January 30^th already… where did this month go?  I know mine has been an absolute whirlwind of activity, with only a small part of it devoted to getting better organized and/or eliminating clutter.  Which prompts the question, “Are you really sure you don’t have time to get organized?”  I’ll bet you do!  What if your organizing issues could be resolved by taking a better look at how well you manage your time?

At the end of the day, being organized must include being “structured” in the use of your time, as well. By taking a better look at how you actually spend your time during most any week in the year, I have no doubt you can find a number of opportunities to better prioritize activities and arrange schedules to, yes… block out time to rid your life of some of that annoying clutter and create a more organized environment.

I have a friend who recently shared with me her doctor’s having required her to keep a food journal to monitor nutritional levels for a cancer treatment program.  This made me think about how any important information is better used when it is documented. You might be pleasantly surprised to find using this idea of a dieter’s journal to log your activities will assist with easily taking a good, hard, honest look at how you spend your time. If you feel mastering your time would make a difference in being better organized, you can reference the following link(s) to learn a new skill by using the Time Use Log, available either in PDF or Excel spreadsheet form.

Before you think, “Oh, no! Not another task to add to my already feeling overwhelmed.” Consider the fact that you really only need to exercise this discipline for one week 1/52^nd of your entire year; there are 8760 hours in a year – of which you need monitor only 168, and of which 56 are mostly likely sleep!  I wanted to point out how often our perception clouds our reality to encourage you to at least explore this process.

This new skill, of knowing how you spend your time, and knowing how to make SMALL adjustments to reduce low-priority activities in favor of higher-valued ones will make a BIG difference in more areas of your life other than freeing up a consistent use of your time for “staying organized so that this time next year, getting organized in January won’t seem such a monumental task!”

What will you do differently this year to get and remain organized?  It may be something as small as checking out the PortaVault and organizing your vital documents.

Jan Vitale, always providing vital essentials in life!

• End Procrastination!
• Priorities, my Friends.
• Accountability!
• Design a System for Maintenance.
• Letting Things Go.
• Organizing your time.
• Remember the PortaVault!

[caption id="attachment_1180" align="alignright" width="200" caption="It doesn't HAVE to be like this!"][/caption]

January is quickly drawing to a close, but I wanted to take a minute to bring your attention to the fact that this MONTH is National Organization Month and it would be a really smart course of action to wrap up all of your paperwork from 2010 within the next week or so in order to move throughout the new year with nothing on your plate but items relevant to this year.  A semblance of order gives your life much better balance.  I would like to encourage you once again to clear clutter, and give you not only the encouragement to manage this task, but offer some tips and techniques that will help you give a certain sense of finality to last year!

End Procrastination!

I think you will agree that procrastination is the number one reason we accumulate clutter!  I recently read somewhere that 92% of individuals procrastinate, with excuses that range from the length of time necessary to complete the task to how boring the process is, and that it takes time away from something more important. What I have found in life, however, is that in our humanity, we seem to find time to do the things we want to do.  What would it take for you to drop the excuses – just for a day, and create the sense of urgency that will help you make your way through the new year with a clean slate?

Priorities, my Friends.

Once you have made the decision that you will reduce or eliminate clutter, create some checklists that will not only bring a sense of order into the project, but also allows you to prioritize and establish deadlines for completion. You will feel empowered as you check the completed items from your list – and this empowerment will serve to drive you through the next task you may be disinclined to finish!

Accountability!

Keep in mind that the only thing preventing you from managing this project is… yep!  You!  Ghandi once remarked, “Seek the change you want to see.”  What he was trying to say is that at the end of the day, the changes you want can only be made by you.  If you have difficulty with being accountable for getting organized for the new year, see if your best friend will spend some time helping you, or seek a mentor or coach.  Keep the Nike motto in mind, and “Just do it!”

Design a System for Maintenance.

In the process of de-cluttering and organizing – create a system that will help you maintain a clean and organized environment.  If you don’t like filing cabinets, perhaps you can agree to organize some attractive boxes on a shelving unit that allows you to simply drop and go, with some sense of order – allowing only the things you need to be working with for each task or project to be in your workspace.  Learn to toss unwanted mail, newspapers, ads, circulars, etc. as soon as it comes into your home

Letting Things Go.

There is often no good reasoning behind why we hang onto things that no longer serve us.  I believe the motivation goes much deeper than not wanting to take time to discard items.  Make a firm commitment to yourself that as you begin your organization  project you will be willing to discard anything that is over two months old, or that you feel you will not use in the next two months.  I have found that rather than keeping tons of periodicals, I spend a few quick minutes in the table of contents deciding if there is at least one article of value – if not the magazine goes to my dentist’s office. Now is a good time to take all those business cards and scraps of paper with contact information written on them and put them in an address book or database.  If you are so inclined to still use the old fashioned Rolodex – give those babies a better home than just lying around zapping your energy!

Organizing your time.

Recognize the things that steal your time – give them a name and control them!  Organization is about facing and seeking to at least modify actions that do not best serve you.  It is not about creating perfection, but knowing how you get in your own way, and planning how you are going to diminish the frequency with which that happens.  Using day planners, calendars and checklists help you identify how you spend your time and help you create routines that help you manage your time in general, but also to block in enough time to maintain the sense of order and organization you have created.

Remember the PortaVault!

The tools with which you arm yourself will make a lot of difference in how well you can quickly get through at least one level of creating re-energizing organization in your environment.  The PortaVault will prove to be your best friend as you gather and organize your vital documents… all in one happy place, ready for retrieval when needed.  Keep in mind, when it comes to these vital documents… If you had only FIVE MINUTES to evacuate your residence would you be able to get out in time along with all your Vital Documents?

Jan Vitale… bringing you the Vital Essentials of life… Vital Enterprises, LLC

[caption id="attachment_1172" align="alignright" width="125" caption="I think I need some organizational skills! Awrggg"][/caption]

I shared a few days ago that January is National Organization MONTH, so I wanted to keep that thought alive for a bit and offer a few key points that will help you maintain organizational skills within your business environment. Picture if you will a business person, hair stretching in all directions, clothes all rumpled, racing around a desk with clutter a mile high. There is no mistaking the look on their face… awrggg!  It doesn’t have to be this way.

There is no doubt that the lack of organization can cause much frustration in your life… mistakes, losing critical information, misunderstanding, wasted time, and a plethora of other unpleasantries. Being organized takes designing a system that is a happy marriage between you and your environment, implementing that system, and then having the discipline to maintain it.

Simple little changes can reap huge rewards, for example

1. Knowing how long it takes you to complete certain tasks allows you to realistically block out time to do them, and not over commit yourself to a state of overwhelm.
2. Learning to prioritize the most important tasks in each day helps prevent getting caught in a state of panic that you have not met a commitment, and frantically trying to decide what to do next, and how you are going to perform a miracle.
3. Creating a filing system that makes it easy both to file and retrieve documents will eliminate clutter and save those frightening moments wondering where you placed something you need immediately.

Managing and Prioritizing Tasks

I would venture to say that of these three considerations, managing your tasks will give you the greatest reward. They are something you do on a regular basis and when you manage them well you can gain more time, freedom and sense of well-being than you can begin to imagine. Strategically deciding when you will complete each task makes it easier to stay focused, having the right resources to work with when it is time to complete a project, and prevents you from allowing someone to distract you from your priorities.

Maintaining an Efficient Filing System

Setting up an efficient filing system takes a lot of thought and some time to implement; however, maintaining it should be easy, with just a little discipline. I can well imagine your parents imparting this thought, “Everything HAS a place and everything should be IN its place!  That applies to paperwork and supplies just as it did to toys and clothes. Do yourself a huge favor… invest in whatever tools, equipment or supplies necessary to organize your filing system. Time ultimately translates to money, so when you can save time looking for a lost document, your time is better served generating revenue!

[caption id="attachment_1173" align="alignleft" width="100" caption="Vital Document Storage"][/caption]

When it comes to your vital business documents, I might want to suggest you discover the amazing capacity of the PortaVault. The product was originally designed to meet the needs of families in as a disaster preparedness product, providing one place where all critical items can be stored, in a water-protective unit, that can be quickly retrieved in case of emergencies. I am finding it just as valuable for business papers, digital information storage, safety deposit box keys, etc.  The work is already done in the design, providing divided protector sheets for vital documents such as professional licenses, tax identification verification, partnership agreements, and any other legal papers that would create more than angst if you were to lose them in a natural disaster.

At the end of the day it is a given, good organizational skills come naturally to some people, others must work to achieve them… striving to find a balance between responsibility and flexibility. Good organizational skills are nothing more than being aware of your commitments and developing good habits around meeting them, with the end result being a balance work load, appointments met on time, increase problem-solving abilities and an increased professional image. I trust this will leave you considering just one thing you might do today to better your organizational skills.

Jan Vitale, bringing you the essentials – vital to a life well-lived!

I have provided insurance products to clients for the better part of my adult life. It is only natural that I am now as passionate about providing information to help others understand the devastation that comes with certain life events, and help them embrace a responsible position of being prepared – a preparedness that minimizes potential tragedy at many levels.

Disaster Preparedness… are YOU prepared?

It seems the news is filled with some new disaster being faced some where … every day. I don’t recall this being the case when I was growing up, but I think I have come to the realization that many natural disasters occurred, but were not given the national attention that is now possible through the media and the Internet.

However, since we are now made more aware of these tragic events, we can also be better prepared, for example, by having a Basic Emergency Supply Kit.

Copy this off, modify it to meet the needs of your family, print it and collect and keep the items in an easy-to-access location.

□ Water: One gallon of water per person per day for at least three days, for drinking and sanitation.
□ Food: At least a three-day supply of non-perishable goods.
□ Battery-powered or hand crank radio and a NOAA Weather Radio with tone alert – and extra batteries for both.
□ Heavy-duty flashlight and extra batteries.
□ First aid kit.
□ Large whistle – to signal for help.
□ Dust masks, to help filter contaminated air – and plastic sheeting and duct tape to shelter-in-place.
□ Moist towelettes, garbage bags and plastic ties for personal sanitation.
□ Wrench or pliers to turn off utilities.
□ Can opener for food – if your food supplies contain canned foods.
□ Local maps.

You might want to consider having two emergency kits: a full one at home – sealed in a large plastic container, and another smaller one to keep in your workplace or vehicle.

Personal Items to Consider Adding:
□ Prescription medications and glasses.
□ Infant formula and diapers.
□ Pet food and extra water for your pet.
□ Important family documents such as insurance policies, personal identification, and bank account records in a waterproof, portable container.
□ Cash or traveler’s checks and change.
□ Emergency reference material, such as a first aid book – this kind of information can be found at www.ready.gov
□ Sleeping bag or warm blanket for each person. Consider adding more bedding if you life in a cold-weather climate.
□ Complete change of clothing, including a long sleeved shirt, long pants and sturdy shoes. Consider additional clothing if you live in a cold-weather climate.
□ Household chlorine bleach and a medicine dropper. When diluted – nine parts water to one part bleach – it can be used as a disinfectant. In an emergency, you can use it to treat water, by using 16 drops of regular household liquid bleach per gallon of water. Do not use scented, color safe, or bleach with added cleaners.
□ Fire Extinguisher.
□ Matches in a waterproof container.
□ Feminine supplies and personal hygiene items.
□ Mess kits, paper cups, plates and plastic utensils and paper towels.
□ Paper and pencils.
□ Books, games, puzzles, and other activities (for children)

U.S. Department of Homeland Security

The U.S. Department of Homeland Security has taken a strong position in educating and empowering Americans to take the steps necessary to prepare and respond to potential emergencies… unfortunately, these now include the threat of terrorist attacks. Being prepare requires that you do three simple things:

1. Create your emergency supply kit.
2. Make a family emergency plan and share that periodically with your family members.
3. Be informed about the various types of disasters and emergencies and know how to appropriately respond to each of them.

Thank you for taking time to be aware. I trust you will see the importance of using this information – not just reading it! On my website you will find many Disaster Preparedness resources, for example, the PortaVault the perfect storage for your Vital Documents, allowing you to quickly grab the protective container – taking all your important information with you in less than five minutes.

Please feel free to subscribe (RSS) to this blog so that you might continue to educate yourself on the many, varied aspects of Disaster Preparedness and being prepared to protect your family in any emergency.

Jan Vitale, your Investment Protector
Vital Enterprises, LLC
Bringing you experience, wisdom and choices in protecting all things valuable to you…