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Productivity & Organizing Myth #6 – I can find anything in my piles.

Productivity & Organizing Myth #6 – I can find anything in my piles.

Myth: Piles of papers or things are organized and people can find anything quickly in those piles. They say, “Believe it or not I know where everything is.”
Reality: It takes a lot of time for people to find specific papers within piles and often they don’t find the papers until they’re no longer needed. This leafing through piles often causes a lot of stress that the user is accustomed to but relieved to eliminate by getting organized in the end. Papers grouped together by topic are the most useful and findable.

Pile

    You know the scene. You walk into an office or cube and see papers everywhere. The piles of papers might be neat – stacked horizontally as individual towers of unknown ‘important stuff.’ The piles of paper might be smeared across the desk leaving no desktop showing and looking like a mound. Usually old piles or special collections were relocated to the floor making it difficult to move about in the space.

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    Sometime you can’t have a meeting in the person’s office because there just isn’t a clear view between you and him or because the visitor’s chair holds the papers related to the last couple of projects.


    When decluttering offices with clients I often hear, “Oh, there it is! I haven’t seen that in a while,” and,”Oh, there it is, I could have used that last week!” Hours before, when we first got together, they said they can find anything then they show the reality ~ they lost things in the piles.

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    Last week we found a folder titled, Review, in Jane’s cubicle. The contents of the folder help her contribute to her annual performance review at work every January. She usually looks at the last couple of years’ goals, objectives, and progress and is ready to write her portion of the review with long-range point of view. But, this year her she had to write it on the fly because that folder was buried under months of completed paperwork. We relocated the Review folder in a file drawer designated for the personal side of her recordkeeping. (That is opposed to the project collateral of her other file drawers.) We labeled the folder more clearly and she will be able to find it in a snap next time she needs it.

    Another frequent result of piling things is ending up owning multiple of them or having to go without. For example, Howard always borrows scissors from Blake since they have a low wall separating their cubes. When decluttering Howard’s space we found scissors ~ they were under the pile of thing in the drawer all along.

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    Some readers will relate in that they have multiples of things because they couldn’t find their thing so bought another. For example, they might have 3 or 4 vegetable peelers. Often I hear of closets with 5 of the same color shirt in basically the same style because the original shirts got hidden in an over-crowded and disorganized closet. In the garage they might have 3 identical hose nozzles.

    The productive solution to this clutter myth is to put like things together, identify the home for the group, label the home, and return items to the home consistently.

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    Susan Sabo is an intrepid traveler who has organized her life to be out of the country for months at a time. Antarctica is the only unvisited continent (so far). She’s the author at www.productivitycafe.com, consults with professionals on improving their personal productivity and presents motivating productivity SOPs & tips (such as how to get home for dinner) to groups.

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    Productivity & Organizing Myth #5 – the right planner (tool) is all you need Put yourself on the line Working at Night is for Raccoons – Not You! Where You Are Depends on How You Look at Things How to Use a Notebook to Make 2008 the Best Year Ever

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    Last Updated on November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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