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Everyday Life Q&A

• Q: I just received my buttoned up weekly agenda, which starts with January 2010 date. I am anxious to start using it now and was wondering if this product was available in 2009 and if you have any October through December pages that I could use until the January 2010 start date??

  — Dottye Muhs, Anchorage, AK on Oct 20, 2009

  

  Anne Marie said:

  You can purchase the Weekly.agenda now with a start date of 7/09 through 7/4/10 from select Office Depots, or contact me at annemarie@getbuttonedup.com or 734.477.5020 to purchase one today.

• Q: I need help getting and keeping myself organized on a daily basis. I’m a budding Entrepreneur and have my work-room, which includes my sewing machine and all my supplies, in my bedroom. I’m also a blogger with two different blogs that I have to keep track of, and I find that I’m running out of space and have clutter everywhere. I don’t even know where to start. I also need help keeping a daily planner so I can keep track of all my to-do’s, appointments, meetings, etc.

  — Raili, from Ontario, Canada on Sep 22, 2009

  

  Anne Marie said:

  Raili:
  It’s tough to juggle everything you need to get done in a day – I know, I’m the Chief Juggler! Here are my ideas for you:
  1. Get out of the bedroom if you can. The last thing you see at night and the first thing you see when you wake up is your work area – and sometimes that can be stressful.
  2. Sort the clutter by area – Blog 1, Blog 2, Sewing, Supplies, Personal. (Start on the floor and work your way up to the surfaces.) The key to getting and staying organized is to have different areas of your work separated. This can be accomplished with something as simple as file folders, on-desk folder holders, or pretty boxes.
  3. If you can put up shelving over your work area, store each box/file on the shelf until you are ready to work on it. Only work on one area at a time if possible.
  4. Since you sew and that may be an important part of your business, I suggest you get a bulletin board – you can use cork squares and use them to make a large board. Post materials, patterns, drawings, threads, etc. to the board if you feel it will help you organize a creation visually. Use one or two of the cork squares for your blogs too! Just put up things you think are important and take down when you are done or your clutter will migrate to the boards!
  5. Create a master To Do list for each of your work areas (each blog and sewing). Prioritize each list. Then create one daily to do list with just one or two things from the master list of each area. Focus on getting those done first.
  6. Some people prefer to focus on one project or one aspect of their work per day or part of the day. You could try and implement that too – from 8AM to 10AM just work on Blog 1, from 10:15AM to 12:15PM just work on Blog 2. You can have a loose plan to return calls in the afternoon. Only plan to tackle 4 hours of work per day on your to do list. This allows for emergencies and general interruptions. Once you finish the planned items, choose something else from your master list to tackle.
  7. To handle your overall schedule, I suggest you post a calendar above your work area. Put the current month and the following month up. Those desk calendars work great because they are big enough to put several items in a day and you can see quickly what you have coming up this week, next week and next month. You can color code as needed. Use this as your master calendar. Transfer anything on the big calendar to your planner (so you can have the most up to date info when you meet with people). Check your Master Calendar when planning your daily to do list.
  8. Most important, take time at the end of the day to clean up your work area and put everything away. Make sure all the Blog 1 and Blog 2 and sewing is away and your work area clear so in the morning you have a fresh start to the day.
  Let me know if these tips help you juggle your busy day!

• Q: I have multiple email accounts by design, I try to keep my personal emails separate from my work emails. What tips do you have for email management in general and managing multiple email accounts?

  — Teri, Chapel Hill, NC on Sep 03, 2009

  

  Sarah said:

  Hello Teri,
  I totally feel your pain on the multiple email accounts. When I was COO of 2 start up companies, it was basically a nightmare trying to keep track of them all! Here are some of the ways I kept my sanity with my email:

  Putting filters to use: Virtually every e-mail program has embedded filtering technology. Putting those filters to use is one of the simplest ways to streamline your inbox with minimal effort. The beauty is that if you take a few minutes to set up ones that work for you once, your mail will automatically be “sorted” for you when it comes in. Making it one less thing you have to worry about! Use the rules and alerts tools in your e-mail program to move messages from high-priority recipients directly to sub-folders that are easy to monitor. Turn on the junk mail filter! If you have a Palm or Blackberry, separate your e-mail from phone settings so you don’t jump like a Pavlovian dog every time the thing buzzes (try making your phone buzz, but your e-mail silent).

  Consolidate: In this digital age, you can receive faxes and voice mails in your e-mail inbox. Sign up for a voice over Internet protocol (VoIP), or a phone line that will e-mail you all voice messages. We also find that it is incredibly useful to have an electronic fax number. This service accepts fax for you, scans it, and e-mails it to you, That way, wherever you are, you get the fax right when it comes in and it is already in an electronic format that is easy to store on your computer. A good service to try is eFax (www.efax.com).

  Delete and file: Schedule time at the end of every day (three to five minutes) to delete all of those email messages that you don’t need to save. Put the messages that you do want to save for future reference in a file folder so you can easily access them later.

  Schedule time to turn it off: It’s hard to concentrate when you’re constantly bombarded with messages. Try to turn Blackberrys and instant messaging programs (IM) off and close email during scheduled times of the day (it’s generally easier if it’s the first thing in the morning, lunch, and/or end of the day). Schedule it in your calendar as work time. If you can’t fathom disconnecting everyday, try it for two or three days a week.

  I wish you all the best and hope this is helpful!

  Best Regards!

• Q: I recently started a work from home job and have vowed that I would keep a neat and organized office. On top of this I am applying to graduate school for a doctrate program and I am a Director of Mentorship for a non-profit angency. I am looking for organizational ideas for a small office. In particular I am looking for ideas for day planners. Thank you in advance.

  — Kristin, Marietta, GA on Sep 03, 2009

  

  Ashleigh said:

  Hi Kristin! Wow you’ve got a lot on your plate! But there are lots of ways to keep your office organized:

  1. Distinguish Between Papers that Require Action and All Others: If you do nothing else, separating the things that require action from those that are simply for ’safekeeping’ will cut your headache in half. All you need to do this is a durable, portable folder or plastic sleeve for those items requiring action and a sturdy ‘inbox’ that will hold those items you need to file away for safekeeping.

  2. Stick to the Fundamentals: Make your base classification as simple and broad as you can. Naming conventions based on purpose or function (e.g. ‘Insurance: Home,’ ‘Child 1: School,’ or ‘New Business’) will make it a snap for anyone to find the appropriate file later. Write down your entire list of file categories/names before you actually create them, so you can check for redundancies and inconsistencies before putting pen to folder. If you don’t have time to create a complete system on the first day try to add one or two new folders to your system each day until you have finished the set and keep extra supplies on hand so that it’s easy to add more later.

  3. Establish a Habit: Commit to filing for six minutes each day (2 at the start of the day, 2 at lunch and 2 at the end of the day). You’ll be pleasantly surprised at how quickly those piles disappear. In addition, take the action-item folder with you wherever you go and whittle away at its contents as you have ‘down moments’ throughout the week.

  As for thr Day Planner, we hand tailored our Weekly.agenda, available at www.franklinplanner.com, to handle crazy days, jam packed with all sorts of “To Dos”. We’ve gotten a ton of amazing feedback on it and to help you out, if you email me at ash@getbuttonedup.com I’d be happy to send you one just for supporting Buttoned Up!

  Thanks for your inquiry and best of luck!

  Kind Regards

• Q: I am a mother of 2, full time teacher and recently started my Masters program online. A three credit class runs 6 weeks. Can you give me tips on how to manage lesson plans, grading papers, maintaining an organized home and my new classes?

  — Kathy, New York on Jun 01, 2009

  

  Sarah said:

  Kathy,

  Wow you certainly have a lot on your plate! Kudos on starting the masters program – there’s nothing like stretching yourself intellectually. In terms of juggling all of these things without losing your mind, applying the 3 Buttoned Up principles will really help. First, give yourself a break. Some things are going to have to be done ‘imperfectly’ – and that’s ok. You aren’t ‘failing’ as a mother, spouse, teacher, or student if you’re not as on top of something, like clutter, as you were before you took on the additional course work. Second, pick your top priorities in each area and make sure that you spend the bulk of your time each day on activities related to those priorities. As a general rule of thumb, focusing on 20% of the tasks on your to-do list will get you 80% or more of the way there. And finally, lean on those around you for help. Are your children old enough to help out around the house? Can your spouse pitch in on things, like scheduling or paying the bills, that you used to handle alone? Do you have an assistant at school who can help you with grading? Here are some specific tips that use those three principles in each of the areas you mentioned:

  Ditch Perfection

  If left for a few days, clutter – whether mail or toys – can get out of hand. Understand that you may not be able to stay on top of it as often as you might like. Rather than throw your hands up in despair, throw some baskets around. Literally. Put one on the kitchen counter (or wherever the mail accumulates), one in a place where toys accumulate, one on your desk – anywhere you need to catch those ‘craplets’ that you just don’t have time to get to today, but will have time to get to tomorrow or the next day – and just need a place to stay somewhat organized in the interim.

  80/20 Rule

  Institute a new to-do list habit. When I was juggling two full-time jobs and motherhood, I devised a to-do list system that enabled me to keep both detailed lists of EVERYTHING I had to get done – but also stay focused on the priorities. Go get a five subject notebook (or four if you create one of your own) to house your to-do’s. Label section 1 “Today,” section 2 “Teaching,” section 3 “Masters Program,” and section 4 “Personal or Home.” Under each section, keep a running list of everything that you have to get done. You can categorize if that helps you – so, for example, you might have Lesson Plan and Grading sub-sections under your Teacher to-dos. Expect this list to be long and frankly, a little messy. It’s just where you jot down everything you need to do so you don’t forget… Then every morning, in the “Today” section – write one to three things that you absolutely, positively have to get done on your master list in each area. If you’re lucky enough to make your way through that list and still have time left over, pick a few more things from the master lists and bring them forward. This system really worked for me – because it let me keep track of everything, but still got me to focus on the most important things each day. Once you’ve got the hang of that – bring ‘you time’ into the equation! Take the fifth section in the book – and name it “Me.” In there, keep a list of the friends and family you want to connect with, and little things you can/want to do to recharge. Remember to bring one of those things to your “Today” section a week!

  Delegate

  According to our research, over three-quarters of women say they are solely responsible for organizing their families. We just pile more on our plates than ever before and yet rarely seem to ask for help. Letting go of control enough to delegate can be difficult and even nerve wracking but it is worth the effort. With a little practice you can get quite good at it and free up some time to take care of yourself. Start with the laundry… Have in each person’s room three laundry hampers – one for whites, one for darks, and the other for dry cleaning. While that may seem like a lot of hampers, you have just managed to get the first task of laundry, sorting, done with no effort. Rotate laundry chores with your spouse (and your little ones if they are older than 10). One friend of Alicia’s also has a Wednesday Pre-Treat Contest where armed with bottles of Spray ‘n Wash and Shout family members tear through their clothes to see who can finish the fastest. The losers have to fold the winner’s clothes

• Q: The background photo on your website looks like it includes a planner/calendar. Where can I find this product? Great website – great

  — Danielle, Shaker Heights, OH on Apr 25, 2009

  

  Ashleigh said:

  Hello Danielle,
  The Planner you are seeing on our background is called Family.agenda(tm).

  We are transferring some inventory right now, but if you call Anne Marie in our main office at 734-477-5020 or email her at annemarie@getbuttonedup.com we will be happy to take your order!

  Thank you so much for your support of Buttoned Up, Inc!

  -Ashleigh

• Q: I recently became an independent consultant so that I can stay at home with my 3 1/2 yr old. But now I’m worried I’m going to miss out on some write offs during the year. I know you have tax.filer kit, but is that what I’m looking for? I want to stay organized. Thanks.

  — Roxanne on Mar 26, 2009

  

  Alicia said:

  One of the best things to do is to sit down with your accountant and also do a bit of on line research on what items you can deduct.  Then keep all of those receipts including all credit card statements over the year.  While we do not make a product for this, a great thing to get is an expandable file folder that has enough pockets to easily sort all of your receipts.  It is not too hard once you get started.  Let us know how it goes.  Alicia