How do you stay organized - time wise?

[JenK]

I need help.
I am a wife, the mother of two, a student, and a daycare provider. Unfortunately, I have never been the most self-motivated person, but I can generally keep track of things by using my outlook calendar and reminders. This morning, however, I had a complete freakout when I realized I was supposed to have jury duty today, and because I didn't turn my computer on yesterday I didn't receive my reminder! Thank god I didn't have to report!
After screaching to my DH so he wouldn't leave for work before I could check my JD status, he gently told me that maybe this is a wake up call for me to get my life better organized. Ya think?
So my question is this: how do you keep track of it all? Your time, your appointments, kid's Dr. visits, time with friends, daily reminders, errands, etc. I don't have a fancy calendar phone, although after this morning I may be more inclined to get something that will synch up with my outlook!
Any advice or tips are welcome!

[Kimberland30]

We have one of those At-A-Glance calendars in our kitchen (posted behind the door to our laundry room). We have 2 months up at a time, so any appointments/parties/whatever get written on it. This lets everyone know what's going on since we are all on different schedules. I also have one of these calendars at work to keep track of everything. I always forget to set my Outlook so I don't use it as much to keep reminders for me.

I keep a pocket calendar in my purse (about the size of a checkbook) that has a memo pad. This gets updated just about weekly with anything I need to do - including work stuff. On one side is a memo pad so I write down any errands I need to run, shopping lists, etc. When something is done, I either cross it off or rip out the sheet.

Oh, and if I know I'm going to forget something, the night before I'll stick a "reminder post-it note" on the back of the front door near the knob so I'll see it in the morning. DD will also leave me notes there in the mornings since anywhere else she leaves them are bound to be looked over.

So far this helps me stay organized. I hope you can find something that works for you! :)

[miaclear]

I need to see my plans laid out in front of me a month at a time. I have a calendar that folds up small enough to go in my purse when I need to bring it with me. Otherwise I leave it on the kitchen counter. Granted I don't have a billion things on my calendar so it doesn't have to be that big. But the key for me is seeing it a month at a time right in front of me, on paper!

[JenK]

Thanks for the suggestions so far!
Kimberland30, how do you keep the different organizers synched up? Do you do it by hand every night, every week, whenever you think of it...?
miaclear, I have the big calendar on my kitchen counter, too. In fact it's brand spankin' new. But I haven't really started it because I am so type A that if I don't do it perfectly, then I get irritated with my whole system - or lack thereof! How do you distinguish between the things you have to do? For example, I have appointments, errands, donation pickups, and childcare notes for one day. Do I use different colored pens for each category? Does it even matter?

Ugh, clearly the fact that I am overly anal is the real reason I have no system in place. It's all or nothing with me, and right now it's nothing. So frustrating!

[laura]

I put everything on my work calendar, but it isn't ideal to read it when I'm not at work. I *can* access it outside of work, but it's not ideal and it's challenging to edit it. I am looking forward to an upgrade this summer that will make our work calendar system compatible with my iphone!

When all else fails, I use a lot of post it notes. I have considered a paper calendar in my purse, but I have to use my work calendar for all my work/weekly appointments and I don't want to be writing things a hundred places, so I have resisted.

[dana b]

i use one of these http://www.trulymom.com/shop/index.php?cPath=23&osCsid=983d149d52442675c300d1701dd4c748
i keep track of everything on the main calendar and then i make daily to-do lists. i also keep track of my calendar using ical on my mac and syncing it with my iphone. i only do that once a month to keep a copy on the fridge for everyone else to see, the calendar in my organizer is the one that i keep updated and i refer to first.

[Ali]

First of all, organizational experts say that you shouldn't move up to an electronic calendar/organizer until you have mastered a paper planner/calendar/organizer.

I have a Day Runner (http://www.dayrunner.com/webapp/wcs/stores/servlet/catalogSearchrnav_-1_10053_10004_50733_12__50722_0_10053__false_Y_Y__ _50724)monthly calendar (the PRO8) in the 8 1/2 X 11 size. I have to carry it everywhere for my job. I refer to it several times a day. I have a fancy leather zippered, handled case for it with lots of other snazzy inserts, but it was too heavy and cumbersome, so I just buy a regular 3-ring binder with pockets and have my calendar, other important papers, phone numbers etc. and that's what works for me.

For recurring events (paydays, vacation days), I have sticker icons. FLY lady does this with her calendars, by my system predates her existence and came about when I stopped teaching in a regular classroom and didn't want the stickers to go to waste.

Since you mentioned syncing up the whole family, you might like this (http://www.momagenda.com/nr/store/images/product/altImages/familypad2007_xlg.jpg) calendar by Mom Agenda (http://www.momagenda.com/products.cfm?cID=2&pID=20) which gives you separate blocks for each family member.

[Bloomwood]

We had a family calendar custom printed. It sticks on the fridge and each page is a new week. It lists me, DH and DD and has space for the weekly menu each day. I keep track of everything for me and DD and just mark which days DH is out for travel or work dinners so I know when I need to cook, etc. Because it is the whole year, I am able to mark things that are months out.

[karlatta]

I have three calendars - monthly, weekly, daily.

My monthly calendar hangs in my kitchen and shows all the stuff that's either really big or that gets planned more than a week in advance - play dates, doctor appointments, DS's speech therapy, when I have to teach Sunday School at church, etc. It's just a typical 12 month calendar.

I have another calendar that I made hanging on my refrigerator. It's a sheet of paper with a small monthly calendar where my meals are planned, a daily checklist of chores that need to be done, and a weekly calendar where I copy all of the big stuff from the monthly calendar and add in the smaller activities, like when we'll go to the library or the grocery store. The calendar is under a sheet protector, so I use an overhead marker to check my daily chores list every day. This is our workhorse calendar and pretty much drives our days. I even have it color-coded so that I know what area of the house I need to give extra attention that day.

And then I have one of those daily calendars that comes in a box. Every night before I go to bed, I turn the calendar to the next day's page and write down anything important that HAS to be done the next day. Like a doctor visit, mailing out my mortgage payment, etc. I see my daily calendar first thing in the morning, so I'm less likely to forget things that way.

[Bloomwood]

I even have it color-coded so that I know what area of the house I need to give extra attention that day.


wow!

[KK812]

We had a family calendar custom printed. It sticks on the fridge and each page is a new week. It lists me, DH and DD and has space for the weekly menu each day. I keep track of everything for me and DD and just mark which days DH is out for travel or work dinners so I know when I need to cook, etc. Because it is the whole year, I am able to mark things that are months out.

Sounds great! Can you share where you had this printed?

[keska]

I have a 5-year month to month calendar that my work gave me. I keep track of my weekly court schedule and all events I need reminders for in it. That info gets put into my Outlook calendar as do work tasks. For the house, I don't usually need a separate calendar because we don't have kids. I'll make a list or put up a sticky note if I'm afraid I'll forget something. I email myself reminders about things. I check email every day so that's not an issue for me.

[imagirliegirl]

I'm a full time student and the way I stay organized is with a color coordinated day planner. I color coordinate everything down to the sticky tabs and highlighters I use. People tease me, but it keeps me sane.

For example, I use one color per class. So I can open my book and see green (for example) and know something is due in X class. I also have a color for errands, doctor's appointments etc... I'm mildly addicted to that 10 color highlighter pack you can buy. :)

I also make notes to give myself a week's notice for everything. So "1 week until such and such is due" or "1 week until this appointment". I've found it works better for me than anything else, including Outlook. I think the mere fact that I physically have to write things down also helps tremendously.

[Kimberland30]

Kimberland30, how do you keep the different organizers synched up? Do you do it by hand every night, every week, whenever you think of it...?

Usually once a week or whenever I think about it. Our calendar at home isn't updated by anyone but me, so it tends to be outdated a lot. But as we get busier (usually around the holidays and summer), I try to keep it updated a lot better than when we aren't as busy. Right now we have so much going on (graduation parties, weddings, cook outs, etc) that it's already getting pretty full...but it's a quick reference for our family to see what's coming up.

My calendar at work is updated as needed. I also color code my appointments - Red for personal stuff, purple for work stuff, green for holidays and vacation days, etc.

The calendar in my purse gets updated anytime I update the calendar at home or work, and I check it often to make sure I have everything written down. If I'm doing it right, all calendars should match up so I don't miss anything.

[Bloomwood]

Sounds great! Can you share where you had this printed?
I thought I got it printed through tiny prints, but when I went to look last night, I didn't see any calendars on the site. Perhaps it is a seasonal thing?

[pontmarie]

Darn it, it sounded super fabulous!

[Ali]

Another thing I do is have a weekly schedule. I make my own using MS Word. Basically, it's a chart with days of the week at the top (one in each column) and sections of time along the side. Every year I fiddle with the increments of time. Sometimes I use 20 min. increments of time, sometimes 30. This year I decided to use 15 minute increments of time.

I type in activities that occur at the same time on on same day of every week. I merge cells when an activity takes up more than 15 minutes of time. This way I view the activities as a block of time.

Not every block of time is filled. Unfilled blocks of time are my "flex time". This is where I have the time to schedule odd events like meetings, errands, etc. I just pencil them in, or write them in my monthly calendar. (I usually just write them in my monthly calendar because I refer to it several times a day and most things are scheduled waaay in advance.)

Travel time gets its' own separate block of time. In my town, during non-rush hour, I can get to most places in 20-30 minutes. So, I schedule "travel time" in the 30 minutes before and after each activity. (I mean, travel time is permanently blocked in on my weekly schedule.) I find it is better to overestimate travel time than underestimate travel time. I keep paperwork and pleasure reading in the car for something to do during any large wait time. I also keep cleaning supplies in my car for shorter wait times. So I always have something to do if I have to sit and wait in my car.

With several kids, it may take you longer to leave the house and even get in the car. If I were you, I would schedule in "prep time" for travel.

When I had a special ed classroom (several students, but each one on a slightly different schedule). I made a similar schedule, but instead of days of the week at the top I had each students name at the top of each column. I can't remember if I had a separate schedule for each day of the week, or if I just made annotations for schedule changes. This might be an idea for you if you are juggling several children and they all do different things throughout each day.

[JenK]

Wow, thank you ALL for the great suggestions you have given me! Seriously, it is helping to hear how different people manage their time. I am taking bits and pieces from everyone, and can hopefully combine it all to create my own system.

organizational experts say that you shouldn't move up to an electronic calendar/organizer until you have mastered a paper planner/calendar/organizer.
Not doubting you on this, but just curious why they say that. I mean, if I'm going to have to learn a new system either way, why not start with electronic if I'm going to end up there anyway?

Bloomwood, that calendar sounds great. Too bad they don't carry it right now, or I would look into that!

If I were you, I would schedule in "prep time" for travel.

This is a good idea, as well as scheduling in travel time. Plugging 3 kids into carseats definitely takes up a few extra minutes!

[Ali]

Quote:
organizational experts say that you shouldn't move up to an electronic calendar/organizer until you have mastered a paper planner/calendar/organizer.


Not doubting you on this, but just curious why they say that. I mean, if I'm going to have to learn a new system either way, why not start with electronic if I'm going to end up there anyway?


I don't know specifically why, but I have heard several say this.

I don't use electronic organizers, so I am not really familiar with the differences between the two.

[Ali]

I recently checked out One Year to and Organized Life (http://www.amazon.com/Year-Organized-Life-Week-Week/dp/1600940560/ref=pd_bbs_2?ie=UTF8&s=books&qid=1211738836&sr=8-2) by Regina Leeds from the library. It addresses both the organization of one's time, and the organization of one's home. It also seems to involve visualization "art" projects, so there is a psychological aspect as well. You may want to check it out of the library. Another book she has written, The Zen of Organizing (http://www.amazon.com/Zen-Organizing-Regina-Leeds/dp/0028642651/ref=pd_bbs_3?ie=UTF8&s=books&qid=1211738836&sr=8-3), has also gotten good reviews on Amazon, I may check that out too. Eventually.

[Tracie]

I have a monthly dry-erase calendar on the refridgerator - that way I see it whenever I'm going to get anything to eat. For anything beyond the current month, I mark it in my pocket calendar. I've used electronic organizers, but they haven't worked for me because they are not always accessible (computer isn't always on, or I wouldn't check my PDA.) If I need to remember something in the morning or before I leave work, I wrap a sticky around my keys, since I won't be going anywhere without my keys.

[hdewey]

You have to make a list. Scratch it off as you do it. If it dos'nt get done add it to the top of tomorrows list. Thats all time managment is.

[Bloomwood]

Bloomwood, that calendar sounds great. Too bad they don't carry it right now, or I would look into that!

If I order it again this year or see it, I'll be able to post! I'm sure it's just seasonal. Not too many ppl buy personalized calendars mid-year!

[beachlvr]

I have one of these:

http://www.amazon.com/Moms-Family-Calendar-Sandra-Boynton/dp/0761145613

It has a column for each family member, so I can look at a particular day and see who has to be where. I also only make appointments when I am home. If I need to book a follow up doctors appointment or such, I wait until I get home and call so I can see what days I have free and immediately write the appointment on my calendar. Otherwise, it never gets on there and I'll forget.