From Overwhelmed to Organized
Welcome back! Today, we’re diving into planning strategies and creating structure – a cornerstone of effective organization.
First off, let’s keep it real: perfection is not the goal; practicality is. Flexibility is key, and the process requires self-awareness, commitment, and consistency. Organization should be practical, not perfect, allowing us to handle life’s difficulties and being adaptable.
In today’s episode, we revisit the concept of focusing on what you can control to avoid stress and overwhelm. The power of recognizing what you can change redirects your efforts, allowing you to focus on what truly matters.
Segment 1: Control What Your Can, Let Go of What You Can’t
A pivotal lesson I’ve learned is the importance of identifying what’s within your control. Dwelling on what you can’t change leads to stress and overwhelm, but shifting focus to actionable items creates progress and productivity.
We covered this topic in podcast 12 (listen here!) but I want to review and add to this important point. In my own journey, a vice-principal I worked with while teaching shared on the board a column of “what we CAN change and/ what we CANNOT change.” When the principal shared this on the board, we had no idea where this was going and wondered how this was going to help. This had come about when the State and Federal education system changed what was needed on our IEP forms (Individualized Education Plan) without adding structure or framework ideas the teachers could implement. As a group of frustrated teachers, we added our concerns appropriately under each column. This was an amazing exercise to see how it put problems into perspective. Why waste your time and energy on things you cannot change or control. By putting items into the “cannot change” column, we were able to develop actionable items in the “can change” making those cannot change items easier and more manageable to handle.
Acknowledging what you cannot change can help you build resilience and adaptability. Life is full of uncertainties and accepting that some things are beyond your control allows you to navigate challenges with a more flexible mindset. Recognizing the aspects you cannot change and accepting them can help reduce anxiety. When you stop worrying about things beyond your control, you experience a sense of relief, allowing yourself to be more productive and effective.
Segment 2: Practical Examples of Actionable Changes
Let’s take a real-life example. Say your kitchen doesn’t have enough storage space and moving isn’t an option right now. Instead of fixating on the lack of space, think about what you can change.
- Use vertical storage solutions
- Repurpose a coat closet for overflow
- Install pull-out drawers to access hard-to-reach cabinet spaces.
These items would be in the column of items you would be able to control. Some organization tactics may be pricey, but I bet it would still be cheaper than moving. There are things I don’t like about my closet space, but I am not ready to restructure how the closet is built right now. So, I have opted for using more of my vertical spaces by adding solid shoe racks to the top of my closet. By visually organizing these factors, I can better assess my available time and determine what I want to spend on these pain points
In short, recognizing and accepting what you can change redirects your efforts to actionable changes. The key is to focus on actionable steps that make a difference without getting stuck on what’s out of reach.
Segment 3: Building Structure with Routines and Communication
One area we can always work on is our daily routines. Morning and evening routines and habits set the tone for the day and help prioritize tasks. For example, prepping the night before can eliminate the morning rush and set you up for success.
When creating a structured environment improved communication is a game-changer. Whether it’s within your family or workplace, clearly delegating responsibilities ensures everyone is on the same page, reducing misunderstandings and keeps things running smoothly.
In organizing your day, external events are factors that cannot be changed, like sudden interruptions or unforeseen circumstances. As an example: today I planned to work on a podcast and posting schedule, but unfortunately, I had an unplanned call from the fulfillment center and had actionable items I needed to complete, followed by an issue with the manufacturer needing information to get started producing the product on schedule. Four hours later I found myself just finishing up those unexpected items that were more pressing. It was difficult for me to shift my gears in the middle of the day, but I still had two hours to accomplish something previously on my list that day. Remember the simple act of starting is often the key to success. I sat down and started working on my podcast and within 45 minutes I was able to finish. We must have a mindset that things are going to happen, schedules are going to change, and we are going to HAVE to adjust.
Segment 4: Organization in the Workplace:
Functional organization means finding practical solutions that fit our unique needs, even if they’re not flawless. It’s about finding a balance between order and chaos and recognizing that sometimes a little messiness is a sign of productivity and growth and being okay with a bit of chaos.
I’d like to share a couple examples of structure I used in my previous employment. In working in the education system, I was tasked with providing students and parents the transitional information needed to make informed decisions about students with special needs in the areas of funding, job preparation, transportation, community resources, assistive technology, workplace accommodations, career exploration, and independent living skills to name a few and give you an idea of the information I was needing to provide. This was a large task. This position was new to educators in all states as we had never had this structure before the government initiated this effort, which was needed in the education system. This transitional program had only been established 1 year before I took the job, and I needed to find a way to ensure they had access to all this information as it was crucial for them to make well-informed decisions for their child. This is when I came up with the idea to compile everything on a webpage, which had not been made before. We needed to create a single, easily accessible location for everyone to access. I connected with a Tech student to give her hands-on experience and use this project for her portfolio. We worked to make sure each heading was clearly placed to provide information on transition and local events.
Another example of needing structure in organizing is when I was hired by a fortune 500 company and was tasked with making sure new hires could access everything they needed in a timely manner as it was taking 4-6 weeks before they were able to start “working” in the field. Just getting their computer took 4 weeks and this was not acceptable for the new hire or the company, we needed structure. As soon as we were provided with what needed to be done, I started asking questions.
Where do the computers come from, who do I talk with, what needs to happen, what information do they need? It was through conversation and questions that we came up with an onboarding list located on a shared drive where everyone involved could easily access. The computers and mobile phones were coming from our main office located 1400 miles away and they did not understand our position and frustration. We communicated this issue and were able to come up with a plan.
Long story short….we came up with an outlined plan showing everything that needed to be completed and without the computer, the foundation would fall apart. This had to be the foundation of all new hires. Then came the phone, new hire training, personal protective equipment, fire retardant clothing and the list continues. When trying to organize a project you need to ask yourself –What is the most important item needed? How will you make sure you have this item? Then what builds on top of that, what is the next step in the process? Make it known that our first format for this process was not our last. This project took 2 years of refining and revising to get streamlined in making sure all tasks were completed. You must start somewhere and not starting equals not getting done. Beginning is the key; if you don’t start, you won’t finish. Doing equals done.
Getting something done often boils down to the simple act of starting it. Creating ACTION
Segment 5: Embracing Functional Organization
Creating structure in your life is a gradual process that requires self-awareness, commitment, and consistency.
Organization needs to be practical, not perfect. Striving for perfection can hold us back and make us too focused on details. Instead, we should aim for systems, structures and frameworks that work well for us. Flexibility is key, as life is always changing. Functional organization means finding practical solutions that fit our unique needs, even if they’re not flawless. Embracing functional organization helps us handle life’s complexities and learn from our mistakes. It empowers us to be adaptable and proactive, accepting imperfection as part of the journey towards progress and success.
Using checklists for organization provides effective strategies to bring structure and order into our life. Checklists or to-do lists offer a comprehensive list of tasks, ensuring nothing is overlooked and providing a step-by-step approach for daily habits and routines.
Remember that creating structure is a personal journey, and what works for one person may not work for another. Experiment with different approaches and find a structure or plan of action that suits your lifestyle and habits. Stay committed, and over time, you’ll build a more organized approach. Productive strategies are not one-size-fits-all. It’s essential to tailor them to your unique needs, preferences, and habits. Be patient with yourself as you experiment and find what works best for you. With dedication and a willingness to learn, you can develop effective strategies that boost your productivity and lead you to success.
Closing Thoughts:
Creating structure in your life is a journey of self-awareness, commitment, and flexibility. Focus on what you can control, build practical systems, and don’t let perfectionism hold you back. Whether you’re organizing a kitchen, structuring your day, or tackling a major project, remember: Doing equals done. Starting is the key to success.
Thanks for joining me! Let’s continue this journey toward a more structured and intentional life.