Trying to start out this year fresh, I knew that if I could get a hold of my desk and keep it squeaky clean and clutter-free at all times, organization for the rest of my life would flow from that.
I also knew that I wanted to try out using a daily planner for the first time, to see if that could also help me towards my organizational goals. What I didn't predict was how the daily planner scheme and the desk scheme would work together to help me find time for the things I love.
I have also implemented one key secret while using my daily planner and approaching my desk that has freed up my time in a very liberating way.
By the way, A few weeks ago, dear reader Janet commented to the effect that she hoped I wouldn't cover my daily planner with a brown bag. (As I mentioned, my dear little one got at the original cover with a pen, pretty effectively ruining its appeal.) Although I loved your suggestions, Janet, I have to admit that I took it as a “challenge accepted” moment.
The thing about a brown bag cover is that it's so low-commitment! Also free. I just slapped it on, took out the marker and the acrylic paints, and went for it. If I did something I didn't like, who cares? It's just a brown bag!
On the other hand, if I did end up liking it, it would make me happy for the rest of the year, as I'd be using it on a daily basis (that is the idea, after all).
I do like it.
I liked it enough to get out my gilding paint and add a few golden details. The original cover had gold on teal (same teal as the other journal, below), which was lovely. But The Artist and I agree that we like this more.
So thanks for the creative push, Finnabee!
Anyway:
I just thought I'd share a little more about how I'm using it, because the topic came up (here and on our Facebook page) about how to manage to find more time for the things we love but don't usually have time for – in my case, pysanky and other art and crafts.
This planner, and the method I've figured out with it, has been helping me find that time. It is, of course, only February… but I'm banking on the idea that sharing about this here will help keep me accountable for the rest of the year!
First off, I have to laugh at myself because I am using sticky notes after all, even though I protested a mere couple of weeks ago that I didn't want to do the sticky-note method my mother talked about.
I have been adding stickies for two things:
1) for my grocery shopping list, because I use this planner for my meal planning as well as all other plans-planning. I sit down with it at the beginning of the week to think through my meal plan, and have a sticky inside where I write down needed groceries. I can carry it around with me, inside the planner, for a day or two while I mull it over, then pull it out when I'm ready to head to the store. I like to think through my grocery list in the context of the whole week's plans. (My mom has a post detailing this method here.)
Here's an example of me getting my week's plan started and my grocery list started at the same time:
2) I'm using one sticky a week, currently, for the workout plan that Rosie, Suki and I have started (more on that later). Long story short, there's a new set of workouts/goals for each week, and I needed a cheat sheet to remember what I'm supposed to do every day this week without having to look it up online each time.
Next week, I'll turn the page and put in a new sticky for the workouts for that week.
Here's how, specifically, I'm using the planner in a way that I think helps me make more time for getting to my artwork. I'm going to share my “secret” to what is making this whole planner thing really revolutionize my days.
I wrote up a fake (but plausible!) day (in the outdated space for December 22, 2015) to show you:
Here it is, broken down into the “zones” I use:
Zone 1: The obvious daily-planner-type-items. These are things that will be done with the kids or with the kids in tow. I try to keep it short as per my mom's advice.
Zone 2: My plan for dinner, which I have put down at the beginning of the week. At the beginning of the day, I need to look up at that and make sure I remember what I'm planning on and take the steps to prep for that.
Zone 3: And this is my “secret” — My “online” zone. It's the list of things that I will most likely do while they kids are napping/having quiet time or before they're awake, because I prefer not to be on the computer while they're around.
For me this is a breakthrough, because I have limited time online and even less time at the keyboard — and yet, it is the easiest time for me to waste! So often I'll approach the computer thinking vaguely of the pressing agenda items, and then proceed to browse and scroll and click and read… and find myself at the end of an hour, the kids waking up, and having failed to write that certain email or check that certain site.
You know that feeling? Frustrating!
Later, I end up back online doing the same thing, still trying to get to those items. I would rather be drawing or painting or what have you, but I am instead reflexively scrolling down my newsfeed. Why?
So this is my solution: I have an online to-do list (on some days, just an “at-desk” or “on-computer” to-do list), there as part of my daily planner plan. Before I let myself browse or whatnot, I make sure I can cross those things off.
Then, if they're crossed off, I feel more liberated to just get up and move away from the screen and on to more important and/or more rewarding uses of my time.
Zone 4: End of day prep. This is the zone where I write down the things I need to do in the evening in order to prepare well for the following day, particularly in the food department. You can see how it spills down into…
Zone 5 (to prep for zone 2): The meal plan for the next day. It all revolves around the food, n'est-ce pas?
Mainly, I find that using the planner is helping me to grant myself the times that I want to use for art, because I feel confident that I have indeed attended to the needs of my family and that taking time for recreation and/or creativity is appropriate.
Maybe sometimes we don't allow ourselves the recreation because we think we're too busy for it or there are more important things, but that doesn't necessarily mean that we do those more important things instead. All too easily, for me, what I do instead is some non-essential activity online. At least for me, it helps to be very diligent about organizing this way, so that I can prioritize the first things and then know that I've crossed them off.
How does this connect to my desk?
I have also finally nailed down a filing system that makes sense for me in order to keep my desk clear. This took me quite some time.
I knew that I needed to move from a horizontal inbox (which just turns into a slightly-contained-stack-of-papers-and-things-disappearing-under-each-other) to some kind of upright system where I could see what is where. (I'm very visual, in case you hadn't noticed.) So I got these letter stands and used them for a while. But they weren't quite cutting it, because I couldn't keep track of which slot was for what, so I was really just storing things in the stands and then allowing other piles to happen on the surface of the desk.
But really, the system needs to be one where no paper hits the desk to sit there — every paper that comes towards the desk immediately gets filed into its proper slot. Every item of mail gets opened immediately and, once read, put in its place.
Hence the ever so classy and elegant clothespin markers. If you have a better idea for me, hit me up. But as of now I am quite content! They do the job: I know what's what and if an item doesn't fit into one of these categories, it doesn't stay in the desk area at all.
Every Friday, the top item in my Zone 3 (at desk/computer/online) is to go through my letter stands and take care of each slot. The things that need to be filed get filed away into my filing bin or letter boxes; I take a look at the “Action” items and see to those; I pay the bills that are in the “Pay” section, etc. If I am good with this system, I head into every weekend with a cleared desk — and clear head — ready to start out the next week fresh.
In summary, this is how I use my planner, by day:
Sunday evening/Monday morning:
Go through whole week and plan out meals for each day. Write down in Zone 2.
Write down any engagements down in Zone 1.
Each evening:
Look at next day's entry.
Write down chores or other items that come to mind to do in Zone 1. Write down at-desk/online items in Zone 3.
Each morning:
Look at that day's entry.
Update to-do list (Zone 1) and at-desk/online list (Zone 3).
Each Friday:
Go through desk papers.
All days: cross off all items and then take advantage of some leisure time to make something beautiful!
I hope this was helpful to you! So far it's working for me – here's hoping I can keep it up…!
Annie says
Ok, the planner is beautiful. But the clothespins- genius!!! I’m copying that idea immediately. Thank you!
Julie says
How about some teal leaves and guilding on the clothes pins. You will look oh so cool. Love the design on the planner!
Serena says
Thank you for the peek into your organizing system – I love seeing how other moms keep themselves on track! I also love the new cover for your planner. My mom used brown bags to cover our school books and I always loved how neat and durable they were. Plus I could doodle on the cover : ).
Cathy L. says
I love getting a peek into other Mom’s organzing systems, too. Sometimes I’m able to pick up a useful tip to improve my current system; and, sometimes it’s just a little eye candy :).
And, yes to the brown bags and doodles on the cover! Reading Deirdre talk about her diy planner cover brought back some childhood memories. I had completely forgotten about that. I am now thinking about my school bags from years past, full of brown coved text books. Now kids use those fancy, stretchy, fabric covers. Tis not the same…..le sigh.
Deirdre says
Agreed! When I was a school girl, I took great pride in my brown bag covers. Some of them were passed on to the next grade, and – if I may brag a little – it became a “thing” to get a hand-me-down school book with a Deirdre Lawler cover! 😉 I also loved to record funny quotations from my classmates on the back of them… they were so fun.
Cathy L. says
Hahaha….that’s awesome! Mine were not exactly famous for their doodling prowess, but I enjoyed drawing on them, nonetheless. Drawing and art are not really my talents (I’m a math person), but the whole doodling process is kind of therapeutic and helpful when thinking. I just started the bullet journal system of planning (thanks to one of your blogger readers, actually!), and I find myself wanting to doodle more often these days.
I also like your zone system for your planner. I’m a color-coder myself. I use different colored pens for my various task zones. I also have a special color for things I would like to ask my husband to tackle for me, and for extra tasks I would like to have the kids do for me. It works very well, because I can easily pick out at first glance exactly what I’m looking for. But, it does get tedious switching pen colors all the time. Plus, if I’m out and about, it’s not really efficient to carry around all those pens. The clothespin idea is quite genius, too! I have an upright filer, but as you mentioned, it has just become a storage spot, rather than a working system that helps me stay on top of paper clutter :/
And, I’ve been eyeing that 25 year journal you mentioned in your journal post, ever since your Mom mentioned it on her post! I want to get one for me and my sister-in-laws. I’ve been telling anyone who’ll listen about that journal 🙂
Serena says
Wow Cathy what great ideas! I just realized I could color-code for my children and husband lol – didn’t even think about color-coding specific tasks. Very cool. I also picked up a 5 year memory journal after reading about it here and highly recommend it!
Deirdre, love that you recorded memories on your school books – no wonder they were coveted 😊.
Marcia says
Simple, no-fuss, efficient, and very inspiring. I also divide a day’s plans into blocks: homeschool, household, work, and personal projects (a catch-all term, really). Thank you!
Amanda says
Thank you for sharing! Definitely inspiring! I’m naturally pretty disorganized and flg by the seat of my pants kind of person but given that we started homseshooling while welcoming our third little bundle, time continues to be ever more precious with a call to better intentionality. Thanks again!
Lisa G. says
Thank you. I really have a problem with my desk – the mess of paper, always!
April L. says
This is brilliant. Truly.
Rachel says
Ah ha ha ha ha!!! I spy some MuTu! (“Squeeze your knees and find your undercarriage….”) What’s not to love about that accent?
Lovely journal work, and lovely desk.
And I also love MuTu, even as a mom of 11. 🙂
Deirdre says
haha – you caught it! Glad to know you’ve liked it – we’re just getting started! So far, so good…
Thank you! 🙂
Janet says
Well, consider me schooled!! That is one beautiful brown bag cover and yes, now I am at peace about it ; )
Deirdre says
Oh good – I was hoping it would meet with your approval! Thank you. 🙂
Jennifer says
I gleaned a couple of great tips here. Thanks! I foresee the clothespin idea in my future, along with a tidier desk!
Elizabeth Clare says
Love it! I’ve been a long time lover of planners and finally wanted something that helped me (a convert) live the liturgical year too. My husband helped me create a liturgical planner. I gave them to my Catholic friends for Christmas and then started an Etsy store to sell them. Maybe next year I’ll have to send you a copy too!
Anyway, I do love a good planner or even a simple one that we can make work for us! I think the brown paper bag is BEAUTIFUL!
Clara says
I love that clothes pin idea! I’m copying it tonight. This post is super helpful! I’m also a visual person, and struggle with ‘out of sight, out of mind’. I really like your ideas for keeping organized while still using those visual cues. Thanks!
I also like the idea of dividing up your daily planner into sections. So simple! I had never thought of that before. I’m going to use that idea too! 🙂
Kelsey says
There are some really helpful tips here, Dierdre, thank you!
If you and your sisters are using MuTu System, I’m sure you’re aware of Diastasis Recti and the accompanying pelvic floor issues, etc. I’ve been struggling with this for a while and have been working with a local physical therapist lately. I’ve never taken the plunge into MuTu, but I’ve always been intrigued by it and I definitely believe that alignment is the key. I’ve learned so much about this issue in the past three years and found so many helpful resources. I’d be really happy to see you mention this on the blog; I think it’s something that many young (and not-so-young!) mothers suffer through in silence.
Deirdre says
I agree, Kelsey – I know it’s been very helpful to me to learn more about diastasis and what to do about it! I do plan to talk about MuTu a bit on here once we’re done and can give a proper review. I’m hoping it will resolve my DR issues!
Ginger says
Fantastic…and a superb instruction of your clean and elegant scheduling method. My thoughts have ran toward how to sync my paper and pen planning with my “smart” phone.
I think this plan that you have put in writing will end my searches….So easy to transfer the necessary items with an alarm. Yes, you may find that crossing off liberates you, but I lose all track of time in the internet black hole….my current black hole of HOUZZ…..
Lastly, you could use your pens on the clothes pins, and a little gold too. lol
Have a great day!
Maura says
I’d love to know what planner you use. Maybe you have already covered that but I didn’t see a source listing or anything. I think it looks like a great set up for a Mom – not too detailed (’cause no matter how much we want our day to be scheduled by the hour that is not practical!) but available in a week at a glance.
Deirdre says
Hi Maura! It’s Eccolo (www.eccololtd.com) – but it came from TJ Maxx. At this point, I’m not sure what luck you’d have picking up a 2016 planner, and Eccolo doesn’t seem to sell them online except wholesale. You might have some luck on Amazon, but there doesn’t seem to be a lot info about them on there…
I’m going to be bummed if I can’t find another one next year. That’s the problem with the hit-and-miss nature of TJ Maxx and Marshalls! :-/
Elle says
If it helps, I’ve seen some on the Target website.
Mary Eileen says
I like the vertical temporary filing! I have a major stacking problem too. What are the categories on your clothes pins? I can read a couple but not all.
Deirdre says
The front categories (that you can easily see): Pay; Action; Record
The back ones (less visible): John; Reply; File
Thanks for reading! 🙂
Kimberlee says
Love your combination of the simple and the beautiful, like your doodles on the brown bag. Practical and pretty! I’ve been doing something similar to what you call ‘zones’ in my planner. I have a similar layout of the week (only I think mine is larger), and I use a strip of washi tape down the middle of the page. Items to the left of the tape are things that need to be done on the given day, while items to the right are grouped by type of activity- correspondence, calls, online, organizing, etc. The items on the right are things I want to get done during the week, but they are not day-specific. I keep my menu on a separate planning sheet, as I like to keep track of all the meals. (also helps with knowing exactly how old that that bowl of leftover oatmeal in the fridge is and stuff like that, 😉 )
It’s very helpful to peek and see how others do things. And yes, the whole screen thing is all about discipline. Thanks for the inspiration!
One question – some of your filings go into ‘letter boxes.’ Do you have a method for that?
Libby Jane says
Wow, this is incredible, Dierdre! i love the new clothespin function!
Thanks for sharing.
Tine says
Wow, that is organized! I bet it does save a lot of time!
katie says
I’m guessing in your organization that you don’t have a long back log off things to do, but do you have any suggestions for if we did? I have a two column sheet of paper full of my list – I’ve gotten it down to just the front of the sheet! I’ve had a sheet like this for… the last decade? (often with both sides full) How do you live without one?
katie says
Aaaaaand…. I just went back to the post you linked in your area 1 step, which talks about the master to do list. Maybe it is just something I live with.
Mrs. B. says
You mean a desk can be that tidy?? And STAY that tidy?? My worst problem is actually a kitchen counter section that when we bought the house I dreamed of using to cook with the children, but is now perennially buried under all the papers and things I don’t know what to do with…. Ideally everything should have a place, and that could very well mean the trash/recycling can – but oh, to have any mental energy to think of these things!
Deirdre, that aqua color is so lovely! It really helps to sprinkle beauty all over even the most mundane tasks.
Morgan says
I never comment. But had to here — this is one of the top 10 most helpful posts you all have ever published!! Thank you!!!!
Deirdre says
Wow! Thank you, Morgan! I’m so glad it was helpful to you!
Ashley says
I need to get better about meal planning. I’ve been working through Auntie Leila’s posts, but I just can’t seem to do more than a couple of days at a time (if that).
I like the way you group things in your planner. Visually it’s easy to know what’s what. I have trouble with the internet too, and I’ve found limiting myself to 30 minutes during nap time seems to help. Although I’m not always good about staying on track, especially if I check email first. Thanks for sharing!
Lindsey Gallant says
Thanks for giving us a tour of your planning system and desk! I’ve just been revamping mine. I decided to move to a stand-up workstation in my pantry for everyday paperwork that has no space to stack any papers, on purpose!! I’m trying out vertical storage with a 3-slot filing thing on the wall above my computer. When I need more time/space to work on something, I just temporarily bring my computer and pertinent papers to the dining room table, finish what I need to, file the papers appropriately and put the computer back at its station.
I love the idea of actually planning out internet and desk-work priorities for each day! I think I will have to start doing this. I recently began making a list for the week of the creative things I’d like to accomplish. (My creative outlet is writing, not crafting.) It helps to see those things as real goals, which I then have to plan and make time for. It also helps me take it more seriously.
Thanks for the inspiration!
Maggie says
Thank you for this — I love the suggestion of making an online to-do list? I find that time slips through my fingers very quickly when I’m online.
You didn’t mention reading and writing — I’d be curious to know how and when you make time for both as a busy mom to young children.
Deirdre says
I should I mentioned that art work is not the only thing that I do with this freed-up time. It varies day by day, and writing and reading are definitely items that I get to more when I’m disciplined about the other aspects of my day. 🙂
Mrs. Pickles says
Thank you so much for sharing! It’s amazing how something so simple can be so brilliant and bless your life in such a significant way. This is going to help me organize my thoughts about my day so much.