The Guest Room/Office Transformation

I love what I do...helping people accomplish a task...transform a space... organize...provide peace of mind...transfer skills... whatever you call it, I LOVE it!

My clients are very capable, smart and talented people! They could do what I help them to do but many have said that this scheduled time, the extra set of hands, a focused perspective and experienced ideas are what gets the projects done!

A recent client who has three children and a full life had gotten overwhelmed and wanted help with her spare bedroom/office. She wanted her guests to have a clean, welcoming place to stay and for herself to have a place to do her work that was inviting. Some of the things that were being stored in the room were her children's memorabilia, family photos, paperwork, family history memorabilia and some things that she knew she could get rid of but just hadn't had the time to get through - a couple old file cabinets, pictures she wanted to sell on eBay, etc.

Here are the stunning before and after photos:

We went through the organizing steps: sort, purge/go through each pile, decide on where to store things, contain them, and finally enjoy the finished product!!

Obviously everything in the room didn't just disappear. The things that she kept - children's memorabilia that is now organized by year - and family history and photos are stored in clear, labeled plastic bins. There was a closet that was being used to store blankets and pillows that now houses these bins under a couple of the blankets!


The rest of the items had a home already elsewhere in the house or were donated, returned to someone else or placed in the trash.

Ahhhh, let the guests come visiting! And, let the goals get accomplished in an office like that!

A Stuffed T-shirt Drawer?

This file drawer reminds me of my husband's old T-shirt drawer. His drawer was so stuffed full that I never wanted to put fresh, clean, well-folded shirts into it because I'd have to smash them in and crush down the piles just to get the drawer closed!!

Just like a stuffed full t-shirt drawer these files were stuffed full and rarely used. Nothing could fit in them and they were visually unattractive...which makes filing unappealing!

THE PROBLEM:

That's why I was called...to solve the problem: setting up a paper system...a flow for paper when it comes in the office and to create the file drawers. Where do you put things? Which files should go in which drawers? What do you do with reading material? Where should my briefcase go? Do I need to keep this?

THE PROCESS:

To solve the problem requires understanding it. My client and I talked through the papers, categories, job requirements, frustrations, factors involved in the position (competitors, partners, reference/historical papers to keep, reports, etc). We looked at the space available. I made a plan for each area using some general rules: keep action files closest to the desk, store historical data farthest from your work area, have a "home" for each item.

Then came the organizing process. We sorted all the paper in the office and cleaned out and sorted through all the drawers. I used post-its and made notes on the papers as we pulled them out so we knew what they were. This helped file faster at the end. A LOT of papers went in the trash.

Then, I wrote all the files in their categories and subcategories on the dry erase board. This way we could move things around and the client had a visual picture of what his files would look like - a road map.

Next, we made the files tabs. Smead Viewables (from Office Depot) are what I used for the main category tabs. These are tall, can be read from the front, side and back and are colorful and easy to make. For the subcategories I designed a template that had colors to match the Viewables. I read them off the board as my client typed them in the computer. After diligent fine motor skills the files were finished.

THE RESULT:

Here is one of his four file drawers.

You may notice that there are limited manila folders. I know for some things, especially those things that you pull in and out a lot, you might need a couple. Visually, I love the clean look with out them.

A fresh perspective, the right tools, a plan and hands-on help took these files from the "stuffed t-shirt drawer" look to a "glass front kitchen cabinet" look (you know the ones on Martha Stewart with all white matching dishes spaced evenly - crisp and clean)!! I think I would want to leave the drawer open just to see how awesome it looks. Filing in them would be a highlight of the day, don't you think? Read my client's testimony on my website's home page.

I am always so inspired by my clients that I went home and redid one of my own file drawers!

Be inspired yourself!!

What are you practicing?

Have you ever thought about what you practice on a daily basis?

The more I think about it the more I realize how good I am at certain things because I practice them every day. For example, complaining about how cold I am in the winter time, putting on lip liner, cooking dinner, sorting through my mail, getting frustrated with my child because I didn't discipline the first time they disobeyed... I could think of more but I'm sure you don't want to hear everything I do - good and bad!!

What if we practiced the things that we wished we were good at? Maybe you wish you were more confident so you stop yourself from practicing negative talk and replace it with practicing positive talk. You might have to write the positive stuff down at first and read it aloud every time. Later, after you have practiced it a lot it will come easier.

Or, what if you wanted to be good at keeping your paper under control. First, you realize you have been practicing avoidance and piling. You need to plan how you are going to keep paper organized - set up a system - and then use it everyday. Practice using the system. Practice going through the paper every day. Practice making decisions about each piece of paper.

Or, lets say you want to be an encourager. Instead of immediately thinking about the things you don't like begin to practice focusing on one thing you do like and expressing it. Pretty soon you will start getting really good at it.

Like in sports, sometimes you might need professional lessons! Look at what you want to become good at and think about who might be able to assist you. Maybe hiring a professional organizer or a life coach or enlisting a friend that does this trait well will give you a fresh perspective, a boost, the skills and the accountability you need.

Now remember, you don't become a great tennis player or piano player after 2 lessons and practicing for two weeks. Especially if you have never played before. Some of us have been practicing the things we dislike for our entire life.

Give yourself time. Keep your focus on the goal. And practice, practice, practice...EVERY DAY.

A Quote

I just found this quote written on the corner of some notes of mine:

"Nothing great becomes great without

overcoming great resistance."

~Brian Klemmer

Isn't that....great!

Remember we CAN overcome great resistance - whatever it is - there is hope! And we become better because of it! I hope that is encouraging to you with whatever you are facing today, this week, this month or this year!

GO Month Project

NAPO (National Association of Professional Organizers) sponsors Get Organized (GO) Month every January. Now in its fifth year, GO Month is dedicated to raising awareness of the benefits of getting organized and of hiring a NAPO professional organizer.

This month, here in Kansas City, a group of local professional organizers worked on a GO Month project together. We organized the kitchens and laundry room of The Kansas City Hospice House. The Kansas City Hospice House provides medical and nursing care for patients facing advanced illnesses, as well as emotional and spiritual support for patients and their families, all in the comfort of a beautiful, homelike environment.

The facility and people are warm and welcoming. Calm and peaceful feelings put their arms around you as you enter. It doesn't look unorganized. I was wondering what we were going to do. So this is what we did...

Whenever you have multiple people using an area it tends to get unorganized. People are not sure where to put things away, things get left behind, food expires but doesn't get thrown away, etc.

Myself and Ty, a fellow PO (Professional Organizer), took one of the kitchens. We started by cleaning out everything - sorting as we took things out. Below is a picture of all the extra dishes, Tupperware, trays and vases that we removed from the cabinets. None of these were getting used. They were stuck in the cabinets because they had most likely been left behind. Knowing that this would continue, we chose a shelf for Tupperware and dishes, labeled it and made a plan for the volunteer to clean out this shelf once a month. They will either donate these items or have a mini "garage sale" and use the money for things needed in the house.

Then, as we looked at what happens in the kitchen we placed things that were needed in close range. For example, coffee is served all day. Coffee condiments all are in one drawer right under the coffee pots with the refills for them in the cabinets below. We labeled the drawers in the front and on the top rim so that you could see them from both angles. Now, the volunteer assigned to this kitchen will know exactly where things go and where supplies needed to restock are located.

We continued in this manner until everything was labeled and had a home. Then we drew up a diagram of the kitchen and its contents. One of the lead organizers, Linda, had done a lot of the prep work and would be finishing the completed diagrams for each kitchen. We would place a "map" in each room so that visitors, volunteers and the staff all know where things belong.

Not a lot of hard core work but it needed to be done and it was a joy to work with wonderful people accomplishing a task. Hopefully with the maps of each room and the idea that a volunteer would be assigned to the specific upkeep of an area things will be maintained!

Delayed Decisions

Take a minute and walk through your home or office. Look around. Open closets, cabinets, drawers...

Do you see junk? Stuff? Piles? Clutter?

Now think about this: Clutter is really just delayed decision making.

Couldn't decide what to do with this...where to file that...if you needed to keep or donate this. Couldn't decide on a home for that...really didn't have room for this...didn't have files made for that pile of paper...don't have time to decide on these papers...couldn't remember if that fit... And then, can't decide where to start organizing...should I ask for help... The list is endless but a lot of it comes down to decision making. We delay making a decision and clutter forms.

To help make decisions as you organize ask the following questions:

1. Do I need this? (If not have a bag or box ready and labeled to collect trash and donations.)
2. What purpose will it serve? (Everything needs a purpose!)
3. Do I love this? Is it beautiful?
4. Does this reflect the life I envision and desire? (Your old collection of thimbles or your 80's southwestern art may not be who you are now - or who you want to be!)
5. What will happen if I get rid of it? Is it information I can find elsewhere if I were to need it again?
6. Do I use it? Do I wear it (and look good) in it?

If you still can't make a decision try this:

Take a deep breath. Close your eyes. Exhale. Hold the item and be still for a moment. Envision the life you want. Are you feeling heavy and burdened by the item you are holding? Or, are you feeling excited and hopeful of the future as you hold this item. This method will confirm the answer you probably knew but didn't want to face.

Try doing this with 5 items per day. Keep a labeled donate box open and in an accessible spot - right inside your garage door, in your laundry room, etc. Start doing this regularly and you will get better at making decisions and clutter will start to disappear!!

Organizing is like Exercise

When I thought about the fact that I would have to exercise for the REST of my life the thought was kind of depressing. I knew then that I would need to continually find something that motivated me (which often changes) and that I would have to enjoy it - or at least different aspects of it - in order to keep it up.

Organizing is like exercise... We have to find what motivates us and we need to find enjoyment in the process.

If we expect to organize, be done, and "relax," we are believing a lie and will most likely become overwhelmed, disappointed and give up. Realize that it is a lifelong process - once you reach your initial organization goals it requires maintenance to keep it up...forever!! On the bright side, once you find processes and systems that work for you - and you practice them - it does get easier.

The same goes for weight loss or exercise. You work hard, seek assistance to reach your initial goals (by joining a gym, hiring a trainer, becoming accountable with a friend) and then you maintain...for the rest of your life. At times you need to revamp, rededicate, work a little harder to get "back on the wagon" (does that sound familiar??). So, knowing it is a life long commitment requires that to keep it up you better make it enjoyable!!

Actually, a lot of things fit into this category: eating habits, our health, relationships, laundry...think on that awhile!

Chinese Philosopher Lao-tzu said, "A journey of a thousand miles begins with a single step." If we see that journey just for the end location we miss out on the scenery and the adventure of the travel/process along the way.

Organizing can be a fun, enjoyable process. It is important to make it fun. I have included a couple of ideas to try while organizing your life, your home, your routines, etc...

First, write out your projects - break the big ones (like organizing the whole house) into smaller ones (list each room or area). Being able to check off completed projects will motivate you.

Second, include things that make you happy while you organize:

• drink you favorite drink
• light your favorite scented candle
• play your favorite CD
• laugh and take breaks
• work with someone you like (a family member, friend, Professional Organizer)

Third, celebrate your accomplishments:

• Have friends & family each pick a goal to surprise you with a reward. For example, if your goals are to clean out the guest room, finish your back taxes, create a 2 week menu, clean out the garage, get rid of 20 bags of "stuff" from your home - then have each person pick a goal. When you reach that goal they can surprise you with your reward. It may be a lunch out, a Red Box movie night with girlfriends, a CD you've been wanting, time together, etc... Have fun with this.
• If you don't have family or friends with a vested interest then do this yourself. For example, put $100 away with each goal accomplished to go towards a trip you have dreamed of, buy one place setting of new dishes so that when you are done you can have a dinner celebration with friends, share your 2 week menu and recipes with all your friends, get a pedicure (and you can't have one before you reach your goal! :)), have a potluck with your 5 favorite friends, find a new park to take your dog for a walk in, etc. Remember you don't have to spend money - be creative and think of some fun rewards.
• Make sure you write these down. Hang the list inside the cabinet door in your kitchen. I love to hang things inside the cabinet doors because I see them often but my kitchen remains uncluttered.

Lastly, make up games to challenge you while organizing.

• Time yourself and see how fast you can fill up one bag to get rid of.
• Pretend and plan that you are making your garage into a "Home Depot."
• Have you and your kids blast the music and dance around while you put the laundry away! It will become a tradition that they love!

Try some of these things and let me know if they motivated you and/or helped you enjoy the process a little.

Feel the fear and take the leap anyway! Some of you may have anxiety to ask for help. Be honest and open. Tell someone how you're feeling. Ask them to help you or help you figure what your first step is or to pray for you and keep you accountable. This year is all about being honest and making changes to improve your life and the lives of those around you!!