Today's Fun Fact: One hour of planning will save ten hours of doing.
There is a wealth of knowledge about organization on the internet. For example, did you know:
According to Liberty Organizing, spending 15 minutes every weekday morning mapping out your day can save you an average of six hours of wasted time during your work week.
PIH Health states that the health benefits of organization include less stress, Better sleep, Increased well-being, Better relationships, and better self-care.
According to a Soap and Detergent Association study, getting rid of clutter would eliminate approximately 40% of housework in the average home.
My favorite organizational tips come from God’s Word: Ecclesiastes 3:6: "There is a time to keep, and a time to cast away." 1 Corinthians 14:40: "But everything should be done in a fitting and orderly way." Proverbs 16:9: "A man makes his plans, and the Lord directs his steps."
In My Writing Hacks, I shared my top five writing hacks. This week, I would like to take a break from writing and share my top five organization hacks. It’s a little long, but hopefully helpful.
Hack #1 - Planning
I spend 15 - 30 minutes reviewing my schedule and planning for the next week on Saturday. I use the digital calendar on my phone to set up appointments that include breaks, quiet time, prayer, precious time with family and friends, writing time, and, yes, meetings. I use a daily planner to keep me organized.
Hack #2 - Take Inventory when the red flags go up
Negative emotions serve as red flags for disorganization. Yes, you read that correctly. When I am anxious, worried, and easy to offend, it's time to regroup and take inventory of my emotional, physical, and mental health. I take captive my thoughts and ask the Holy Spirit to show me the root of the problem. I am most often overwhelmed due to overcommitment, overworking, lazy eating habits, and/or lack of sleep. I then take these things to the Lord and ask Him to re-align me to His purpose.
Hack #3 - Removing Clutter
When my surroundings are cluttered, my mind is cluttered. I must keep my work and living space clean and organized. Once I begin haphazardly laying things around, I add to my workload and my "can't find it" stress level. This doesn't mean my surroundings are spotless—far from it. But, I do attempt to prioritize organization so that I don't feel smothered, covered, and chunked. (A Waffle House Hash Brown reference for those who may not recognize the saying.) These are my easy de-cluttering go-to’s:
Clean out the dishwasher in the morning. As dishes are dirtied throughout the day, rinse and add so the dishwasher is ready to run at bedtime.
There is a place for everything. I identify the locations where things go and make a habit of leaving them there every time. Oh, and a little secret: it's okay to color-code labels if needed. I make them fun.
Dirty laundry belongs in a hamper. YES! I know, crazy, right? But guess what? The laundry actually likes it there. It's cozy and warm, even if a bit smelly. Or, so they tell me.
I make the bed after I leave it. There is just something about walking into a room with a made bed that immediately lowers my blood pressure.
Clean the bathroom and kitchen at least weekly, vacuum and dust weekly, and vacuum High-Traffic areas twice weekly. Our sinuses will thank us!
Hack #4 - Email
My email is a color-coordinated wonderland of rules and filters. If you were to see my daily email count, you would faint. Yes- it's that bad. Working in IT, I have learned ways to organize my digital workspace to mimic my physical workspace. Email is one of those necessary places of organization.
Gmail: I created Labels and sub-labels by type. I then color-coded them and created filters so that whenever an email comes in, it skips the inbox and goes to the labeled folder. I then have a schedule for reviewing the emails in the box. By the end of the week, all emails should be read. How did I do that?
Create labels on the left side of Gmail. Right-click> color code as necessary.
When an email enters the inbox > highlight the email and click the three dots above.
Click choose to filter messages like these. The sender should be listed in the from box—if it isn't, add it and click Create Filter.
Check Skip the inbox > Apply the label created, Categorize as > Apply to matching conversations.
For important messages that I need to read immediately, I also check Star it and Always mark as important.
For circulars and promotional emails, I check Mark as read. (or Delete.)
Don't forget to unsubscribe if the email is no longer relevant.
PS—Bonus Hack: Create a throw-away email address (I use Yahoo because I can mass delete quickly) for the required retail offers you don't care to receive. Periodically, you can delete everything in that box to keep it clean.
Monitor the Important and starred boxes daily and others weekly. Delete emails once they are no longer needed.
Outlook: I created rules that auto-move emails into a sub-folder.
Right-click on inbox and choose new folder.
When an email comes in > right click on email > rules > create a rule.
Choose from and/or subject (understanding that subject can change) and move the item to the folder you created.
Click Advanced options > next for additional criteria such as "Mark as read" and/or delete.
If you want to delete emails after a time (say 30 days), you can right-click on the folder (not the inbox, but the sub-folders) > Click Properties > Policy > Create a folder policy. I typically delete automated and/or promotional emails in 30 days.
Hack #5 - My Phone
I saved the most challenging for last. If I can be transparent, the most disorganized part of my life involves my phone. I will admit I spend way too much wasted time on it. So, I have set some boundaries around the phone to help me claim my time back (and my peace). These aren't hard and fast YET. But we're working on them. The settings shared below are on an iPhone.
I will take a technology fast for at least seven days once every three months. If my mind is super-scattered, I will fast for 21 days.
I deactivate the app.
Remove the app from my devices.
Focus: Focus is a setting that allows me to decide when I want to see notifications. Navigate to Settings > focus. Create times of do not disturb. I have the following:
Do not disturb - 9 pm-6 am every workday and 7 am-9 pm Sunday.
Apps during work—7 am-3 pm weekdays. Set with smart activation to disallow notifications to non-work-related items during this time.
Driving—I set focus to activate automatically with an automated message so the sender knows I am driving. I customized the screen so it is dark and not tempting to pick up.
Sleep - Set to wind down at 9 pm and wake up at 6:05 am with a dark screen.
I purchased a case with a face cover. When I am with someone or at dinner with my family, it is less tempting to look at my phone when notifications pop up. (Placing the phone face down works as well.)
The phone is a tool, not a life-saver. I have to treat it as such.
Now for the best part of my day:
The most important key to my organization aligns with number one. This isn’t a hack but a much-needed way of life. Every morning, I spend time with the Lord. This is a non-negotiable pre-planned time for me. My day is a powder keg ready to go off when I don't. When I do, everything falls into place—yes, even the trials and tribulations. The time I spend includes worship, prayer, and reading the Word. The worship and prayer continue throughout the day, and as scriptures come to mind, I open my Bible and read them. Peace from the Lord is truly the greatest protector of our time and efficiency.
Now, to be real. I get off track often. But the beauty of guardrails is that they encourage us to get back on. Isn't that the heart behind Proverbs 16:9? I make my plans, and the Lord directs my steps—even when I step out of line. So, I receive my Father's grace and mercy and re-align myself with Him.
These are just a handful of the organizational tools in my tool belt. I hope they are helpful. I pray that you, too, will regain any time lost so you can make the most of the beautiful day you have been given.
Today's free download is a daily planner to help us become organized in this fall season. There is a printed option and a digital option.
Oh, and don't forget to search out His little blessings for you along the way!
Your turn! What organizational hacks work for you? Hit reply or comment below.
A Prayer for you:
Father, we thank You for Your Word, which tells us that You have a plan to give Your people hope and a future. As the leaves fall this year, may we take inventory of the places in our life where you want to align us with your heart. Help us to set routines that we can commit to and maintain. Give us the space to be intentional about rest and give us the strength to follow through with the routines that keep us organized. Thank You, Lord, for directing our steps. Go before us and prepare the way You have for us to go. Guide and direct us with Your loving eye upon us. May we be efficient stewards of the time and giftings You have blessed. In Jesus' name, we pray, amen.
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