Organization

For two years of my life, most of my days were spent in an airplane.  Whether traveling for shows or meetings, it’s interesting how much I was able to learn about people and myself 30,000 ft. in the air.  The below is part 2 of a 4 part series entitled “Lessons Learned at 30,000ft.”

When I first started traveling for a living, I did my best to bring everything I could with me.  You know, the things that make you comfortable at home, as many of your favorite shoes, and all the gadgets you may need.  After a few times rushing around airports and waking up way to early to get to the ticket counter, I realized something about my packing.  I was traveling with too much stuff.  There was too many things that I had to keep track of and it was affecting how I spent my time.

Much like George Clooney’s character in “Up In The Air,” I had to get a system to my traveling.  I had to make it easy to get through security and try to avoid checking bags at all costs.  Through this entire process I learned something about myself.  I realized that I want a lot of things, but I don’t need or use most of them.  There are moments in your life where you truly realize what’s worth your time and energy in this life, and this was one of those moments for me.

For believers, there is a definite understanding that we weren’t made for this world.  Yet, why is it that we spend so much time acquiring and carrying things as if we were never going home? When I realized that all I needed to bring with me was what I “really” needed for my trips, my preparation and experience during those journeys were a little easier.  It doesn’t mean I didn’t get frustrated with the security lines or tight spaces, it just made those inevitable struggles more bearable.

What things are you gathering and carrying around with you in this life that are making you look like you’re never going home?  Here are some insights to help you travel lighter.

*Take It One Day At A Time – I packed lighter when I understood what each day was going to look like on my trip.  I took it one day at a time.  So many of us are living for that next season of life.  With that mentality we’ll try to accumulate all these things that we think we’ll need then.  Yet God’s word is clear that tomorrow is not promised, we’ve got to live the day that we’ve been given.  You’ll never believe the freedom that comes with understanding this truth.

*Bring What You Only Have Space For – I got to a point to where I had to tell myself that I was only bringing a carry on with me.  Now obviously, some trips demanded more days, which meant more stuff and bigger bags.  However, when I looked at my days one at a time, I realized that I realistically didn’t need that much stuff.  So many people I know are struggling with living in clutter.  Sure, they don’t realize it, but they always feel this feeling of being weighed down.  How about in your finances?  Are you truly purchasing things that you have space for, or going into debt because you think you need it?  Realistically look at what you’re traveling with in this life, and bring only what you have space for.

* Forget About What Others “Might” Think - While I was packing my clothes, I would think about who would see me during the trip.  Crazy I know, but this way of thinking would affect how many shoes or other articles of clothing I’d bring.  I wouldn’t want to re-wear an outfit or pair of shoes because of what others might think.  Just like in traveling, this way of living life can make your journey on this earth heavier.  Forget what others “might” think of you and embrace the freedom that comes with what God alone thinks of you.

* Look For Opportunities To Help - When I was able to pack less, I had less to worry about myself.  I then had the free hand to help the mom with 4 kids and two strollers.  We walk around life worrying about keeping all of our own stuff together and if we aren’t careful, we’ll miss the help that we can be to others in their situation.

* Have A System - Without organization and a place for everything, packing and traveling can become a mess quickly.  How many times during a day do you do things without a system?  How much time do you waste in your day because you can’t find things?  Organization in every area of your life brings freedom in the areas of your life that truly matter.  When I traveled, I found that without a system for packing (a schedule of when to wash and fold clothes, etc) I would spend the night before an early flight packing and gathering.  This affected my rest leading up to the trip and the amount of time I could spend with my wife.  Get organized and realize how much of life you’ve been missing.

How has traveling with too much stuff affected your journey in this life?  I’d love to hear your thoughts in the comments section below.

“Geniuses thrive on clutter.” I remember my high school english teacher having this bumper sticker on her desk.  But I also recall her freaking out when her dry erase markers were “misplaced.”  Although we all have different ways that we like our things kept and organized, it is absolutely true that our lives are a little easier when things are neat and in their place.

Life goes by too quick to have to worry about shuffling through your belongings to try and find your car keys.  So here are a few simple habits to apply to your life that will help make your days more simple.

* Sell Your Stuff - Let’s face it, our ability to stay organized is because we have too much stuff.  Our closets are a mess because we’re holding onto that shirt we haven’t worn since college.  Less = Simple.  Some good areas to start are your closets, junk drawers, garage, and kitchen.  Plan a saturday for each of the 4 areas of your house and decide what’s trash and what’s profit.  A good pointer is to get rid of things that you haven’t used in six months.  Don’t stop at selling or throwing your things away.  If you can’t sell or trash it, give it to someone who needs it.

* Clear The Top - There’s something overwhelming about a cluttered desk, or night stand.  If it isn’t decoration or used a lot, put it in a drawer or store it.  The more you store things on a desk or dresser, the more comfortable you’ll be with letting things continue to pile up.  Stop the clutter now, and clear the tops of all of your surfaces (bathrooms, kitchen, etc.)  You’ll realize that if you can’t store it, you probably don’t need it, or you don’t need the things that are taking up space for the things you do use.

* When You’re Done, Put It Away - This is the same thing your mother told you when you were a kid, and guess what, it’s still true today.  When you aren’t reading a book, put it back on the shelf.  When you’re done with a cup, put it in the dishwasher.  This is pretty self explanatory, but easily forgotten.

* Clean Up Before Bed - I’ve realized that taking care of things right away are much easier and less time consuming then letting them pile up.  Before you go to bed, make sure everything is put away from the day’s activities.  It just needs to be a part of your nightly routine.  You’ll feel the reward in the morning when you wake up to a clean house.

* Get Rid Of Papers - Paper has it’s way of overtaking a house.  Whether it’s mail or kids school papers, you have to simplify.  If there are documents that you “need” to keep, scan them and save them on an external drive.  It’s 2011 and scanners and hard drives are inexpensive.  In terms of bills, you can set-up automatic bill pay, or paperless statements.  You’ll realize that the time you’d spend writing and organizing your paper statements could very well be spent doing something more important.  Spend a few weekends getting a handle on all of your papers and create a digital system that works for you.  If there’s mail that you still have to receive, make sure you stay on top of it every day.  Keep the things you really need and throw away what’s junk.  If you “need it” have a place for it and scan or throw away it’s contents once a month.

* Get Your Computer Under Control - With the transition from paper to digital, you’ll need an organized computer.  Have a system for naming files and folders.  An example of what works for me is to put every file into a folder.  If it’s a file I can’t put into a specific category, I probably don’t need to hold onto it.  The purpose of a computer is to simplify and streamline, but because we have files everywhere, it’s purpose isn’t experienced by many people.

* By The Door - Your day is typically determined by how well it starts.  The morning is not the time to be flustered and looking for what you need for the 9am meeting.  So take 15 minutes before going to bed to get everything “by the door.”  Gather your keys, your briefcase and everything you’ll need for that day.  You’ll find yourself being on time more.

* Schedule A Day – You tend to do things more often when you plan it.  Hold yourself accountable and plan a day where you tackle certain tasks or projects.  Want to organize your closets?  Plan a day to go through your clothes and shoes, and stick to it.  Tired of the clutter in your car?  Schedule a day each week where you empty out, vacuum, and wash your car.  Your less motivated to do things when the clutter builds up, so plan accordingly before it gets out of control.

* Have A Place – Everything in your office, house, or car should have a place.  Where do you put your cleaning products, remote controls, keys, shoes, dirty clothes, tools, pens, etc?  Find a place and if the place gets to crammed, you probably need to throw away the excess.  You don’t need a bigger closet, you need less clothes.

* Get Help - Find someone you trust who can look at your stuff objectively, who can ask you the real questions and help you let go of what you don’t need.  Not everyone has the strength of organization, but we all have someone in our lives who does.  Ask for their help if it’s something that you want to get control of in your life.

Do you have any other helpful hints?  Comment below and share them.

“Dude, you never texted me back!”  “Why do you have a phone, you don’t pick it up?”  After years of hearing these same kind of statements, it’s time to make a change.  We’ve all heard the saying, “Return calls, means returned clients,” and it’s true.  Think of it as a first impression.  Would you completely ignore someone in public as you’re being introduced to them for the first time?

For ministry leaders, I know that things are busy, but don’t let this failure to communicate tell the tale of your credibility, or lack there of.  It’s the obvious, do unto others as you would want done to you way of thinking.  You may not see it as life threatening to not return an email, but you’d give the guy who hasn’t responded to your email a “what for” if your better judgment let you.

In a world where you feel like anyone can reach you from every angle: social networking, emails, and text messages; here’s a few simple ideas to help organize your communication life.

* Narrow the Focus

The other day I realized I had 7 email addresses and they were all linked to my Mail app on my MacBook Pro.  The idea is to have email address where “different” people can get in touch with you, or where you can send all your spam.  The problem is, a large number of accounts, with growing inbox numbers, can seem overwhelming.  A good idea would be to cut down the number of accounts you have to two: one for spam, or for purchasing things and another for “real” email conversations.  If that isn’t an option, you can also forward your emails from other accounts to one.  This will lighten the load of inboxes you feel you “have” to tackle.

Another stumbling block to narrowing the focus is how many other angles people can reach you from.  For you, you may be better on email, and would like to handle the bulk of your business communication that way.  Whatever the scenario, let people know the best way to reach you.  For example, on my voicemail greeting, I let people know that the best way to reach me is via email.  So I give them the email address on my greeting.  You can do the same on facebook or twitter.

* Tackle Communication in “Chunks”

The goal in whatever position you keep, is productivity.  But let’s face it, sometimes office email banter and random networking can seem important, yet it takes away from the task at hand.  While we’re at it, let’s just throw the notion of multi-tasking out the window.  You can only do a few things excellent, and a bunch of things just okay. With that being said, tightly schedule your day.  Because productivity is paramount, be a strict dictator when it comes to your schedule.  Obviously there must be time for flexing, but when it comes to communication, you know it needs to get done, but you can’t let it affect your focus on “actual” tasks.  I suggest handling emails in a three-hour window.  Close your inbox while working or in meetings and tackle whatever is in your inbox every three hours.  I feel that not hearing from someone on an email for three hours or less doesn’t get me antsy. Besides, a focused response is definitely more preferable than a jumbled, quick, response.

The same idea is effective with phone calls and social networking.  Having times in your productivity schedule where your phone is off and twitter is closed is crucial for your ability to focus.  For a lot of you, you have a long commute home or to meetings.  This is a great time to tackle calls.  Keep them brief and to the point in situations where you have a lot to return.  It’s funny how long we’ll avoid calling someone back out of fear of taking forever to “catch-up,” when the call usually only lasts a couple of minutes.  Social networking is also another important connect point.  In building your brand and communication, people will @ reply and comment on facebook posts.  These are important to get back to everyday.  For me, I reply to everyone on facebook and twitter while I’m waiting for my wife to get ready for bed (which is usually a good chunk of time ; )

* Reschedule

In instances where you can’t get back to that text or voicemail, but it’s important, make a quick contact.  Whether it’s a text back or brief reply email, let them know that you received the message and that you will get back to them at a certain time.  The struggle with this approach is to not make a note.  So in instances where you have to wait to call that person back, put the time and day you’ve communicated you’ll get back into your calendar, with an alarm.  It’s important, think of it as another meeting you can’t miss.

* Delete or File

Unless you need to file a voicemail, email, or text, delete it once the conversation is done.  I can’t tell you how many times I have voicemails on my iPhone that I’ve gotten back to and haven’t deleted.  Your mind plays games with you the next time you have a few new voicemails and the list of other ones just sitting there. “There’s so many people to get back to, you don’t have time for that,” says the little red communication devil on your right shoulder. There is something empowering about a clean inbox, or getting that number 15 over your text message icon dwindled down to none.

Do you have any more suggestions to tackling your communication through technology?  Comment below, I’d love to hear your thoughts.