Organization, Carmen Style

For right now, anyway.

I'm well known for being organized. I'm also well known for finding multiple ways to be organized. I've tried many different systems: a day planner, the Covey system, carrying a spiral notebook around, a dry erase calendar board, yada yada yada.

Each of those systems has their own inherent flaw. Someone rubs against the dry erase board, and all of the color coordinated notes are wiped off. It's kind of hard to tell what it might mean when the board says S_ret__fz.

A spiral notebook to carry around is usually pretty good for organization, but it's big and bulky and annoying. And those dumb planners either seem to lose the paper, I forget to update them, or I just plain old forget to look at them. I've even used a 3 inch binder, with tabs and slots for each kid, separated by category and activity. It was tons of fun to set up, but the upkeep was brutal and I gave up a couple of weeks in.

There's too many people here, and too many things for which I am responsible, for me to be able to go around being unorganized. About four months ago, I came up with a system that, right now, is working very well for me. It's a combination of a color-coded Google Calendar, and two sets of index cards, and a black sharpie.

Everything, and I do mean everything, is added into my Google calendar. Early morning band practice, cross country practice, doctors appts, need to fill medication - it all goes on the calendar. I do it either on my phone or on my computer, and they automatically sync up. I'm never away from one or the other, and so I generally have a pretty good shot at getting them added. I color coordinate them: Green for work, Teal for personal, Red for school, et cetera et cetera. Every day, I get an email reminder of what's on my agenda. It's usually there when I wake up in the morning.

Also, every Sunday evening, I pull out 6 5x8 index cards. I label each one for each day of the week ahead, and I jot notes on them. Anything I want to do on any of those days is written in, and then I fill in with house chores. As I do those things, I cross them off with a black marker. In the evening, it's an easy way for me to see what I've done during the day. Anything that I didn't finish can easily be moved over to the next day.

I use smaller cards to keep track of payments and freelance work due.They are turned over in that pic for privacy reasons. Also because I have a ton of payments outstanding and I don't want you to see that. :) There's a card for meals for the week, with days temporarily assigned to each meal in pencil - so I can swap them around. I have a card where I write the top 30 or so meals that at least half of the family likes, and I pick from those when I go shopping.

And I have really sloppy handwriting. And love me some black sharpie.

I also use "Hi, Future Self!" a ton. It's an app for my phone, and I can remind myself to do things with it. I use my voice dictate to say things like, "Remember to get milk when you go get your kid from school" - and then it will send me a text at the time I ask it to do so - and I use that just about every day.

So far, the system is working very well for me. I'm finding it much easier to get things done, and I'm having fewer instances where I forget things. Except, you know, for the time that my child forgot to tell me she needed to be at school at 6:45 a.m.

She remembered at 6:48 a.m.

Comments

[Marjie Billock]

O.M.G. I have anxiety just looking at the picture!

[Shannon]

Great tips. I am an organizational junkie and keep buying all kinds of planners/apps. Staples has one called ARC and it is totally customizable. I've been loving it. I'm going to the try Hi Future Self app.

[Luckyduck]

We don't have nearly as much stuff as you, so we mostly manage with a family calender on the side of the fridge. The white erase board below the calendar is our grocery list, the one where everyone is SUPPOSED to add items as they get low. Can't say that always happens, but we do pretty good. And me, I'm all about "the to-do list". When I have more than two or three things to accomplish, a list is born. Sometimes it's on the dry erase board, sometimes on a Post-it, other times on an index card. I have awakened in the middle of the night, or come out of the shower wearing a towel, just to add something to "the list". What is it about crossing items off "the list"???

[amie]

I am with you, I love the Google calendar. I have it installed on every phone and laptop we own at home and our office. Everyone has an individual color and then a color for things our whole family is involved in. I get it to text and email me reminders of appts and events. Then I take a sheet of notebook paper divide it into 6 days Mon thru Sat, and by day make lists of dinners, school supplies, gifts, errands, chores or calls that MUST get done. Whatever is not completed is moved to next day. It is not glamorous ,but hey it helps me to maintain a minimum level of sanity and decorum :) I have half as many folks to account for as you do, but I still feel swamped many days.

[addy]

Wow, that seems like a lot to do. Great that it helps with keeping everything running smoothly. Except, you know, for the missed practices that nobody mentioned earlier - oops.

[Sonja]

I use an Outlook calendar to keep everything/everyone straight, color coded by person. It helps to see someone's color POP off the page on any given day because then I know who, exactly, has something going on. However, I have not found a way to synch that with my iPod touch without paying for it - does anyone know a way? I love the idea of notecards for every day!! I get so much more done if I have a list and can cross things off - the visual motivation keeps me going. Thanks for your tips, Carmen!!

[Kiniwoman]

This might be a eureka! thing! I also use Google Calendar and color code everyone's activities. I include pretty much everything, including transportation time to/from. I love the emailed daily agenda too. I've tried using the "tasks" portion with a little success. Have to say, I love making lists. I love, even more, crossing things off those lists. I think I'm going to try the index card tast list instead of (or maybe in addition to?) the electronic version.

Thanks Carmen!!!

[Wendy]

I love my Google calendar too! And I'm a huge to-do list maker. I am definitely downloading that app, that sounds perfect.