Category: Procrastination

  • Top Four Reasons Chronically Disorganized People Don’t Hire Organizers

    When you boil it down, there are two types of disorganization: Situational and Chronic.  Situational disorganization happens after a life event (Move, New Job, Marriage, Divorce, Death of family member, New Baby) and is usually temporary.  The Chronically disorganized usually have a life long struggle with organizing or can stem from an injury, illness or a brain based condition like ADD, ADHD, dementia or Alzheimer’s. I am going to share with you the top four reasons chronically disorganized people don’t hire organizers.

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    If you have tried numerous times to get organized and can’t, you have a pattern of disorganization.  You are probably not showing hoarding behavior and your situation isn’t bad enough to be on one of those TV shows, but your disorganization is probably getting in the way.  You have probably paid late fees for some of your bills, failed to send in a permission slip for your child’s field trip or even missed a deadline at work.

    Every day, I run into people at the gym, my kids’ school and networking events and when people find out what I do, they often say, “Wow!  Can you come to my office (house, etc)?”.  Then, when I tell them that I would be happy to and that they should give me a call, they don’t.  When 43% of people say they would categorize themselves as “disorganized” and all the statistics out there show that being organized saves time and money, increases your chances of work promotions and reduces stress, I would think that you would WANT to get organized.

    Here are the four biggest excuses as to why you haven’t picked up the phone to get some organizing assistance:

    1. I don’t have the time. I am so busy that I just can’t take a whole day (or series of days) from my work to organize. 

    The average person spends 2-3 hours per week searching for things.  So, spending a day with us will only cost you the 4-6 hours that you would have lost anyway searching for things AND you won’t lose those 2-3 hours per week in the future.  The loss of office time in the short run will save you hours every week in the long run.  We can spread out your sessions over several months so that you can work around your schedule.  Plus, we offer maintenance packages so we can help you stay on top of things so you never get back to where you are now.

    1. I am too embarrassed to let you see my office. I am sure my office is the worst you have ever seen. 

    I have been in business for 14 years and helped hundreds of clients.  I am positive that your office is not the worst I have ever seen.  We do what we do because we LOVE to help people just like you make huge improvements in their lives.  When you see a disorganized space, we see a finished, functional space that is a pleasure to work and live in.  Plus, it is worth the pain of letting me help you to stop the months or years of embarrassment coming in the future if you don’t take the time to get organized AND learn the skills to stay organized.  Your disorganization may have cost you clients, raises or even a promotion or two.  Stop letting it get in your way so that you can be the organized, confident rock star that you are meant to be.

    1. It costs too much to hire professional organizers. 

    With Consumer Reports saying that you can increase the value of your home by 3-5% by decluttering and getting organized, https://tinyurl.com/n65krne and employers saying that they are 30% more likely to pass over someone for a promotion if they appear disorganized, it is costing you WAY more money to stay the way you are, than to hire professionals.  And, that doesn’t factor in the money you have wasted by throwing out expired food, late payments on bills or buying items you already own but couldn’t find.  Yes, hiring organizers costs money, but it is an investment in your physical, mental and financial health and often reduces tension in your relationships as well.  Think of us a personal trainers for your stuff and life.  We help you “lose weight” (declutter), “strength train” (learn skills to help you stay organized) and provide the support and accountability to maintain what you have achieved.

    1. I can do it myself.  I don’t need to hire anyone.

    I also hear people telling their spouses that they don’t need to hire and they SHOULD be able to do it themselves.  No, they can’t or No, you can’t!  If you could, then you would have already done it and you wouldn’t be seeing negative consequences of the disorganization.  You need help!  This is not a failure for you as a person, this is a recognition of an area where you need to “build muscle” and a professional can help you figure out a system for how YOUR brain works and learn the skills to help stay organized.  Having an appointment on the calendar, me showing up at your door and you having paid money for the session, will all keep you focused on getting the job done.

    Stop letting excuses get in the way.  Get organized and make the commitment to work your systems so that you stay organized.  It will reduce your stress, save you money and make you look like the rock star that you are in every other part of your life!

    If you liked this article, you’re welcome to use it in your own newsletter or blog as long as you include the following blurb: Tara Rudo, Life Strategist, helps families get organized and declutter so that they can focus on what’s important. Get our FREE weekly tips and advice at www.NoMorePiles.com.

  • Stop Playing Phone Tag!

    Do you find yourself calling the same person 3 times and always getting their voice mail?  Are you tired of calling someone back, getting their voice mail and because you have no idea what they needed, leaving a ‘please call me back’ message?  Let’s join forces to stop the phone tag!  Phone tag slows productivity by forcing us to make unnecessary calls that just take up extra minutes in our day.  By being more direct and clear with leaving messages, we can reduce the need for ‘call backs’ and thus gain precious minutes in our day.

    Here are 4 tips to stop phone tag:
    1. When inviting people to events or just out to dinner, leave details and be specific, so they can check their calendar and make a decision before calling you back!

    Example 1 – Mary, this is Tara.  I was calling you to see if you wanted to join me and the kids for dinner on Thursday night at the Pizza Place  at 5:30.  Hubby is working late and I thought it would be fun to take the kids out.

    Example 2 – Tara, this is Jane.  We would love to have you on our upcoming radio show next Friday, January 11th at 11 a.m.  The show would last about 30 minutes and we would need you in our studio by 10:45.  Would that work in your schedule?

    2. With clients or prospects, leave all the pertinent details, so you can make the most of your working hours.

    Example 1 – Client, this is Tara.  I just wanted to remind you that we are scheduled to work together on Monday, Jan 7th from 9 a.m.-3 p.m.  When we last spoke, our plan was to work on your home office.  See you then.  (This allows the client to only have to call you back if they want to change the plan.)

    Example 2 – Prospect, this is Tara.  I got your email and would love to talk to you about how No More Piles can help you with your organizing project.  I will be in my office from 9-2 today if you would like to call me, or you can leave me a message and let me know a good time to call you back.

    Example 3 – Tara, this is your Accountant.  I have received the paperwork to start on your taxes, but I am missing your bank statement for July.  If you could please scan it or fax it to my office, that would be great. (No need to return the call.  I can just send over the missing statement.)

    3.  If you are looking to hire someone and you are making the call for the first time, leave the details and repeat them.  Sometimes, cell phones break up or call waiting puts gaps in your message.  Repeating your name and phone number, at a slow pace, will ensure a call back.

    Example 1- Roofer, this is Tara.  I got your name from Joe Shmoe whose roof you did last month.  I would like to get an estimate on replacing my roof.  I will be home this evening or all day Saturday, if you could call me then.  My name again is Tara and my number is 444-867-5309.  Again, that number is 444-867-5309.

    Example 2 – Terry, this is Tara Rudo.  I found your website on the internet.  I am interested in learning more about your services and the costs.  I can be reached on my cell phone at 444-867-5309.  That’s 444-867-5309.  I look forward to hearing from you.

    4. If your call is urgent, say so!  By the same token, if your call isn’t remotely urgent, tell them.  The is especially important when leaving messages for kids, parents or other family members.

    Example 1 – Child, this is your mother.  Please call or text me immediately.  You were supposed to call when you got home since I had a late meeting today and wouldn’t be there when you got home from school and I haven’t heard from you.  If I don’t hear from you in the next 15 minutes, I am calling the police!

    Example 2 – Mom, this is your child.  I am just calling to let you know that my flight arrived in Florida on time.  No need to call back, just wanted to let you know that I am here, safe and sound.

    By using these four tips, you can help everyone you talk to improve their productivity, reduce calls and even communicate more clearly.  Best yet, utilizing these tips doesn’t take any extra time, but they all add extra time to your day!

    If you liked today’s post, you’re welcome to use it in your own ezine or blog as long as you include the following blurb: Certified Professional Organizer, Tara Donohue Rudo, CPO, helps families, solopreneurs and mompreneurs focus on what is important. Get her FREE weekly tips and advice at www.NoMorePiles.com.    Image courtesy of imagerymajestic / FreeDigitalPhotos.net

  • The 24 Hour Rule

    I was working with someone last week to schedule a meeting with 7 other people. We had sent out an email with all the details and gave a deadline 5 days out to respond to various action items.  On the day of the deadline, we had still not heard from half the group.  I had to send a second email reminding the group about the deadline and promptly got everyone’s responses. Why did they wait so long to respond?  If they could respond so quickly to the second email, why couldn’t they have responded just as quickly to the first?

    I am guilty of this too.  A friend called me on a Friday and when she hadn’t heard from me by Sunday, emailed to make sure that I was OK.  I am sure that you are either guilty of this offense or have been on the receiving end of the ‘no response’.

    In this day of instant messaging and access to email and text messages from our phones which we carry with us everywhere, why is it that so many people don’t respond, don’t call back and don’t RSVP. Are we too busy? Are we just rude?  OR, are we not placing high enough priority on prompt responsiveness and our personal relationships.

    If we waited several days to call our mothers back, we would probably find the cops or fire department banging down our front door.  Whether personal or for business, I think we should adopt the 24 hour rule.  If you are soooo busy that you can’t find the time to call someone, then shoot them an email and arrange a time for the call.  If you have an email that requires lots of time and thought, at least send an email back telling the sender that you need a little time and will respond by____ (fill in the blank). Responding promptly will let the people in your life know that you appreciate and respect them and their time.

    If you liked today’s post, you’re welcome to use it in your own ezine or blog as long as you include the following blurb: Certified Professional Organizer, Tara Donohue Rudo, CPO, helps families, solopreneurs and mompreneurs focus on what is important. Get her FREE weekly tips and advice at www.NoMorePiles.com.

     

     

  • Procrastination is a Useful Tool

    As I was sitting in my office practicing the fine art of procrastination, I began thinking about why people (me included) procrastinate. I came up with two basic reasons:

    1. It is something that you just don’t like to do (or there is something you would rather be doing)

    2. It is something someone else told you to do

    I can DEFINITELY think of examples of these from my life! In fact, I have left this blog post several times to send emails and make myself a cup of hot chocolate. What I began realizing during this thinking session is that procrastination can actually be a really useful tool, if examined. Sounds crazy, but stay with me for a minute. First, make a list (or just look at your current to do list) of all the things you procrastinate about. Next, break them into two categories: things you don’t like to do OR things someone else told you to do.

    Now, let’s look at the second list first. If it is something that someone else told you to do then it probably means that a boss or co-worker (or husband/wife/partner) is involved. This could mean it is a really important item and it really needs to get done, but you have been putting it off because you don’t like being told what to do. Well, that is just your ego talking, so let’s move it to the first list. If it is not really important or someone was just dumping their unwanted stuff on your plate, then you need to decide if you want to fight this battle or not. Maybe you have been a doormat and allowed them to dump tasks on you for awhile and you need to stand up for yourself and have a sit down with them to work it out. Or maybe, it is something small and not worth the fight which means you need to move it to the first list. This list should now be empty because everything was either given back to the giver to deal with or moved to the first list.

    The fist list is now full of things that we just don’t like to do or just seem to always find something more interesting to do. We are now down to a problem of motivation, not living by your priorities or time management. There will always be things that we don’t want to do but since they are important to us so we need to find a way to motivate ourselves to get them done. I like to set a timer and say to myself that I will sit down for 30 minutes and work on X. After my 30 minutes, I can leave it alone until tomorrow and that makes the task less painful. I also use my favorite shows as rewards for completing dreadful tasks. If I finish X, then I get to watch Survivor or Top Chef.

    Some items on this list may be there because you said ‘yes’ to something that you really shouldn’t have. You weren’t living by your priorities and being real with yourself about the time you could devote to another task or activity. My advice is to ‘suck it up’, finish the task and put it down as a lesson learned. If you are a ‘yes’ person by nature, I HIGHLY recommend that you never say yes on the spot. Create a patent line that you use when asked to commit to something like, “I don’t have my calendar with me, so let me check my availability when I get home and get back to you”. If you are at work and your calendar is right in front of you try, “I have several projects working right now, but let me take a look at things and see if I can fit it in. I will get back to you later today”. This will give you time to really think about whether you WANT to put this on your to do list.

    These last few items on your procrastination list may still be sitting there due to poor time management. My excuse for leaving this blog post several times before its completion was that I “needed” to send a quick email (that turned into 4 emails). I was “really” thirsty and wanted something to drink. That it would only take a second to answer the phone, check my facebook, see if I got any new emails, etc. If I had just sat down and only opened my blog and written this post in one sitting, it would have been done in 15 minutes (or so, with editing). Instead, it took me an hour and 15 minutes. I know I am probably not the only person around that has suffered from this time management affliction, but if I had just done it, then I would have already moved on to a more enjoyable task and I would have stopped moaning and groaning over an hour ago.

    So, the moral of the story is that you can learn a lot about what you enjoy doing and what you are really passionate about from looking at your procrastination patterns. Next time you are saying ‘yes’ or signing up for something, take a good hard look about where they are going to end up on your list. Are they going to be at the top of your to do list? Or are they going to be at the bottom of your to do list for the next 3 months?

    If you liked today’s article, you’re welcome to use it in your own ezine or blog as long as you include the following blurb: Certified Professional Organizer, Tara Donohue Rudo, CPO, helps families, solopreneurs and mompreneurs focus on what is important. Get her FREE weekly tips and advice at www.NoMorePiles.com . Photo is courtesy of www.freedigitalphotos.net

  • Perfectionism

    As I was working with several clients this past week, all busy moms, there seemed to be a common theme. PERFECTIONISM. It seems like a nice word. Even seems like something you want to strive for. But what I was finding amongst these busy women was that perfectionism equaled procrastination. Since it had happened to me also this week, I could completely identify with them. We want to do our best for our families and our business and our expectations of what ‘our best’ means may have just been out of line with the amount of time we could devote to these tasks this week. We wanted to:

    • Write hand written thank you notes to a few business colleagues who referred clients to us
    • Pick out the perfect thoughtful gift for a niece’s new baby
    • Go sale shopping at Toys R Us to stock up on toys for upcoming birthday parties

    But sometimes, in the interest of saving our sanity and staying on schedule, we need to understand that “imperfect is still…done”. I can’t take the credit for this quote. My client is the one who said it or something similar when we started talking about the issue that we were facing. Imperfect is still…done. I wouldn’t say that this can apply to everything in life. I certainly wouldn’t want the air traffic controllers to adopt this as a mantra. But, sometimes in life, with non-essential tasks, we need to give ourselves permission to:

    • Send a thank you email instead of a hand written note
    • Send a gift certificate to your niece so SHE can buy something nice for her new baby
    • Buy a stack of Toys R Us or Target gift cards in $15-20 values so you always have a ‘present’ on hand for those kids’ birthday parties

    I think that it is far more important to do these things in a timely manner then to do them ‘perfectly’. I would much rather receive a baby gift while I still have a baby then to receive the perfect baby blanket when my kid starts kindergarten. I would much rather receive a thank you note soon after an event or situation then to receive one and have to sit and think about why this person is sending me a thank you note.

    OK, so here is the new mantra: When it comes to non-essential tasks, imperfect is still….done! Take a look at your to-do lists this week and see where you have been striving for perfectionism and instead procrastinating and try out our new mantra.