Creating a schedule to reflect your priorities

One of my resolutions for 2016 is to get a better handle on my time. I created this resolution because I noticed in the last three or four months of 2015 that the vast majority of my days were spent catching up or just going with the flow instead of actively participating and pursuing what matters most to me. It’s not that I was neglecting my priorities, rather that I was being passive about them.

To help work toward my resolution, I bypassed traditional goal-setting and went straight for creating a list of to-do items. For my first to-do item, I wanted to track exactly how I was spending my time — from the moment I woke up in the morning until I went to bed each night. I grabbed a stopwatch and a notebook and recorded what I did each time I changed activities. Some things I left a little vague, such as “got ready for the day,” since brushing teeth and getting dressed aren’t things I’m going to remove from my daily routine. But for the most part, I kept detailed notes of how I spent my time like, “checked Facebook on phone” and “read 2 pgs. of a book while standing at bus stop waiting for son.” After a week of recording data, I felt that I had a decent idea of how I was spending my time (and I was bored out of my mind with writing down what I was doing). If this is your first time recording data about how to spend your time, you may wish to log your activities for two weeks because often the act of logging what you’re doing influences how you spend your time. Once the novelty of tracking what you’re doing wears off, you’ll get a better idea of how you’re really operating.

My second to-do item was to sort through the logs and label the activities. I chose three colors of highlighters and swiped a color over each activity. Yellow were for activities fully in line with my priorities and my time commitment to those activities or actions taking care of my responsibilities (like depositing money into my retirement fund — it’s not a task I particularly enjoy, but it’s one that takes care of a responsibility that is in line with my priorities). Pink highlights were for activities not in line with my priorities or actions that were in line with my priorities but taking up more of my time than I wanted (like staying in touch with my family and friends is a priority and reading and posting to Facebook is one of the many ways I fulfill that priority, but I don’t need to check in with Facebook four times a day when two times is sufficient). Green highlights were for things in line with my priorities that I wanted to spend more time on than I was (one example that fell into this category was that I was lifting weights three times a week but I wanted to start training for a triathlon, so I needed to increase my numbers and types of workouts to better reflect this priority).

My last to-do item was to create and begin to follow a new schedule that more accurately represents my priorities. I chose to make a weekly calendar, broken into 30-minute increments, to help me with this process. In addition to chores, wake up and bed times, and most of my life’s set activities, I’ve mapped out blocks of time that are more open ended but still have direction. For example, after cleanup from dinner but before it’s time to start getting the kids ready for bed, there is usually an hour of “free” time. Each night I’ve made notes on the calendar for ideas of things to do during this hour that reflect my priorities. Instead of plopping myself down in front of the television (which is not a priority for me on weeknights), I now have a list of things I can do that I know bring me much more happiness than squandering that time (like working on a puzzle with my kids or having a living room dance part with them or playing flashlight tag in the yard if the weather is cooperating or Skyping with my parents).

Since creating the new schedule, I’ve been much happier and feel more like I’m actively participating in my life. I’m not rigid with the schedule — if something falls through the cracks or I come down with a migraine (like I did on Saturday), I’m not freaking out about abandoning the schedule for a bit. It’s there more as a guide than a law, and this attitude is working well for me.

How do you ensure that your time is focused on what matters most to you? Do you think a similar schedule would help you to feel happier and more comfortable with how you’re spending your time? A few changes might be all it takes to get your life more in line with your priorities.

Digital family organizing with Cozi

Recently, I was bemoaning the busy parent life: scouts, ballet, after-school clubs, friends, homework, and all the other things that make scheduling crazy. It’s so easy to make a mistake — forgetting an activity or to pick up a kid — when there’s so much going on. During this conversation, a colleague pointed me toward Cozi. It’s a digital family organizer with mobile apps that can be used for free (though there is a paid “Gold” version that I’ll discuss in a few paragraphs). I’ve only been using it for about a week, but it’s quite encouraging.

The main feature in Cozi is the calendar. You can set one up for each family member, all color-coded and tidy. It’s easy to see who has what happening and when. Additionally, each family member can update his or her own calendar and those appointments automatically show up for everyone else on that account. It will also import Google calendars.

There’s more than calendars in the app as well. A favorite feature of mine is the grocery list. I often get a text from my wife asking me to pick up this or that, which I’m always glad to do. Cozi makes this easy with a built-in shopping list feature that can be updated on the fly. For example, my wife can add a few things she’d like me to get on my way home from work on her phone, and the list is instantly updated on my phone. Pretty cool and nicer than a text.

There’s also a to-do list and a journal. I haven’t used the journal much yet, but the cross-platform to-dos are very nice. The paid Gold version costs $29.99 per year and unlocks a recipe box, birthday tracker, notifications about new events, shared contacts, and removes ads.

There are a few cons here, of course, and the biggest one is getting everyone in the family to agree to use Cozi and actually use it. Unless all family members are on board, it won’t be helpful. Also, and this is rather nit-picky, but it’s not very pretty. Function trumps form in this case, but it’s not awful when my tools to look nice, too.

It’s quite useful and free, and for those reasons I recommend checking it out.

Storing a casual comic book collection

My 10-year-old has taken to comic books in a big way. I never had more than a passing interest as a kid, but my son is a fan. What was once a very small collection of a few issues on his dresser has become a full-on collection that needs organizing attention.

One note before I get too heavily into this topic: my son’s comic book collection bears no resemblance to the investment libraries that many older collectors have amassed over a longer period of time. For those folks, specialty materials and practices are required. In this article, I’m talking about a casual collection that’s maintained for fun. I’m not talking about a super rare Batman comic that’s worth a pile of dough. In my case, these are low-cost comic books that a kid wants to read and show off to friends. A few steps will keep them enjoyable for years to come.

Bags and boards

Even for casual collections, I recommend keeping your comics in protective bags. These thin, plastic coverings will keep books safe from spills, dirt, and grimy “kid hands.” The three most common materials for bags are mylar, polyethylene, and polypropylene. For my uses, polyethylene bags are fine. Reserve mylar bags for your more costly comics ($30+).

Boards slip into a bag with the comics themselves and help prevent bending and corner wear. Just like with the bags, there are several types of boards. For a casual collection, I’d recommend .24 millimeter basic boards. They’re inexpensive and will do the job. Again, if the comic is more valuable, use a better grade of cardboard.

Boxes for storage

Find some good, acid-free storage boxes and be careful about where you store them. A damp basement is a bad idea for storing cardboard. If you can find a storage spot that’s a moderate temperature with low humidity, you’ll be good. Also, make sure the box does not rest directly on the floor. Put it on a shelf, but not a high one. And don’t forget to mark the exterior of the box to list what’s inside.

Organizing systems

How the comics are organized inside the box is up to the user, but instilling a system will definitely save its user time retrieving and returning comics to the storage box. A trip to a few comic book stores might provide ideas for how to organize the issues. Could easily organize by publisher and then subdivide by series and issue number. If the collection is small, could organize by year or series only. And, in addition to bags and boxes, you can also buy dividers and label them to make the organizing system obvious.

Favorites

If you or your kid likes to haul a handful of favorite comics around to enjoy or share with friends, you might wish to invest in a comic notebook. The harder cover helps to protect the comics inside of it. This is also a great option for people who only have a few comics and wish to store them on a bookshelf.

When plans go awry

Sometimes things don’t go as planned. As much as you try to be a reliable, organized person and meet your commitments, sometimes life interferes. Would it help to know that members of Congress face the same challenges that you do?

Derek Willis and Cecilia Reyes recently published an article on the ProPublica website entitled “The Dog Ate My Vote: How Congress Explains Its Absences.” Members of the U.S. House of Representatives can file explanations for missed votes (as well as noting how they would have voted, had they been present). As you read their explanations, I’m sure some of them will sound familiar.

Travel delays, sometimes because of weather, are a common theme. For example, Rep. Jackie Speier wrote, “I was unfortunately unable to cast votes on Monday, July 8, 2013 due to inclement weather that prevented me from making it to Washington, DC.”

And sometimes our representatives experience the same travel frustrations we all do. As Rep. Rep. Nick J. Rahall II wrote in October 2011:

I regret that I was prevented from casting votes during last Monday night’s session due to repeated delays of a flight from Charleston, West Virginia, to Washington.

The flight, originally scheduled to depart at 4:50 p.m., did not leave Charleston until after 9 p.m., more than four hours late. In that time, the airline offered numerous excuses — maintenance, delayed flights that had backed up the system. Numerous alternative departure times were put forward and then retracted. Within one four-minute span, the airline emailed four different departure and arrival times. At moments, the arrival/departure information was so confused that the airplane would have had to violate the laws of physics in order to abide by the airline schedule. This is an all too often occurrence and often maintenance delay excuses are used to cover crew issues and/or other problems.

Needless to say, all passengers were inconvenienced and the airline’s explanations were wholly unsatisfactory. This flight delay prevented me from carrying out my Constitutional duty to represent the people of southern West Virginia.

Sometimes there are medical issues or family emergencies. As Rep. Ruben Hinojosa explained in Feb. 2011, “I regret that I had to return to my district because of the illness and subsequent death of my sister.”

Competing priorities can also cause someone to miss an important event. (At least in these situations you sometimes know about the conflict in advance and can warn people about your absence.) As Rep. Billy Long wrote: “Friday, May 15, 2015 I was away from the Capitol to attend my daughter’s graduation from the University of Missouri Medical School. Due to this event, I was unable to vote on any legislative measures on this date.”

And sometimes we just mess up. I love this honest explanation from Rep. Jeff Landy in April 2011: “I stepped outside to discuss issues with a constituent group and completely lost track of the time.”

As Willis and Reyes wrote, “Voting is one of the most important duties of a lawmaker, and most miss very few votes.” Assuming you are also a person who meets your key commitments the vast majority of the time, just realize that sometimes — no matter how organized you are — things will go wrong. However, there are steps you can take to these situations to a minimum, and make it easier to recover when they do happen.

Unexpected flight delays can ruin your schedule, but you can try to minimize the potential for problems by not booking super-tight connecting flights, and looking at airline data about which flights tend to get delayed when making your choices.

If you regularly lose track of time, using timers and alarms can help. If you’re often on the go and don’t have a smart phone with an alarm function, a watch with a timer might help.

Because you never know when an unavoidable delay might occur, it helps to have contact information (phone numbers, email, etc.) for anyone you might need to inform of any delays. And let them know as soon as you can, even if your revised plans are not yet firm, so they can adjust accordingly. Similarly, have everything you need to reschedule flights and hotel reservations: the confirmation numbers for your original reservations, and the phone numbers, websites, and apps you need to revise those plans.

And when making plans, follow the advice of experienced project managers and include some contingency time in those plans — time added to the schedule to allow for the unknown issues that almost always occur. A schedule that assumes everything will go perfectly is often unrealistic and leads to last-minute scrambling when things go wrong.

Put things away, right away

The advice “put things away, right away” seems so basic it feels almost ridiculous to share it on Unclutterer. We all know the benefits of spending a few seconds to put something away as soon as we’ve finished using it. So why is it this advice is often so hard to follow?

My assumption is that there are two reasons. First, human beings will almost always choose the path of least resistance. It’s just how we’re wired. Putting a book back on a shelf is easy. Placing it on the coffee table is even easier. We choose the easiest option, even when it’s to our detriment.

Second, we have a limited amount of self-control each day. Think of self-control like a pitcher of water you drink from throughout the day. At some point, the pitcher is empty, usually in the evenings. You’ve made tough decisions and focused all day and by the time you get home you’re just done. It’s so easy to just plop the book down when you’re tired.

I’ve come to a compromise with the temptation to not put things away: the “outbox.” I’ve put one by the end table at the bottom of the stairs to the second floor, and another near the door to the basement. The idea is simple: If you’ve got something that needs to go upstairs, put it in the basket by the table. Likewise, if something needs to go downstairs, put it in that outbox. (Don’t put these boxes ON the stairs, though, as you want to be safe.) At some point, when the container is full but before it’s overflowing, you transport it and put everything away at once.

It’s not perfect — ideally, I’d just put the things away — but it’s also a decent solution if you’re truly exhausted and putting things straight away isn’t going to happen: items are neatly organized, out of the way and ready to travel to their final destination.

How returnable purchases can lead to clutter

The things you buy and intend to return — but never do — are an all-too-common type of clutter. A recent research study gives some interesting insight into the psychology of return policies and provides one reason why some people wind up with those unreturned items. Somewhat unintuitively, a longer return policy can lead to fewer returns.

As Sarah Halzack wrote in The Washington Post:

Ryan Freling, who conducted the research alongside Narayan Janakiraman and Holly Syrdal, said that this is perhaps a result of what’s known as “endowment effect.”

“That would say that the longer a customer has a product in their hands, the more attached they feel to it,” Freling said.

Plus, the long time frame creates less urgency around the decision over whether or not to take it back.

“Since they don’t feel pressure to take it right back to the store, they kind of sit with it and live with it and say, ‘Well it’s not that bad,'” Freling said.

(If you’ve ever found a blouse lurking in the back of your closet with the tags on it months after you bought it, this is probably a familiar feeling.)

So if you’re not sure whether or not to keep a purchase, it might be a good idea to give yourself a decision-making deadline that comes well before the store’s return deadline if that deadline is quite far out, like 90 days. Putting the return deadline on your calendar will help you remember to make that decision and handle any returns.

For other people, the problem may simply be making the time to handle the return, especially if it involves going to a store that’s not nearby. And some people have a “returning-things” anxiety which makes any return difficult, even if the item is defective. If you know you’re not going to do the return, for whatever reason, it’s best to get rid of the item (by donating it or whatever) as soon as you determine it’s not going to work for you. Keeping it around just takes up space and reminds you of the wasted money, neither of which is helpful.

Are you curious about what happens to things you do return? If you decide to return something you bought online, there’s a good chance it goes to a liquidator, not the company you bought it from or the manufacturer. Davey Alba wrote in Wired about what she learned from one such company, Shorewood Liquidators.

Major retailers can’t resell returned items, even if they’re still brand new, says Shorewood’s Ringelsten. “You don’t know where the product went after it left your store, so you can’t put it back on your shelf.”

More to the point, people most often return things because they are defective. Retailers simply don’t have the bandwidth to deal with the suppliers. “It would be very expensive for a company like Amazon to handle returns,” Ringelsten says. “They would have to sort it out — and there are a million manufacturers out there.” What’s more, he says, manufacturers usually supply items to retailers like Amazon through a contract where it’s understood that items that may be returned will simply be liquidated.

If the items can’t be sold or recycled for a profit, they simply go to landfill. About 10 percent of what Shorewood handles falls into that category. That’s a lot, but less than you might expect given that so many returns are defective items. So go ahead and do those returns, knowing that many items will be resold at bargain prices — which might help someone who could really use a bargain purchase. That’s certainly better than having the items stashed in the back of a closet, unused.

Avoiding clutter by careful purchasing

Poorly chosen purchases are one major source of household and office clutter. While most of us are unlikely to totally eliminate this problem, we can certainly minimize it.

I’ve written before about controlling online purchases, but what about in-store purchases? You could implement a “mandatory waiting time” policy for anything not on your shopping list, but that’s not the only possible approach.

Paco Underhill is an expert in how stores convince people to buy, and he provided the following suggestions in The New York Times:

For consumers, my advice is this: Never shop tired, never shop hungry, and keep a list of shopping objectives. And if the deal looks too good to be true, pay attention to your instincts and just step around it. Don’t buy for “someday” — if you can’t wear it or use it today, chances are it will become clutter in your home instead of in the store.

What else might you do? If you’re going shopping with a friend, be sure that’s a friend who will be useful. You want someone who will give you honest feedback about the wisdom of a purchase: whether something does indeed look great on you, whether it’s something that makes sense for you to buy at this time, etc. I made one of my more useless purchases when I went clothes shopping with someone else. With her encouragement, I bought something I would never have bought if I had been shopping by myself. (Fortunately, it wasn’t an expensive item.) But another friend helped me pick my fantastic sofa, which was somewhat expensive but worth every penny.

Reflecting on prior purchases and seeing where you tend to go wrong can also be useful. Jeff Yaeger wrote on AARP’s “Money Talk” blog about doing an annual “What the Heck was I Thinking” self-audit annually, at tax time.

It’s simple: Just quickly review your credit card statements, canceled checks, receipts, etc. for the larger purchases you’ve made in the past year, particularly the discretionary, “nonessential” things you’ve spent money on. Then ask yourself one question: “If I had it to do over again, would I have bought that?” Make a note of those things that you spent money that you now regret, and then take a few minutes to really study that list once it’s complete.

The idea is to learn from your spending mistakes so that you won’t keep repeating them.

… It’s also helpful to carry your “What the Heck Was I Thinking?” list with you in your wallet or purse, and glance at [it] whenever you’re headed out on a shopping spree. 

Similarly, you could choose to give yourself a different kind of physical reminder to help control impulse purchases. This pocket wallet reminds you to think twice before spending your money.

For those who share its social concerns, The Center For a New American Dream has a wallet buddy you can print out and wrap around your credit or debit card, with the reminder that, “Every dollar I spend is a statement about the kind of world I want & the quality of life I value.” On the reverse side, there are a series of questions, including “Do I need this & do I need it now?” There are also questions about whether the product was made sustainably and whether it has too much packaging.

If you like the idea of a credit/debit card wrapper, you could certainly create your own, with whatever reminders are helpful to you. As an alternative to the wrapper, you could print a short reminder on a label maker and attach that directly to your card.

Banish the Mess and Restore Order in Almost Every Room Right Now: An excerpt from NEVER TOO BUSY TO CURE CLUTTER

Never Too Busy to Cure ClutterThe following is an excerpt from my latest home organizing book Never Too Busy to Cure Clutter. If you buy it between now and February 16, fill out this fancy form, and I will send you a FREE audiobook copy of my first book Unclutter Your Life in One Week. So, if you want to tackle clutter, mess, or grime in any room, this is a good way to start. Choose a task based on how much time you have available and get to work.

From pages 68-71:

The following are basic actions you can complete in almost every room of your home. Some of these tasks seem incredibly obvious, but it’s often the simplest and most conspicuous tasks that form the foundation of your cleaning routine. A few of the following tasks are equally important but only need doing at certain times of the year. Pick and choose your way to a clean, uncluttered, and organized home.

When working in any room of your home, ask yourself: Where is clutter accumulating? Is there a reason things are piling up in one (or more) area(s)? What would prevent clutter from being left in this space? What small act would greatly improve this room?

30 SECONDS

  • Dust one of the following: a single shelf, a picture frame or two, the top of a doorjamb, a lamp, or a light fixture.
  • Wipe down a tabletop or other flat surface.
  • Gather wayward pens and pencils and return them to their storage spot.
  • Clean a doorknob with a disinfecting wipe.
  • Replace a burned-out lightbulb (preferable with an LED bulb, so you won’t have to replace it again for years and will save on energy costs).

1 MINUTE

  • Find two items that aren’t where they belong and return them to where they do.
  • Clean a mirror, window, the glass front on a cabinet, or picture frame.
  • Dust a ceiling light/fan fixture, crown molding, baseboards, or a corner of a room with a telescoping duster.
  • Check your toilet paper and facial tissue inventory throughout the house and replace as necessary.
  • Change your perspective: Lie on the ground or stand on a step stool to see if you can spot hidden clutter.

5 MINUTES

  • Empty the trash cans and/or recycling bins in a room.
  • Round up dirty clothes to start a load of laundry.
  • Check the batteries in a device. Replace them if necessary.
  • Move a piece of furniture and sweep or vacuum under it, or vacuum al the air vents in a room.
  • Fill a basket with wayward items and return those items to the permanent storage locations.

15 MINUTES

  • Vacuum or sweep the floor of a room.
  • Fill a bucket with 1/2 cup white vinegar and 1 gallon water, and mop the uncarpeted floor in a room.
  • Remove all the fabric curtains in a room from their rods and put them in a bag to bring to your dry cleaner.
  • Move furniture off a throw rug or hall runner and take the rug outside. Shake it out and then drape it over something (like a railing) and hit it with a broom handle. Return the rug and replace the furniture.
  • Inspect furniture for damage and wear. Schedule any appointments necessary to have damaged and/or worn items repaired or set aside a block of time to shop for a replacement.

Organizing your thoughts

As you may have guessed, the first step for organizing your thoughts is writing them down. (Especially thoughts related to things you need to do.) It’s not hyperbole to say that writing things down can change your life. It helps clear your mind for important work, offers a record of the past, and can foster a sense of achievement. But even beyond that, having things written down, even when the resulting list is huge, can help you feel like you’re on top of things. But simply making a list isn’t all you need.

For optimal thought organization, consider taking these additional steps. First, and this is the most critical piece in the process, perform a good core dump. Get everything — and I mean everything — out of your mind. When everything is out of your mind, it can stop pestering you about what needs to be done. Your mind is more of a problem solver than a filing cabinet.

Next, find the tool that’s going to work for you for capturing those tasks/ideas and working from them. Notebook? (A Moleskine, a Little List, an Emergent Task Planner) An app? (Evernote, ToDoist, Wunderlist) Desktop software? (OmniFocus, Fantastical, Toodledo) It really doesn’t matter. Just identify the tool that is best for you (a.k.a. that you will actually use over the longterm). One that helps you to prioritize your work and integrates (even manually) with your calendar are also good ideas.

Finally, identify the best time of the day to do the work or tasks you need to accomplish so they stop weighing on you. For years, I was the type who liked to work at night. When the kids were in bed, I could retreat to my home office and work for a few hours. Today, that’s not the case. I find that I like being with my family in the evening and then prepping for the next day in other ways, like making sure backpacks are full, my outfit is ready for the next day, lunches are made, and so on. Instead, I’ve begun doing thoughtful work in the morning, before the rest of the house wakes up and starts their day. The point is: notice what works for you and stick with it.

If you’re looking for ideas for ways to do your core dump, my favorite way is to brainstorm with a mind map. It’s a great way to have a powerful brainstorming session without resulting in a mess that must be sorted before you can get on with the rest of your work.

Now, take the time to find the time and tools that are most amenable for you and enjoy productive thought organization.

Understanding procrastination

Do you tend to procrastinate? I certainly do, at times. But I just read a couple articles about procrastination (thanks to Julie Bestry and Debra Baida, who shared them on Twitter), which provided some valuable insights into how procrastination works and what this means for time management.

Why we procrastinate: time inconsistency

On his personal website, James Clear wrote about time inconsistency: “the tendency of the human brain to value immediate rewards more highly than future rewards.”

As Clear went on to explain:

When you make plans for yourself — like setting a goal to lose weight or write a book or learn a language — you are actually making plans for your future self. You are envisioning what you want your life to be like in the future and when you think about the future it is easy for your brain to see the value in taking actions with long-term benefits.

When the time comes to make a decision, however, you are no longer making a choice for your future self. Now you are in the moment and your brain is thinking about the present self. And researchers have discovered that the present self really likes instant gratification, not long-term payoff.

In this article and another one, Clear provides useful strategies for fighting the effects of time inconsistency and overcoming procrastination. Personally, I realized that when I’ve been most successful in fighting procrastination, I’ve actually said to myself, “Future Me is going to be so glad I did this!” And that’s one of the strategies: vividly visualizing the benefits your future self will enjoy.

One tiny example: I ran errands on a lovely Monday, even when I was feeling lazy and could have put them off for a day, because I knew Future Me would be very glad to not have to leave the house in the forecasted downpour the following Tuesday.

Why procrastination can sometimes be useful

Adam Grant’s recent article in The New York Times was provocatively titled “Why I Taught Myself to Procrastinate.” Grant explained that he tends toward pre-crastination: “the urge to start a task immediately and finish it as soon as possible.”

But what he came to realize is that for creative tasks (preparing a speech, writing a term paper, etc.) a certain amount of procrastination can be useful. Beginning the project but not rushing to complete it gave him a better result than finishing as quickly as he could. As he explained:

Our first ideas, after all, are usually our most conventional. … When you procrastinate, you’re more likely to let your mind wander. That gives you a better chance of stumbling onto the unusual and spotting unexpected patterns.

But even for creative efforts, there can be too much procrastination. Those who wait until the last minute to begin a project have to “rush to implement the easiest idea instead of working out a novel one.”

So for creative tasks, setting a schedule that allows for some procrastination time may be wise. I know I can write a blog post quickly, but my writing often benefits from taking extra time to ponder the subject. You may well have similar projects that could use that extra time, too.

Organize your smartphone, Pt. II

Back in 2013, I wrote an article about decluttering your smartphone. Today, I’m back with a follow-up that offers even more ideas and techniques to keep the tiny computer in your pocket as tidy and usable as possible.

Review your contacts

I don’t know how this happened, but I have several copies of the same contacts. My dad was listed three times, some colleagues had multiple entries, and more. I’m not sure how that happened, but I replaced that mess with definitive, accurate records.

Also, you might find records for former coworkers or others you haven’t communicated with for a very long time. If you can legitimately delete their information, do so.

Review bookmarks

I’ve gotten better at organizing bookmarks on my desktop computer, and now it’s time to do the same on my phone. Do like I did and take a few minutes to review the bookmarks on your phone’s browser and ditch those you don’t use anymore. This seems like a small step, but any progress leads to reduced clutter.

Go verb-based with your apps

When I wrote this article’s companion piece in 2013, I suggested organizing apps into folders like “Work,” “Travel,” etc. This time, consider combining apps together by action.

For example, create a folder labeled “Watch” for apps like Netflix, Hulu, HBO Now, and so on. Perhaps make another called “Listen” with your favorite music and podcasting apps. “Shop,” “Read,” and “Travel” are other viable options.

Make use of lock screen widgets

Both Android devices and Apple’s iOS let app developers create little widgets of information that can be used while your phone’s screen is locked. Both offer customizable information that is tremendously useful and quick. iMore.com has a nice overview of what Apple calls its “Notification Center” while Android Authority has a good look from the other side of the aisle.

Eat that frog later?

“Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.” — Mark Twain

The “frog” in the Mark Twain quote above has been adopted by the business community and productivity advocates to represent the one task or activity you’re least looking forward to completing over the course of your day. The idea being that once the unappealing task is done, the rest of the day is a breeze in comparison.

It’s an interesting idea for sure. But let’s consider a minor alteration: is there a benefit to eating the frog second, or even third?

In May 2011, the Harvard Business Review published an article entitled, “The Power of Small Wins.” In it, author Teresa Amabile describes something called The Progress Principle:

“Of all the things that can boost emotions, motivation, and perceptions during a workday, the single most important is making progress in meaningful work. And the more frequently people experience that sense of progress, the more likely they are to be creatively productive in the long run.”

Amabile and her colleagues conducted a study in which they asked people to record details of a “best day” and “worst day” at work, in terms of motivation. The results were interesting. The days labeled as a “best day” were those during which progress was made on a project:

“If a person is motivated and happy at the end of the workday, it’s a good bet that he or she made some progress. If the person drags out of the office disengaged and joyless, a setback is most likely to blame.”

I’ve noticed this tendency in myself. For that reason, I like to set myself up for early wins with one or two quickie successes early in the morning.

For example, if know I have to sit down at the computer and write a proposal, I might clear a few emails from my inbox first, tackle another small to-do item (like returning an object to a coworker), re-read an article related to my proposal, and then begin writing.

I find that if I clear a few easy items off of my “to-do” list, I experience some of the benefits described in the Progress Principle above, and I can use that momentum to tackle the big project of the day — the frog. A couple little successes can go a long way.