Hi there! With school getting back to normal and extracurricular activities starting to pick up and get back to normal, I’ve been hearing a lot of talk about frustration lately. After a year or so of not being able to do anything, it’s nice to get back to all the things. However busy schedules, as you know, can be overwhelming and chaotic especially when you are juggling multiple children’s activities. But don’t worry, these simple planning techniques will help you fight the dreaded frustration and calm that annoying chaos that comes with it.
I was feeling depressed at the beginning of September. I was away from home in the months of July and August and I didn’t keep up with my system. Then we jumped back into school stuff and sports and suddenly I don’t know if I’m coming or going. My official role as a senior driver has officially resumed and to be honest I’m loving every minute of it. However stress can quickly dominate the day when our brains are desperately trying to remember all the data we are fed. When all the little details parents have to worry about are racing through our brains as we try to remember everything, it can be overwhelming and stressful.
Thankfully when I got back on track with my schedule it finally felt like I could breathe deeply again. This program not only helps me manage my health on a regular basis, but is especially helpful when I go through challenging periods in life such as a new school year, a new baby, a big move or managing an illness. Because let’s face it, while the common advice might be to just put some balls down and try to keep them in the air, that’s not always possible. Life happens and seasons don’t last forever. So instead, the purpose of today’s blog post is about managing the chaos instead of the chaos controlling it. Yes, let’s do this!
Planning Strategies to Combat Stress and Calm Chaos
Many people think that I am organized because I am an organized person by nature but that is not true. I am organized because I use my nature to live an organized life. If it wasn’t, I would have collapsed and there was nothing that could be done. Be honest. That’s why I follow these planning rules me too use procedures and rewards once and for all. The following few planning techniques are necessary though!
Master List Notebook
Now this isn’t a fluke but lists are a lifeline for my depression. But not just any list or note reminder stuck in every nook and cranny. No it’s what I like to call a Master List Notebook that keeps everything I do in one place. Otherwise known as my brain dump basket. You all know how I love to pack! I’m such an old fashion and paper girl so this is what I always go back to. Simple and easy to use.
My Master List Notebook is my container of sanity and not only would I be lost without it but I definitely wouldn’t sleep at night. My spiral bound notebook of choice is 7 x 5 inches in size and I get it at the dollar store. I prefer this size because it’s big enough to get 20 jobs per page but small enough to be left out next to my computer or in my purse if I want to take it with me (and now it’s not such a bad idea!). Spiral bound is also important to me so it folds on itself so I have to see one side at a time. But listen any notebook will do, let’s get down to logistics here!
Mental Abandonment:
I always start by writing the date at the top of the page. Then I write down every single task that takes up too much space in my head. Basically a constant daily brain dump of all kinds of randomness mixed from my brain to paper. I believe we get overwhelmed when our brains try to process and remember so much information. By getting it out of our heads and written down, it lightens the load and allows the brain to slow down and focus on one thing at a time.
The trick to this brain dump is to write down your tasks in detail and this helps in grouping the tasks that I will talk about in a moment. So for example if you want to make end of year gifts for teachers, your list should include (as separate line items) all the different steps needed to make that happen: buy craft supplies, kids make cards, make crafts, buy packaging, etc. The more details I have, the less stress I feel. Mental clutter is bad news. This is why we start forgetting appointments and locking our keys in the van…ahem…he was there.
Integration functions:
Having a to-do list like this makes it so much easier now to combine tasks that save all kinds of time, energy and money. If I need to run downtown to run an errand I can quickly scan my list to see anywhere I’ve marked that I need to buy or pick up something that saves me a lot of trips. Nothing annoys me more than making a trip to Walmart, only to remember when I get home that I forgot something. Making another trip is a waste of valuable time. In addition to shopping trips, I also try to coordinate phone calls etc.
Highlight Completed Tasks:
As I complete my tasks I will highlight the line item so I know it is done. It provides visual interest on the page and makes it very clear which items are still outstanding. It also means I can still read the finished work. Many times I have gone back to my notebook to double check a day or task and this makes it easy to do so. But listen if you just want to be wild and crazy then skip those activities instead go ahead and do what makes your heart happy. You have to do what works best for you!
Starting a New Page:
Every week or two I will start a new page in my notebook with a new date at the top. I do any remaining tasks on this new date. Now all the remaining tasks are grouped together at the top. The reason I don’t start a new page every day is because I’m always moving things forward which is not a good use of my time. However, if you notice that you’re not getting the same jobs week after week, it’s time to be honest with yourself about it. Find a way to make it happen or just forget about it.
CALENDAR/ORDER
Another important part of organizing in reducing overload is using an organizer of some kind. Whether it’s digital or paper, it’s important to organize your time. Once you’ve had a successful brain dump, now is the time to take that master list and organize those tasks into your planner. Every morning I check my list notebook and go out THREE the tasks I have to do for the day. I may still fit in with others if time allows, but first I choose three things that are my priority. I then write those down in my schedule along with any sub-tasks needed to make those three tasks happen.
If we are not intentional about this step it is very easy to put off tasks believing we have more time than we really do. Or we procrastinate simply because we are overwhelmed with the amount of things that need to be done. The latter is my inclination. Be realistic about the time you get. I think once we get past wanting we set ourselves up for failure.
I use a combination of Simply Yours Day Planner and a calendar app on my phone that I share/sync with my husband and teenage son so we’re all on the same page. There are many calendar apps out there and I have tried many of them. However I find most of them too complicated and “busy”. I keep coming back to the recovery of my iPhone calendar app. Simplicity is always the name of my game for me. Read more about my favorite editors HERE. I would love to hear what you use.
If you have young children I would strongly suggest a fridge calendar to keep everyone connected. It is very important! More details about why and my favorite fridge calendar HERE.
REMINDER APP
In addition to the planning techniques listed above, I also use the free Reminders app on my phone. This tool helps to relieve the brain clutter that takes up important space in the head. I set it up with all the list types I want to follow. My memory isn’t that good these days so the Reminders app is a life saver! Do you use this app? Very easy to set up and easy to use. And yes I keep track of the Hallmark Christmas movies I watch because I won’t remember them any other way, ha!
When You Run Out of Supplies
If, after performing these planning techniques, you are still having trouble keeping up, it may be time to consider one or more of the following steps.
- Ask friends for help (not always easy to do)
- Outsource tasks (is it worth my time to pay someone else to do it?)
- Make it easy (eg: I’ll buy gifts for the teacher instead of making them myself)
- Re-prioritize and delete (what can I cut from the list completely)
Too many decisions in such a short amount of time is stressful. Having a system in place will help reduce the tension that results when it gets too intense. Remember, whatever planning techniques you use, if they are not easy enough to use, you are adding to the chaos. So stay simple and say no to brainstorming. You’ll feel so much better if you do!
Anyone else feeling overwhelmed right now and need to use a Master List Notebook? Of these planning techniques, which one is your favorite?
