The Care And Upkeep Of The Insides Of A Planner

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If you don't decorate much (and I don't), write things where they are supposed to go (I do), and have a decent system in place (yep), your planner rarely needs a tune-up.

Still, sometimes things just need to be updated. I am not talking about revising a system, but just doing routine upkeep.

For example, my projects index was old and full of scratch-outs and needed to be replaced. I didn't change anything about my index page except to only recopy what was still relevant.

Note that I only have two projects going right this minute. I have three work projects, actually, but those are in my work planner. Also, I am about to plan a birthday party, but the initial planning session will happen this weekend.

The reason that I don't change the system is that, after all, if a system is working for you, you should probably keep it. If you want to see how I use an ABC file as my Projects Index WITHOUT putting documents in ABC order, click on this link.

I also updated my budget pages. Yes, I've already spent too much this month.

I made more of the my "homework sheets" (where I track the kids' homework assignments) and more daily pages.

Note that I cut the pages slightly smaller than my regular pages. That is intentional. First, it frees me from getting the measurements absolutely perfect. Second, it means I can clip everything together with a Magnetic Page Marker and still see my weekly spread easily.

I also highlighted (using FriXion Erasable Highlighters, which is important, since I messed up the first time) the annual spread on my Quo Vadis future pages. I do that so that I don't accidentally schedule a conflict. One glance at October 27th, for example, shows a colored in annual spread square. That means to check the future page for October 27th and see what is already booked (my sister's birthday) before booking something else.

If you think it's time for a tune-up, just flip through your planner, looking for anything that could use some recopying or recutting, list it on a blank piece of paper, and do it. If you care for your planner like this a couple times a year, it will keep working for and taking care of you.

Etcetera.

Sometimes Daily Planner

Thank you for joining me on the journey through using daily planner pages. I must admit quite a bit of shock that I am still using them, and, to some extent, finding myself relying on daily pages. (Quo Vardis TextAgenda, trimmed and hole-punched at home, for the curious.)

I am still using weeklies, though. The thing is that having dailies more than a week out would make my planner too fat. Also, there are days when a daily is not needed. On those days, I simply use my old monthly/weekly system. I've found that, planning-wise, things haven't changed all that much. I was already doing a daily review of my planner, after all, and now I just do it pen in hand.

In this example, Sunday was not busy enough to justify a daily sheet.

I don't archive daily pages. I simply use them and toss them. And I still don't double up. If I make a daily page, the monthly and weekly page get obviously marked with the word "daily" so that I don't accidentally use the wrong page.

Today, I wanted to focus on some tricks and tips about my daily pages that make them work.

(Disclaimer: I generally make a set-up page for my blog post, and then erase and put in actual times for my real life. So don't even think about trying to break into my house, stalkers!)

*PLAN AM AND PM WITH LINES TO SHOW TIME SPAN.

Simply drawing a line from anticipated start to finish time visually indicates how much of my day is dedicated to each scheduled event.

No line? That means no event is scheduled so tasks can get done.

In the example above, I plan to drop off the kids at carpool, work in a coffee shop for about an hour (because I need to hit the pharmacy at the grocery store and they don't open until 9 a.m.), and then grocery shop (which must be done before lunch or we won't eat). In the afternoon, I need to work a little more.

*ADD TIME SENSITIVE TASKS TO SCHEDULE.

This is one of the real benefits of a daily page that I just cannot accomplish well on a monthly/weekly set-up. Some tasks need to be done before school (like the kids am checklist, which includes such things as putting lunch, snacks, and a water bottle in their backpack BEFORE school). Some, like unloading groceries, must be done immediately upon returning home. Having a timed schedule for the day means I can mark when these time sensitive tasks should be done.

*USE A DEDICATED SPACE TO LIST WHAT NEEDS TO LEAVE THE HOUSE IN THE MORNING.

Okay, this one is a big deal. It is probably the most helpful thing that I am doing with the daily pages. My kids leave the house with the same stuff each day (backpack, water bottle, snack, and lunch), so I have a sticker checklist for their stuff. If you go to the office each day, you can probably just borrow that idea.

But needs can really vary from day-to-day. Am I working out? Am I doing my legal work at home or in a coffee shop? Do I need reusable bags for grocery shopping? Am I eating any of my meals on the run?

Depending on what I am planning, I make a list of what I need to pack. (I use old daily pages and my timed schedule to create this list.) In the example above, I am going shopping (so I need reusable bags and coupons), I am working remotely (so I need my netbook and my work bag), and I am eating on the run (so I need fruit).

I also list my outfit for the day. In this case, no workout gear or business meeting clothes are required, but I do need walking shoes (as opposed to flip flops or sandals) since I will be shopping.

I do put as much of this stuff out as possible the night before, but the list ensures that I don't forget or waste time because I am unprepared.

*JUST LIKE ON WEEKLY ENTRIES, MUST DO AND SHOULD DO TASKS GO IN TWO SEPARATE LISTS.

I really do generally get should dos done because I plan a realistic amount of tasks. But if something comes up and I am forced to move things around a bit, I don't have to think about it. Should dos get moved and get a hash mark so that I have a record of how many times I moved them. 4 to 5 hash marks and they get dealt with.

*PUT CIRCLES BEFORE TASKS.

I use a circle instead of a box because circles are quicker to write.

*PUT CONTEXT CODES BEFORE TASKS.

In the example, I use the following: C = at computer, W = at work, H = at home, and A = anywhere. I keep a master list of them in the files of my planner.

TIP: Have a special file in your ABC files for planner related information, like measurements, the name of your favorite refills, ideas for new ways to use your planner, the description of your favorite ink pens, or the name of the files on your laptop that hold your sticker templates.

By using context codes, I can sit at my computer and knock out only those task. A tiny bit of extra effort when writing down the tasks makes a big difference in time spent doing the tasks.

*CIRCLE REPEATING TASKS.

This particular sample has a lot of repeating tasks. It's because it is a Monday entry and lots of things need to be done once a week. In fact, if I come across something random that I want to do next week, I usually put it on the Tuesday or Wednesday list, so that I have plenty of time on Monday to do these things.

When I do a circled task, before checking it off, I consider the next time it needs to be done, and rewrite it with a circle around it on that date. Then I check off the task.

The repeat duration varies. I have to check Edline once a week during the school year for updates from the kids' teachers. I have to write the lawn care check every ten days. I blog about every other day or so.

*LEAVE BLANK SPACE FOR NOTES.

Trust me, you'll need it. Since I don't archive these pages, any really important notes (like the confirmation number from booking a hotel room) go on my weekly pages. I still find that I use the notes area all the time!

*JOT DOWN A MENU.

My breakfast usually depends on my morning plans. Home? I eat oatmeal. On the road? Sunflower seeds or pecans and some fruit. Lunch is generally leftovers or salad. Dinner is already on my menu plan, but I put it here, too, so everything is in one place.

*END OF THE DAY REMINDERS GET A SPECIAL SPACE.

By the end of the day, I am so tired that I cannot think. This space is used to remind me that the little one needs a bath (an every other night task due to his skin condition) and that I must prep snacks and lunch for tomorrow. Anything else must be done tonight? It goes here.

Etcetera.

Planning Lazy: The List Of Little Tips That My Plannerds Requested

Be lazy.

Laziness is probably not what you would expect from a blogger who writes mostly about productivity and time management. But I think most planners get it wrong, trying to do everything and plan everything out.

(Yes, I include ME in that assessment. I think I can do everything. Parent perfectly. Keep my house spotless. Have zero typos and excellent legal analysis in every work assignment.

And then the pressure hits, and I lose it with the kids. "LOKI, GET IN HERE RIGHT NOW MISTER AND CLEAN UP THIS KETCHUP!" "ANDER, I SWEAR IF I HAVE TO TELL YOU ONE MORE TIME, YOU ARE SCRUBBING EVERY SURFACE IN THIS HOUSE, YOUNG MAN." "ALAN, YOUR LAUNCHPAD HAS EXPLODED ON MY COUNTER. I WILL THROW YOUR CRAP AWAY IF YOU DON'T CLEAN IT; I SWEAR I WILL!"

(Okay, full disclosure, Alan is my husband and NOT one of the children. And that yelling at him NEVER goes over well. I love him, dearly, but I still told him not to kiss me the other day because I didn't "want to associate this rage with your kisses." The rage, for the record, was NOT directed at him (that particular time). Still, he didn't take the explanation of why he shouldn't touch me right then as well as I would have liked, given that I was PROUD OF MYSELF for NOT screaming. His actual Facebook post about the topic: "the soft gentle caress and kiss I just delivered was met with, 'that didn't make me feel better, now I just want to kill somebody.'" I'm not saying his post was accurate, but...at least he is a forgiving soul.)

But planning for the sake of planning (which is different, mind you, than planning for joy - planning for joy is fine) is a waste of time.

I enjoy wasting time. I waste time watching Orphan Black, reading trashy romance novels from Book Bub, and reading my Planner groups on Facebook (in no way limited to the Giftie Etcetera group, mind you...I read them all). I like to play disc golf, dine with my ladies, and paint my toenails.

I do not enjoy cleaning bathtubs, getting dressed for work (funny, I don't mind the actual work part...luckily enough, my job no longer requires pants :)), or considering which part of the project needs to be done next.

I really am lazy. I am determined to play as hard as possible and work (especially housework) as little as possible. Whatever my planner says, that's all I HAVE to do today. And that is the only work that I plan to do.

(Apologies for the crappy phone shot. I have a nice camera, but I'm too lazy to stand up and get it. Living the dream, people. Living the dream.)

Note the Saturday tasks...message a friend, save laundry, and clean off the pile that accumulated on my desk this week. If I have time (the right column), blog, edit a chapter of my book, and cut dailies for next week. (I have some of the dailies for next week done, which is why that is a maybe chore.) Also, at the bottom right, my daily goals - exercise, eat 6 fruits/veggies, do my AM list, and do my PM list.

On my calendar, I have a ladies' night planned tonight with women from my kids' school.

That's it. I don't strive to do more. If those things are done, I'm happy, and lazy the rest of the day.

So I've made a list of ways to be lazy, to help you achieve my lifestyle.

*REUSE TOWELS. Okay, my standards require that I only reuse those that I clean clean stuff with, like towels used for drying my hands after washing them. But there is no need to wash a towel each time it is used!

*PREPARE FRUITS AND VEGGIES IN BULK. If I am washing grapes for school lunches, I go ahead and make extra for snacks. Chopping zucchini and peppers for a supper? I cut extra and throw them in the freezer for a stir-fry later. (I never prep or parboil veggies. Shrug.)

*COOK DOUBLE FOR LEFTOVERS. School and work lunches often consist of leftover stew or spaghetti from the day before. If I make hamburger patties, I go ahead and cook an extra pound of patties. Takes about the same amount of time, but I pop those suckers in the freezer and nuke them when the kids are hungry and karate lessons are approaching in minutes. My husband and I don't love rewarmed burgers, but the kids don't care! I freeze almost everything in individual servings. That way, if one person wants chili, I defrost one. Three of us want chili? Defrost three. No waste and quicker defrost!

*DISHWASH EVERYTHING. Germy plastic toys? Dishwasher, top shelf. Gross soap containers? Dishwasher. Toothbrushes and toothbrush holders? Sponges? Plastic or metal baskets and containers? Dishwasher. Hair clips, hair brush, and comb look funky? Dishwasher. Stop limiting that tool to actual dishes!

*DO NOT PRESORT LAUNDRY. Okay, we sort out reds and purples (because we have a ton) and whites. But, otherwise, everything gets washed together. We've had no problems.

*LET THE KIDS PUT AWAY THEIR OWN SCHOOL STUFF. Each day, they get home, refill water bottles and put them in the fridge for tomorrow, put lunch box insides in the trash or sink for washing, show me their folders and put any "to keep" papers in their launchpad boxes, and hang up their school bags and belts.

*DRESS FOR THE DAY'S ACTIVITIES. If I am lunching with my boss, I wear an outfit that will take me to lunch but also work for the rest of my day. Since I work from home most of the time and need to do some housework, too, that might be a casual dress with a cardigan and heels, for lunch, changed into the same dress with flip flops and no sweater for housework and working at home. This lets me be lazy in a couple of ways. I don't have to waste time changing, and I don't have to launder two outfits!

*WASH CLOTHES LESS OFTEN. In particular, jackets, sweaters, and jeans can often go a few times between washing. (Other stuff, too, if you don't live in a humid climate. Alas, Louisiana is sweat capital of the world.) Don't wash something twice; wear it twice instead!

*WIPE UP AND RINSE PANS DURING OR RIGHT AFTER COOKING. Soaked pans can be thrown, in many cases, into the dishwasher. A spill wiped up immediately, before it dries on, is much quicker to deal with.

*CARRY IT WITH YOU. When walking from room to room, carry something with you. For example, in a minute, I am going to stand up from the sofa and walk into the kitchen to defrost lunch. On the way, I will bring my coffee mug from this morning to the sink. On the way back to the living room, I will grab my cell phone to upload pictures for this blog.

*SWISH TOILETS. Once a day, swish the toilet brush around the toilet after use. Trust me.

*WIPE DOWN TUBS AND SHOWERS. Do the same after a bath or shower. Wipe it down and it will need cleaning less often and with less effort.

*ASSIGN WATER BOTTLES. Everyone in my household has a different color water bottle. When other kids come over, they get a water cup with washi tape, with their name on it. We reuse the containers for water for a day or two before washing. This definitely saves on dishwashing (and leaves room in the dishwashing for all that other stuff that I talked about earlier). We use water bottles instead of cups (yes, even with dinner) because they can go in the fridge without spilling. Also, I never have a container of water in the fridge to keep up with, because we just use ice and water and pop in the fridge when not in use.

*MAKE YOUR KIDS DO CHORES. Look, just because you are lazy doesn't mean THEY get to be lazy. Also, and this is important, it's your job, as a parent, to teach kids to care for themselves. One of our kids does dishes daily. The other one brings the laundry from all the rooms to Mommy's hamper. Each is responsible for his own bedroom and putting away his laundry, and they clean their bathroom together.

*STOP PICKING UP AFTER EVERYONE ELSE. Now, sometimes you have to pick up after someone else. After all, how do you vacuum the floor with toys on it when your kid is at school and not around to pick up? Simple. Pick up the toys and put them on the guilty child's chair at the dinner table. The rule here is that, before eating, you put away anything in your spot. That includes folded or hanging laundry, draped over the chairs.

*TAKE IT OUT, PLAY, PUT IT AWAY. The toy scenario above rarely happens because my kids know this rule that I learned from Loki's (wonderful) pre-K teacher. They must "put it away" before moving on to another activity. I don't nag. I just don't allow another activity. Sometimes, they will sit there, not putting it away for an hour or two. Whatever. I'm watching Orphan Black, so it doesn't hurt me any!

*HANG OR FOLD CLOTHES IMMEDIATELY. Seriously. Right when the dryer buzzes. Then, pass it off to the kids' seats at the dinner table and move on without wrinkles, ironing, or piles of clean laundry.

*NO MAKEUP AT HOME. Also not done if I am not leaving the house - blow drying hair, jewelry wearing (other than my wedding rings and watch), and sometimes pants. Not classy, but honest, right?

Let me know your lazy ideas in the comments!

Also, try these SIMPLE WAYS TO SAVE TIME from my post last July. Have a lazy Saturday!

Etcetera.

School Lunches

For the first time ever, my kids get to bring lunches to school sometimes.

For years, we were opposed to bringing lunches. After all, school lunch is fairly inexpensive (though not as cheap as I can do at home), mostly healthy, and not bad at the kids' private school. (I even got the recipe for the mashed potatoes from the cafeteria manager, because oh man those are yummilicious. Garlic powder. Who knew?)

But, about once or twice a week, the boys were coming home starving. For the older kid, meltdowns happened on pasta day. He is a really great eater. In fact, he would eat salad bar on pasta day - lettuce, carrots, tomatoes. Note the lack of calories. The only thing he truly won't eat - and this is despite trying a bite quite often - is thick pasta. Everyone has food preferences, but for adults, we get to choose our food. For kids, it means missing a meal. No big deal, once in a while, but not really fair to a kid who is perfectly willing to eat almost anything else or veggies! Also, the meltdowns from being hungry were making after school hours INTOLERABLE for Mommy. Truth.

So we started once a week (twice if they have good behavior reports) packed lunches.

This, of course, is a pain for Mommy. (Why does everything go back to Mommy?)

Here are some tips to make it easier.

*Write a reminder to make lunch in your planner.

Don't assume you will remember to make lunch in the hectic morning, especially when you are first adding lunches to your routine.

*Leave the lunchbox out on the counter.

Again, mornings happen. Don't let yourself forget to send lunch! The empty box reminds me to check the fridge.

*Serve leftovers.

Yes, I know most people send sandwiches. But school lunch is a great opportunity to use that last hot dog bun (either with an actual hot dog or with four frozen meatballs microwaved in some tomato sauce and packed in a warm thermos). Less than a full serving of chili? Serve it (again, in thermos) with some crackers and cheese. All those random fruits and veggies? Salads, fruit cups, and side dishes. At this point, school lunch is pretty much free at my house because the kids are eating the little things I would have thrown out when they were left uneaten.

*Have some quickie meals available.

Just because I usually serve leftovers doesn't mean I am above serving a turkey sandwich. Crackers, lunch meat, and cheese are popular here. Also, we do keep applesauce and fruit cups (in natural juices) in the fridge. Oh, and Spaghettios. Awkward. :/

*Don't pack junk.

I don't think kids will die from a bag of Cheetos. In fact, we do serve such things, sometimes, at home. But if I send them at lunch, that is all the kids will eat. They have such limited time for eating and they always eat the junk first.

In fact, because of the short lunch period...

*Pack two foods.

That's it. Two. Tomorrow, the little one is getting a hot dog with cheese and a side of fruit. Now, in shear numbers, the meal includes 1) hot dog bun, 2) hot dog, 3) ketchup (in a little cup), 4) cheese, 5) blueberries, and 6) grapes.

But his meal with be eaten this way - 1) hot dog with cheese and 2) mixed fruit. Otherwise, he would waste so much due to the time spent opening and eating and choosing each individual item.

Other examples include spaghetti and meatballs with an apple, beef and vegetable stew over rice with dessert of a banana, red beans, sausage, and rice with a peach, or a turkey, ham, and cheese sandwich with baby carrots. Always two main items. I realize the school gives several options, but the truth is that your kid probably only eats two of them. If you are packing lunch, you already know that your kid eats the meal. No need to give so many options.

Today was the second time my older kid brought lunch.

He forgot it in the classroom and ate carrots (for a total cost of $2.45 for BABY CARROTS because he refuses to eat spaghetti).

No system in perfect, right?

Etcetera.

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Planning Tomorrow

I hate to get off the couch and prep for tomorrow. I hate it. HATE. I hate it more than mayo. I hate it more than a person rubbing bare feet on the carpet. (Ick!) I hate it more than watching Star Wars, fighting, and that last mile of a 5K run.

But I do NOT hate it more than the disaster that is an unplanned morning.

Seriously.

If I prep food the day before, I eat better (because I have the ingredients for healthy meals defrosted, sometimes chopped or seasoned, and planned out so that I don't just have to grab fast food on the run).

TIP: Make a weekly dinner menu, keep a running list of basics that are emptying in your fridge and pantry, and prep tomorrow WHILE COOKING DINNER. Tonight, that meant I chopped veggies for tonight, tomorrow's lunch, and for the freezer, while my chicken was baking in the oven.

If I prep clothes, I am dressed appropriately for the weather and day's activities, like going for a walk in the park and then working at a coffee shop near the kids' school so I can volunteer at lunchtime.

If I prep my planner, I know when I need to work to stay on target, what to carry out of the house with me, how much free time I will have, and what's for dinner.

My schedule is at the top of the page, the first blue box is a list of things that need to leave the house with me, the middle is in two columns - must dos and carryover/want to dos from other days, and the bottom blue square is for dinner and nightly chores.

TIP: Put little hash marks next to carried over tasks so you know how many times you have copied them. Five hashes? Do it, delegate it, delay it (until a more appropriate time or after something else is done, so only delay if it is truly impossible to do it now), or delete it.

For new readers, the letters before each task are context indications. C = at computer. E = errands. W = at work.

Here's a peek at yesterday's daily page, for those who love planner porn. #KeepingMyFansHappy

Join the conversation on Facebook at Giftie Etcetera.

Etcetera.

Oops, I Actually Bought Another Planner, Sort Of (A Daily Page Update)

This happened to my daily planner pages this weekend.

You see, what happened was that a new planner jumped into my shopping cart....um...you see, what happened was that I got double-sided tape on my hand and the new planner attached itself and...okay, okay! The truth this time.

What happened is that I had a gift card to Barnes and Noble, and I generally rather buy planner pages than make them, but for months, I couldn't find any nice daily pages without spending $35 - $65 for them. Since I only use them on really busy days, that seemed crazy expensive! (Or, maybe, I'm crazy cheap?!?) Instead, I limped around with a homemade page that was one sided, needed printing, cutting, and hole punching, and was on low grade paper.

I had read about Quo Vadis Textagenda planners and always loved the layout, but I assumed they were 1) a horrible, wouldn't-work-in-my-ring-bound-FC-compact-planner size and 2) expensive.

Surprise! With just a bit of trimming and a quick hole punch, they work perfectly in my Boston (which is an admittedly wider FC compact than most of their styles). (This is the yearly page in the Future section of my binder.)

And since they are sewn together and only $15 for a full year worth of pages, they are cheap and easy to pull apart. 

My favorite feature is the top of the page timed schedule.

Note that I put appointments and timed routines (like PM - me) on the timed part. Also, I have priority tasks on the left and want-to-get-to tasks on the right, with context codes like "C" for "at computer."

If you decide to do something like this, make sure that you note that you are using a daily supplemental page carefully on your monthly and weekly pages, so that you ONLY refer to the daily page on that day.

Happy planning! Join the Facebook conversation in the Giftie Etcetera group today and feel free to share my posts in social media.

Etcetera.