Your Organizing Coach

Computer Clutter

I need to upgrade my computer and I've made the momentous decision to switch to a Mac Book Pro from my old PC. I'll be switching back, actually, since I bought one of those tiny Macintoshes many, many years ago (it was my first computer).

I had heard that someone at the Apple store would move my files to the new computer for me, but it turns out I have to put said files in a folder on the desktop first. That's when it dawned on me that it's up to me and no one else to figure out what needs to be transferred to the new computer.

That means looking through about a billion folders and figuring out what all that stuff even is before I can decide whether to keep it or not. As long as the memory holds out, it's easy to keep filling up your computer with junk you use only once, or never, and then forget about. It doesn't help that the files are called XRY22T7 or something equally obscure.

The insidious problem with computer clutter is that tools like Google Desktop search allow me to find anything I need very quickly. That means I don't have much motivation to keep the machine uncluttered.

In a way I'm lucky, as my Apple store personal shopper pointed out to me. If I were upgrading to a new Mac, it would be so easy and tempting just to dump everything into the new machine. Migrating from a PC is not that easy, so I can be more disciplined.

It'll be like moving to a new home, all clean and shiny because I haven't brought over anything more than the items I really need and love. Of course, soon enough I'll start cluttering up the MacBook too... (Mac pic from ShadyL via Flickr).

The Art of Slow Living

Slowing down to combat the stress and dehumanization of modern life isn't a new concept, but it's been taken to greater and more charming heights by Ella and Bruno Contigiani. Their "slowmandments" offer tips about avoiding multitasking and hurrying and a few more novel and Italian-inflected ones, such as the ones below.

"Write your text messages on your cell phone with no symbols or abbreviations and get in the habit of starting with “Dear…”

"Don’t force yourself go shopping; most probably there is enough food in your cupboard to make something tasty for dinner"

This wonderful sentiment is on their home page:

To stay for all your life a free thinker: this is the meaning of Slow living; to have the courage to stop, ponder and made your own choices before external events and trends will sweep you away.

Use Your Laptop at the Beach (!?)

I'm buying a laptop soon. One of the big reasons I want one is that I'm itching to do my computer work out in the garden, now that warm weather is here. I'm already wondering how I'm going to see the screen when I'm sitting out in the sun.

So I surfed around and came upon this wacky product on Lifehacker that shades the laptop screen. Some commenters point out that you could make one of these yourself with a cardboard box or a couple of file folders. This one does fold up neatly and attach to the lid of the computer, and that's kind of nice. Don't think it's designed to keep out sand though...

Criteria for Decluttering

It's simple. Whenever you're torn about getting rid of something or keeping it, ask yourself these two questions:

1. Do I need it?
2. Do I love it?

If the answer is yes to either one, you keep it.

Be Productive in Your Own Time

Do you live your life by the clock so you can squeeze everything in? Do you anxiously consult your watch while working toward a deadline? Most of us have to live by a schedule part of the time, whether it's work, school or events. But when you don't, try leaving the watch on the bureau and forgetting about its constant ticking.

Susan Sabo proposes having a "watch out" day or evening on her Productivity Blog. Remember what it's like to do something because you're prompted from within. This is a way to tune into your internal clock. Without the pressure of time, you may find that you're more productive. Ideas may come more easily.

You might also find yourself lollygagging and daydreaming and feeling unproductive. However, your creativity and thus, your productivity, also needs that kind of time, or timelessness, to really shine.

Dawn in Norway photographed by Maikun.

Changing Habits Requires Motivation

Changing habits is hard. It's easier the more motivated you are to do it. Tip: be honest about what motivates you.

I was riding in my friend's car the other day and she mentioned that she was trying to keep her speed down to 55 mph to maximize fuel efficiency. Her car is a Prius, so she's really into that kind of thing. I immediately thought, is the speed the same for all cars? How much could I save? What if I went 5 miles over that? I was planning to research it online when I got home.

But then I remembered that I like to drive fast. I know myself well enough that I might try the 55 mph thing for 15 minutes or so, but then I'd start to feel antsy. Then I'd feel deprived. Then I'd start ratiionalizing and making deals with myself so I could resume my previous habit. And resume it I would.

The point is that I am not motivated enough by saving money to reduce my driving speed. I'm just not. This isn't about what's right or wrong or black or white or green. It shouldn't be about guilt or pleasing others either. If you are sincerely gratified by doing your part to save the earth by driving more slowly, by all means do it. Make sure you feel good about it, though.

Trying to change a habit without sufficient motivation that works for you is a recipe for failure. What have you been trying to change that isn't happening? See if you can discover a real, honest way to motivate yourself to do it, rather than "I should."

FYI, you can find out more about fuel efficiency here.

Winner: most hilarious cleaning product

I just laughed out loud when I saw these dusting slippers in the current issue of Organize magazine!  They also come in hot pink!

I must confess, I love to Swiffer, but these also look like swell fun. My floors are wood, and I can easily imagine myself getting up some speed and then sliding across the floor in them. I bet they're nice and slippery. Just put on some music and bust your best moves.

Clear Clutter to Create Physical and Mental Space

I just started a business incubator to get some of my ideas off the ground. It's called Ladies Who Launch, and so far I'm loving it! For those of us who work solo, as I do, it's really helpful to get help and support from a group like this.

Our first homework assignment has three tasks, one of which is to get organized! Our fearless leader Jennifer rightly recognizes that whenever you take on a big project or otherwise want to make a significant change, you can get the energy moving by clearing out some clutter. You create flow and also actually make space for something new and wonderful to happen.

Even if you don't have a project to start, do a little organizing and see if it doesn't shift something!

Organize with Teacups

I love Martha Stewart Living. It's a beautiful magazine that's a joy just to look at, even if I never do any of the crafts or cook any recipes. She also publishes organizing tips, most of which involve lots of labor and/or crafting. Being Martha, she's not into quick and dirty solutions.

Her recent "Organizing Tip of the Day," however, is a simple one, provided you already have the materials (this tip originated in the sadly departed Blueprint). The idea is to fill a shallow drawer with teacups and saucers that can be used to store jewelry. Lots of small containers makes for less tangling.

I've had many clients who've got lovely china, inherited or collected, that stays stashed away in cupboards most of its life. This is a charming way to use and see your gorgeous cups and saucers every day. Unless, of course, you've got lots of baby ducks to raise...

Yes, You Need an In Box

What's the quickest way to clear off your desk? Stuff everything into your in box. That's where it should have gone first anyway.

Don't fool yourself that having everything out where you can see it is helping you get things done faster. Stop setting things down on the counter, or the edge of the desk, or on top of the printer until you can get to them. Use one spot, your in box, to collect everything and then go through it every day, or more often if need be.

The beloved Wikipedia has an entry on David Allen that succinctly describes how to use an in box. I don't think it's verboten to put things back into the in box, however, if you aren't ready to decide on them. Such a rule is likely to encourage you to make a separate pile and that would mess up the system. The point is that everything you need to do something about is in that box until you do something about it.

Here are some more in box benefits:

• You know where things are. If there's an important piece of paper you haven't dealt with yet, it's in there.
• You desk will be free of clutter. If you routinely have non-paper items in transit on your desk, get a big enough in box to hold them (computer peripherals, books, stray socks, whatever)
• You'll be able to find things that often get hidden under the piles, such as your planner, address book and calculator.

Try it for a few weeks. You can start out with a cardboard paper box. Practice putting everything that's on the desk and in your hands when you come in the door into the in box. When you sit at the desk, go through the box as described in the Allen article. Even if you don't do this religiously, you'll still gain the three benefits mentioned above.

Your in box need not be cheesy black plastic. The Container Store has a nice looking wooden box. This rattan basket is from Ikea. An in box need not come from an office supply store, but it needs to come from somewhere, so go get one!