women in architecture

Getting Organized Saves Time

Time Management Presentation (from WIA luncheon)

Prioritize items on your to-do list to avoid spinning your wheels.  Use ‘A’ for the items that have to be done today, ‘B’ for the things you should do today, and ’C’ for the tasks you hope to do.

Never wait for anyone or anything.  Always carry something to do with you when you go out -- a reading file or a project, perhaps.

Save time by making fewer decisions during the week.  For example, make a list of kids' lunches.  Each evening or morning, simply pack the next one on the list.

Plan 60 or 90 days out for everything:  purchases, to-do's and projects.  You'll save time and money.

Spend your TV viewing time wisely.  Pay bills, clip coupons, iron, or work on tomorrow's to-do list while watching. Sort photographs or sticky notes, refill prescriptions on the phone.

Make doctor's appointments for first thing in the morning.  Run errands and grocery shop early morning also. Do everything you can during off-hours to save LOTS of time (and stress!).

Spend ten minutes at the end of your workday planning and making tomorrow's to-do list.

Save time at the video store by keeping a list in your planner of movies you want to see.  Video previews, newspaper reviews and television entertainment shows have information on new movies and videos.

Plan only 75% of your day.  Allow for emergencies and interruptions.  The more organized you are, the easier it will be to deal with last-minute and unexpected problems

Save time by withdrawing enough cash to last until you receive your next paycheck. Stopping at the bank once every two weeks instead of twice a week can save you 19 hours per year!

Delegate.  It's the number one time saver!  You can barter, hire or beg.  Start with neighbors, co-workers and college students.


Be more productive at work 
Invest in a dozen of your favorite, inexpensive pens and a small cutlery tray to avoid constantly searching for pens.  Keep the tray, filled with pens, in a drawer near the phone.

Make your work day afternoon more productive by leaving the office during lunch time.  Energize yourself by breathing some fresh air, taking a walk or closing your eyes for a few minutes.

Clear your desk top of all personal mementos.  Hang them on the walls, place them on shelves, but give yourself space to work at your desk, without distractions.

Schedule appointments and meetings with both beginning and ending times.  People are more"to-the-point" when they are up against a deadline.

Complete a phone call, then write down your next action relating to the call.  Do you need to make another call or mail something? If you can't do it now, write it down.

Simplify a big project by writing down everything.  Then, put the tasks in order.  Next, set up a time line.  Finally, delegate as much as possible.

Reduce interruptions at work by moving your desk so you can't see the door.  Passers-by will not be able to catch your eye as they walk by, thus avoiding unnecessary conversation.

Keep a "computer" file or box.  Place items to be entered and tasks to do into the file/box.

Keep a file for regular meetings you attend.  If you have a weekly meeting with your boss, fill a file with items to review

Place tomorrow's top priority task at the center of your desk before you leave work today.  You'll start your day focused.

Designate a space in your office for items that need to go home with you.  Do the same at home.

Streamline supplies in your desk drawers.  Keep only what you will realistically use during the next month Make up a daily schedule of what you want to accomplish each day during the week. Include certain times scheduled for work and others for the Life  things. Do not be a slave to this schedule - allow flexibility to make changes if needed.

Make up a list of things to do that day on index cards. Pick about four or five of them as top priorities and put the others behind them.

Place two boxes on your desk. 'In' and 'Out”.  When you get a task done, move it from In to Out. Use  what's left at the end of the day as starting material the next morning.


Paper control tips
Move the tabs on your hanging files to the same side (all left or all right).


Rip out articles of interest when you first receive your magazines each month.  Simply scan then table of contents, note what you want to read, tear out the articles, staple, and place them in a
reading file.  No more bulky magazines lying around!


Keep track of monthly business and personal expenses by labeling a file folder or an envelope with the month.  Just throw in receipts.  All your expenses will then be together for end-of-the-month accounting.

Read with a highlighter in hand.  Mark the important parts to avoid rereading later.

Take a highlighter to meetings.  As you make notes, highlight anything which will your action.

Make a list of all your files.  Keep it nearby when you process your paperwork to avoid duplicating files, looking for papers, etc.

Gather all your household equipment manuals.  Attach a receipt to each one, or note purchase date, store and price on the covers.  Place them in an "equipment" or "appliance" file.

Re-do a filing system by first making a list of all your file headings.  Analyze, delete, combine and add as necessary.  Do it on paper first.

Reduce a large pile quickly by first removing the big items.  You'll see progress and be motivated to continue.

Forget "pending files."  Items placed there are often forgotten.  Try "consider" and "holding" files instead.  "Consider" is for anything you want to consider doing or buying (concert, computer software, etc). "Holding" is for an item which you will take action on in the future.  Be sure to note it in your calendar!

Keep all your lists, ideas, to-do's and notes in one planner or notebook.  It will keep you more organized


Organized Home 
Buy a small hook today and screw it into the wall next to your entry door (garage, or wherever
you come and go).  Hang two sets of house and car keys on it.

Perform one small household chore each weekday to free up time on your weekend.  You can dust, vacuum, clean the bathroom, or throw in a load of laundry.

Use small plastic cutlery trays to put a little order to your junk drawer.

Avoid late fees by noting in your planner due dates for video rentals and library books.

Consider storing items in your basement or attic by PERSON, especially if you have teens who will leave home in the next five years.  Make each person responsible for their stuff.

De-clutter before you organize. Give yourself a goal of de-cluttering one area or even ten items per day.  It will make a difference even though they are small steps at a time.

Weed through your bathroom drawers and dispose of products that aren't being used.  Group
like products.  Provide each household member with a basket for their grooming supplies.

Categorize your video collection for easier retrieval.  Separate into home movies, kids' videos, exercise, westerns, etc.  Have one of the kids make a list of all the movies.  Donate those you
no longer want or the kids have outgrown.

Place an errand basket by the door.  Fill it with film to develop, videos to return, etc.

Go through your medicine cabinet this week.  Toss any expired meds.  Move the others
to the kitchen and they'll last longer.  Separate child and adult medications by placing them in different plastic containers.

Keep a donation box in your home.  Every time you come across an item you don't use or need, add it to the collection.  Schedule regular monthly, quarterly or yearly times to drop it off.

Organize your stored items by separating them into categories:  outdoor items, toys, clothing, workshop supplies, etc.

Keep a small basket in your closet or laundry room for unmatched socks.  They usually reappear.

File all your bills and paper by month/year. pay all bills once per month, just throw them all (with the bank statement and other miscellaneous scraps of paper) in one folder and file it.


Parenting
Avoid last minute shopping trips by either purchasing the next-size-up clothing little by little as you are out or by planning a big shopping trip a couple times per year.

Teach your children how to care for themselves.  That's out goal as parents anyway, isn't it?  Take the time to teach them how to clean, do laundry and cook.  It's their responsibility as a member of the family to do their part.

Try to set aside 15 minutes after returning home at the end of the day to play or talk with your children.  If you give them immediate attention, they are usually in a better mood the rest of the evening and not vying for your attention.

Organize kids' outdoor toys by keeping a large plastic container on your deck or in your garage.

Avoid paper messes in teen's rooms by purchasing a plastic, portable file box.  Make a
category for each school subject and any areas of interest.

Separate the toys in a child's room by category.  For example, building toys, cuddling toys, art supplies, reading supplies, etc.

Keep an extra, stocked diaper bag in your car(s) for babies and toddlers.  Restock it once a week.  You'll avoid the last minute rush and being caught without supplies.

Have a "shoe spot" near the door for your kids.  Teach them to use it as they enter.  Avoid last-minute searching

Use cookie cutters to form fun food shapes.  Kids like colorful, fun foods.  It's a great way to introduce new food items during meals. 

 Keep a bag of small projects you can do while waiting on your kids' practices.  Include letters to write, calls to make and things to read.

Pre-pour sippy cups of juice and milk and place so kids can reach them in the fridge.  Store cheese slices, crackers, cut up fruits and cereals where kids can serve themselves.

Keep a lidless hamper in each room where dirty clothes and  linens accumulate.  Consider rolling hampers for kids so they can wheel them to the laundry room.

Pack a bag of "on-the-go" toys and books for young kids.  Include special items for restaurant and shopping distractions.

Have cassettes in the car for your children and CDs for the adults.  It's easier to switch back and forth between music while driving.

Use kid-friendly containers for milk, juice and snacks.  Store at a low level so kids can serve themselves.

Buy each child a portable file box with a handle for their school papers and art work.  Teaching them to organize and file at an early age is a true gift.

Save one night each week to eat dinner with your husband or S/O AFTER the children are in bed. It helps keep the spark alive.

Take walks with the family and discuss your day together.
Keep serious discussions with your spouse for when the children are in bed. Keep time with your children fun and as stress free as possible.

Always tell your kids you love them, and remember they are never too old to be hugged or kissed.

Stop everyday and take a moment to be thankful of what you have. Hug and kiss your child and let him/her how much you love them. Do this to your husband or partner!

Realize you can't do everything and then prioritize. Let things slide a bit--it's OK that the house isn't clean at all times. Designate a day to get caught up and powerclean (or better yet, hire someone to do it if you can).


Take time for yourself. You have to "recharge" now and then.
Run errands at lunchtime, if you can.
Definitely keep some chocolate around (the perfect food)!


Keep all important paperwork in one place. Buy an inexpensive cardboard-type accordion folder that has a lot of different sections for documents. One for bills, one for car insurance documents, one for personal stuff like play tickets and marriage license, etc. It's been a lifesaver for us.

Throw/give away anything you don't really need. Coupons you know you'll never use, food you know you'll never eat, clothes you'll never wear. Not only does it save time, but also space.

Start putting important keepsakes away on a regular basis. Update photo albums whenever you get a few free minutes. It beats having a horrendous job to do all at once, and gives you enjoyment often.

Always, always have some good frozen meals on hand that are fast and easy to prepare. It can go a long way when everyone is over-tired or the kids are sick.

Keep the TV off. It saves you from feeling like you don't have any family time, and makes the evening much less tension filled. Save TV for weekends or special programs only.

Play with your kids for a minimum of 15 minutes to a half hour per day. It doesn't sound like much, but it can work wonders for you and them feeling like you're really, truly blessed. Get down on the floor with your toddlers and just enjoy them. Play outside or read with your young kids. Talk to your teenagers over dinner. It all counts.


Get a housekeeper. Once a week, once every two weeks, once a month...a little help with the cleaning eases the burden. (Takes away the "who has to do it" argument with the spouse)

Cook double recipes on the weekend, so there are leftovers to just reheat during the week.
Make a menu/shopping list for an entire week, then buy all the food you'll need at once rather than running to the market for this and that.

Catalog or internet shopping is faster than trying to do shopping errands. Some companies will gift wrap and ship directly to the recipient.

Bulk shopping! Do this for birthday cards, etc., too (buy all you'll need for a few months rather than going out right when you need one).

At least once a week, be with someone who supports you completely...lunch with a good friend, chat with Mom on the phone, whatever. Parents need to be nurtured, too.

Every once in a while, if circumstances allow, take a day off to do what you're lacking, be it playing with your kids for a whole day, spending a day alone or catching up on all that filing and paperwork. If things are getting out of balance, a day can help restore it.

Buy an crock pot and use it -- a lot! Mabel Hoffman's Crockery Cookery is great for crockpot recipes. Check it out at the library! She's also coming out with a healthy crockpot recipe book soon. But usually I just put potatoes, carrots, sweet potatoes & onions on the bottom, stick a roast or chicken on top, and turn it on low when I leave for work in the a.m. By the time I get home I have meat and a vegetable for dinner!

Go for a walk every evening after dinner with everyone in the family -- what a tension reliever.

Listen to books on tape in your car while driving to work or doing housework.

Definitely take a few minutes each day to stop everything and focus on the kids....they are our treasures. Give 'em a hug and a kiss. Tell them you love them.

Tell yourself, over and over, the house will NEVER be clean for more than a few minutes. Life goes on.

Lay out outfits for the kids the night before. That goes for the big people too.

If something you use regularly is on sale, buy two or three! You'll save in the long run.

Take time for yourself everyday. Even a short walk at lunch time revitalizes YOU.

If you see something you know someone would love for a present, buy it for them, even if their birthday, anniversary, etc. is months away.

At the beginning of every month, look over my calendar for upcoming birthdays & anniversaries, and write out those cards then....addressing and stamping as well. Leave them on your desk w/little post-it-notes of when to mail.
As soon as you have pictures developed, put them in an album. If you can't do it right then, date them, adding any notes (e.g. day at the park w/grandma and Uncle Bill)...so if you do get a little behind, you will know what picture goes where. Take a portable photo file with you to the doctor, dentist, scouts, kids sports class etc. to use little snippets of time.

Fill your home with pictures of loved ones.
Use a big 90-day organizer wall calendar--the kind that you can write in the months you want--wipes off too.  Each person has their own color and everything is on it, easy to see where there is free time.

Gardening is a great hobby & stress reliever. Takes a bit of time, (like anyone has any extra time, Ha Ha!) BUT the kids can help and it really is empowering. Getting all those things to grow in a row like little soldiers - that feeling of CONTROL. We can't always control our kids behavior, our bosses behavior or our spouse or SO behavior - but those little plants will stand at attention just for us!!
Do not, under any circumstances become a slave to the house. As my mother says, never worry about housework because it isn't going anywhere. Hire someone, or lower your standards. A sticky floor or read a book to a child?? Read a book. Priorities!
Keep it simple. Simplify your life in every conceivable way.
Lower your standards. Decide what's important; drop your standards for things that aren't. In the process, you'll be able to meet your high standards for your important things.
Feel good about the contributions you're making to the work world, and to your family by having a job.
Keep lots of chocolate around.

To manage the tons of art work from school etc. put up a large bulletin. The children get to fill it up with what they consider to be their best artwork and periodically take things down & put new things up. Put the rest of the artwork into scrapbooks or scan it and toss.