Strategy For
A Less-Stressed - More Organized
That overwhelmed, stressed out
feeling is nearly always triggered by a feeling of having more to do, than time
to do it. We can’t really ‘make’ time but we can manage it and save it.
Here is a strategic plan to help you do just that…
First you need to decide what you
have to do, roughly how long it will take and when you will do it. If you were
overloaded with commitments and preparations lsat year
decide to simplify this year. If you decide to entertain lavishly and you’re
schedule is already tight consider taking some annual leave days. Don’t try to
squeeze a ton more ‘stuff’ into an already maxed out schedule….you wont enjoy
it! With a plan you can not only delegate
some of the jobs (love that word…think it often!) but you can divide the larger
tasks you will take on into bite sized pieces and spread them out between now
and the event. Time management is the name of the game. So start early.
Think back to last years
celebrations and remember what did and didn’t work. What can you do differently
to side step the things that didn’t work? And how can you accentuate the things
that worked really well?
If you have a large family and decide
to do oodles of entertaining then begin to get organized the minute the kids go
back to school. If your holidays are simpler then starting closer to the event
will work….but give yourself at least a month.
Start by making detailed MASTER LISTS:
…. If you use a PDA then create your
lists there. If you still prefer paper, file cards work well especially for
your shopping lists, or use some blank pages at the back of your diary. Having
you ‘master lists’ with you when shopping or just out and about will save you
time in many ways.
Event – e. g. Christmas Party
If you are hosting an event there
will be a lot of details so break it down into do-able chunks and use several
different lists…
Menu:
If you’re the cook, create your
menus in detail first. Then choose all the recipes you’ll use and note the book
and page number on your Menu List. Or if you prefer you could photo copy the
recipes you are going to use and keep them all in one folder. It makes life
easier if you have them all in one place (and you don’t have to worry about
spilling food on your cook books). Once the holidays are over you can then file
the folder under Holidays putting the year on it so you will have a running
record in detail of each years’ entertaining, who
came, what you served and even copies of the recipes you used. Handy too if a
guest wants a copy…
If you are super busy already
consider having some of the dishes catered, or all, or keep your menu very
simple. And don’t forget others love to contribute…maybe you can organize a
‘pot-luck’ menu this year?
Highlight on your menu the items that can be prepared or
cooked and frozen.
Write a Food Shopping List of all food items you will need to purchase
broken down into two lists Perishables
and Non-Perishables. All frozen items are on your non perishable list
e.g. turkey, ice-cream, pie crusts etc. Check your spices are
still fresh. Most spices are not at their best if older than six months. Decide
what drinks you will need and list those on your Non Perishable list (except juices which are best as fresh as possible)
Make sure you lists cover everything from appetizers to after dinner mints.
Shopping….You
can either spread the non perishable shopping over the next few weeks buying a
few items at a time. Crossing them off your list as you go and storing them separately
from your daily food items. Or closer to the event go and do a marathon shop
and buy everything…Personally I like to get ahead of the game so will buy as
much as possible as soon as possible. Obviously the perishable items like
fruit, vegetables and dairy products are best as fresh as possible. Maybe
delegate the purchasing of these items to your spouse to be done one or two
days before the event…it will be mayhem in the stores but if you’re the chief
organizer/project manager you will have a lot of loose ends to tie up
else-where at this time.
Note: give your spouse plenty of
warning...no one likes to have an extra job sprung on them! If you don’t have a
spouse to help consider hiring some help – do you have young teens or students living
close by who could do some of the chores on your list?
Invitations: If you need to buy
some put it on your General Shopping
list. Send earlier rather than later – everyone gets booked up quickly over
the holidays and often its first come first accepted! Don’t forget holiday stamps.
Alternatively use email for those that have it using one of the virtual card
companies…saves lots of time and money too in the long run.
To Do At Home:
Break the BIG PICTURE down into specific
tasks. You could list the activities as I have below.
If you have problems with Time
Management note approx How Long each
task will take and Who will do each job if you are delegating it.
If you find it hard to estimate how long jobs take ask someone else to estimate
with you. And give yourself some wiggle
room. Shopping can be really hard to estimate as it depends on traffic and
queues….example:
Defrost freezer 1
hour John
Chimney sweep outsource
Polish Silver 1
hour kids
Cooking 8 hours me
6 – 8 weeks prior to event…
1. Check all kitchen equipment is working – now’s the time to
replace that dodgy element on the stove
2. Clean out fridge and defrost freezer
3. Tidy up garden and do any outside repairs that are necessary
4. Chimney needs sweeping?
5. Got enough logs for the day? Starters, paper etc
6. Check tables and chairs – have enough? Need cleaning?
7. Check dinner ware and flatware, serving spoons,
bowls/platters, glasses wine and water – got enough?
8. Launder table cloths and napkins
9. Do half non
perishable shopping
10. Sort kids toys – donate ones they don’t want
11. Sort holiday cards – donate ones you don’t like – use what
you do!
12. Take photo if using on holiday cards
13. Begin writing generic letter and cards
14. Send overseas cards – see post office for deadlines
15. Check all Christmas decorations and decide on a theme – put
any new items needed on General Shopping
list – if you need to order swags or flowers do it now..
4 – 6 Weeks prior to event
16. Check table center pieces – put on General Shopping list if needed
17. Polish all silver and brass ware – wrap in cloths to keep
polished
18. Clean windows
19. Clean ovens
20. Make up spare bedroom for guests
21. If carpets need cleaning – BOOK NOW
22. Check Christmas lights work
23. Got a Christmas tree stand and/or got a container that will
hold water if it’s a live fir
24. Do second half of non
perishable shopping
2 – 3 weeks prior to event
25. Put up outside decorations
26. Put up inside decorations
27. Buy tree and decorate
28. Begin cooking and freezing food e.g. cookie dough, sauces, stuffing’s,
desserts, hors deuves etc
Week before event:
29. Do Perishable
Shopping
30. Buy flowers
31. Have carpets cleaned
32. Wash and polish glasses and dinner ware
33. Do an extra deep vacuum and house cleaning session
34. Give garden a tidy up
35. Keep cooking and freezing when possible
36. Set the fire ready to light on the day – stack logs etc
For those of us who are more
visually oriented you might like to make
a chart in the form of ‘time line’. Pin several sheets or a long strip of
paper horizontally on a large cork board or tape on a wall. On the far left is
the date you will start organizing - on the far right
the event day – use a thick marker to draw a line between the two dates. Then
mark the days/weeks in-between;
Now the big step to enable you to PRIORITIZE…..from your master list of To Do @ Home and Out and
About note in your diary or on your time line what you will do, and when. You
need to allocate a specific time for each job.
For large jobs divide up into
‘doable’ sessions e g for Gift Shopping
allocate an hour each week for 6 weeks etc. You might be able to group some jobs
for the week and put on one large post-it on your time line or in your diary. Use
small post-it notes for single jobs that don’t get completed, or someone else
is doing, so you can move it along the line till it gets done. Got to collect
the dry cleaning – make a small sticky note and put it on the time line. With a
visual record of what you have to do you will be able to keep on track.
Your mantra between now and the
holidays could be “Do as much as I can - as soon as you can” (there’s Freudian
slip for you…obviously delegating is on my mind!!.) the reality is its
best if you don’t do it all…friends
and family feel more ‘part of’ if they have helped to prepare for a big event.
So think ‘project manager’ rather than ‘overwhelmed perfectionist!’
Gift Guide:
List the stores you normally buy
your gifts at. Under these headings make three columns and list
Decide now what you can comfortably afford to spend over the
holidays on gifts and divide it up, how ever you like, amongst the recipients.
Remind yourself it’s really
not about how much you spend it
is the thought that goes into buying the gift.
If you know where you’re shopping, what
for and roughly how much you want to spend you will save oodles of time and
won’t blow your budget.
If you are buying for some one
else’s children think carefully about what impact the gift will have on the
parents, as well as the child. One of my clients calls the end result of games
that have a gazillion pieces ‘toy soup’!! Lots of containers of stray toy
pieces and parts no-one has time to figure out or ‘un-mix’. So don’t buy gifts
that will be a nightmare to keep organized; or incredibly noisy. Or super sized
toys that look amazing, but are a strain on normal
storage….that enormous giraffe looks super in the store but a bit less so in a
small bedroom!! Especially if it turns into a herd!!
If its gifts for your own child
really consider is more better? Try cutting back
somewhat. In my experience the Pareto Principal is probably underestimated with
kids toys – that they play with 20% of
what they have 80% of the time….which
translates into 80% of the toys they have already go unused and create clutter…(or
toy soup). If it takes your child more than half an hour to unwrap his or her
gifts it’s probably overkill.
A great idea is to get your kids to
go through their toys a month before gift giving time and pull out any toys
they don’t want. It may break your heart to see they don’t really want that
expensive toy you thought they’d love. But it will help in many ways. You may
reconsider how many toys you’ll buy this year. It will give you some space to
accommodate the new toys. And I think if you tell your children that some kids
don’t get any gifts at all and these will go to them it helps children
understand how lucky they are and encourages generosity and a spirit of
sharing.
If you’re not sure what to get and
want it to be a surprise ask a friend or relative of the person to make some
suggestions. Better to get some guide lines, than buy something that isn’t
needed, or liked. If there is no one you can ask, and you’re stumped, ask the
person to write down 3 things they would love and buy one…it’s still a bit of a
surprise!!
If I’m hosting a party I like to
give small gifts to each guest as they leave. If I have time I make a preserve
like Whisky and Ginger Marmalade with a Christmas-y material cover and gold bow…perhaps
you have an abundance of herbs and could ‘pot up’ some mini flower pots - wrapped
in green cellophane with a gold or red bow would look pretty and be useful. If you
are stretched for time mini gift boxes filled with chocolate covered ginger
would work well…it’s the thought that counts of course.
Carry your ‘gift guide’ with you
from now on so you can take advantage of sales. Before going into any potential
gift store scan your list. And try to get as many gifts as possible, as soon as
possible. Remember the queues and traffic last year when you leave it to the
last week!!
Or to save lots of time you can go shopping on-line. To ensure the gift
arrives in time and reduce your stress levels begin ordering NOW! A cool site I found is a one-stop
consumer guide to great deals on the Web
onlineshoppersalmanac.com And for bargain hunters good deals on clothes, electronic goods,
jewelry, etc can be found at: http://www.overstock.com/
Check if you have wrapping paper already before you buy any
more. Either use it this year or if you don’t like it
any more donate it – if its passé then recycle it. Wrap and label as you buy. Have all your wrapping paper,
tape, labels and envelopes stamps etc all in one place so you can easily work.
This side-steps that frantic rush to wrap a swag of gifts on Christmas Eve….unless
of course it’s a tradition and you enjoy it in a stress free setting.
Card Guide:
List all the people you intend to
send cards to over the holidays. Flip through your current address book so you
don’t forget a relative or friend not flashing on your radar. If you have to
post overseas or out of state list them first. If applicable group them into
family and friends and business.
Now decide which cards you will
send- Thanksgiving, Christmas, New Year or all of the above? You can save some
time and money by only sending one type of card over the holidays and buying in
bulk e g boxed sets of New Years cards. If you are sending cards to people who
know each other make sure you send different ones to each. It’s a little tacky to
see the same card from you in several different places especially if you have
written the same inscription in each!! To avoid this you could send half your
list thanksgiving cards and the rest Christmas or New Year cards.
If your recipients are usually overloaded
with Christmas cards maybe send out New Year cards this year instead. It will
probably mean more once the whoosh of Christmas is over and the receiver has
time to appreciate your good wishes and actually read the card!
The old standby and great time
saver is the generic letter about what you have been doing over the last year and
photo copy or print off and send to the people you don’t see or talk to regularly. Put Write
A Year End Letter on your To Do List
@ Home and
Personalize cards made with a photo
of you or yours can be ordered at Costco, Longs Drugs or many photography
venues. No suitable photos? Put it high on your To Do @ Home list and get one taken asap
so you have time to re-shoot if you don’t like it.
If you don’t have holiday cards
count up how many you need of what type and add Buy Cards and Holiday Stamps
to your General Shopping List. And
take your Card List with you when you go to buy your cards so you can tick the
names as your purchase their card. (and a good idea is
to highlight the name as you write their card. Then keep this list in your holiday
file for next year)
Note** Many people have stacks of holiday cards already but
keep buying new ones each year. Put on you To
Do @ Home list -
Sort Cards and decide to use the ones you still like this year. If some are no longer ‘your style’ then simply drop them
off at a Good will store – If you aren’t going to use them this year you
probably wont want to use them when they are another year older, next year!! Some
one can use them so they won’t be wasted and you don’t have extra clutter.
Writing dozens of cards in one
sitting can be pretty tiring. Figure out how many you have to write and how
long it will take then divide the job up and diarize one hour card writing
session per week. And share the load…ask you spouse and kids to help out and
let them know when you will be holding ‘card writing sessions’…you can make it
fun by having mulled cider and almond cookies as you work.
General Shopping
This list will cover all the other
shopping you need over and above food, gifts and cards. Make sure you ‘group’
your shopping trips. Think about where you are going – consult your lists and
mentally note if you are near or passing another store you need to go to. Then
list all the places you need to stop off at, and cross them off as you go. Sounds
silly but if you are busy it’s so easy to miss a stop; and to have to go back
for one item is really wasting time and frustrating.
For example:
So there you have it.
Don’t get so bound up with
organizing the holidays you forget to take care of yourself. Stop and breathe
deeply and relax regularly. Decompress the best way you know how. For me it’s a
walk with the dog or a long hot bubble bath. Make a promise to yourself this
year to do the best you can within reason. Don’t aim for perfection, it will elude
you. And once the entertaining begins trust that you have covered all bases and
relax and enjoy your guests.
Have a Happy and Relaxed
Love and best wishes to you and
yours.
Lindsay
PS If you have an organizing
question or concern relating to your holiday plans and would like my in-put
please feel free to email me: Lindsay@professional-organizing.com
always happy to help.