break.  It is super simple, but reaps a lot of benefits in managing your time, securing your focus, and learning the actual amount of time certain tasks require.

Often we underestimate how long creative tasks take. Perhaps we get “in the zone” or begin to lean toward perfectionism.  The Parkinson Principle teaches that a task will expand to fill the amount of time available to it – and in these days of Stay at Home Orders, with very little on our calendars “in ink”, we can easily find ourselves busy “at” something without really accomplishing a lot.  The Pomodoro Technique can help keep your brain on task and help you visualize the passing of time in chunks.  To me at times, it is almost like a race or contest – how much can I accomplish in this 25 minute period? 

 On the other hand, many OVERestimate the time required to perform a task.  We are so used to multitasking and distractions, and the consequent loss of productivity as the brain constantly refocuses, that we don’t realize how much of that writing time actually involves checking email, scrolling facebook, and other non-relevant activities.

My favorite time of day for Creative time and Pomodoros is in the morning from 9-12.  It is a nice time block of energy and productivity.  Often in Time Management, we talk about the Eisenhower Matrix, where most of us live in the quadrant of completing tasks that are “Important and URGENT”.  But many priorities in our lives never make themselves “urgent” – think of the inspiring author who dreams of writing a book – there is no contract, she has no external “deadlines”  holding her to due dates, she must make this priority rise to the top on her own.  There are many occupational advancement projects that would fit this category.  But even on a personal level:  time with the kids, healthy cooking, exercise, home improvement projects and maintenance – these are items that allow us to neglect them and rarely rise to level of urgent emergencies, “fires” that need to be put out.  So setting aside that time block for YOUR priorities – making that standing appointment with YOURSELF and not allowing distractions, is an AMAZING way to live in the quadrant of Important but NOT urgent!!

Because I love to “race the clock”, I also enjoy Pomodoros with more mundane tasks – tidying up, putting away a basket of laundry, prepping dinner – I like to see how much I can accomplish in a short period, and it helps me stay on task as I compete to match the time I have estimated!

You really have to experience the technique to see its power in:

• enhancing your focus
• harnessing your awareness of the distractions around you
• improving your ability to cut down on the interruptions
• increasing your skill to estimate the timetable for all kinds of tasks – your planning over time!

 
And it’s kind of like Othello – a minute to learn.  A lifetime to master.  The technique is just a few simple steps, but mastering our energy to focus is an ongoing process!

1.  Choose your task – big, small, priority, mundane – but if it is worth your time, it is worth your undivided attention!

Write it down to define it better.  Estimate how many pomodoros (25 minute sessions) you expect it to take and write that down as well.  If it is more than about 5 pomodoros, you want to break down into smaller tasks.  If it is just a 2 minute email, you want to batch into a full pomodoro (work in my inbox to respond to multiple emails, in this example).   Here you are, actively choosing what you will accomplish in the next ½ hour, and making a list of what is most important to you today!!  In fact, you may want to schedule a PLANNING Pomodoro, where you use a session to plan your day, week, month, and do some serious goal setting!!

2. Set the timer for 25 minutes.
Make an oath with yourself to spend the next 25 minutes focused on this task, without allowing interruptions. (You can do anything for 25 minutes!)
 
There are lots of free apps out there for your phone or PC. It should show you a visible countdown, alarm after the time is up, AND should make a ticking sound.  This might sound super irritating or stress inducing – but here’s one of the reasons you have to give it a chance for a couple of days!!  It tends to create a calm energy, and like Pavlov’s dogs, provides a mental signal that it is time to FOCUS!
 
The suggested duration is 30 minutes long (25 minutes of working with a 5 minute break), but anywhere from 25-40 minutes for both the work interval and the break could work. Because it is also a tool to LEARN focus: focusing for an entire 25 minutes straight may be the GOAL for you, and that’s okay – Define THAT as the goal and embrace it!!  You may want to start with a smaller timeframe, and that’s okay too – IMPROVING FOCUS is the name of the game and a huge benefit! 

3.  PROTECT the Pomodoro!!

To accomplish the Pomodoro and reward yourself with that check mark, you have to stay focused and complete the whole 25 minutes.  You can’t quit halfway through to take a phone call, or check email and still take credit.  So, you only want to allow interruption for very important items. And you want to realize that it is in your power to CHOOSE what is valid or not.
 
If you have mental, internal interruptions:  WRITE THEM DOWN, don’t require your mind to hold them.  You want your task to stay front and center of your brain, and allow your focus to stay on task. Writing it down also helps you visually TRACK the distractions – how frequently are you interrupting yourself – this is one of the ways you learn to improve!  You will review them after you are finished your time block of Pomodoros, and you may well discover very few of the distractions were urgent.

For external distractions and interruptions from others: note and refocus.  Start to realize how much is just an internal compulsion to respond immediately, take the call, reply to the text, and which “emergencies” can wait for 30 minutes, or 3 hours.  Ask yourself whether this could wait until your 5 minute break.  Many items are just not that pressing, and some may resolve themselves before you get around to dealing with them!  Pretend you are with a client – would you pick up the phone then? (you have made an appointment with yourself and should respect your priority to a similar level).  If you at least need to acknowledge the person, you Inform, negotiate and follow up.  Let them know that you are currently busy, not in a position to respond… or get those around you used the phrase “I’m in the middle of a Pomodoro”!  Ask if you can call back at a specific time in the future (set an alarm if needed) and follow up then.  Now, log the distraction and get back to work! 

If it is an emergency, or you opt to stop the Pomodoro, then you consciously CHOOSE to abandon the Pomodoro.  You don’t log that one.  And you start a new Pomodoro when you are able to focus again, and aim for the next one to go better!

4. When the Pomodoro rings, STOP!, Submit the Pomodoro!! (You did it!)  And TAKE A BREAK!!

I have mixed feelings on this:  when I am working on something creative, I often find myself in “flow” and I am just not going to interrupt that state to actually stop what I am doing.  At times I will take the break, but other times, I freely admit, I just keep on rolling.  Often, I just x out the 5 minute break timer and move straight into the next Pomodoro.  And I’m okay with that as well – When I’m on a roll and not burning out, I am EMBRACING that positive energy!! Maybe the Pomodoro answer is to set slightly longer work intervals, and that is something I am going to experiment with!

On the other hand, the rule is STOP – you are going to want to tell yourself “but I will be DONE in 4 minutes!!  I should just finish.”  Remember, we are bad at estimating time and you may be lying to yourself.  You may be ready to just keep going.  Part of the reason for the break is to value rest, and a truly focused brain needs some downtime, and needs to conserve energy for multiple pomodoros.  Open your Breathing App, use the restroom, grab a cup of coffee, go for a short walk or do some jumping jacks.  I think catching up on another small task that uses less brainpower is also allowed – fold some laundry, wipe the counters, empty the dishwasher, delete some emails.

So don’t reject breaks on principle - they are essential to building your focus endurance and improve quality productivity. So give them a chance and let them work for you!
 
5.  Now we start a new Pomodoro!
Don’t let break time suck you in… you want to be able to enjoy that short break, rest your brain, but then get right back to it, that is part of the pacing of the Pomodoro!

6. After 4 Pomodoros, take a longer break. (Default is usually 15-30 minutes)
This is a more restorative break.  Give your mind a chance to process your thoughts and rest so that you can give the next set full attention!  Take a walk (your dog will thank you), close your eyes for 20 minutes, clean the kitchen.

See if this method works to both immediately improve your focus on tasks at hand, AND to improve your Focusing Endurance in the long term!  If it is worth doing, it is worth your full attention!

If you have an interest in decluttering and organizing and have read how-to books and articles, you have likely been introduced to the concept of Minimalism. In this post, we'll discuss some common misconceptions of Minimalism, and next month, I'll offer my favorite definitions by favorite minimalist thinkers. We'll also come back - a lot - to my favorite definition: Intentional.  If it were up to me, we would call it the Intentionality Movement and probably reduce a lot of the misconceptions surrounding "Minimalism"!

As with so many things, Minimalism looks different for each person as they embrace its concepts with their personalities, values, interests, styles, and unique selves!! But when many people hear the term Minimalism, they instantly conjure up some mental images, generalizations that do not have to be part of what Minimalism looks like on YOU!

Myth #1: Minimalist houses are sparse and WHITE.

This is my first mental image, and there may be a definition of minimal interior design that makes this true. But the minimalist movement has moved beyond that interior design aspect. Minimalists can be collectors, love color, love sentimental objects, and surround themselves with warm comfy throws! But they will be intentional: curate their collections, choose great pops of color, limit sentimental objects to favorite memories on display, and get great use out of their decorative throws.  What good are treasures in a box in the basement?

My house would scream minimalist to exactly NO ONE. But every time I sweep through with fresh eyes, or paint a room and decide what deserves to go back up on my walls, I seem to find another item that isn't earning its keep. If it isn't making me smile every time I walk past, it at least needs to be reassessed and reconsidered. I am continually amazed at the truth of the phrase: "less is more"!

Myth #2: Minimalists don't believe in fashion.

This might conjure the mental image of Steve Jobs: daily "uniform," black turtleneck, an almost empty wardrobe full of neutrals. Minimalists are unlikely to have closets stuffed to the gills with clothes they haven't worn in ages - whether because the clothes are the wrong size, poor-fitting, ugly splurge purchases, no longer in style, etc. They are very likely to be in tune with THEIR style rather than swayed by every newest trend. But plenty love fashion, and dress in colors and shapes that flatter their complexions and bodies.

I am no fashionista, but I am learning to be intentional with my purchases, only buying what makes me feel great, rather than what is on sale. I am learning to let go of the extras in my wardrobe that just aren't me, and give them away.  To focus on the fact I  have learned something about my style rather than just having lost money. I think the most surprising change for me is that I am slowly paring my neutrals down to black (rather than browns and grays and blues and blacks). It is my favorite neutral and looks great with the bright, bold colors I enjoy. And I don't feel I have to give up jeans - I'll keep wearing the dark wash I've always gravitated to.

Myth #3: They hate books, too.

<--Here's my mental image - the strong reaction of book lovers to Marie Kondo.  Would the minimalist movement, or your favorite organizer, encourage you to reconsider your relationship with physical books, as you would other things? Probably so. Does this mean they don't read and disdain the pursuit of knowledge? Or that no minimalist home needs bookshelves? Probably not. But let's face it - sometimes we keep books on our shelves that we haven't even read because we like what they say about who we are. Sometimes we keep references we will never refer to or novels we will never revisit. And, in my mind, sharing is caring. Most book lovers are excited to share the books they truly love - loaning with open hearts - even while knowing they may have to repurchase the next time they want to "loan". I think it is with the books we haven't read that we have the strangest, or most unhealthy, relationship.

I think for me, this added some new questions to my arsenal. As I think about my intention to make my home a place of comfort and welcome, I often remind myself that libraries, museums, and gardens hold items for everyone to share and enjoy. When I look at books that have sat on my shelves for years, I ask: Will this add to the next "chapter" of my life? Is this something I would buy in the store if I saw it today?  Might this serve a *better* purpose in someone else's home, temporarily, or permanently? And now we are back to being book lovers, sharing our treasures with open arms!

Myth #4: Minimalists count the number of items in their closet or home.

You will read books and Challenges referring to numbers of items. I picture Minimalists humble bragging about how few things they own, or into what tiny suitcase they can squeeze all their worldly possessions. Minimalism could be defined as a process of figuring out the "minimum" you need to be content.  I think some personalities strongly identify with a challenge and taking the more extreme route. But the minimalist movement is more about being intentional about what we own and allow in our lives than keeping tallies and should never be about comparison or judgment!

I can't imagine trying to hit artificially chosen "number of items" goals in my home, in a room, in my "capsule wardrobe". But the concepts of figuring out what I can do without, what is the least I need, what others would benefit from more, really inspire me at times. We are so accustomed to our society of overabundance that these ideas go against conventional thinking!

Myth #5: Minimalism happens overnight, is all or nothing.

The image is: You either ARE a minimalist and fit within a particular box (perhaps the myths above), or you are NOT a minimalist. Again, some personalities are more extreme, more all in, more inspired by challenges than others. But Minimalism is a mindset and a journey, and the path looks different for everyone.

My sister and I have played with the idea of writing an organizing book together in the future. She jokes that she will share the extreme view - her side of the book will be called the Spartan Method. I will share the slower, more patient view - I may call it the "What turns your Heart on" Method. People process differently, and it is okay to grow in stages.  I have always been amazed to watch the "GROWTH SPURTS" God fashioned for babies and children, and I don't think they only apply to the physical.  So be gentle with yourself as you make intentional decisions about how to fashion your life and surroundings! Maybe you can join me in being an "intentionalist" who also aspires to Minimalism!

Myth #6: Minimalists are all backpacking the world or living in tiny RVs - crunchy, vegan, millennial free spirits avoiding all responsibility.

I think many Minimalists started with a significant life change, but here we are, back to the all or nothing box! Your priorities might not have anything to do with travel: you may spend your newfound free time serving the elderly, or your extra finances (from more thoughtful purchasing habits) supporting a battered women's shelter. Perhaps you will use the additional space in your easier-to-maintain-home to host neighbors, coworkers, and family regularly, investing in relationships. It's about taking FULL responsibility for the choices that shape your reality and realizing we don't have to walk the same hamster wheel.

This myth makes me laugh because this description may be the antithesis of me.  Still, the concepts of Minimalism and the definitions we will explore in the next post inspire me to really consider my big picture. And watching people make dramatic choices on their journeys, no matter how different from mine, is encouraging too!

I'm excited to have a small article published in York County Medicine on the topic of reducing stress by getting organized!

www.nxtbook.com/hoffmann/YorkCounty_Medicine/YorkCountyMedicineSummer2019/index.php#/38

When our spaces and lives are disorganized, we are constantly behind and overwhelmed.  It can seem so hard to regain control - but by building systems brick by brick, we can start to find the peace that comes from having good routines and having tidy spaces where we know where things are.

Some seasons of our lives can throw even the "naturally organized" for a major loop.  These events make it really hard to keep up with things, much less get ahead of them.  The illness of a loved one, a new baby, a change in marital status, a move...  It is always okay to reach out for extra help, but if you find yourself in a season that has you stretched thin on time and emotional bandwidth, I really encourage you to be gentle with yourself, and consider bringing in some extra back up! 

 It's Memorial Day weekend and time to kick off summer!!

We spend more time out and about over the summer - picnics, hikes, park days, baseball games, fireworks - so you might find yourself living out of your car more than usual.  Here are some items worth packing (and repacking!) so that you are ready for whatever adventures summer sends your way!

1. Sunglasses, Sunscreen, baseball caps - I always have back up shades in the car, though our family can usually get by without the others!

2. Sheet/picnic blanket - This comes in handy any time you need to sprawl on the grass - parks, concerts, beaches, etc.  It is also useful to protect your car's seats and floors after a muddy, sandy, or wet adventure!

3. Camp Chairs - Because I'd rather not be on the ground these days!  And you fit in better with the "cool" soccer moms!
    Sharpie - I'm going to mention this must-have here as a public service announcement for the team mom in charge of Lost and Found: Label your kids' stuff!  With this in your car, your kids can put their name back on their balls, their disc golf frisbees, their water bottles, your camp chair!

4.  Water and Snacks - I keep an entire case of water in the trunk so that we are always ready, though we try to pack fresh each day!  Chocolate-free trail mixes, beef jerky, and chips are good to "keep around" and fresh fruit is perfect for packing fresh, or grabbing from a roadside stand!

5.  First Aid Items - For us this involves both conventional items and essential oils, but we want to be ready to treat: bee stings, cuts, headaches, bruises, allergies, and with a Type 1 Diabetic: Low Blood Sugars.

6.  Grocery bags, napkins, paper towels - this was an add-on from my Aunt Kathleen - if you have ever taken a road trip with an incident involving bodily fluids, you know this is a lifesaver!  But, it comes in handy in the summer for damp items, bagging up an amazing discovery, wiping up the juice of delicious fruit dripping down your arm, etc.!

7.  Backup Clothing - this changes over the years, but:
             *Swimsuits, water shoes, towels - they aren't going to resist the creek, water park, swimming hole, sprinkler, so be ready and let them have at it!
            *Bowling Shoes - we LOVE the KidsBowlFree program, so bowling shoes are at the ready for frequent rounds of bowling!
              * Socks - You need them bowling, at a play place when you stop for lunch, when your other socks are [muddy, dirty, wet] from [puddle hopping, hiking, morning dew]
               *The full-out outfit change - we started with toddlers, babies, and mamas caught in the crossfire.  I don't know the last time we utilized a clean outfit (I think it was for a younger friend and we rolled up sleeves and pant legs!) but I still have them stashed, because you might as well be ready!

What do you keep in the car for summer??  Must haves? First Aid?  What did I miss? Comment Below!