cluttered areas of your life, prioritize them in order of worst to best join me this month for the Clutter Purge Challenge! On day one we will release 1 item, on day 31, we will releas 31 things! That’s almost 500 physical manifestations that are holding us back! Click here to join the challenge, you can join in at any time!

“When you have cleared all of your clutter, you can be of greater service to those around you.”~Michael B. Kitson

Essential Documents for Everyone

by Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 2 Comments

Being prepared for the unexpected means having essential documents (and copies of them) in order and easy to find. Some people call these their Vital Documents. Whatever you call them they are really important! I recently learned that 98% of all South Carolina residents have no will! If that’s your situation and you don’t know where to start, let me know and I can guide you in the right direction!

Absolutely Essential Documents-The Short List

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5 mind map tools for a deep dive

by Filed Under: Inspiration & Education, Paper management, Planning & Goals, Productivity, Systems & Techniques, Tips & Resources, Wellness & Mindset 1 Comment

Mind maps tools are increasingly popular among companies, business owners, individuals and educators. Using mind maps for a deep dive into a specific topic, project or goal allows you to throw it out “on paper” and get your ideas order.

All mind maps have one thing in common. They have a central structure that radiates out organizing ideas by using lines, symbols, photos, and text to support and provide additional information for each big idea or topic. Mind maps can be either paper or computer-based, both follow the same structure, breaking a topic out from a central idea. The wonderful thing about the process of mind mapping is that you can dive deeper into a subject as you radiate out and continue to brainstorm. The mind map process is both intellectual and creative and is such a wonderful tool for individuals and business’ that are more hands on and intuitive in their goal setting and brainstorming process. The key is to find out which method works best for you, your needs and capabilities.

Paper Mind Maps

Paper-based mind maps are easy to create – you don’t need a computer, internet access, or computer chargers. All you need is paper and a pen, easy peasy! You can quickly jot down everything that comes out of your mind and map it out exactly how you’d like it. A paper mind map is great for those who need to get all of their ideas out quickly and allow for refining later. It can also be a helpful tool for organizing ideas and actions for teams.

Paper mind maps wick and easy to access anywhere, but there are a few downsides to using traditional pen and paper – it could easily get lost, crumpled or get eaten by your dog! You aren’t able to change your ideas with ease unless you use a pencil, and if you are creating a large mind map you’ll need a lot of paper (which isn’t so ecologically friendly) and can take up a lot of space.

Digital Mind Map Tools

There are dozens of mind map software to choose from, these are just some of the most popular and user-friendly systems that I’ve used myself, with clients or heard good things about.

Coggle

Coggle is a web browser-based mind mapping software that makes creating a mind map simple, easy and fun. This software offers both a free and paid version and it is an excellent investment if you create a lot of mind maps. It allows you to collaborate easily with a team. You can add text, hyperlinks, and images anywhere on your map with Coggle. The attractive branches can be customized with color, making these mind maps easy to follow.

Inspiration Maps

Inspiration Maps offers both computer and web based software that has been newly introduced for iPad and iPhone. Its key features include the ability to create an unlimited number of maps and outlines, a user-friendly interface and the ability to customize, add graphics and photos to any part of your map. You are able to choose from over 100 pre made mind map layouts and hundreds of graphics within the app. With its autosave feature, you can be certain you won’t lose any of your data if the internet goes down and you are able to share it on a variety of platforms. It is very inexpensive for all the features and is worth the purchase!

Mind Meister

In addition to its catchy name, Mind Meister is another great software for creating mind maps. It is focused more on business and educational use and has a variety of features that support a lot of users at one time. It is available for download and can be accessed on any platform and has intricate sharing capabilities.

When making your decision take into consideration the pros and cons of each, the features, cost, ease of interface, accessibility and most importantly that it suits your needs. At the end of the day, mind maps are supposed to be a fun, interactive tool that helps you expel all the information out of your brain. Don’t lose sight of that and have fun mind mapping all your great ideas!

Do you already use the mind map process? If so are you using pen and paper or software? What are some of your favorite things to mind map?