The Organized Option | Organized Solutions for Quilt Makers, Crafters and Others

   I've received a lot of requests lately for help with time management, and I thought this would be a great opportunity to share my tips with you on this subject.

   Whenever I hold an Assessment with a new client on organizing their home or business, I'm also evaluating their time management skills.  Time management is the "foundation" to getting organized, and staying organized.  Let's envision time management as four building blocks.

   Building Block #1:  The Landing Pad.  Whether you have a nice U-shaped desk at the office or a small nook in the kitchen, it serves the same purpose.  This area is where you have your computer, your telephone/answering machine, calendar, personal address book, checkbook, files, shredder and trash can for sorting junkmail.  For your Landing Pad to be effective, you need to maximize your space (especially if it's a small nook) and keep it free from clutter.
   Building Block #2: Your Scheduling Calendar.  Paper or electronic?  I used a week-at-a-glance Day Timer for many years, and never thought I'd use a PDA.  I'm a visual person and felt that keeping track of my appointments via a 2x2-inch screen on a PDA would never work.  Well, two years ago I did convert to a PDA, and it's the best thing I ever did.  Let me explain.  All PDA's come with scheduling software that you download onto your computer, and you then sync your information to your PDA.  You carry your PDA with you (instead of a bulky calendar), and it will beep reminders to you for your appointments (you can also schedule recurring appointments--I love this function).  Anyway, you determine when you want to be 'reminded':  You can set it for 15 minutes in advance of your appointment, an hour, four hours, a day, five days, etc.  This is a valuable tool to ensure you're not late (and you don't have to rely on your memory!).  Most PDA's feature a 'grafitti' function (with reminder features) and, if not, you can download a similar feature from the internet for a small fee.  Let's say I've just finished having my stylist cut my hair.  Before I leave, I want to schedule my next appointment.  I check my calendar (using my PDA), then use the grafitti function to actually scribble my next appointment information (using the PDA's stylus).  I set the reminder feature to beep an alarm to me at a time when I know I'll be back at my Landing Pad.  Once back at my Landing Pad, my PDA will beep a reminder, I check it and, oh yeah, I need to enter that hair appointment into my computer scheduling software.  I do so, then I delete the grafitti entry.  Now, you don't have to do it this way.  You can stand there at your hairstylists and  manually enter the future appointment into the PDA (which would later be uploaded to your computer's scheduling software), but that will take you several minutes.  That's not practicing good time management skills.  You have the alarm capability--use it. 

Now, let's talk about the scheduling software.  You don't have to use the software that comes with your PDA.  You can use Microsoft Outlook, MSN's free Hotmail, and others.  You just need to ensure that it's compatible to sync with your PDA.

You also have a feature to view your Contacts (aka, your personal and business address book).  We've all had the typical phone and address book, with crossed out entries because someone either got a new phone number, or they moved, got married, divorced, etc.  Enter your Contact information on your computer and download it to your PDA (you can even assign categories).  When you're out and about and need to call someone, all you have to do is look them up on your PDA.  Everything is at your fingertips.  And, again, you can also use Microsoft Outlook, MSN's free Hotmail, and others.  They all have a Contacts feature.

   Now, here's the final reason why a PDA is a smart investment.  If you lose it, you haven't lost any information because it's all on your computer!  If you carry a paper appointment book and lose it (like we've all experienced), well, how shall I describe what you'll be feeling.  Frantic . . . devastated . . . kicking yourself.  It would take you weeks or months to recreate everything you've lost.  Definitely not good time management skills.
(Note:  Watch for Part 2 of this article in the next issue.)