MANAGING TIME AND TECHNOLOGY

Do you e-mail, instant message and text? Are you the type who embraces new technology and finds infinite ways to use it in your work and home life?

Or do you yearn for the days when Blackberry was a fruit and Twitter was the sound made by birds? Do you wonder where all the time went that you were supposed to save through the use of technology?

Technology is only a tool. It can make time management an easier process or it can clog your system for getting things done. You are the key to how well technology supports your management of daily activities.

The truth is nobody really manages time. Time just keeps on ticking away. What we manage are our activities along the time continuum. So we engage in activities that either meet our goals in the time frame we envision, or we engage in activities that use time in ways that do not produce the results we aim for. We are really managing ourselves and what we choose to do. There are a lot of ways to do that and technology can support our efforts.

It is great to be able to find what we need by Internet search rather than driving all over town or even letting our fingers do the walking through the yellow pages. It is great to find our destination through automated directions rather than wandering around strange streets in search of our next stop.

It is not so great to be continuously interrupted by messages on our cell phones or to wade through a mass of e-mail several times a day.

In order to be organized, you have to know the tools you are using, have a plan for their use and remain focused on achieving your goals. If the tools are not working for you, it may be that you do not know how to use the technology, it is not the right technology for the job, or it is just not right for your style of organization. Once you know what the problem is, you can take steps to correct it.

Here are a few hints for handling the most common technology management problems:

• Don’t be a slave to e-mail. Schedule time to review your e-mail twice a day. Turn of the “ping” that tempts you to have a look when new messages arrive. Understand the auto-controls available on your toolbar and use them to manage the mail. When tackling a long list of e-mails after an absence, start with most recent ones first. That will save you time responding to earlier messages about the same subject.

• Put yourself in control of your cell phone. You do not have to respond to every call when it comes in. Caller ID and voice mail allow you to judiciously screen callers so you can respond to those you choose. Assign a recognizable unique ring-tone to individuals who need an immediate response. That might be your child, your spouse, your boss or an emergency call service. In some phones, unique alerts can be applied to text sources as well.

• Keep your PDA current. You cannot be where you need to be on time if the appointment is not listed. You cannot easily call when you are going to be late if the phone number hasn’t been entered. Schedule a designated time for a periodic review of PDA content and/ or uplink to your computer. Schedules may require more frequent review than resource lists. Enter the time for update in your PDA as a regular appointment and take that time to update the information. It is comparable to a carpenter making sure his saw blades are sharpened. Tools don’t work unless you maintain them.

If technology takes more time to use than you save using it, decide if you are willing to gain proficiency. If that is not something you are willing to do, find a low-tech system that works for you. This can be a problem if you are working with a group of techies or living in a high-tech household. When that happens, it is wise to invest time in a little communication and cooperation to reach solutions that work for the group.

Time and technology continue to advance. It takes an organized approach to use them both wisely.

Beverly & Kristen
www.KeyTransitions.net

Organize a Bedroom

Is Your Bedroom a Sanctuary?

We just celebrated Valentine’s Day. That led me to think about intimacy and, for some reason, I started thinking about bedrooms.

We often work with clients who want their bedroom to be a sanctuary, but the habits of their mate or the dictates of their living space present challenges to fulfilling their goal.

It is hard to feel tranquil with dirty socks on the floor and a pile of laundry at the foot of the bed. Sometimes the space must house a home office or a crafting station or fitness equipment. The reality is that the bedroom is often used for more than sleeping and intimate moments. Many folks find it the only place they can grab the solitary time to pay the bills, read a book, watch a favorite program, ready a project for deadline.or sweat to the oldies.

Here are a few suggestions for making the space more orderly and serene even when you have to deal with the realities of life.

Make the bed a no-drop zone. It will keep your bedding clean and you can rest without clearing a spot.

Create defined spaces for activities that must occur in the space. If you have to have an office in your bedroom, designate a small desk or table for the task and gather the materials you need close to that space. If you must house exercise equipment, put it in a corner farthest from the bed and use a folding screen to keep it out of sight when not in use. Put your ipod and earphones, shoes and other ancillary items in tote bags that can hang from the equipment and keep them handy. Use a small bookcase or decorative basket to hold books, music and DVDs close to the spot you use them.

Keep clothes off the floor and furniture by placing an attractive hamper in the room. A clothes valet or industrial three arm clothing rack can hold outfits for the next day or clothes waiting to be put away.

If the laundry is inevitably going to land in the bedroom prior to storing, use a pretty hamper and designate a bench at the foot of the bed or under a window as its temporary home. It might not look beautiful, but it will look neat and not detract too much from the room’s order.

Real life bedrooms often do not meet the expectation for “sanctuary” promoted by Extreme Makeover and HGTV, but, with a little thought and organization, they can be orderly, tranquil places to escape for personal pleasure.

Beverly & Kristen
www.KeyTransitions.net

Organizing for Senior Independence

The First Families are following a growing national trend. Both President Obama and Vice President Biden will be living with a parent in their homes. The aging of Baby Boomers and the demands of the current economic environment have driven an increase in multi-generational residences.

Another trend is for senior citizens to live independently in their own homes well into their eighties and nineties.

Whether living alone or with extended family, older adults may have specific needs and limitations that challenge them to evaluate how things are organized. Appropriately arranged space and access-friendly systems can greatly enhance independence for senior citizens whether they live alone or with others.

February is National Senior Independence Month. So it is a good time for seniors and those who love and care for them to take a look at their living quarters and determine if they are organized to promote independence. Here are a few things to look for.

Are open spaces wide enough to walk through and free of obstructions? Have clear wide walk-through spaces between frequently traveled areas like the kitchen and the family room, the bathroom and the bedroom. Remove any items that might be tripped over. Tuck ottomans against chairs and fit fireplace utensils well back against the hearth. Make sure there is enough room to maneuver a cane, walker or wheel chair if necessary. Remember it takes a full sixty inches for a standard wheel chair to turn fully around in a circle.

Can medicines and necessary daily supplies be accessed without help? This can be tricky if there are young children in the house to whom these supplies may pose a danger. Check web sites like www.childsafetystore.com and www.safe-tots.com for products like the Medicine Safe that safely hold medicines but cannot be opened by toddlers. Of course, potentially hazardous items can be placed on a higher shelf if the senior resident is able to reach it without climbing. One of the keys to safe access is no climbing for frequently used supplies. If there is not enough low storage space, try one of the reach extending tools that allows individuals to grasp items about four feet higher than their reach. These can be found at hardware stores and online at sites like www.lillianvernon.com.

Can doors and faucets be easily operated? Round doorknobs require more strength and agility to operate than lever doorknobs. Faucets with separate regulators for hot and cold water require more agility than faucets with a single central regulator that goes from hot to cold.

Older adults may face barriers to opening cans, putting on clothing, carrying items from one place to another. Products that promote independence for folks with limitations of movement or sight may be found at www.goldenviolin.com, www.asweage.com, and www.lighthouse.com. Incorporating these aids in the daily routine of seniors may assist them in continuing to lead independent lives in the setting of their choice.

Beverly & Kristen
www.KeyTransitions.net

The Clutter Whisperer

I’ve got clutter and I must clean up!

It started when I got a virus on New Years Eve that lingered for three weeks. When I recovered, I was washed out and easily tired. There was no time to take care of the little things as I caught up with clients, did speaking engagements and checked on a sick mother. The mail went unsorted, dirty clothes piled up and the detritus of living went unattended. In other words, clutter happened. It happened in the way clutter usually happens. Some life event prevented me from performing usual routines that keep me organized.

While I was sick, the only thing that did not hurt was my eyeballs, so I watched television programs I seldom see. On one of them, I became acquainted with Cesar Milan, known as The Dog Whisperer. The psychology he uses to rehabilitate aggressive, scared, lazy, or compulsive dogs struck me as relevant to organizing. During one feverish period I even fancied myself as a “ clutter whisperer” taming piles of unruly items into organized spaces that stayed that way.

The reality is that much of the psychology Milan applies to rehabilitating dogs can be applied to getting organized. In fact, he says he rehabilitates dogs and trains people. That is a true statement for organizers. We rehabilitate spaces but educate and train clients in organizing techniques. There are some other parallels I found interesting. Milan advocates a three-step process of exercise, discipline and affection. My philosophy for organizing is get started, stay focused, and celebrate the successes. Sounds similar to me.

Milan also advocates setting rules, maintaining boundaries and recognizing limitations. All are important concepts in organizing, especially when organizing for groups like families or office staff.

The more I think about it, “clutter whisperer” is a good title. Although clutter is inanimate, it often takes on a life of its own. It causes us no end of trouble and we invest it with a whole host of emotions.

So try a little “Whisper” psychology and see if it tames your mess. Mine is almost back in order. One more day of focused discipline should do it. Then it will be time to celebrate with a little treat for myself. Maybe I will watch the Dog Whisperer.

Beverly & Kristen
www.KeyTransitions.net