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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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      Last Updated on March 13, 2019

      How to Get out of a Rut: 12 Useful Ways to Get Unstuck

      How to Get out of a Rut: 12 Useful Ways to Get Unstuck

      Have you gotten into a rut before? Or are you in a rut right now?

      You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

      Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

      1. Work on the small tasks.

      When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

      Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

      2. Take a break from your work desk.

      Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

      Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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      3. Upgrade yourself

      Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

      The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

      4. Talk to a friend.

      Talk to someone and get your mind off work for a while.

      Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

      5. Forget about trying to be perfect.

      If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

      Just start small. Do what you can, at your own pace. Let yourself make mistakes.

      Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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      6. Paint a vision to work towards.

      If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

      Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

      Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

      7. Read a book (or blog).

      The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

      Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

      Check out the best selling books; those are generally packed with great wisdom.

      8. Have a quick nap.

      If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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      9. Remember why you are doing this.

      Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

      What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

      10. Find some competition.

      Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

      Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

      11. Go exercise.

      Since you are not making headway at work, might as well spend the time shaping yourself up.

      Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

      As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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      Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

      12. Take a good break.

      Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

      Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

      Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

      Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

      More Resources About Getting out of a Rut

      Featured photo credit: Joshua Earle via unsplash.com

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