A Perfect Time to Declutter
You know what’s great about summer? Time. The days stretch, the kids don’t have homework, and the sun stays out till 9:00pm. We’re more relaxed, have more energy and more time to spare.
This summer think about using the extra time on your hands to finally declutter — to rid yourself of all the stuff weighing you down, getting in your way, and stealing your energy. Tackle just one category at a time- papers, email, supplies, books and digital files, and don’t feel obliged to do everything. Decluttering even ONE category of items will pay huge dividends is freed up space, time and energy.
Here are 4 steps to successfully decluttering:
First, define your treasures. Before getting rid of anything, consider your work goals and roles to assess what items will help you and those that won’t. When facingintimidating piles and drawers., ask yourself—if all this were gone tomorrow, what would I miss? Write down the list that comes to mind (e.g. original signed contracts, key contact info, handwritten notes) on a big sticky note, and post that on the wall of the area you are about to declutter. This will guide you in separating treasure from trash.
Create a No-Brainer Toss List. Minimize the number of decisions you have to make by creating guidelines for stuff you don’t have to think twice before shedding. Immediately chuck old manuals & reports that have since been updated, documents that someone else has the original of, and you can replace if necessary, printouts from the web, out of date information, duplicates, etc.
Check retention guidelines. Going through your legal files? Call your lawyer. Old payroll? Ring the accountant. Remember that 80% of what we file we never look at again. So be sure that it’s necessary for you to keep anything and everything that will take up valuable space in your file drawer. Don’t save things you “might” need someday if they are easily replaced.
Aim for a radical release. Once you’ve separated the treasures from trash…get the trash OUT. If you have objects to donate, arrange delivery to a charity. If you have large volumes of papers to shred, don’t let them sit around for months cluttering up your space (and messing with your mental clarity). You should be able to measure the space gained in pounds (removed 100 pounds of excess supplies from the storage closet)—or inches (removed 50 inches of files…).
The ultimate payoff? Clarity, “lightness of being,” and an energized space that brings out your most authentic, engaged, professional self.
Is Organizing Worth The Time?
Lots of people are familiar with the phrase yo-yo dieting, but probably not with “yo-yo organizing”. It’s a phrase I coined as a professional organizer, observing the tendency to approach organizing haphazardly. We procrastinate until we can’t take the mess, and then dive in with a huge burst of determination, only to abandon the project halfway through when we run out of steam.
Sadly, being “partially” organized doesn’t last—the unfinished portions create blind spots in your system and doubt in your mind about what goes where. Before long you backslide into the same state of chaos you began with, feeling demoralized. Just like yo-yo dieting.
While it’s easy to see the benefits of being organized, it can be hard to justify the time it takes to create a system. It always takes longer than we think. We experience decision fatigue. We feel antsy to get back to life.
Yet, the very PROCESS of organizing —the journey of sifting, sorting, deciding and discovering, is highly beneficial. Organizing is an act of studying, uncovering and curating knowledge–often reacquainting you with vital information that had receded from your memory. In one famous study on retention, participants only remembered 54% of what they’d read the day before, and only 21% two weeks later. Organizing is powerful.
Case Study #1
Patrick is a family lawyer who understands that a large part of his job is what he calls psychological warfare. He knows that when he spends time upfront preparing his cases well—i.e. taking lots of notes, typing them up, printing them out, categorizing them and filing them in a binder with clearly labelled tabs for each aspect of each case, he’s positioned himself for success. Walking into a courtroom, organized binder tucked under his arm, he’s aware with great quiet confidence that he’s already swayed the conversation. Especially when he sees the opposing side pull out a sloppy accordian folder crammed with sticky notes and yellowing legal paper. It’s not just the artifact itself –his smart binder— that creates the power, but the very actions that went into assembling it. He has all the facts top-of-mind and can recall details much more quickly than his disheveled, disorganized opponent.
Case Study #2
Lonnie was a newly appointed senior executive for a Cosmetics company who inherited a closet full of her predecessors files, with no baton-passing. The company needed her to hit the ground running, so she couldn’t make the time to sort through all the files that’d been left behind. She worked in chaos for months, piling her own stuff on the desk and surfaces, worried she was missing some critical piece of knowledge. Finally, she made the time to clear out her predecessor’s files, sifting through every document to make sense of it all. She unearthed valuable reports and contact info, eliminated obsolete material, organized the information and gained true insight into how the job was done. For the first time since starting, Lonnie felt energized, confident and on top of her job. She gained a bolt of clarity on the unique contribution she could make. The process unlocked her creativity, confidence and contribution.
As knowledge workers, we are paid for our ideas, our ability to make good judgements, to be thorough and on top of our game. Ending the yo-yo organizing cycles takes time, yes, but the journey itself will yield huge payoffs, every step of the way.
Maximizing Your Time for Vacation
The weather’s warming up, flip flops are emerging and kids are out of school. For lots of people, that spells vacation season. But not for everyone. Many of us get so wrapped up in our worklives that we don’t take all the time off we’re entitled to….or need. In fact, Americans only use about 77 percent of their paid time off, which translates to almost 430 million unused vacation days annually.
Demanding workloads, and the drive to compete lead many to believe sacrificing time off is the key to job survival. But peak performers know the opposite is true: folks who take most or all of their vacation time perform better, are more productive and more satisfied.
Still, it can be hard to take time off because we’re afraid of falling behind, and paying for it when we get back. The key is to be organized in order to fully enjoy and maximize the benefits of time off:
Think of your vacation as an investment in your performance. When you are recharged and rejuvenated, you have more energy, make fewer mistakes, and come up with more creative solutions to workplace problems. As an added bonus, the deadlines (of a flight or vacation time) force you to focus, eliminate unnecessary distractions, and get more done. Just think how clear your desktop gets right before you leave for vacation!
Vacation in short bites. Even two days away can improve your wellbeing, so consider scheduling a series of wonderful long weekends throughout the summer, if you can’t swing a full week or two. These mini-breaks refresh your spirit on a regular basis without sacrificing any work momentum and motivate you to stay focused during the workweek.
Prepare the people you work with. Starting one to two weeks before you leave, remind key players you interact with (supervisors, co-workers, key clients) the days you will be out of the office, so that they get deadline driven assignments to you in advance. Meet with any colleagues covering for you to pass along projects, giving them clear decision rights on things they can handle in your absence, and what constitutes an emergency worth contacting you for.
Pull the Plug. Ensure you are able to relax and recharge by limiting your contact with the office while on vacation. If you must check-in, give yourself a time limit like every other day or five minutes per. If you have prepped your colleagues and shared your contact information, they should be prepared to handle things while you are out and know how to find you should the need arise.
Build in re-entry time. Minimize the wall of stress that can hit on our first day back from vacation by planning. Get home early enough to unpack and get a good night’s sleep. Avoid meetings for the first half day back at the office. You’ll need time to catchup on what happened while you were gone before taking on new projects and assignments.
The good news is, it’s not just our time away that benefits us; we get an emotional reward from anticipating a vacation. So, get some use out of those flip flops—it’ll help your career, and your sanity.
Decluttering is Essential
Decluttering is essential to clear the decks to make an energetic space and to make room for our current and future works. Click on the video below for tips on how to successfully declutter!
Look better, feel better, do better
It’s what on inside that counts—but appearances sure make a difference. I learned this the hard way several years ago. Okay, it could’ve been worse, but my ego took a hit: Before releasing my first hardcover business book, my agent suggested I get a makeover.
After the initial sting (was there something wrong with the way I looked?!), I went to see a stylist. I was shocked when he suggested I upgrade my perfectly-professional-but-generic suits to designers like Armani. How could I justify that expense? But he made the case that owning even 3 designer suits would serve me better that 15 lower priced ones. Taking a pure leap of faith, I went for it.
To my genuine surprise, upgrading my wardrobe transformed my business. In those elegant threads, I had a whole new presence. Whether walking onto a stage to give a speech, or into a client meeting to close a deal, I was stunned at the attention and respect I seemed to command before I had even opened my mouth. When we look better, we feel better, and carry ourselves better. The suit—and the confidence and energy it gave me—projected a powerful message, Here’s a competent, successful person you can trust.
The results were tangible. My revenue tripled in a matter of a few years. I attracted bigger deals. I won more successful clients. The Armani and Chanel investment paid for itself many, many times over.
Wardrobe isn’t the only tool in our arsenal of making a good impression. Both being organized and looking organized can impact our professional success. My clients view their organizational tools and systems as confidence building “battle gear.” Trial lawyers who appear in court with elegant, high-end binders containing all their case material arranged within perfectly labelled tabs make a tremendous impression on the judge, opposing lawyer and jury. There are accountants who, organized binders in hand, have intimidated auditors with their preparedness; I’ve even heard of the right organizational tools shortening audit times because the accountant looks so in control.
As professionals in the knowledge economy, we’re responsible for synthesizing and referencing a massive amount of information. Our clients, bosses and colleagues are relying on us to take care of them. When our knowledge is contained in beautiful, visibly organized materials, it projects to everyone in the room “I have you”, “I’ve got this.” Nothing feels better than when a client or boss trusts us, and nothing feels worse than being second-guessed.
For better or for worse, presentation matters. And sometimes, in suits, binders, and life, spending a little extra on the “Armani” option pays big dividends.
Is Organizing a Talent or a Skill?
Many people want to know if I was born organized. The fact is, I was once a notoriously disorganized person, spending half my days searching through piles. I lost everything you could imagine: keys, watches, umbrellas, gloves—I even lost someone’s car once. But somehow, I always seemed to pull things off. By the skin of my teeth, I always made it to events, produced high quality work, pleased my teachers and employers. I felt a bit invincible.
My day of reckoning came when my daughter was three weeks old, and I decided we’d go for her first-ever walk. Before we left, I realized hey, we probably need a few supplies. More than two hours passed as I ran around gathering items. By the time I was packed up, Jessi had fallen asleep. I had missed the moment.
In a fit of determination, I dumped the contents of my overstuffed bag and began organizing. I grouped similar items, got rid of duplicates, and labeled compartments so I’d know at a glance if anything was missing because I never wanted to go through this thinking process again! BAM—I’d organized my first thing. I felt victorious. Liberated. Never again would my child miss an opportunity because I wasn’t ready.
And isn’t that what being organized is all about? It’s about being ready. Ready for the next opportunity, situation or deal. Ready to make a smart decision, seize a chance, or be there for someone in need. Ready to make your unique contribution.
A few years after my own epiphany, I started an organizing business. Twenty-six years later, my company continues to serve the most discriminating clients globally from Harpo and Microsoft to the world’s top financial, legal and consulting firms. Companies bring us in to create archives, maximize space in changing workplaces, train employees in time management, and create a common language around productivity that enhances teamwork, and speeds information retrieval. High-achieving individuals hire us to help them stay ahead of the competition while maintaining a personal life. What all of these clients have in common is the desire to be the best at whatever they do and maximize their time, space, talent and knowledge.
Between my own journey from chaos to order, and the privilege of working with so many extraordinary clients, I have learned three key lessons:
Organizing is not a talent, it is a skill, that anyone can learn. In fact, small changes in behavior or thinking often have a huge impact.
Building systems for repeatable processes is one of the greatest investments you can make, repaying you in thousands of hours of freed time, focus and the mental space to tackle more interesting challenges.
Organizing enhances how we function—it fuels energy, reduces stress, increases the clarity of your thinking, and enriches the quality of each thing you do.
Over the coming months, I look forward to helping you achieve peak performance. Send me your questions. Let me know how I can serve.
3 Time Management Lessons from Mr. Brown
The most common goal of executives who hire me for time management coaching is to free up time to invest in their teams and to spend with their families. Intuitively, they know that time spent with people forms crucial bonds, enables personal development and reduces fire drills. Yet, daily urgencies frequently preempt time reserved for weekly 1:1’s, for “walking the halls” to stay visible and getting home in time for dinner.
Protecting time for others requires a willful shift from being reactive (to every distraction and mini-emergency) to being proactive about long term priorities. Is it easy? No. Is it worth it? Yes. To inspire us all, I can think of no better role model than my beloved elementary school Principal, Martin. K. Brown.
I met Mr. Brown on my first day of 6th grade. My family had just moved to Center City, Philadelphia, and I was nervous about entering a new school where all the kids had been friends since kindergarten.
Wearing my coolest pleather jumper and a burgundy pullover, I took a deep breath and walked in the front door of Greenfield Elementary School. And there, waiting at the top of the steps, was Mr. Brown, my new principal. “Hello Julie,” he said. “Welcome to your first day!”
The warmth of that greeting is emblazoned on my memory. I was stunned; not only was the Principal stationed at the entrance, but he knew my name! I felt safe, I felt important, and I felt that I belonged. My time at Greenfield ended up being the most formative of my life— a defining era that even now, I can go to in my mind to connect to my most authentic, capable self.
Not too long ago, Mr. Brown surfaced alive and well on Facebook. His profile became a super-magnet to students from around the globe. Within months, hundreds descended upon Philadelphia for an elementary school reunion.
As I reconnected with friends who looked exactly the same as when we were ten years old (I swear), and alumni from across the decades, one thing was apparent: Mr. Brown had made a similar lifelong impression on every single student who passed through that school. The accolades revealed that it wasn’t just because Mr. Brown was such a wonderful, wise person…it was because of how you felt in his presence.
"When Mr. Brown was around, you just knew everything was going to be alright”
"He created an environment that allowed us to soar."
“Mr. Brown represented high ideals, and inspired us to do our best”
I sat down with Mr. Brown recently, and asked him how he approached his job, to see what we could learn from him. His primary goal, he said, was to create a positive environment -- a place that kids (and parents) would remember and feel good about. To make that happen, he spent his time and attention in three very particular ways.
He invested time getting to know each student personally. He learned our interests, personalities, strengths and dreams. And because our leader recognized us, we felt we could be ourselves. Even 40 years later, at the reunion, we marveled that he not only knew each of us by name, he remembered the names of our siblings and parents. He made us feel like we mattered.
He organized his day around “being there.” No matter what else was on his plate, Mr. Brown did not want students to see him only when they got into trouble. He stopped by classrooms and made sure we saw him in the hallways and lunchroom and at recess. We felt safe, seen and taken care of, because someone was visible and present.
He promptly resolved issues with love. Because he had taken the time to establish a good rapport, when kids acted out, he didn't need to yell or threaten. Instead, he'd say (with a glint in his eye), "I know you can do better." He meant it, and we listened. Conflicts were resolved quickly, with everyone’s dignity intact.
Certainly, Mr. Brown had a rare gift for understanding human behavior and what people need. But his vision and grace translates to three concrete behaviors we can all practice, whether we are leaders, managers, parents or friends. No matter how demanding our jobs, it's important to remember that devoting time and attention to people is the best investment you can make. It inspires everyone to be the greatest version of themselves, and leaves a lasting legacy.
Organizing Your Back-to-School Entryway
The end of summer and the month of September mean one thing for parents and kids: back to school time! With new books, new clothes, and new homework every day, the beginning of the school year can be chaotic--but it doesn't have to be! Here are a few ways to keep your entry way clean and clear during the busy start of school season.
Instant Mud Room
Create an instant mudroom with a front hall organizer to keep everything tidy. Keep incoming and outgoing items like supplies, books, and papers stored in bins with labels for easy access.
Wall Mounted Containers
For all the little things, explore the possibilities of a wall mount with magnetic hanging containers. Perfect for keys, school forms, mail--anything important that might get lost in the shuffle. As your needs change, you can switch out components to accommodate your most active types of items.
Coat Hooks
To add some creative flair to your front hall while keeping coats organized, consider adding decorative wall hooks--instantly functional art!
Five Ways to Build a Better Bedtime Routine
Labor Day’s late arrival was a mixed blessing. It extended the lazy days of summer with extreme generosity—but now we feel pressured to make up for lost time. As we rush into fall routines, I’d like to suggest you focus on a critical task: Sleep.
That might seem counterintuitive when you feel like you never have enough hours in the day. But sleep deprivation is epidemic , and it steals your energy and productivity. Studies also show it can lead to weight gain, memory problems, irritability, and even illness.
A sleep study released just last week found that people who sleep six hours a night or less are four times more likely to catch a cold, compared to those who spend more than seven hours in slumber land.
Here's how to get the sleep you need:
Change your mindset. Consider whether you think of sleep as the end of one day, or the beginning of the next? Folks who think of sleep as the end of the day often have trouble letting go at night – like little kids who refuse to leave a party for fear of missing out on some fun. Try flipping your thinking—when you view sleep as the beginning of the next day, you can’t wait to get into bed and recharge your batteries.
Give yourself time. If you have kids, put them to bed at least 90 minutes before your own bedtime so you can chill out.
Unplug. Set an alarm to go off at least 60 minutes before bed, which indicates it’s time to shut down all devices….no more email, social media, online shopping, or cat videos. While we often turn to them to unwind, research shows they stir us up. Cover all electronics that emit light in your bedroom (alarm clocks, laptops, cable boxes, etc.) Those hazy green lights can make it hard to relax.
Establish a soothing routine. Try deep stretches, soft music, a cup of herbal tea or an almond-cherry smoothie. Lay out your clothes for the next day, walk around the house locking the doors, straighten the sofa pillows and bookshelves if that relaxes you. Try spraying your pillow with lavendar. Read a great book in bed (but not on a tablet that tempts you to surf!), or meditate.
Give it a month. Building a new routine takes time and practice. For the rest of September, keep a daily log of whether you succeeded in your sleep goals, reflecting on what worked, what didn’t, and why. Then make adjustments until your sleep routine is as automatic as brushing your teeth. The payoff: Fewer colds, sharper focus, and the energy to bring the best of yourself to your work, friends, family, and goals.
Let me know how these techniques worked for you. To sleep, perchance to dream!