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Stop Forgetting to Send Greeting Cards!

Stop Forgetting to Send Greeting Cards!

It’s Valentines Day this week… did you send cards to the people you care about? Hopefully you’re not trying to get comfortable in the doghouse.

Wouldn’t it be great to get permanently organized to send cards? If this is something you’d like to improve upon, I have several suggestions that include some great Outlook tips!

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Outlook Task Settings

    There are many options out there for getting reminders one-at-a-time, and you can certainly write birthdays into your calendar. However, for many people this still doesn’t seem to work for getting cards out in the mail on time. A system that works well for me is to use an Outlook task to pop up and remind me to write cards once a month. I usually do this the last week of the month on a day when I am going to be in the office doing administrative work. You can use an equivalent reminder in your own time management system if you don’t use Outlook.

    Hyperlink insert

      I have developed a spreadsheet that I refer to each month when it’s time to write cards. In the notes area of the Outlook task, I have provided myself a hyperlink to this spreadsheet so I can get to it quickly. You might want to do this for a lot of different reasons–from the menu bar of your task, you choose “Insert–File” and then navigate to the document you want. Just before clicking “Insert,” note there is a drop-down arrow where you can choose to “Insert as a Hyperlink.” This trick is very useful for any task that involves a frequently-accessed document.

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      You can have a copy of my Greeting Card Calendar spreadsheet to use for yourself. Some people refer to this kind of list as a “perpetual calendar.” It’s just an easy way to list everyone’s birthdays and all of the holidays permanently in one place. You can sort it and filter it in various ways, and I have written instructions for using it right into the document. When it’s time to write cards, just open the spreadsheet and filter for the occasions for that month. Anytime you hear of someone’s birthday, make a solid habit of adding it to the list.

      If you need to mail the cards out later, write a small send date on each card where you would place the stamp, and place it with your outgoing mail to send at the right time. There are some great options for sending out cards online (not e-cards), such as American Greetings, CardStore, HallmarkGreetz, and SendOutCards (these are sold by individual distributors). All of these options will send out a personalized paper card from you with a stamp on it. It’s great to be able to create all the cards for the month at once and post-date them to be sent out automatically!

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      For organizing paper greeting cards themselves, I recommend purchasing a greeting card organizer box from your local discount store. They usually come with dividers for the common types of cards, and they also typically come with a few cards to get you started. You can also use an expandable accordion file that you label with your own categories, but boxes do work better for flipping through your collection easily.

      Sending greeting cards is a great way to make your friends and acquaintances feel remembered and special. Now you can be that person who always remembers!

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      Lorie Marrero is a Professional Organizer and creator of The Clutter Diet, an innovative, affordable online program for home organization. Lorie’s site helps members lose “Clutter-Pounds” from their home by providing online access to her team of organizers. Lorie writes something useful, funny, interesting, and/or insanely practical every few days or so in The Clutter Diet Blog. She lives in Austin, TX, where her company has provided hands-on organizing services to clients since 2000.

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      1 3 Techniques for Setting Priorities Effectively 2 How to Master the Art of Prioritization 3 How to Stay Motivated and Reach Your Big Goals in Life 4 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 5 11 Reasons Why You Aren’t Getting Results

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      Last Updated on July 8, 2020

      3 Techniques for Setting Priorities Effectively

      3 Techniques for Setting Priorities Effectively

      It is easy, in the onrush of life, to become a reactor – to respond to everything that comes up, the moment it comes up, and give it your undivided attention until the next thing comes up.

      This is, of course, a recipe for madness. The feeling of loss of control over what you do and when is enough to drive you over the edge, and if that doesn’t get you, the wreckage of unfinished projects you leave in your wake will surely catch up with you.

      Having an inbox and processing it in a systematic way can help you gain back some of that control. But once you’ve processed out your inbox and listed all the tasks you need to get cracking on, you still have to figure out what to do the very next instant. On which of those tasks will your time best be spent, and which ones can wait?

      When we don’t set priorities, we tend to follow the path of least resistance. (And following the path of least resistance, as the late, great Utah Phillips reminded us, is what makes the river crooked!) That is, we’ll pick and sort through the things we need to do and work on the easiest ones – leaving the more difficult and less fun tasks for a “later” that, in many cases, never comes – or, worse, comes just before the action needs to be finished, throwing us into a whirlwind of activity, stress, and regret.

      This is why setting priorities is so important.

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      3 Effective Approaches to Set Priorities

      There are three basic approaches to setting priorities, each of which probably suits different kinds of personalities. The first is for procrastinators, people who put off unpleasant tasks. The second is for people who thrive on accomplishment, who need a stream of small victories to get through the day. And the third is for the more analytic types, who need to know that they’re working on the objectively most important thing possible at this moment. In order, then, they are:

      1. Eat a Frog

      There’s an old saying to the effect that if you wake up in the morning and eat a live frog, you can go through the day knowing that the worst thing that can possibly happen to you that day has already passed. In other words, the day can only get better!

      Popularized in Brian Tracy’s book Eat That Frog!, the idea here is that you tackle the biggest, hardest, and least appealing task first thing every day, so you can move through the rest of the day knowing that the worst has already passed.

      When you’ve got a fat old frog on your plate, you’ve really got to knuckle down. Another old saying says that when you’ve got to eat a frog, don’t spend too much time looking at it! It pays to keep this in mind if you’re the kind of person that procrastinates by “planning your attack” and “psyching yourself up” for half the day. Just open wide and chomp that frog, buddy! Otherwise, you’ll almost surely talk yourself out of doing anything at all.

      2. Move Big Rocks

      Maybe you’re not a procrastinator so much as a fiddler, someone who fills her or his time fussing over little tasks. You’re busy busy busy all the time, but somehow, nothing important ever seems to get done.

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      You need the wisdom of the pickle jar. Take a pickle jar and fill it up with sand. Now try to put a handful of rocks in there. You can’t, right? There’s no room.

      If it’s important to put the rocks in the jar, you’ve got to put the rocks in first. Fill the jar with rocks, now try pouring in some pebbles. See how they roll in and fill up the available space? Now throw in a couple handfuls of gravel. Again, it slides right into the cracks. Finally, pour in some sand.

      For the metaphorically impaired, the pickle jar is all the time you have in a day. You can fill it up with meaningless little busy-work tasks, leaving no room for the big stuff, or you can do the big stuff first, then the smaller stuff, and finally fill in the spare moments with the useless stuff.

      To put it into practice, sit down tonight before you go to bed and write down the three most important tasks you have to get done tomorrow. Don’t try to fit everything you need, or think you need, to do, just the three most important ones.

      In the morning, take out your list and attack the first “Big Rock”. Work on it until it’s done or you can’t make any further progress. Then move on to the second, and then the third. Once you’ve finished them all, you can start in with the little stuff, knowing you’ve made good progress on all the big stuff. And if you don’t get to the little stuff? You’ll have the satisfaction of knowing that you accomplished three big things. At the end of the day, nobody’s ever wished they’d spent more time arranging their pencil drawer instead of writing their novel, or printing mailing labels instead of landing a big client.

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      3. Covey Quadrants

      If you just can’t relax unless you absolutely know you’re working on the most important thing you could be working on at every instant, Stephen Covey’s quadrant system as written in The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change might be for you.

      Covey suggests you divide a piece of paper into four sections, drawing a line across and a line from top to bottom. Into each of those quadrants, you put your tasks according to whether they are:

      1. Important and Urgent
      2. Important and Not Urgent
      3. Not Important but Urgent
      4. Not Important and Not Urgent

        The quadrant III and IV stuff is where we get bogged down in the trivial: phone calls, interruptions, meetings (QIII) and busy work, shooting the breeze, and other time wasters (QIV). Although some of this stuff might have some social value, if it interferes with your ability to do the things that are important to you, they need to go.

        Quadrant I and II are the tasks that are important to us. QI are crises, impending deadlines, and other work that needs to be done right now or terrible things will happen. If you’re really on top of your time management, you can minimize Q1 tasks, but you can never eliminate them – a car accident, someone getting ill, a natural disaster, these things all demand immediate action and are rarely planned for.

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        You’d like to spend as much time as possible in Quadrant II, plugging away at tasks that are important with plenty of time to really get into them and do the best possible job. This is the stuff that the QIII and QIV stuff takes time away from, so after you’ve plotted out your tasks on the Covey quadrant grid, according to your own sense of what’s important and what isn’t, work as much as possible on items in Quadrant II (and Quadrant I tasks when they arise).

        Getting to Know You

        Spend some time trying each of these approaches on for size. It’s hard to say what might work best for any given person – what fits one like a glove will be too binding and restrictive for another, and too loose and unstructured for a third. You’ll find you also need to spend some time figuring out what makes something important to you – what goals are your actions intended to move you towards.

        In the end, setting priorities is an exercise in self-knowledge. You need to know what tasks you’ll treat as a pleasure and which ones like torture, what tasks lead to your objectives and which ones lead you astray or, at best, have you spinning your wheels and going nowhere.

        These three are the best-known and most time-tested strategies out there, but maybe you’ve got a different idea you’d like to share? Tell us how you set your priorities in the comments.

        More Tips for Effective Prioritization

        Featured photo credit: Mille Sanders via unsplash.com

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