Seven Ways to Simplify

Friday, January 4, 2002

By CINNAMON BAIR & ANN MALONEY
New York Times Regional Newspapers

Just about everyone has lamented the lack of time, but the truth is most people really do have control over how they spend their days. The key, professional organizers say, is establishing a routine.

"If you don't have a routine, everything can feel kind of overwhelming," says Melanie Prest, owner of Clutter Solutions in Tampa. "You need to establish a routine in general. Otherwise, everything just falls apart. They're running around putting out fires instead of being proactive."

The way to find a balance in life is to take a good look at your daily living habits, says Linda Manassee Buell, owner of Simplify Life in San Diego, Calif., which specializes in coaching people who are trying to reduce stress.

"The key to simplifying your life is to take it one simple step at a time," she says. "A lot of our habits have been ingrained in us for a long time, and changing our patterns of behavior is the difficult part."

It's easy for things to get away from you. Bills pile up. Junk mail rolls in. The phone never stops ringing. Small repair jobs nag at the back of your mind. Clutter multiplies.

Taming the demons takes time. But they can be tackled, and in an organized fashion, says Prest, who has helped clients across Central Florida, including Lakeland.

In many cases, it's simply a matter of committing a certain time to doing certain tasks, she says. Set a day for bill paying. Write on a calendar the day you'll tackle fixing that faucet or clearing out a cabinet. Set aside a certain hour for returning phone calls.

One way Buell helps clients is by having them examine their day.

"Most people are revving up from the time they get up in the morning," she says. "They are doing everything from a rushed perspective, grabbing something to eat, grabbing the newspaper, rushing to work, the radio is going. . . .

"The real goal is to slow down that whole revved up thing we're doing all day long."

If trying to change your life seems like just another overwhelming task to add to your list of things to do, Prest and Buell advise taking it one baby step at a time.

"It always should be broken down into manageable categories," Prest says.

"It takes 30 days to embrace a new habit," she says. "If you truly want to simplify your life, it's going to take time. Take it slow, making it a process, not a project."

But how do you start?

Try making a list of things that drain your energy and those that give you a boost.

Here is a look at seven common annoyances and time stealers.

One caveat: Don't try tackling them all at once.

"It is helpful to start with one thing, totally incorporate it into your life, and then move on to the next step when you're ready," she says.

1 Stop that drip, drip, drip. There's a reason they call it water torture. Each time you encounter that dripping faucet, running toilet, or maybe it's a stuck door or broken hinge, you can feel frustrated. Instead of putting off those minor repairs, take a look around your house, yard and car. Make a list and set a repair schedule.

If you or someone in your family is a do-it-yourselfer, buy the supplies and fix it. If not, take your list to a carpenter, handyman or other professional.

2 Tame your phone. The phone should work for you, not against you. Turn off the ringer. Get caller ID or an answering machine so that you can screen calls.

Prest says she sets aside an hour each morning just for returning phone calls.

"Allot yourself a certain time, plot out some kind of routine," she says.

If everybody has your cell phone number, change it. Just give it to those who really need it. Remember, you can also turn it off.

In extreme cases, the Telephone Consumer Protection Act of 1991 lets you say: "Put me on your do-not call list." Legally for-profit solicitors cannot call back for 10 years. For information about the act, go to www.fcc.gov/ccb/consumer--news or call (888) 225-5322 or (888) 835-5322 (TTY). Information is available in English and Spanish.

3 Junk mail and e-mail. The easiest solution is to pitch unwanted mail as it arrives, making certain to tear up offers for credit cards.

Prest says much of her junk mail never makes it in the house -- she drops it automatically into an outside garbage can.

"Otherwise it's just in huge piles in your home," she says.

For e-mail, just delete -- without opening -- anytime you are unsure of the sender.

Get two e-mail accounts, use one for family and friends; the other for anything else. This way, you can more easily sort through the messages.

You may be inadvertently causing the junk mail and e-mail overload. Avoid filling out sweepstakes or contests that require your name, address, phone number and e-mail.

4 Sleep well. Go to bed and wake up at the same time everyday. "Routine actually gives you more freedom to have less routine in other places in your life," Buell says. "If you keep structured about your eating and your sleeping, it gives you more energy."

If you are tired, everything can seem like too much trouble. Do you need a new mattress, pillows, linens, window coverings? So-called white noise machines or tapes of soothing music or sounds can help drown out traffic or barking dogs.

If you still can't sleep, eliminate possible physical problems. Snoring, for example, can be a sign of a serious medical condition. A doctor or dentist can evaluate and recommend treatment.

On your own, you may be able to reduce snoring by losing weight or reducing alcohol consumption.

For advice or information, contact The Sleep Apnea Association at www.sleepapnea.org, 202-293-3650 or e-mail asaa@sleepapnea.org.

5 Stop traffic. Before you speed up or change lanes, ask yourself if it will really help you get there faster.

Sometimes all it takes to prevent becoming snarled in traffic is an adjustment in your schedule or route. If you can leave 10 minutes earlier or later, or take side streets rather than the main road, you may have it licked. Rather than spend the time in traffic, spend it at work clearing your desk or at home having a relaxing cup of coffee. Consider pulling into a park and sitting on a bench for a few minutes.

You can also learn to deal with standstills in productive way. Rather than feeling bored and resentful, listen to a book-on-tape. Or, tape or burn a CD of your favorite tunes.

Finally, if you are trapped in traffic, take a minute to do relaxation exercises. Books on simple yoga moves abound. Try this exercise called the lion. Breathe in through your nose. As you exhale, lean forward slightly and open your mouth wide and eyes as wide as you can. Breathe out as forcefully as you can. At the same time, raise your arms and tense your fingers like claws. Relax and repeat three or four times. It will help you relax and amuse those around you also stuck in traffic.

6 Suffering from "affluenza?" Check the kitchen cabinets for an overflow of odds and ends -- plastic containers, pots, pans and utensils. Go through your clothes, shoes, jewelry, electronics and other belongings. If you didn't wear it or use it during the past year, consider donating it to charity or selling it on eBay.com.

This doesn't mean you spend an entire weekend turning the house upside down. Start with one a set of shelves or that overflowing hall closet.

Get a box for items that have sentimental value. Pack them carefully, label the box and put it in the attic, garage or the back of the closet.

But don't spend too much time mulling over an item's sentimentality. If you want it, keep it and look at it later. Otherwise pitch it and move on.

"One of the biggest time killers in trying to sort through the clutter is being sentimental about it," Prest says. "Don't even look at it, just pitch it. Being sidetracked easily is certainly a time killer."

7 Prioritize and say no. Examine what you spend your time doing. Decide if it is important or fulfilling. If it is not, this is the time to let the club, organization or charity -- or even a friend -- know that you will be unavailable this year.

"There is relationship clutter," says Prest. She says she was surprised how much relationship concerns can play a roll in being disorganized. "Really evaluate the things going on around you and try to eliminate time you're spending with people who aren't good for you. Not that people are disposable, but certainly if they're not good for you . . ."

You can be kind and still be clear and firm.

If saying no for your own sake makes you feel guilty, then start by saying no for someone else's. Do it so you can spend more time with a friend, your spouse or your child.

"Look at the kids -- what lessons do you want to teach your kids?" Buell says. "People say I want them to enjoy and really love life. They're not going to listen to you, they are going to watch you. They are going to learn by watching what you do."

At work, decide if a time-consuming task could be delegated or eliminated. If you must get changes approved by a supervisor, come armed with solutions and explain how the change will give you more time to do your job better.

Remember those you work with are watching what you do as well.

"Employees are never going to believe it's OK to go home on time, if you don't do it," Buell says.

"It's important to think about what it is that you really want to do," she says. "You have to create a vision for what your world could be like." Ann Maloney is an editor for the NYT Regional Newspapers. Cinnamon Bair can be reached at cinnamon.bair@theledger.com or 863-802-7548.