Managing my time and To Dos at work

I’ve talked about how I manage myself at home, but really, that is the easy part. What has been difficult has been managing myself at work. I am a lung transplant coordinator responsible for taking calls about potential donors, taking patient calls, seeing patients in clinic with the physicians, following up on consult notes, labs, and other testing, refilling medications, obtaining any necessary prior authorizations for medications, completing forms requested by the patients, teaching patients, supporting families, advocating for patients, updating the protocol book, compile and request data, teach healthcare professionals, and document everything I do while maintaining a positive image for myself, my profession, and my organization. BOY, was that a run-on sentence!

With all the responsibilities that I am given a a transplant coordinator, I needed a system that I could record everything, whether it be for reference, to do, or an appointment to keep. For 13 years I floundered trying many systems, both electronic and “analog”. I learned that having the paper in front of me really kept tasks in the forefront, however I didn’t have my schedule in front of me, so I had to use two or more systems. So in 2014 I bought the Moleskine weekly calendar with the week on one page and a notes page for every week. This method is just what I’ve been looking for since I started as a transplant coordinator. So on the weekly pages I listed every lab, test, and dictation I needed to follow-up on the date it was scheduled. On the notes pages I recorded all of my patient phone calls and calls pertaining to patients. If I didn’t complete a task or call for that week, I would attach a page flag to alert me and I would leave the flag attached until everything for those two pages were done and complete. This method worked very well for my brain and how I think.

The method worked well, but the format did not. I was finding many weeks I was taping in additional sheets of paper to record phone calls. I did this a few weeks the previous year, but now it was occurring half the time and it seemed my book was getting fat and not looking clean.

So then I tried the bullet journal format and this certainly works, but I found myself rewriting frequently and things were falling through the cracks. I love that the bullet journal allowed me to have all the room I needed and not more for each day. What I didn’t like is I couldn’t see my week at a glance. I used a traveler’s notebook to keep my bullet journal, reference book, and phone list. I loved the book and the portability, but it still wasn’t quite right.

Now I brought out my personal size Filofax. I have six tabs in my Filofax:

Calendar: yearly and a week on two pages with blank pages inserted between the weeks to record that weeks phone calls
To Do: List of actions to be completed, but not patient related
Inpatient Review
Clinical Review
Meeting Notes
Notes for some protocols and practices

What I love about this method is it is a combination of the two methods I tried before. I still have my weekly calendar to list items that need follow-up, but the blank notes pages allows me to have the pages I need to record calls. I also keep an extra binder in the office to archive the weekly pages and notes for the long term so my Filofax doesn’t become extremely bulky.

Note: I would love to show pictures of this system, but the pages are basic pages for weekly planning, To Dos, and blank note paper. I don’t want to show pictures of the pages in use because of the amount of confidential information.

Getting it together

FoxyDori pocket and Filofax Malden

This year I’ve been SO unsettled in my planning. My journaling I have under control and I have method that encourages me to be consistent in my journaling (insert plug here for @journaling_sage on Instagram). I didn’t use my Erin Condren the last half of last year. The main reason is the fax it is big and heavy and I don’t always want to carry a large bag. Even though the Erin Condren Life Planner (ECLP) is an amazing planner, it is just too big for me. So then I tried planning in a Midori passport with a monthly and WO1P inserts, and it worked beautifully (definitely an option in the future if I want something different). While watching tons of YouTube videos, I kept seeing Filofax (Kikki K, Color Crush, Kate Spade planners). Well prior to changing to my ECLP, I used a ring system for YEARS and it worked for me. Prior to the Vera Bradley agenda, I used a Franklin Covey compact. The size and layout was very similar. I knew immediately the A5 planner is too big for me. Even if I needed that much space, I know I will stop carrying my planner. For me, my planner only works if it is always with me. So I got the Color Crush planner and I love it! The inserts are amazing and I was able to design the perfect layout for me (or at least perfect right now). The size is great, it fits in nearly any purse I carry. This is a system that is working for me.

Color Crush weekly pages

So, my system, I’m using Color Crush inserts in the binder of my choice (I’ve fallen in love with my personal Filofax Malden and I haven’t changed binders since getting it). I am also using a FoxyDori pocket in Bay leather for my every day carry (EDC). I loved my Midori passport, but I really wanted to carry a notebook that had everything I needed and wanted. My Midori passport was awesome and leaving it has broken my heart, but I just wanted one more book and my passport was pretty chunky. So I moved to my FN size notebook with some reluctance. At first, though I love the cover, I didn’t have the same excitement that I had for my passport.

Bay Leather FoxyDori pocket

Last week I spent the day decorating my FoxyDori and I LOVE it. I love her so much I’ve named her Joy. My first book I use to design my day (see Planner Perfect), my second book is an 18 month calendar using Boho Cottage inserts from Etsy, my third book is my book of lists and information that I want to carry with me, and finally my last book is for journaling. I also have a dashboard I made, a pocket I made (using the tutorial from the Creative Planner class with Cori and Christy), and a clear pocket that I made from a photo pocket.

I don’t have two different planners, per say, but I do have a calendar in both books. My EDC has the monthly calendar that is the main calendar, the master of schedule. I have weekly pages in my Filofax and I use these to plan my week and see what the week has in store. The daily pages in my EDC isn’t To Do Lists, Tasks, or schedule. It is a picture of what my day will look like, what I want it to look like. It may include some aspects of a traditional planner, but it is really a vision of my day and how I can use today to accomplish my goals (not tasks, goals). In my Filofax I keep my Master To Do List and the lists necessary to manage my family.

FoxyDori top view

FoxyDori side view

June Book and Dashboard

Monthly calendar using Boho Cottage Inserts on Etsy

Pocket Folder and clear pocket

Inside Pocket Folder

The perfect planner

Planner peace, unicorn, the perfect planner, all things that we dream about to organize our life. Well, I am going to talk to you about the perfect planner. What I am not going to do is tell you what is the perfect planner. I’ve read many blog posts and I’ve watched many YouTube videos. I have a Pinterest board and belong to groups on Facebook. I’ve used the same system for years, and now I’m lost (or at least I was).

Erin Condren Life Planner

What has the last two years lacking planner peace taught me, my perfect planner is for me only. What is perfect for me won’t be perfect for you. So I am going to help you find what you are looking for in your planner system.

Questions:

First and foremost, you have to ask yourself, what do I need to keep track of and what do I need to plan. Will I keep work and home separate, or will the system be combined. How do you think? How do you organize other areas of your life? Do you want to carry your planner with you? There isn’t a right, wrong, or trendy answer. This is all about you! When do we ever get to say it is all about me!

Options:

There is a bullet journal (see Ryder Carroll), daily calendar, weekly calendar, and monthly calendar. Beyond these categories you will find a multitude of methods to organize them.

Electronic (phone, computer, or tablet) This method is great and can be used alone or with other methods. Things to consider, are you technologically savvy? Will anyone else have access to your calendar? Will you be able to find what you are looking for quickly? Do you have a backup method?

Bound planners are contained. They could get fatter if you embellish them, but otherwise, you will know what the size will be at the end. Depending on the size you buy, you will know where and how you can carry your planner (in your bag, in your pocket, or on your desk). Bound planners come in endless sizes, bindings, and page formulations. You can custom order or pick one up at your local store. They come in every color in the rainbow and just as many patterns.

Midori Passport

Binder planners (whether rings or arcs) are very customizable and you can change your planner as your needs change. If your current setup is not working, you can quickly change it. Binders can come from local stores or from planner companies. You can get a multitude of sizes with a variety of options. Now, you can keep adding to a binder, this means it can become REALLY fat.

Color Crush Planner

With paper planners, you can design a planner you love and will match your way of thinking and your personal style. Whether it is bound or a binder, it can still be customized to your needs. Etsy, Pinterest, Instagram, Facebook, and YouTube offers many ideas to design the planner of your dreams. However, if you don’t use your planner, no matter how beautiful and well laid out, it won’t work.

Created planner using Moleskine

Deciding your layout:

Do you think in lists, graphs, or pictures? Do you need a birdseye view? Do you need details? Are you working for your planner, or is it working for you? Planners can certainly be a hobby, and a useful one at that. Getting Organized Magazine has a great post of tips to keep in mind when using a planner. http://www.gettingorganizedmagazine.com/2014/04/29/10-tips-for-using-a-planner-2/

Next post: What I chose and why.

Traveling with Toys

Whether I’m spending the evening in the living room with the boys, hanging out at Starbucks, or going on vacation, I needed a method to travel with my toys that was small, useful, and easy. I’ve searched on Google, YouTube, Facebook, and Pinterest for ideas. Fortunately more ideas to organize on-the-go supplies are starting to appear. So I used the ideas that I found and thought about what is it I really want if I’m not in the pink room. With that, I was able to create what I believe will be the perfect system for me.

I was using a toiletry organizer but it was hard to get items in and out, and for the size, not very useful. I thought about one of my Longaberger market basket, but they currently serve a different purpose. I was using a Thirty-one Keep it All tote for baseball games, but it wasn’t really necessary. So I decided to repurpose it as my toy tote.

I’ve only used this method for a month, but I’ve used it daily since I put it together. I’ve used it to do Bible Journaling, Project Life, and Journaling. Everything I need is in this bag. I have a lovely creative space at home, but I don’t always create at home, so now I have a portable option.

Keep it All Tote from ThirtyOne

Top view of bag with all contents in place

View of various cases and boxes in my bag. I got the sticker organizer cover from TheResetGirlShop.com The tool case is a Contents cosmetic case from Target. The black polkadot case for chalk inks and the wooden box are from Hobby Lobby. My monkey pencil case is from a book store in Maryland. My MochiThings Note pouch is a must. If I have nothing else, I will still be in good shape to play.

Mochi Things, Hobby Lobby, The Reset Girl Shop, Michaels, and Target

This is how it looks inside my bag with all the various cases and boxes.

Lots of changes

My life and my home has changed so much since I last wrote. Mom was diagnosed with stage IV lung cancer, and due to inadequate health care locally, Mom had her treatment here with me. Since Mom and Dad were going to be spending a lot of time at my house, I had to make changes, and quickly. Now I’ve wanted to do these changes for a long time, and this was the incentive needed.

I cleaned my bonus room of clutter, rid many unused items from my life, and down-sized my belongings. This allowed me to maintain control of my house while cherishing every moment with my parents when they were here.

The biggest change, the office. We gave up the guest room to an office when my son gave up his toddler bed for a big boy bed. My parents still had a place to sleep, but it was no longer a room they could call their own. This has worked well for many years, but as Curtis has gotten older, it has become harder for him getting kicked out of his room.

So the major change in my house, I turned the office into a guest room with an office space. We’ve decided to call it the “pink” room since Curtis and I argue if it is a guest room or office. I already made another office space in our bedroom, so Jeremy had a place to work.

So the work began. I took down Jeremy’s desk (great reason to have folding tables as desks) and consolidated my cubes. I moved Curtis’ bed into the guest room and got him a new bed. He loves the extra floor space, and I love the pink room.

The pink room is my happy place. I love my kitchen. I love my bedroom. The pink room makes me happy. This room describes me. I have what I love in this room–a place for my parents, and a place to work on journaling, Project Life, or any other activities that when I need alone time.

Sadly, I lost my mom January 4th. I love the pink room even more because of the wonderful memories I made there with my mom. Mom and I would go into the pink room and watch “girlie” TV and talk while the boys watched “boy” TV. I am so fortunate to have a place that allowed me to share this time with Mom. Isn’t that what a home is for, a place to foster beautiful memories that we carry with us always?

My new obsession

I have found a new obsession, the Midori Traveler’s Notebook. I’ve debated for over a year about this product until I finally gave in two months ago. It has been two months, and I’m in love. I’m in love to the point I moved my planning from my Erin Condren Life Planner to the Midori Passport. I love my Erin Condren, but to carry it with me, I had to carry a special bag or purse. I don’t follow the current trend of big purses, so to have a planner in my purse that I use is perfect. I use my Midori to plan and keep lists and it is wonderful. What do I love about the Midori? It is gorgeous. It looks old and loved and the leather feels and smells wonderful. I have two thin books and one fat book in my passport. A kraft folder is the only other insert I use. My passport is fat and the inserts sit outside the cover a little. I am a perfectionist, yet this imperfection doesn’t bother me.

I carry my Midori with me everywhere, in and outside the house. I can’t wait to take it to the Smoky Mountains at the end of the month. This little gem has kept me entertained for hours by planning, doodling, drawing, journaling, and list making. If you are debating about a Midori or a Midori style notebook, I strongly encourage you to make the leap. I love the original Midori and it is my preference. Before you invest in the notebook, know your purpose and personality. A fauxdori may be a better option for you than a Midori. If you do the research and listen to your heart and not outside opinion, you will find the right notebook for you. Pinterest and Etsy will lead you to additional resources on the Midori. If you search Midori Traveler’s Notebook in YouTube, you will find a lot of wonderful information. One of the videos, Midori 101 will give you the basics.

I can even work in my room

My set up for my Midori

Simple calendar decorations

The sketch on the left was inspired by a post on Pinterest.

Planning 2015

I’ve accomplished a lot in the last three months that I will write about in the future. I’m going to be a little out-of-order, because I’m going to write about what I will be doing different in 2015. I don’t usually do New Year’s Resolutions, and I won’t this year either. However, my goals are constant, continue working on my relationship with God, my relationship with my family, record my family’s memories, and improve my mental and physical health. Nearly everything I do is because of one of these areas.

I have a Pinterest board called Calendar Pages and Planning. This is where I keep all my ideas to improve my use of my planner. While looking at ideas, I discovered bullet journaling (see bulletjournal.com). What I realized about this system is this is what I do at work already to organize my work life, and it works.

I’ve been a lung transplant coordinator for 14 years. I’ve spent 13 years trying to figure out how to remember to do all that I need to do. I can’t begin to think of the number of methods I tried, both paper and digital. A system only works though if you use it. All of the other systems I felt I spent more time doing the system than the work.

Erin Condren Life Planner, Mochi Things Notes case, Moleskine large ruled journal (soft cover)

For 2014, I tried something new, and it works! I bought a Moleskin weekly planner with the week calendar on the left and a blank notes page on the right. For the days I wrote down the tests that I needed to obtain results for each patient. The notes page is where I recorded all my patient calls. At the top of the notes page I would write down anything that would need done at that time (i.e. schedule labs in 3 weeks). After reviewing the bullet journal method, I realized this is what I was doing at work, and it works. Why does it work, it is easy, flexible, and portable.

So I decided to incorporate this method with my Erin Condren planner. I bought a separate Moleskine ruled journal to use as my personal bullet journal. My main goal for this journal is a dedicated space to dump my thoughts. I have a lot of random thoughts at inopportune times. I have sticky notes, electronic notes, and notes pages of thoughts that occurred that I actually wrote down. I don’t write down all my thoughts because I didn’t have a method to organize them. That is where the bullet journal index became an “ah ha” moment for me. So I’ve created my journal for next year and it is ready to go.

As I said, I don’t want to stop using my Erin Condren planner because this is an important tool when I work on my Project Life pages. The bullet journal I hope will allow me to record all my thoughts and To Dos so I can be more effective. I will give my review after I’ve used it awhile. I will also discuss the changes I made for me, which is the real beauty of this system.

iPhone 6 Review

It might seem weird to write a tech review on a blog that talks about work, home life, organization, and Project Life. Considering I use my phone in all aspects of my life, it seems weird to me not to do a review.

History
I anxiously awaited the Keynote announcement September 9th, the announcement of the new iPhones. I was particularly anxious for this announcement because I was due for a new phone. So I watched the announcement the best I could due to the overwhelming demand to see the live stream of the event. Both new iPhones were presented, the iPhone 6 and iPhone 6 Plus. I was in love from the beginning, but I had a difficult decision to make, which one.

So before I share my decision, I will give you a little bit of my technology background. In college I borrowed computers from friends or I went to the computer lab. When I didn’t know how to do something, I would call Jeremy. Well, sometime in the last 15+ years, I learned a lot more about technology. I do not know how to program, and I don’t care about the insides of a product, beyond what does it mean to me, the user. I am quite tech savy now and my “toys” allow me to have fun while staying organized. Now, a smartphone for life organization is only a good system if you use it. This isn’t any different than any system you may choose.

I knew I wanted to 128GB gold, I just didn’t know which size. I decided on the iPhone 6 Plus. I was nervous about this decision and I had already decided I would give it to my son in a year if I really didn’t like it. Why did I choose the Plus? I chose the Plus because of the features it offered and how I use my phone.

Whenever purchasing a device it is important to know how you will use that device. I use my phone as a hot spot, camera, music player, radio, and texting more than anything else. I have a DSLR to take pictures of sporting events or landscapes while traveling. I have an iPad mini that I used to replace my Kindle fire. I use it mainly as a e-reader and light media. I also have an iPad Air that I use for work when I’m on call, reading magazines, and as a laptop when I travel. I could have just one device, but I’m lucky that my husband is supportive of my toys.

I chose the iPhone 6 Plus because of the optical stabilization, larger screen, and battery life. I used foam core and cut out templates of both phones so I would have a realistic idea of the size. I took them to work to see if they would fit in my lab coat. I put them in my purses and wristlets. I tried them in my pants pockets. I held them in my hand to see how it would feel to use the device.

Although I was still very nervous about the size, I got up at 2:45am September 9th to preorder my phone. This was a preorder nightmare, but I was finally able to get an order confirmation at 3:45am. Well, several days later and I still didn’t have a shipping confirmation. Finally on September 16th, I got a text message stating my order was processed and my phone would be delivered in November. WHAT?!! If I ordered the phone today, I could get it in 3-4 weeks. I made many calls to AT&T and I spoke with many departments, yet no one could help me.

After I got off work on Friday, I went to my local AT&T store. Now after my horrible preorder experience, I was considering switching to Verizon, even though AT&T met my needs for work better. My local AT&T store was wonderful. After spending some time there and comparing the real life size of the phones, I cancelled my preorder for my Plus and purchased the iPhone 6.

Review
I have lived with my iPhone for the last three days and I’ve done all the activities I normally do. Even though the phone is definitely larger than my iPhone 5, it isn’t obtrusive. I love the size of the screen, I love the camera, I love the touch ID, and I love iOS8. The bands look a little weird on the back, but not a big deal since I keep a case on my phone. The screen and curves are amazing. The gold is beautiful. It is a classy gold, not that hideous, gaudy gold. It has taken three days, but I am now used to the power button on the side, and I think I like it better. Some people complain about the thinness and lightness of the phone, I love it!! I don’t want a big, bulky phone. People complain it doesn’t have a SD slot. I don’t need one, I have 128GB of memory. People complain that the camera is only 8MP. Anyone that knows anything about photos know that mega pixels are only part of the story. The lens and processor are more important. It isn’t customizable. I’m baffled by this one. I like my screen neat and orderly. I actually like the native apps. What do I need to customize? I customize my case, screen, ring tone, and placement of apps. What am I missing?

Beyond that, it is an iPhone. I’ve loved all my iPhones and I am definitely a fan of all things Apple. I am an Apple fan girl because I think they make the best hardware and software. I love that Apple continues to support their older devices when they upgrade their operating system. I like the fact I can pick up anyone’s iPhone and help them with their issue. I like the fact Apple has designed their software so well, you do not need to read the instruction manual to use their product, whether it is an iMac or iPhone.

I see people very passionate about Apple vs. Android. I am passionate about Apple (for me). For my work life and home life, Apple’s products has made life easier, because everything just works. I don’t have to program it to work, Apple’s programers did that for me. Otherwise, I don’t really care what you choose. My only request is to know what you need the device to do and use that to guide your decision. If advertising, price, or label dictates your choice, then you are at high risk to be disappointed.

Back in the saddle

I’ve been MIA this summer due to vacations, business trips, and baseball. School has started and I completed my last long trip until Fall Break. This means I get to resume some normal activities and get back to work on my Project Life album.

I am still learning, but I learned a lot about myself. I love taking a picture every day. I may miss a day here and there, but I love recording my life through pictures. I love pictures because they are the visual evidence of my memories. They help me remember people, places, moments, and feelings.

I am still journaling every day through Oh Life! If you haven’t tried it, I highly recommend it. I continue using my Erin Condren Life Planner and I already have my planner for next year. Between my Oh Life! entries and my planner entries, I have everything I need to journal in my Project Life album. Why is this so important? Journaling has always been my hang-up when scrapbooking. This way it is done every day and it helps me remember the themes of our lives.

Something else that has changed this year, pictures of me. I don’t like pictures of me (I am my own worst critic). When scrapbooking trips and events and I wasn’t present, that was a problem. If I am going through the process of preserving my family’s memories, I should be visible. I want my son to remember what I looked like, even if I do not fall into the American ideal of beauty.

I watched Becky Higgins Project Life series on Creative Live. I have to say it is worth every penny. I’ve tried a few storage methods, but I haven’t found the one that works for me. I tried putting all my cards in my Raskog cart, but I quickly ran out of space. I tried keeping all my kits in their boxes, which was great when I worked on my album on the go. I want the best of both worlds. I want to have all my cards together, regardless of kit. I want to be able to take my cards on the road if I want to work on my album. I want to travel with my Project Life supplies in one bag, no more. If it takes more than one bag, then I’ve lost the simplicity of the system.

So my new method is to containerize all my Project Life cards in like containers. The duplicates of cards will be placed in another container for when I travel with my supplies. I will update further with pictures and evaluation of the new process. I will also include photos.

What I love about Project Life, I was able to work on my album at a small round table at Starbucks while waiting for the boys. I was able to record memories in a simple, beautiful format. What is most important is that it is done and I love the result. I can now show this album to my husband and son and they can see what we have done this year!

Summer fun and memory making

Today was Curtis’ last day of school. His last baseball game was Saturday. What does this mean, we don’t have anything scheduled for the next six weeks! So what am I gonna do with my new found time, I am going to document our life of the last three months. The last opportunity I had to work on my Project Life album was mid March. Since that time, I’ve been busy collecting memories.

I started watching Becky Higgins Project Life Course on Creative Live. Though pricey, I’ve learned a lot through the video series. I am still a newbie when it comes to Project Life, but I did learn one thing from this course, I was making it too difficult. The beauty of the album is, life is documented. The beauty is in the completion and the memories. I love traditional scrapbooking and my personal style is simple and balanced. I prefer my scrapbook pages to accent my photos; I don’t want the design of the page seen as the focus of the page.

One of the things that resonated with me when I watched the Project Life Course on Creative Live, is work in batches. I do this when I scrapbook, so I’m not sure why I didn’t start this with my Project Life album. So now I have started working in batches, which is my natural work flow.

First step, clean up my office from the spring chaos. Slightly reorganize my Project Life supplies in a method that will work for me. Even though I have a beautiful space for me to create, I want to be with my boys. So I need to make sure that I can take my supplies with me anywhere so I can be with my boys. What do I need to travel, my album, pages, photos, a core kit, and a pen. All of this will fit into a small bag when I’m gone for the weekend, or on the table in our living room when the boys play games. I have a beautiful room full of toys, but my family is my inspiration.

So in the last week, I have completed all of my week cards of journaling up to this week. I accomplish this by my daily e-mail to Oh Life! I export these entries into a Word document, then I make a 4×6 card for each week. This is how I am able to fully document our life. I’ve printed a few pictures to fill in gaps. I know what time-frame of pictures I still need to print. I’ve completed a few journaling cards in my album. With each page I complete, I am a little more excited about this life that I am living and the memories I will keep.

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My organized life

A collection of memories, organization, and planning

Category Archives: Organizing