Conquer Chaos on Deployment

My husband is an Officer in the Canadian Army. This means occasionally he is assigned to a mission that takes him away from home. This is called a deployment. Some training assignments are short, only a few weeks long. Some are much longer and can be up to one year long.

These deployments can be very difficult for the family left behind. There is an entire emotional cycle experienced by the spouse/partner that can be quite nerve-wracking and if you add to that the emotional distress of children (even pets) as well as losing someone who helped with many of the household chores – CHAOS ensues!

Is your significant other in the military? Does he/she work away from home for long periods of time? Listen in and learn how to stay organized before, during and after a deployment! Tune into the Army Wife Network on January 10th, 2011 at 20h00 (8pm) Eastern Time.

Posted on January 4, 2011

Comments (1) Filed under: Military Life

Organized in a Table

Dmitri Mendeleev (1834-1907) is known as the inventor of the Periodic Table of the Elements which he first published in 1869 in his book “Principles of Chemistry”.

Previously scientists attempted to organize the elements by listing them in order of atomic mass but that method didn’t adequately explain the relationships between the elements. Mendeleev re-organized the list into a table. He put the elements in order horizontally by atomic mass and vertically by similar chemical properties. He also left “blanks” in his table for missing elements, many of which were discovered years later and fit his predictions.

Mendeleev’s periodic table of the elements allows us to learn more about each element. Because the elements are listed in horizontal rows of the table by atomic mass, this tells us by the number of protons in the nucleus of its atoms. Because the elements are in columns based on similar chemical reactivity this tells us about the number of electrons in its outer valence shell. We can therefore predict physical properties and chemical reactivities of elements and can write formulas of compounds. Physical properties, such as the ability to conduct electricity or heat and malleability or brittleness, may also be predicted from the position of an element on the Periodic Table.

Mendeleev allowed future generations of scientists to excel by providing an extremely useful framework to classify, systematize and compare all the many different forms of chemical behaviour! Mendeleev’s table has also found wide application in physics, biology, engineering, and industry.

This is an excellent example of a good organizational system allowing scientific advancement!

If you’re looking for a really cool demonstration of how the Periodic Table actually works, check out the University of Nottingham’s Periodic Videos. Click on almost any element in the table to see some really cool experiments with that element!

P.S. It isn’t only geeky little me that thinks the Periodic Table is cool. Check out this New York Times article entitled “Everything it Its Place”.

Posted on December 31, 2010

Comments closed Filed under: Famous Organizers

Organizing the Fridge

Refrigerators are designed to keep foods cold enough to prevent food spoilage. The temperature of the fridge should be between 0˚C and 4˚C (32˚F – 39˚F). Freezer temperature should be -18˚C (0˚F) which stops bacterial growth.

Use a specially designed thermometer and adjust the fridge dials to ensure that you’ve reached this temperature. It may take a day or two of adjusting your fridge dials to ensure you’ve achieved the correct temperature.

Start organizing your fridge by completely emptying it out and giving it a good thorough cleaning. Remove the shelves and scrub them down with hot soapy water and dry them with a clean towel or air dry them. An old toothbrush can be useful to clean out small cracks and crannies. Remember to wash the outside of the fridge as well, especially the door handles!

Ideas

Clean the fridge just before grocery day. It’s always emptier.
Remember to wipe off the outsides of bottles and jars before returning them to the fridge.
Lining the crisper drawers with paper towels helps make clean ups quicker.

The Canadian Food Inspection Agency reminds people that best-before dates do not necessarily indicate if a food is safe to eat and once a package is opened, the shelf life (how long the food is good) may be much shorter. It is wise to dispose of all expired food and leftovers over four days old. Remember “When in doubt, throw it out!”

When returning food items to the fridge think about what is used most often and what is used least often. The foods used most often should be put on the top shelf just inside the door. This will minimize the length of time the door is opened. Items used most often include milk and juice. Group similar condiments together on the door of the fridge.

In my fridge I can remove the “shelf baskets” on the door. I’ve grouped all the salad dressings together so when we have salad for dinner I take the entire “shelf basket” from the door and place it on the table. I’ve also grouped together in one shelf-basket the hamburger condiments (ketchup, mustard, relish, mayonnaise, pickles) so when we eat hamburgers, I just grab that shelf-basket and take it to the picnic table.

If you keep raw meat in the refrigerator, ensure that the drippings do not fall on fresh produce or already cooked foods. If you do not have a “meat drawer” store or defrost meat on a plastic tray that you can remove and easily clean and disinfect.

For more information about ideal storage conditions and shelf life of foods see the website Still Tasty.

It is also a good idea to group leftovers on one shelf. Use clear plastic container to store leftovers so it is easy to see what there is to eat. Before you put leftovers in the fridge write the date on a sticker and stick it onto the container of leftovers. This way everyone in the family will know how long the container has been in the fridge and when it should be thrown out. My favourite stickers are Avery Removable Mini Labels which I keep in a little magnetized basket on my fridge along with a pen.

One of the more difficult things to organize in the refrigerator is milk. The milk bag organizer is a great idea because the bags don’t flop around and the oldest bags are used first. I use a large basket that holds 5 milk bags as we drink a lot of milk.

A few well placed small baskets prevent small items from getting lost in the back of the fridge. Use baskets to contain small round cheeses, cheese slices and cheese sticks, mini yogurt containers and soy sauce and ketchup packets for lunches.

Keeping your fridge clean and organized will save you time because you’ll know exactly where to find what you need and your fridge will be easy to clean. You’ll also save money by not over-buying any particular item.

Just for a laugh, I found these substitutes for milk bag holders. You’ll get a kick out of Canadian innovation!

P.S. If you’re wondering why the top left shelf in my fridge is empty, I pack school lunches the night before and that is where they sit.

Posted on October 30, 2010

Comments (1) Filed under: Home Organizing, Stuff

Big Plastic Crate

One of the cool things about being married to a military member is you get to see some really neat organizing and storage products. This year at the CFLAWC Family BBQ event I saw this really cool crate for storing and transporting stuff that I had to share with my readers.

The rugged plastic crate has two sets of handles on opposite sides. The yellow handles allow a portion of the side to be dropped so you don’t strain your lower back taking items out of the bottom of the crate.

The white handles release the side completely so it folds down flat. Each side folds down then the ends collapse on top of the sides. The lid then gets strapped down over the collapsed box so it won’t pop open again.

The crates, when full or collapsed, stack nicely on top of one another and can be easily moved by a fork-lift truck.

I’m trying to find reasons to use one of these nifty crates so if you’ve got any ideas for me, leave them in the comments section. THANKS!

Posted on September 30, 2010

Comments (7) Filed under: Organizing Tools

Projecteze and Things

Last year I purchased a “to-do” list manager called Things. I tried to use it but it didn’t help me stay on track with all of the tasks I had to manage. That changed after I read the book On Top of Everything.

The Projecteze™ system introduced in On Top of Everything uses MS Word for managing tasks. MS Word is good because the majority of people already know how to use MSWord. The document created can easily be printed to paper or accessed by a mobile device such as a Blackberry. While I am comfortable using MSWord, I cannot edit Word documents easily on my iPod Touch. I love my Touch and use it to stay organized.

In order to solve this problem, I took all the information applied the Projecteze™ system using Things.

Things enables me to use “tags” to structure my tasks. I have three tags which are major divisions of tasks.

Personal – managing my home and family
J-organize – managing my business
POC – volunteer work for my industry association

I also have three tags which indicate the priority of each task: High, Medium and Low.

On the top menu bar, I can click on one of the tag names and see all the tasks that are listed in that category. I can also click on 2 or more names to see the list of task that are for example J-organize and High priority.

Within these major divisions, I’ve classed the work into projects which are listed in the “Active Projects” section. This allows me to see all the work that needs to be done in a specific area. I am able to easily delegate work and to know what is upcoming in that portfolio. The project to which the task belongs also appears beside the task name.

One of my favourite parts about using Things is the ability to set repeating tasks. I write monthly articles for a couple of magazines, each with a different due date and different requirements. Rather than enter the item each month with all the details, I can set the “to do” as a scheduled event and have it pop-up in my list when it is due.

You can see here how I’ve set up my list to send out the associations newsletter POC Talk. You can also see how I’ve dragged and dropped a file into the “Notes” section. I can keep all my information in one place – just like Projecteze™ suggests.

If you’re a Mac user and looking for a system to manage your tasks, I suggest you read On Top of Everything and invest in Things. Your productivity will skyrocket. I know mine did!

Posted on September 15, 2010

Comments (2) Filed under: Technology, Time Management

Summer Job Organizing

Summer is at a close and school is about to begin. While it is important to ensure you are prepared for the school year to start it is also important to leave your summer employment with necessary information to help you in your job search for next summer.

Here are some tips on what type of information you need to collect and how to organize it for quick reference. I’ve prepared a job information form for you to download keep to track of the following information.

Contact information: Make sure you know the address, phone and website of where you worked over the summer. If you worked at several different locations, keep the contact information of the office that holds your employment record. Grab a business card for quick and easy reference. You will need to supply this information on next year’s job application form. Also, ensure you have your direct supervisor’s name, email address and phone number as well as his or her supervisor’s contact information. You may have made friends with some of your co-workers and may wish to connect with them over the school year. They can also provide you with an update of what is going on within the company should you decide to apply at the same place next year so make sure you have their contact information as well.

Dates of employment: Future employers want to know how long you worked at a previous job. Make sure you record the dates you started and stopped your summer job.

Pay Rate: Write down your pay rate and note if you earned any bonuses or commissions. This gives you a benchmark to negotiate next summer’s hourly rate.
Job Description: Obtain a detailed job description from the company’s Human Resources (HR) department if possible. If there isn’t one, create your own. List all the tasks for which you were responsible, to whom you reported, and who reported to you.

Challenges & Achievements: Using the job description, write down a few problems that you encountered during your time on the job and how you solved them. Take note of any achievements too. It is easier to recollect this sort of thing now than when you’re updating your résumé for next summer’s job! (You’ll also want to use this as leverage when discussing your wages next summer.)

Company Website: If the place where you worked has a corporate site, bookmark it and refer to it throughout the academic year. You can track job postings and keep up to date with company news. Who knows? You may see a more senior opportunity that interests you and helps with your ultimate career aspirations.

Likes & Dislikes: While this information should never be put on a job application or résumé, it can definitely help you decide what types of roles you enjoy and what types you don’t. It will save you the trouble of applying for jobs that you really won’t enjoy.

You’ll also need to keep other important information handy! Use sheet protectors (my favourite are the Avery Acid-Free ones) and put them all in a binder labelled CAREER INFORMATION.

Pay Statements: Make sure you keep your pay statements until you receive your income tax information. Talk to your bookkeeper or accountant about what you need to keep for tax purposes. Make sure you know whom to contact at the company if you need copies of pay statements or employee benefits info. If you move, make sure you send them a change of address for their files to ensure you receive your income tax slips!

Contract: If you signed a contract for employment or a confidentiality agreement, keep a copy for your records if possible. Ask your employer how long they recommend you keep these documents.

Certificates: If you took any specialized training (WHIMS, First Aid, Safe Driving) in order to do your summer job, make sure you keep the certificates. They are the proof of having successfully completed the training. Don’t forget to add them to your résumé.

Reference Letters: It will be much easier for your supervisor to provide you with a letter of reference now when he/she is familiar with your work than next spring when you’re applying for another job so now is the time to ask! As a tip, people appreciate it when you give them something specific to include in the letter. If you suggest some key content, it makes it easier and faster for the letter to be written and in your hand. The letter should state things like your relationship to the letter writer and a couple of examples of how you contributed to the team and helped solve problems. It can also outline your positive character traits such as being punctual, hard working, and easy to get along with.

Using the job information form to record employment details and having all your important employment history in one handy binder, you’ll be relaxed heading back to school knowing that next summer, you’ll have a head-start on getting a summer job!

For advice and assistance in preparation of this post I’m sending a special THANK YOU to Audrey Prenzel, Canada’s award-winning and multi-certified Career Transition Specialist, the founder of Résumé Resources and all-round cool person.

Posted on August 10, 2010

Comments (1) Filed under: Paperwork, School, Work

On Top of Everything

As a full-time military wife and mother and professional organizer my life can get very hectic. I’ve got to keep on top of everything so that things get done and my life stays balanced.

After accepting the position of Vice-President of Professional Organizers in Canada last November, I realized that the current method I was using to keep track of my tasks and projects had reached its limit. I started falling behind. I was working inefficiently, spending time on items that were not necessarily the highest priority and details were falling through the cracks.

I mentioned my situation to colleague and POC President Kristie Demke. She suggested that I read the book On Top of Everything and implement the Projecteze system as it worked very well for her.

I purchased the book online at the On Top of Everything website and read it as soon as it arrived. It is well written and has many examples of how to use the Projecteze system and tables.

The Projecteze system uses MSWord to create tables to track projects and tasks. You do not need to learn to use a new software program or system which makes it easy to implement immediately as most people are familiar with the MSWord.

Because it is so straight-forward and simple to understand, I was able to put the theory practice right away.

It works WONDERS!

Immediately I was able to see what I had already accomplished, what needed to be done and where to concentrate my efforts! I could keep track of all my tasks and projects. I was being proactive – working on the most important things first instead of reacting to whatever dropped on my desk.

I was also able to keep tabs on when I was expecting information from other people — something that I always had trouble with before. Now I’m following up instead of either bugging people or forgetting to contact them at all!

If you’re looking for a powerful, easy-to-use system to help you keep on top of everything, then I highly recommend On Top of Everything.

Posted on July 9, 2010

Comments (3) Filed under: Time Management

Custom Clothing Name Tags

The majority of summer camps recommend that children have all their articles of clothing identified with a name tag. There are several companies where you can purchase pre-printed labels but here is a way to make custom, iron-on labels yourself.

Using your word processing program, select a label template. I use Word with Avery® file folder labels. They create a nice sized label and print 30 labels per 8.5 x 11 inch sheet.
Print the name of the camper in the labels. Feel free to use whatever colour and font you wish. You can even add a clip-art symbol such as a maple leaf, flower or car.
Print out the sheet MIRROR IMAGE on Avery® T-Shirt transfers.
Cut the labels and iron them onto the clothing according to the T-shirt transfer instructions.

If you make your own labels, you do not even have to use the child’s name. You could use a special symbol or even a tiny photo of the child him/herself – perfect for kids who can’t read yet!

Posted on June 9, 2010

Comments closed Filed under: Home Organizing

In the Ribbons

Now that the horse show season is upon us, the ribbons will be proudly making their way home! Here are a few tips to keep those hard-earned prizes from becoming clutter.

Consider displaying your ribbons by hanging them ribbons from string, wire or fine chain on the wall. True Champion Displays has some great products for displaying ribbons and so does Award Keeper.

Ribbons can collect dust and fade when exposed to light. If you wish to display the ribbons long term, consider framing them in shadow boxes with special UV blocking glass. The ribbons not on display should be placed in archival boxes for long-term storage.

Regardless of how you display your ribbons or even IF you display your ribbons you should keep track of the prizes you’ve won.

I’ve prepared an interactive spreadsheet that will allow you to not only keep track of all the prizes you’ve won, but which horse shows you’ve attended and the judges at each horse show.

Download the Horse Show Ribbon Organizing Spreadsheet here!

Tip for Horse Show Managers

Keep your ribbons clean, dry and organized! Check out this great idea I found at Fallowfield Farm! It is lightweight, easy to transport and keeps the ribbons from blowing away in the wind!

Do you have tips or ideas on displaying ribbons and trophies?

Share them here!

Posted on May 26, 2010

Comments (2) Filed under: Equestrian

Preparing for an Emergency

A few summers ago my son broke his arm on the way home from school and my husband broke his shoulder due to a bike accident and ended up having two surgeries to repair it. After spending much of the summer in the waiting rooms of hospitals and clinics, I’ve come up with some organizational tips that will help you keep you prepared for these unplanned events.

Keep your pantry stocked with ingredients for healthy meals you can make in less than 30 minutes. These things can include:

frozen casseroles;
frozen or low-salt canned vegetables;
frozen or unsweetened canned fruits;
spaghetti (an all time favourite);
chicken strips;
fish sticks.

Keep a stash of healthy snacks you can toss in a bag and take with you such as:

100% juice or soy milk in tetra pacs (i.e. juice boxes);
frozen muffins;
granola bars;
cereals (Cheerios, puffed wheat etc);
raw vegetables (mini carrots, cauliflower, broccoli);
fruits (bananas, apples, pears, grapes);

You may want to keep a Swiss Army knife in your purse just in case one you need to cut things into pieces for those kids with braces.

Keep a few ice packs in the freezer for putting on injuries and stuffing in a bag to cool your snacks during the long wait at the Emergency Room and Walk-in Clinics.

Carry a small bottle of hand sanitizer and a pack of tissues with you because you’re sitting at the hospital with sick people.

Have an “entertainment pack” ready to go. Items that can be included are:

a deck of cards;
portable gaming devices and their chargers (eg. GameBoy);
some books;
a pack of crayons and colouring books;
a favourite stuffed animal or blankie;
You can also play “I Spy” or a rhyming game.

Do your laundry regularly so that you have clean clothes handy. If you’ve been called to the emergency room to pick up an injured child or spouse, take a clean set of clothes for them – even shoes. If your husband dislocated his shoulder while parachuting into a swamp (yes it DID happen) he’ll need clean, dry clothes to come home. Button up shirts and baggy pants are always the best as they cover casts and slings easily.

If one parent always has the health cards, the other parent should carry a photocopy of the card with them. Children should also know where to find copies of this information. We have ours posted on the fridge beside our emergency numbers so the baby sitter knows where to find this information.

Make sure you know who to contact at your spouse’s office should he/she be injured. Make sure your spouse’s office knows how to contact you as well.

Keep your cell phone charged in case you are out and need to call 911. Program an emergency contact number into your cell phone so someone can dial that number if you can’t do it yourself. Label it “I.C.E” (in case of emergency) or “A-Emergency” so it is on the top of your contact list.

If you go for a run or bike ride, take your health card and ID with you. We have printed up business cards with our home info on them (names, address, phone number and email addresses). They go in every backpack and wallet, including the kids bags and backpacks.

Have a friend or neighbour you can call on in a crisis to come and mind the kids in the middle of the night. Offer to return the favour.

Keep your first aid kit up to date. Make sure your antibiotic creams have not expired. Make sure your supply of band-aids is replenished regularly. Keep an assortment of band-aids on hand such as those for knuckles, finger tips and large scrapes. You can always use feminine protection products or diapers to stop the bleeding of larger wounds.

Are your first aid techniques are up-to-date? While you may not need to know how to put on a tourniquet, you should be able to give correct treatment for cuts, scrapes, burns, strains, sprains, fractures and animal bites. St. John’s Ambulance and the Red Cross offer first aid courses.

Make sure your car has enough gas to handle an emergency such as driving to the hospital in the middle of the night. Keep at least $20 cash in a secret place in your wallet in case you have to pay for a taxi or for parking in a cash-only parking lot.

If you have tips that help you to be ready in an emergency, send them along so I can share them with other readers!

Posted on May 3, 2010

Comments (4) Filed under: Time Management

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Ideas

Tip for Horse Show Managers