#12 NOW WHERE DO I PUT ALL MY STUFF?
Here’s how to figure out the best locations for your stuff and keep it there, without angst or mess. In other words, how to work with your preferences instead of against them. When that’s working for you, you’ll be naturally — and happily — organized.
And remember; ever take organizing advice from people who don’t know your preferences. (You can read more about this in Archives: start at the bottom and work up.)
Don’t rush, don’t try to finish in one day, and don't move any furniture yet. Why? Because you haven’t read today’s article yet (it will save you steps,) and because you don’t want to do anything twice.
But first, here are two pertinent reminders from Article #11:
• Premise One:
95% of the people I’ve worked with had containers that were too small. This is probably your situation too: I’ll even bet that your work surface is smaller than you need, right? And ditto for storage space, too.
It's impossible to get organized when things are cramped, so we’ll be talking about how to assess bulk so you can “containerize” things properly.
By the way, the old myth “don’t put it down until you’ve handled it” is impossible to achieve — many tasks are not simple — so forget about it. Handle things as often as you want to or need to. There are no Organizing Police who will come arrest you.
• Premise Two:
Purging is highly overrated, especially at this early stage. Don’t even think about it yet; it’s too early. If it happens naturally along the way, go for it; but trying to purge while you’re organizing just complicates things and can turn out badly.
As for throwing away things that you haven’t used in six months, file that one under Ancient Myths too; you don't need a reason for keeping anything you want. Example: you might find you simply like your notes from high-school algebra after all.
The only effective solution for keeping things organized has more to do with how you keep them (how you store them, contain them, label them, etc.) than whether you keep them. How 'bout that!
My goal is to give you a much more relaxing and interesting system than you've ever had before, made up of your own preferences, custom tailored to you.
So take it slow and easy, follow the upcoming steps, and you’ll see things fall into place.
1. AN UNUSUAL QUESTION:
Have you been trying to get organized by using one-size-fits-all methods from podcasts, tv shows or books? What if you don't fit into boring old standard molds? And what if trying to force your unique, fascinating self into dull, limiting categories is actually creating your disorganization?
2. FIVE CATEGORIES:
Here are five categories to start with that could move a lot of stuff off your desk and stop clogging up your workflow. Even if you’re trying to go paperless, there will always be paper and stuff to deal with, or you wouldn’t be reading this.
Just about every item that’s active (visible, on your desk, unresolved, waiting for someone to get back to you, etc.) falls into one of these five categories:
a. To-Do’s that can be handled in one step (I call these "one-shot tasks.") Examples: send a text, set a reminder, enter a contact into your preferred system, etc. They are the “one and done” tasks.
b. To-Do’s that involve multiple steps (I call these "projects;" they can trick you into thinking they require only one tasks, but they never work out that way.) Examples: “Run errands” (how many stops will you make really?) “Create website,” “Do taxes” (need I say more?)
c. Date-related To-Do’s (these often keep bad things from happening, but only if you do them in time!)
d. People you need to talk to, meet with, or delegate to
e. Items on hold because other people are involved but haven’t gotten back to you yet (I call these "Awaiting Response.")
These five categories will set the foundation of your new system. Using them can alleviate guilt, make space around your work area, and deliver a lighter, happier style of organizing that’s a lot less work than before.
SAME AGAIN — ABBREVIATIONS FOR THE FIVE CATEGORIES:
a. To-Do’s
b. Projects
c. Dated Items
d. People
e. Awaiting Response
3. HOW TO USE THE FIVE CATEGORIES:
a. The first category, “one-shot” To-Do’s, will be handled in the next section of this article; we will distinguish them with verbs.
b. Projects will be handled in a later column, by means of a chart on the wall.
c. Dated Items go onto your calendar (whatever type you prefer.)
d. People-related stuff can go anywhere that it will jump out and remind you (hint: use large labels, colors, or whatever else motivates you.) Even better: if people come into your work space, all you have to do is put their name in large letters on any container you choose, (folder, manila envelope, plastic bin, or whatever) that’s obvious and easy to see from the entry to your work area. I guarantee, they will take it from there.
e. Awaiting Response items can go into whatever container you like, as long as it’s easy to see and reach (or for you Chrons, “as long as it’s flags you when you need it.) It’s best to review what’s in there at least once a week. It’s also a good way to see who keeps their agreements about getting back to you!
Bonus Tip:
Put dates on everything, everything, everything. You will never regret it, and it often saves the day.
4. NOW THINK BACK TO THE ACCESS TYPES: Remind yourself of your primary (preferred) way of finding things.
a. Do you prefer accessing Visually? How will you look for this item? With what color do you associate with it? What kind of label looks right? Can you attach a certain kind of bling to it that will help you access it easily next time? Close your eyes and see what’s in your mind’s eye. This helps prompt your visual preferences.
b. Or do you prefer accessing Spatially? Close your eyes, imagine picking up one item, and reach out toward where you’ll want to go for it. Now open your eyes and notice where your hand is pointing: that’s where you’ll access it from next time, so that's where it belongs. Also, notice if you prefer to access from a binder, a box on a shelf, a bin under your desk, or somewhere else.
A sub-category: where can you put tasks that must go out of the room so they get done too? Does it work if you put snail mail on the floor? Put things on a table by the door, where you’ll see them as you leave? Let your Inner Spatial feel for the best location, and you’ll always find things there later.
c. Maybe you prefer accessing Chronologically: When will you want the item? When someone graduates? For year-end reporting? When it's time to renew insurance? How do you record appointments and reminders — in a paper calendar? On your smartphone? How do you alert yourself in time? Figure out when you'll want something, and set it up to jump out at you then. It’ll work as long as it’s marked with dated words such as “Tax Time,” “Payroll,” “Summer Vacation,” etc. (Notice the various references to time periods.)
Bonus Tip:
A good rule of thumb: If something is active, keep it out; if it’s done, put it away. If it’s pending, mark it as such and keep it within reach.
5. VERBING YOUR STUFF — WHAT TO DO NEXT:
Even if this feels section feels dorky, slow or outdated, give it a fair try so you can learn your own preferences. It’ll be different, so be patient with yourself. Resist falling back into a pre-set, one-size-fits-all “normal” organizing style, because you are not normal, you’re special!
a. The next step is to sort your remaining paper and stuff into piles marked with verbs. (The categories we’re working with — paper and stuff — are not digital, so we use tactile reminders.)
b. Start by picking up any one thing; anything from an invoice to a coffee cup, but only one thing.
c. Ask yourself what needs to be done about it. Example: “Need to read this.”
d. Listen to yourself: what verb did you just use? Mark the item with that exact verb, (“read,”) so it alerts you (directs you, guides you, instructs you) as to what to do. This simple trick will keep you from having to review each piece of paper over and over again; all you’ll have to read is the verb. Even better, you won’t have to keep loading your brain up with repetitive To-Do’s.
e. If you came up with a word that is not a verb, keep asking the purpose of the task until you get one. (Exception: If nothing has to be done, or if it fits into a different one of the Five Categories.)
f. Write your verb on a label or big stickie (or pad of stickies, which makes a great combination label and paperweight), and put it on top of the relevant paper, pile, or item. Write in large friendly characters, and start in the middle, not at the top, because you’ll need that space for a due date.
We put dates above the verb because they take precedence, and because we read from the top down.
If you don't know a due date or you don’t need one, leave the top blank.
g. Use one stickie on each item (we’ll get to more complex To Do lists later; remember that this is for one-shots.)
h. Now ask yourself if your verb will motivate you to get the task done. If not, change it until it motivates you. (“Read before Monday meeting,” “Text to Sven,” etc.)
i. Alternative method : Ask yourself not where you should put it a thing, but what your desired result is. Examples: “Take out recipes before Thanksgiving,” “Pack for upcoming trip,” “Return to store,” etc. Again, consider the verb you just said. Repeat it out loud: “Take.” “Pack”. It’s important to respect the verbs that come out of your mouth naturally (when nobody is imposing their wishes over yours,) because they are indicate you telling yourself exactly what your preference is.
j. Use colored stickies if you like. You can use them to establish any category that works for you. Example: “Buy” tasks are always pink, “Read” is always yellow, etc. This simplifies things even further: You don’t even have to read the verb, just work by color. (One person used all orange stickies and only orange; just her verbs and dates changed.)
k. Continue to “verb” until you’ve done 5-30 items or until piles start stacking up (I told you this would be different!) Don’t do anything else for now; just verb and stickie, verb and stickie, withe due dates if you can.
The whole point of the stickies is to shortcut the need to review everything on your desk over and over, and to guide you in line with your preferences.
l. If you don't want to use stickies, try labels, index cards, notepads, blue painter’s tape, or anything else that gets your attention and gets the task done.
Bonus Tip:
Turn the stickie over and apply it upside down and backwards; that is, stick it to the back of the paper or item. This enables you to see everything; you won’t be blocking the front visually.
Break time!
If you have to stop and cook dinner, pick up the kids, go to a meeting or anything else, congratulations! Just by reading this far you’ve made progress. Consider it an 4% to 15% improvement, even though you’re not done; and notice that your work area is already starting to improve!
In this new, customized system, you get credit for each advancement or part of one, no matter how small.
Best of all, now that you’ve started directing yourself with verbs, you won’t have to start from scratch every time you re-start your work.
Bad news/Good news:
The bad news is that you’ll never be done organizing — it’s like housework. The good news is that you can be done forever setting up a system that supports you. Once you have set up to reflect your preferences, paper, stuff, and even money can flow more easily.
Bonus Tip: If you live in a house with an attached garage, put a long table — no square card tables allowed — try for at least 24” x 48” ) between the car and the door into the house. Why? Because a lot of disorganization can be cured with the simple mantra, “put it down. Just put it down.” It’s only when you put your stuff down effectively, that you minimize your workload, so stop trying to carry everything at once.
6. WHY SHOULD YOU CREATE PILES INSTEAD OF PUTTING THINGS AWAY?
a. First, to estimate bulk: when you start, you’ll see a few things to read, a few bills to pay, a few texts to send etc. It isn’t until you let them pile up for awhile without guilt that each one’s true quantity becomes obvious. Example: you may have thought you had a ton of “Bills to Pay,” but as you let your new verbed piles develop naturally, you may see that you have far more “Return To Store” items. This exercise will teach you how to assess bulk, and will help you select the correct container size and shape.
b. Secondly, to help you recognize your preferences. You’ll learn a lot about yourself, and eventually it can even become funny! Example: One man was had difficulty choosing verbs until he suddenly realized his preference: after that he marked one pile with an asterisk, one with exclamation points, one with question marks, etc. It took these unusual labels to motivate him.
When we tested his system weeks later, it still worked. We knew because he was accomplishing things; some even more effectively than before. (If “verbing” one pile, “Peel Bananas” gets your tasks done, that’s the label to use. But please notice it still starts with a verb.)
Use whatever works for you, and stop listening to naysayers. Your stuff, your preferences.
To quote an old saying, “You can’t open a flower with a hammer.”
Bonus Tip:
Did you know that one of the most common causes of disorganization is resentment? Think about it: if someone has been nagging you, you are far less likely to get organized, right? Likewise, if you are the nagger, start remarking on positives only and watch your favorite naggee improve!
7. DATING YOUR VERBS:
Ask yourself when each task has to be completed, and write that date on your stickie above the verb, like this:
Now you can sort tasks by verb, by date, or whatever way motivates you and gets the tasks done.
8. CONTAINERIZING:
Now we're going to start sorting your verbed tasks into temporary holding containers, gradually and gently. Don't do anything else yet; just follow along (rushing is part what of got you into this pickle in the first place!)
a. Look at one labeled pile and assess the bulk (quantity) of stuff in it.
b. Select an appropriately-sized container to put the stuff in: no more tiny containers! Put them in there just any old way for now. The objective is to learn one step at a time, because that’s the only way that teaches you about yourself. (The old way, trying to finish each task, works for Linears only.)
You will have another chance to make things look pretty later on when you’re not in chaos mode.
c. Tape your label to the inside of the container (if it’s transparent,) or in any way that won’t fall off and that makes things as easy to find as possible. Again, use color if that’s what motivates you.
d. For best results and less effort, fill your container vertically. This is easiest if you lean the bin in such a way that one side is propped up — say, with a binder, book, or something that will keep it slanted while you’re filling it. This stops things from flopping over and prevents you from having to keep babysitting them. You also won't have to keep re-finding your place.
e. If that’s too weird for you, leave the bin flat but put a book inside, propping up your stuff to hold them vertically. You can always take the book out when you’re done.
9. WHEN SHOULD YOU USE THE FIVE CATEGORIES AND WHEN SHOULD YOU USE BINS?
a. Use stickies and bins for one-shot To-Do’s.
b. Use the other four categories for everything else (see #3 above: HOW AND WHEN TO USE THE FIVE CATEGORIES.)
SUMMARY:
a. Ignore the “normal” organizing books and shows. There’s a reason they haven’t worked for you.
b. Find out what methods you prefer.
c. Make piles.
d. Label them with verbs and/or colors. Adjust them as needed until they motivate you.
e. Select a container of the appropriate size.
f. Fill it vertically so everything is easily accessible, even if you have to put a book in back to hold stuff up (it’s temporary.)
g. Also let piles of trash, recycle and shredding build up; then later when you feel like it, containerize them as appropriate.
In our next issue:
WHAT TO DO NEXT WITH YOUR VERBED BINS:
How to use the system you’ve created.
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