the story of stuff

I gave a talk last night on the subject of green organizing to the North GTA chapter of Professional Organizers in Canada. Today's post was going to be an overview of the points I covered in my talk, but then another organizing colleague of mine sent me a link that takes precedence - and actually explains - even better than I could - some of the ideas I was trying to share last night.

Check out the twenty-minute animated video on this website called The Story of Stuff. It's entertaining and extremely informative. I'll add my own two cents in a day or two...

eco-friendly organizing

I found this online article while doing a Google search of Toronto organizers. Two of my friends and colleagues are mentioned in the story.

Once in a while, even socially conscious granola types can have problems managing clutter. We may be avid recyclers and conscious shoppers with personal spaces that most times at least are warm and welcoming. But sometimes a major life change – whether a pudgy, squealing infant, new home-based business, a death in the family, or illness – can mess things up...

Read the rest of the article here. Included are a number of links to recycling resources.

e-filing for dummies

I came across a product on the Sympatico homepage today that I'd never heard of before: Organize My Electronic Filing Cabinet for Dummies. Right now they're offering the basic package as a free download, and for $29.99 you can upgrade to the professional version.

I don't own this product, nor am I necessarily endorsing it, but I can imagine that it might be helpful for people who are overwhelmed by their electronic files.

It looks like the Dummies program offers a basic template of file categories, into which you can sort all your personal, household, and business electronic files. It also claims to be customizable, which in my eyes is a good thing. I have never met anyone who could get along with a "standard" organizing template.

How can you create something like this for yourself?

Start by browsing through your electronic documents. Write a list of all the document categories you can think of. My list would include the following:

• Alexander technique
• downloaded program updates
• financial
• images
• music
• POC
• Word documents

Within each of these categories I may have several sub-categories, with documents from a variety of applications (Word, Excel, Finale) in each folder. Under "financial," for example, I have separate folders for all my different businesses, a folder for my personal finances, a folder for resumes and CVs, etc.

Under "personal finances" I have more sub-folders, including bank accounts, budgets, correspondence, gifts, income, income tax, and research on big-ticket items I'd like to purchase.

You can see why it's imperative that a filing system be customizable. No two people are the same, and we all have unique organizing needs.

Once you've come up with your own list of the types of documents you store, divide them into broad categories (like my first list), and subdivide them as necessary. You can choose to keep your lists alphabetical, or in any order that makes sense to you.

When I was reorganizing my e-mail folders in Outlook Express this past winter, for example, I tried a few different categorization systems before settling on something that actually corresponded to the way my mind filed all the categories inside my head.

I started with an alphabetical filing system - in fact, I still use that for my online e-mail accounts. I can quickly transfer new e-mails from my inbox, or access old e-mails by finding and clicking on the alphabetically-filed name.

For Outlook Express, however, I wanted something more structured. I spend most of my e-mailing time in OE, and I refer back to old e-mails all the time. I chose several broad categories:

• Alexander technique
• business
• church stuff
• clients
• computer
• e-newsletters
• friends
• POC
• volunteering

Within each folder (which I always keep in the expanded or "open" position) I have an alphabetical list of the different recipients, and I store all their e-mails (and my responses to them) under the recipients' names. Filing new e-mails is quick and easy - I just drag and drop.

The hard part comes when you have to actually transfer files to the new filing system - especially if they're scattered all over your hard drive. Yes, it can be time-consuming to put everything where it belongs. But the end result will be a filing system that works much more efficiently, and hopefully makes your life easier in the long run.

My biggest challenge as far as e-filing goes is choosing good names for my document files in the first place. Back in the days of DOS, it was a lot trickier - nowadays file names can be much longer, and the file extensions (.doc, .jpg, .xls) are tacked on automatically.

Should you file by date or alphabetically, though? Or a combination of both? I need to do a major sort of my own Word files - I have too many documents mis-labelled with the date before the subject (i.e. letter.20070721.mom, rather than letter.mom.20070721). In this case, it's more important for me to have similar files grouped together by subject rather than date.

I can't emphasize enough: Organize your files in a way that makes sense to you. Only you know how your mind works. Only you can decide the best system for your own needs.

"have you always been this organized?"

Yes. Eat your heart out.

(Just kidding - about the heart part, anyway.)

That's the one question I'm most often asked by clients (usually right after they've seen my organizing kit or my car's trunk). (The second most popular question: "Is my house the worst you've ever seen?")

(To which I'm inclined to want to answer (but don't): "Do you WANT it to be?")*

Yes, I've always been this organized. But that doesn't mean you can't be organized, too. There's a difference between being organized and being a professional organizer - and I'm here to help you with the former. Don't even worry about the latter.

Organization is a skill that can be taught, and even the most disorganized person can learn some basic tools to create and maintain more order in his or her life. So please don't feel defeated when you see people who seem to have their acts together, and admit to having been that way their whole lives. (This would include most professional organizers. We're a strange breed.)

You, too, can live an organized life. There is hope.

A good place to start is to spend some quiet time with yourself, thinking about the way you'd really like to live. Do you have a friend or acquaintance whose life you admire? When you look at pictures in books or magazines, what kinds of homes appeal to you? What kind of lifestyles make you feel truly good inside? Do you pine for a fast-paced, hectic life, or one that's mellower - more laidback?

Pay special attention to the things you yearn for. If we truly love something, we are more inclined to do the work necessary to manifest it. Beware of trying to create environments you feel you "should have" or "should want." Are you happy living in comfortable clutter? Maybe you don't even need to do anything about it. Only if your life is negatively affected by some aspect of your disorganization should you even consider making a change.

If you're convinced you really do want to change, consult with a professional organizer who can help you prioritize your needs and create your action plan. Based on your budget and your time frame, you can then begin to address your organizing challenges.

*I have to admit that that line is not original to me. I heard it from a breakout session speaker - an American professional organizer named Lynne Johnson, who specializes in helping the chronically disorganized - at last year's Professional Organizers in Canada conference in Toronto. She was a terrifically funny woman, with a deadpan delivery reminiscent of Ellen Degeneres.

copyright 2007, Michelle Lynne Goodfellow

so, what do professional organizers do?

Answering this question might seem unnecessary. Except - more than once - I've had a potential client ask it.

If you check out the Professional Organizers in Canada website and use their "Find an Organizer" function, you will notice that for every organizer there is a list of services which they provide. Organizing is a huge field, and many organizers will specialize in "niche" markets to set themselves apart from other organizers.

The two broad categories are business and residential organizing. An organizer who specializes in business organizing may do information organizing, which could include organizing computer systems and training, organizing files, organizing systems, bookkeeping or financial organizing, organization of procedures or manuals, and records management. They may also offer virtual-assistant services.

A business organizer usually organizes any general office spaces. There are also several sector specialties: legal, medical, associations/non-profits, corporate, SOHO (small office/home office) and retail spaces or stores. Specialized business services could also include Human Resources tasks and organization.

Residential organizing focuses on homes and families. A residential organizer may help organize information in the form of files, paper flow, and financial management or bookkeeping. The types of spaces organized are much more varied than in the business sector: closets, attics/garages/basements/storage lockers, kitchens, and other general home spaces.

Specialized residential organizing services include estate organizing and garage sales. There are also a number of specialized categories that encompass both business and residential organizing. Organizers may have experience in working with ADD or ADHD individuals, or what's known in the profession as the "chronically disorganized." Other special populations include creative individuals, people with health or mobility challenges, and seniors.

Organizers may offer services in other languages, including French. Organizers may offer coaching or training in organization. Some organizers do event planning or offer concierge services. Some organizers specialize in downsizing or moving/relocation, as well as home sale preparation or home staging. Other organizers may have specialized training or experience in wardrobe consulting, interior decorating, ergonomics, feng shui, or alternative healing modalities and new age disciplines as they apply to spaces. Some organizers actively help clients achieve a work/life balance.

Experienced organizers may also do public speaking or lead seminars and workshops on organizing. Some organizers have published books on professional organizing, or regularly write about organizing topics.

Curious about what an organizer does? Ask him or her. And ask about related training or experience - and references - if you're considering hiring an organizer.

copyright 2007, Michelle Lynne Goodfellow

what to expect from a professional organizer

So you're taking the plunge and hiring a professional organizer. What can you expect from him or her?

For starters, nine times out of ten it's going to be a her. This is a predominantly female industry. But, providing you live in a major metropolitan area, you'll have quite a choice - everything from grandmotherly types to hip young urbanites.

Some professional organizers have a strong business or administrative background, while others (like myself) are born entrepreneurs with an unconventional bent. Many organizers are very artistic or creative, believe it or not. This came as a shock to me when I first joined the Toronto Chapter of Professional Organizers in Canada (POC). I think the assumption is that organizers are very logical, left-brained thinkers - and they can be - but many of the organizers I know excel at the right-brained stuff, too.

And it kind of makes sense. Organizers have to be able to see the big picture as well as the little details. We're usually excellent troubleshooters who also love the drudgery of sorting.

Will your professional organizer do things just like the organizers on TV? Yes and no. Everyone has their own style - although a good organizer will be sensitive to your needs and adapt their methods to your particular situation.

Hiring a professional organizer can be a huge expense, and if money is an issue, you can cut corners on supplies and billable hours. Which means you might not get the pretty storage solutions you see on TV, or the leagues of helpers waiting in the wings to clear a room in a weekend.

Most organizers I know carry a small kit of "essentials" to their jobs. This can include anything from markers and labels to measuring tapes and hammers. Some go all-out and provide boxes and garbage bags for sorting and purging; others will expect you to pick up this expense. Ask ahead of time so you know what to expect.

Depending on your situation, your organizer will probably suggest a plan of action that may take several organizing sessions. An individual session is usually very low-tech, especially if it's a purge: The organizer will show up in "work" (i.e. get dirty) clothes, probably wear rubber gloves (against dust - you wouldn't believe how dirty our hands get otherwise!), and possibly don a dust mask.

Purges and sorts usually make your home or office look much worse before it looks better, especially if you have a lot of clutter. Your organizer may ask to clear a "sorting area" where you can go through your possessions together. Some organizers will cart away your "give-aways" for you, while others will expect you to dispose of things yourself.

When it comes time to reorganize what you've got left, most organizers will suggest various storage options, but let you make the final decision. Some will purchase storage containers for you, and others will expect you to acquire things on your own. As you might expect, the more you ask an organizer to do, the more you will likely pay for his or her services.

Give your organizer frequent feedback on how well he or she is satisfying your needs. Organizing can be a very difficult, emotional process. There will likely be tense moments. But in general things should feel like a good fit. If they don't, talk it over - and don't be afraid to hire another organizer if the first doesn't work out. Not everyone will be perfect for you.

copyright 2007, Michelle Lynne Goodfellow

how to hire a professional organizer

So you think you need a professional organizer. How do you go about hiring one?

I recently had a potential client call me; she was looking for an organizer to help her with a garage sale in the fall. She's downsizing, and wanted someone experienced in the disposal of a large number of items.

She had the right idea: She did her homework ahead of time, and knew what she wanted.

Evaluate your own situation. What kind of service do you need? Clients have hired me for jobs as varied as helping them sort for a downsize, helping them purge unneeded possessions, helping them rearrange an interior space or organize a specific area of their home, helping them pack and organize for a move, helping them categorize a collection, re-systematize their files and workspace, or choose storage systems.

Hiring an organizer can be expensive; many organizers in the Toronto area where I work charge upwards of $50 an hour for their services. It pays to know exactly what you need.

Let's say you're overwhelmed by a cluttered basement. You have boxes piled everywhere in your family room, which you'd ideally like to use as a space for relaxation and entertaining guests. Do you need help sorting through the boxes? Do you need advice on how (and where) to store the things you decide to keep? Do you know where you're going to put things? Do you know who will take the things you no longer want?

Let's say you decide you need someone to help you with the sorting and purging. Do you need them to hold your hand through the entire task, or do you just want someone to jump-start the process? Are you willing to do "homework" if the organizer assigns it?

Once you've defined your needs, write them down. This will help you when you begin talking to prospective organizers.

Where do you look for an organizer? Start by asking friends who may have hired professional organizers themselves. Most of my colleagues get their clients through referrals and word of mouth.

If you don't know anyone who's hired an organizer, check out professional organizing association websites such as Professional Organizers in Canada (POC) and the National Association of Professional Organizers (NAPO) in the US. Members of these organizations must adhere to a code of ethics, and often will have had training in professional organizing. Both sites have a "find an organizer" function which will generate a list of organizers in your area.

Ask prospective organizers about their background and training. How long have they been organizing? Do they have a specific area of expertise? Do they provide references? Are they insured?

How much do they charge? Is there a fee for the initial consultation? Do they have an hourly rate, or will they charge a fixed fee per project?

Some organizers may ask you to sign a contract, outlining the specific work to be done and any conditions they may have regarding cancellations or payment. Some organizers may also ask permission to take "before" and "after" photos for their portfolio. Don't be afraid to assert your own needs and preferences.

Having an organizer come into your home is a very personal and intimate experience. You may feel vulnerable about revealing your perceived disorganization. Know that most professional organizers have probably seen it all before. We are generally compassionate, caring people who delight in helping others achieve their dreams.

Look for someone with whom you feel comfortable. Most organizers are committed to satisfying their clients. We want to know if you're unhappy. We'll help you find someone to meet your needs if we can't.

What happened to the prospective client I mentioned at the beginning of this post?

I was honest and told her I don't have a great deal of experience organizing garage sales. I know many other organizers in my city who do, so I gave her the names of two who specialize in downsizing and estates. The client was thankful for my help, and we had a lovely conversation about her situation. She hung up the phone feeling encouraged in her efforts.

Seek to feel good about the situation, and good feelings will follow...

copyright 2007, Michelle Lynne Goodfellow

NOWeek

On Tuesday, May 1, several Toronto POC (Professional Organizers in Canada) members volunteered at a Toronto NOWeek (National Organizing Week) event, organizing a storage locker for Red Door Shelter.

Red Door collects donations of used furniture and household items, and distributes these items to clients (abused women or new immigrants) who are setting up new households. The storage locker was in desperate need of organizing: it was full-to-bursting with mattresses, beds, dressers, chairs, sofas, and tables which had been piled haphazardly without any order.

TPOC members (left to right in photo above) Aleya Gibson, Lilian O'Meara, myself, Karen Shinn, and Helen Melbourne helped Red Door staff Nancy and Iris sort and purge the inventory.

Part-way through the day a scrap metal dealer named Michael Mazerolle (416-732-7910) showed up to carry away the metal trash, and happily he and his assistant were able to help us assemble some industrial shelving inside the storage locker, to hold small items like cushions and end tables.

Despite the chilly weather and the occasional sprinkle of rain, we were able to complete the sort and reorganize the locker by the end of the afternoon. Red Door driver Myaya, who delivers the furniture to its new homes, was there to see the final result and was very impressed by our work!

If you live in the Toronto area and have furniture to donate, Red Door picks up within the boundaries of Bathurst to the west, Highway 7 to the north, Markham Road to the east, and the lake to the south. Their contact number is: 416-915-5671 ext. 222.

A couple of things I learned during this project:

1. Please don't donate crappy stuff to charities. They probably can't use it. If you wouldn't give it to a friend, don't think that someone less fortunate than you will be happy to have it.


2. Volunteering on a project like this with other POC members is a lot of fun! We all have different organizing styles, but it's great to see how other people work, and it's wonderful to make connections and build relationships with colleagues.

copyright 2007, Michelle Lynne Goodfellow

my blog

Hello beautiful person! Thank you for finding this blog post. Unfortunately I have moved all of this post's scintillating original content to my new blog, here.


Peace out.