The Clutter Conversations
A podcast for anyone who has ever dealt with clutter, personally or professionally.
The Clutter Conversations
Conquering Your To-Do List: Practical Strategies for Tackling Small Projects and Errands
Are you tired of perpetually cluttered to-do lists that never seem to shrink? Listen to our latest episode of Clutter Conversations and unlock the secrets to conquering those annoying small tasks and projects. From dealing with a broken suitcase that’s been collecting dust to integrating less appealing chores into your daily routine, we discuss actionable strategies for breaking down tasks into manageable steps and finding the perfect spots to store project-related items. Discover the power of phone alerts, strategic item placement, and making tasks convenient enough to overcome procrastination.
In this episode, we delve into the profound impact that small tasks can have on your overall productivity. Learn about the art of habit stacking and how to seamlessly blend less exciting tasks into your existing habits. We also cover the importance of maintaining a consistent routine and efficiently managing to-do lists by prioritizing top tasks and allowing flexibility with your expectations. Finally, we encourage you to join the Clutter Conversations Facebook group, where you can share your success stories and challenges, and even have your experiences featured in future episodes. Tune in to transform your approach to task management and reclaim control over your to-do list!
For more information or to schedule a FREE consult call with Katie, be sure to check out KCH Organizers!
Hey everyone, welcome back to the Clutter Conversations, a podcast for anyone who's ever dealt with clutter personally or professionally. I'm your host, katie Hochschauer. I get asked a lot of questions in the midst of client sessions, and yesterday I had a really great question asked by a client that has been asked a number of times, so I thought it would be helpful for listeners out there to hear what that question was and how they can tackle that in their own lives.
Speaker 2:Then what's the question?
Speaker 1:My goodness, Are you so ready?
Speaker 2:I am ready, let's do it.
Speaker 1:Well, actually it's kind of twofold. So the client asked me how do you get projects done? How do you do all the things that you want to do? And the second part of that question is where do you put the stuff that has to do with whatever project? Do you put the stuff that has to do with whatever project? So, as an example, to kind of set the scene is, we were hired to help clean out an office and in that office were non-officey type things, such as a suitcase that needed repair, which needed to be sent back to the company, and then we had the box. We had the suitcase and it needed to get into the box and it needed to, you know, be sent off to wherever it needed to go. But there were a couple of other things like hanging a shelf for displayables. That's also one of the things that needed to get done, Just little things that kind of stack up on your to-do list, and she wanted to know how do I get those things done?
Speaker 2:so not like a massive project not like a home renovation project.
Speaker 1:It's all that little shit that happens that you're like oh how, how long am I going to leave this broken thing on my counter with the intention of fixing it? How?
Speaker 2:long is that going to be on my out about turns out about five months, like two months. Oh my God, I love you. That is not accurate. Maybe it is, maybe I'm wrong.
Speaker 1:Anyway. So I wanted to define what a project is, like you said. Like, is it a big project, a home improvement where we're, you know, ripping out cabinets and this days long process? But no, it's all that little stuff that just stacks up on the to do list, but a project itself. So whether you call it a project or you call it an errand, or you call it a to do, whatever it is, those are a series of smaller tasks.
Speaker 1:Let me bring this suitcase back into focus. So we have the suitcase itself sitting in the officecha, so I go to put it into the box and I pick up the box and the bottom drops out. So here's task number two I need to reinforce the bottom of the box in which to be able to send this suitcase. Then task number three is finding the address of the place that this suitcase needs to go to. So there's a series of tasks that lead up to the actual sending of said suitcase and then the receiving it back once it's been repaired.
Speaker 1:So people get really bogged down in all of that, those little tiny steps that you have to take to say, check that to do is to done. So I want to first talk about where those things land Because, like I said, we were hired so that we could deal with the clutter that was happening in the office. A couple of paper piles, which is office appropriate Papers happen in the office, and then these other non-office things a box of COVID tests or the suitcase. I'll keep bringing up the suitcase. I don't know why. Let's go somewhere.
Speaker 1:Oh, my God, good Lord, the shelf that wanted to be hung, with all the things that wanted to be hung, put on the shelf, all of these things were a part of this office project. So again, project and these little tasks that are associated with it. So when she asked me, where do you put the things for projects? That is a loaded question because it really depends on where those things need to be, where they fit, where they inconvenience me enough to make sure that I'm going to get it done, because if it's out in one of our sheds, guess what? I'm not going to do.
Speaker 1:I'm not going to do any of it.
Speaker 2:Hey, you know, what we need to do is have our children listen to this podcast, because you could literally put a basket of clothes in front of their bedroom blocking the way, and they will step over that thing for days, although I like the point of better of.
Speaker 2:It is getting better, but putting stuff that's why I leave you know things on the counter. That or I'll put my keys. Hey, you got to take this return to kohl's or wherever. Yeah, my keys go on top of it, otherwise I'm not taking it Right. It's going to stay there forever.
Speaker 1:That remembering that's kind of multifaceted, where you have to have the equipment, the thing that is a part of that little project, that little task. You need to have access to that, whether it's multiple pieces or it's just a single piece. You know, sometimes we'll put a post-it note on top of our keys that says hey, don't forget that you said you were going to take this thing to this person or what have you.
Speaker 2:What about setting up something, either with a smart device or your phone, that that says hey, don't forget to do? I do reminders on my phone almost every day, otherwise I would just sit and stare at a wall and be like I don't know what I did today.
Speaker 1:Yeah, I don't know what I did today. I don't know what I have to do today. Well, so, when you talk about the remembering of those kinds of tasks, I need to remember that I need to return these Amazon returns. Returns are a great example of being deadline sensitive, because how many times do you only get store credit because you put it off and put it off and put it off Because, one, you've already spent the money. That's not really a high motivator for you. Two, you already have the thing and putting it back into your car, driving to the place that you need to take it back to, and then having to stand in line and do the return, and all of that can be very mind-numbing to people and they just can't motivate to do those things, Even if they're already going to that store. That's one of the crazy things is that that happens to me all the time. I'll have a return for Target and I will stop at target but not have make the return, because it's an extra piece of the steps and that just sounds like another job to have to do.
Speaker 1:That part is self-discipline. That part is prioritizing what actually needs to happen versus what do you have time to do? What are the expectations? So you are more inclined to do a return for something when it has more money attached to it or somebody else is asking you to get that done, or you are intrinsically motivated to get that money back. So I have some clients that have baskets and baskets of things to return and each of those are a whole other errand. I have to make sure I have the right product for the right store and I don't wanna have to stand in line for too long. So when is the right time that I go there? All of those little things hold us back from taking action on those things and it pushes those. Well, it's not really that important. It's not really taking up the space in my life that is motivating me enough to take action on it. And you find yourself with a receipt that says you can return it within 30 days with the receipt. If you're going to use a smart device which you can do, or you can just have it be a physical reminder with maybe a post-it note on it, but with the physicalness, look at when did I actually buy that thing? If you buy something and you think I might return this, don't either. Return it immediately like it's, like you didn't even buy it or set it in your calendar that says this is your return day.
Speaker 1:The routine of being able to say you know, I'm not going to do returns at 6am, but I am going to have a cup of coffee at 6am. I have a cup of coffee at 6am nearly every day, right Between 6 and 6.30, let's be honest. But that is routine and where we would find the success to get those things done. Those little tasks, those little projects are within the routine space, because you already know you're going to be able to handle your basic stuff. Your routine is that you maybe go to the gym in the morning, and so you know you're going to be able to handle your basic stuff. Your routine is that you maybe go to the gym in the morning, and so you know you're going to be in the car on the way home and maybe that's when you want to do your drop-offs. Maybe it's called habit stacking, so when you want to get things moving, then you would stack them within. I'm already doing this one thing. How can I get another thing that I'm probably less likely to do? How can I get that done? A great example of this for me. I'm going to use that gym example again.
Speaker 1:Yesterday I had a client and I don't typically work out in the afternoon but I went with the intention of working out after my clients but I had to take a box of shredding to the shredding company and they closed at three o'clock. So I was on a deadline to get that done, because I get that done quickly for clients so I can send them a little video. It's great Like look what we did, yay. And so I knew I left my client at two o'clock. I had to get to the shred place by three o'clock. So I had this extra little errand that kind of threw my routine off. I didn't go directly from the client to the gym and since my routine was already thrown off, I decided to do a little bit of work before I actually started working out. I do it at the gym. We have a nice little lobby that I can do that in. It's very comfortable. And so I did my errand, I did my client, I did my errand, I did my work, and when the time came to work out, I went to go work out and then I just sat outside instead. Like my routine was so thrown off that I didn't get the things accomplished.
Speaker 1:So to be consistent in that routine is going to lead to more success in knowing where you have the space to do those things, knowing that I'm working until two o'clock and I want to get shredding done by three o'clock. I would have mentally anticipated that earlier had I known that that kind of a thing was going to happen. So being self-aware and being able to see what your habits and your patterns are will allow you to stack those highest priority things. Which brings me to some of my helpful tips for getting this long laundry list of to-dos that keep popping up in your brain. One write them all down. Make a actionable master to-do list. Get everything out of your head. We are not meant to hold on to those suckers. Just get it all out each day or each night.
Speaker 1:I'm a nighttime planner because I like to hit the ground running at 6 am.
Speaker 1:But when you do your consistent routine forecasting of a day, then pick your top three. Three is a good number, five is like wow, you're really killing it kind of a day, and one is a you know what? That's good enough today. Sometimes we just look for a good enough day and that's okay too. So we're forecasting our day on a regular basis, on a routine basis with that master list. Maybe we're editing some stuff off of that master list as we realize it's been on there for a really long time and it doesn't actually have to happen. And then you're looking at your schedule to say I have this availability. I know I can't go do returns. If I'm working with a client, if I'm in the client's home, I can't also be doing returns. So that kind of like looking for those gaps within your regular routine is a really great way to fill those things in and be actionable with them, which will lead to more crossing off of all of those to do's and making them a little bit more to done.
Speaker 2:There's nothing wrong with delegation either.
Speaker 1:No, asking for help is another great idea, whether it's from someone in your family or you have to hire out. Sometimes people don't have people in their lives that are skilled with doing those things or that have their time to be able to do those things. So asking somebody to help support you in that, whether it's long-term or a short-term repair, is always acceptable. Asking for help.
Speaker 2:So let's circle back then to the second part of that question when do you put the stuff for a project?
Speaker 1:It depends on your space and it depends on how much stuff needs to happen with said project. An example I just got back from a trip with my sister and I have two items of hers a duffel bag and a charging brick that I need to return to her. But she lives two and a half hours away from me, so I'm not just gonna like drop it off on my way to or from a client's house, so I have to schedule the time that goes to her. So I have a space in my garage that I like to keep those things. I have a desk space or I have some of those industrial shelves. I usually buy them at Costco.
Speaker 1:You can get them on Amazon, but the industrial shelves are a great way to just collect the things that are that kind of a task, like items, things that need to be returned to people, things that need to be returned to stores, that kind of a thing. I suggest that for myself. I do have like kind of a process of it's on the counter for a little bit. So it's if you're going to do it right away, it needs. It's here. It's available for you to do it right away. It needs it's here.
Speaker 1:It's available for you to grab and go, leave it out where it's obvious, correct the, or it goes out to the garage in a contained manner, whether it's a box or you know a box or a bag or a bin or whatever. It is some kind of a containment that says you can just grab this thing and you can go, you can put it in the car when you know that that thing is going to happen. Which brings it back to that digital reminder. If I'm going to schedule time to go see my sister, I'm going to put in that when I block it off on my calendar, I'm going to put a reminder two days ahead. You know a notification two days ahead that says, hey, don't forget those things that you're returning to her. Because I'm in that mindset of I'm preparing to go on this trip to go see her.
Speaker 2:And reminders work different ways for different people. You are way more analog. You like a piece of paper and a pen to write down your list of things. I prefer using my phone. My phone is always with me. Me, I'm not going to lose that list. If I do lose that list, that's bad, because I've lost my dang phone.
Speaker 2:So, uh, most of the time you have the cloud, that's true. Uh, there's something satisfying about checking things off, crossing things off on on a list. Uh, heck, you left a list of chores for our middle daughter and I. I don't know when you took our youngest up to camp and I did extra stuff and I wrote that stuff down and then crossed it off. Yeah, it felt like, hey, I'm showing you. Hey, I didn't sit on my butt all day and play freaking Fortnite.
Speaker 1:I did all of these things plus fortnite fortnite never actually makes it on the to-do list.
Speaker 2:I didn't say I didn't say I wasn't going to do it. It's not the only thing I did uh, but I mean, you started the list on a piece of paper, so I didn't. I'm not gonna recreate the freaking wheel, that's, I'm not gonna waste my time doing that, but I would. I mean, this is just a layman talking, but if whatever works better, you're not a layman.
Speaker 1:It's okay. Oh, shut up.
Speaker 2:Whatever works better, whether, whether you like to, I don't. I'm not sure I understand either. Siri, thank you very much. Whatever is going to be more likely for you to accomplish those tasks, if you're a digital person, then do the digital thing. Don't, don't fight against the tide. Yeah, go go with it. Go with the flow.
Speaker 1:I would say pick your pony though.
Speaker 2:So whichever one gives you more success more consistently, there you go.
Speaker 1:The issue. The issue that I end up finding with clients is that some things are on their phone and some things are on list number one and written list number one and written list number two and written list number three and they're scattered on different looking pieces of paper in different rooms with different you know like kind of create that structure around how you manage a to-do list, and that's a whole other episode. I just created a mom's brain for my client so that she could manage all of these projects of information that's coming in and doctor's appointments and school schedules and sports schedules. I just helped create this way for her to feel like I have a way to manage all of that information and all of those lists and all of those checkboxes. Because she is also very kinesthetically. I need to feel that pen on that paper there is. I mean, there's always a way to go, hybrid with a little bit of training. Yeah, it is.
Speaker 1:Don't reinvent the wheel. Don't fight against exactly what Jason said. Don't fight against that tide. Don't swim upstream, because you're going to find yourself struggling If you are looking for a solution that kind of marries the two or you're looking for a little bit of coaching to bridge that gap between digital and analog. That's something that I'm able to do. I'm well equipped to do that.
Speaker 1:To help hold accountable, help coach through how to use one system versus the other system and finding that happy place in between that leaves you feeling satisfied. That's really what a to-do list is all about is making sure that you're adulting in a way that you are satisfied with, not somebody else, not your boss. A to-do list is ultimately how you feel you show up in life. So if you have this massive, long list of a to-do list and don't prioritize what's on there and it ends up just growing and growing every two steps forward, three steps back, kind of thing, then you're going to feel like you're not really keeping up with life. So to gain traction, to find the space within your everyday to be checking things off, making you feel better about how you're showing up in life, that's what coaching is all about. That's making your life fit for how you want to present yourself. That sounds good, yeah it is good.
Speaker 1:It's good stuff. It's good stuff and there's more conversation to be had, but we're going to have it over on the Facebook page. So, if you guys want to join the group, the Clutter Conversations, I would love to pick this up with you guys. I'd love to hear your success stories about to-do lists and I'd love to hear the things that you've been struggling with and maybe it will end up on another podcast episode. Maybe you will end up on another podcast episode. So shoot me your questions and let me know how I can help you. I'll see you on the Facebook page, thank you.
