Organizational strategies for the absent-minded?

March 21, 2008 11:27 PM

What organizational strategies might work for someone who is absent-minded and gets overwhelmed with too much to keep track of?

The consensus on AskMe seems to be that no organizational strategy (e.g. GTD, Covey) works for everybody, and that each person needs to find the specific strategy that works for them. This makes sense to me; my difficulties in getting organized are very different from the difficulties my friends have. I have tried a couple of strategies, but haven't found anything that really gives me what I am looking for. Overall, I would say I'm in the 20th percentile of the population in terms of overall organization.

So, I'm wondering if anyone can recommend some sort of method that might be suited to the following type of person. If this sounds like you at all, I would be tremendously interested to hear what has worked for you.

Summary:
-I hate having to keep track of many different things. I also hate focusing on details, multitasking, and doing clerical work.
-I'm very absent-minded. Without reminders, I will forget things.
-I have a deeply ingrained habit of being late.
-I'm heavily oriented toward electronic organizational strategies.

Examples

Wrongly estimating/losing track of time
-I greatly underestimate how long things will take. If a bus comes at 9, I'll start getting ready at 8:55, thinking I can just walk outside and catch it. But then I realize I need to pack my bag first, and then I can't find my wallet, and I miss the bus.
-I'll sit down for ten minutes to listen to some music, and before I realize it, it's been half an hour and I'm now running behind.

Managing my possessions/resources
-I go shopping, and realize I'm out of cash.
-My cell phone runs out of batteries in the middle of the day.
-I get caught up cramming for a math exam, and forget to bring a calculator or watch to the exam.

Bad attention to details/multitasking difficulties
-I hate any kind of clerical, repetitive, or detail-oriented work. I'm very bad at it too.
-Example: I used to work in a restaurant kitchen, but had a terrible time because it was a multitasking nightmare.

Yes, I know that I could come up with individual solutions for each of these problems. Some of you who have an easier time getting organized may be saying to yourselves, "that's so easy to avoid." But in practice it has been very hard for me to come up with a systematic way of preventing these things from happening.

Things I have found useful
-Anything that reduces the number of things I have to tend to/worry about: automatic bill pay , direct deposit, having alarms
-Keeping all my information organized on my laptop (esp. OneNote)
-My PDA, esp. the calendar feature

Based on this information, does anyone have pointers to resources that might be useful?

posted by wireless to grab bag (19 comments total)

Personal assistant?
posted by thebrokenmuse at 11:55 PM on March 21 [1 favorite]

Try to be gently ruthless with yourself, if that doesn't seem to much of a contradiction. If you blow off something or otherwise don't do what you set yourself out to do that day, mildly punish yourself. Nothing like self-flagellation or anything, just enough to nudge. Like skipping that mocha latte, or session on your favorite website, whatever. Just enough to cut into your comfort zone and teach your habitual parts something about delaying gratification a little.
posted by Burhanistan at 12:01 AM on March 22

I guess I'm similar. I just keep lots of to-do lists and do the direct-deposit and bill-pay thing. It's not perfect and I have to accept that I'm going to forget or be late sometimes, and sometimes things will stay on my to-do lists (which are periodically recombined). I use my Treo for some of this sometimes, but pen and paper are more immediate and more than adequate for my organization level.

Also, you're a procrastinator. You're going to have to learn to listen to yourself when you say "THIS time I'm going to be in the shower an hour before I have to leave in the morning." There's not a lot I can offer for that, you're just going to have to have a tighter schedule, and writing this out (a la "40 Year Old Virgin") is perfectly acceptable.
posted by rhizome at 12:07 AM on March 22

Here are some things you might try:

1. Routines and checklists. These can work well for forgetfulness. For example, an end-of-day checklist could include "plug in cell phone to recharge" and a morning checklist could include removing it from the charger. Checking to see if you have enough money could be an item on a checklist, too.

2. A simple timer - good for avoiding the 10 minutes turning into a half hour. That could be a physical timer or a software one.

3. A "launch pad" - a place where anything you need to take when you leave the house is kept.

4. Someone who can fill in where you are weak. It won't work in all jobs or other situations, but the more you can find someone else to handle the details, the better off you might be. No one is good at everything - you might be able to help someone else out where he or she is weak in return for getting help yourself. Or you may be able to hire someone to take care of certain detail-oriented things.

5. A huge emphasis on looking for simple approaches to things. You've done that already in some cases, such as the auto bill pay and direct deposit. Look for any other opportunities to simplify so there aren't as many details to worry about. For example, if you haven't yet gotten yourself off of junk mail lists, that would probably be a good thing to do.

6. Any of the suggestions for people with ADHD , who mention many of the same concerns that you do. You might look at these these two books: ADD-Friendly Ways to Organize Your Life, and Organizing Solutions for People with Attention Deficit Disorder. Neither one is focused on electronic solutions, though. You might google ADHD PDA (or similar combinations) to find articles.

7. The book Never Be Late Again - it might give you ideas on that aspect of your concerns.
posted by jeri at 1:11 AM on March 22

I found the best way to combat forgetfulness is to have lots of reminders. It's the same idea as setting up multiple alarm clocks for the morning when you really must get up on time.

I store all my tasks in OmniFocus. Important stuff with a due day goes on my calendar. For stuff I really must not miss, I also use iwantsandy to send me emails.

Another key thing is to put as much stuff as you can into your system. For example, waiting for a new credit card to show up in the mail in a few days? Give yourself a reminder to look for it in a few days. Put stuff in whenever you can think of it. It really helps you pick off those small tasks whenever you have time.
posted by trace.log at 1:14 AM on March 22

I'm not going to say "GTD", because you mention it, and you may well have dismissed it as a system that requires too much keeping track of things. But one or two of its underlying principles may be applicable, above all the basic idea of having one place where you get everything out of your head that you need to remember; you stop having to keep track of it in your head, and while you will have to keep referring to that one place — ie., a set of lists on a computer or in a notebook, for most people — you will know that everything you need to worry about is in there somewhere. After that, it's a question of developing routines for consulting that one place, perhaps by trying to always spend five minutes (I agree, use a countdown timer!) each morning and evening browsing through it, to figure out what needs remembering or planning for, and what can be safely ignored until the next time you browse.

Also, a note on electronic organizing: if you're storing your information and reminders in something that is in any way not fully portable, or takes more than about two seconds, literally, to boot up, you are probably going to resist having it with you at all times and referencing it whenever needed. Personally that's why I use paper.
posted by game warden to the events rhino at 2:49 AM on March 22

In terms of estimating time of estimating time for my husband I multiply by three. That is, if he says he will be ready in half an hour, I KNOW he will be ready in an hour and half. Depending on where your bus-stop is, that may or may not work. Your alternative (probably preferred by any spouse) is to get ready in advance - say an hour - and then keep doing what you were doing, so you can jump and leave with a second's notice.

Lists. How can anyone live without lists? I have a list on my corkboard which has the things I need to leave the house. Okay, that sounds ridiculous, but you can't keep all these things in your bag. Water, mints, keys these sort of things. Lists are wonderful and reusable.

Regarding your cash. You need a budget and a safety net. Once you spend below your income permanently, and have a fail safe account balance - meh - it can never happen again. (this is a bigger question than you think it is).

Otherwise, you seem to be on track to automating things. Good stuff. As an incredibly anal, organised person, I subscribe to a number of RSS feeds, etc, and really, it's quite basic. Do what you need to do to remind you to do what you need to do, and (in my opinion) mix it up a bit when it gets boring.
posted by b33j at 4:03 AM on March 22

I use color. For instance, if I have to bring my library books back, I write it on the calendar in orange (gel pen, they come in sets, too). To-do lists on a little flip spiral notepad with a red cover (red for action). I can renew my library books online if I forget, then write the new date in orange again. Usually I do my grocery lists in pink and to-do lists in black, green or purple.

When I worked outside the home, I set all my clocks 5 minutes ahead. That gave me that extra 5 minutes for delays. Also, while I didn't lay out my outfit the night before, I had a set of regular outfits that I knew I could pick from without dilly-dallying in the morning.

When I realize I have something to remember but I'm in the middle of something else, I write it down immediately. The act of writing it down helps get it into my brain more than typing. If I have something that is very, very important to remember (like paying the car payment on time), I write it on a neon Post-it small-sized note and stick it on my computer. We have a metal door, so I got some magnetic hooks at a dollar store and attach notes and important things to remember (check to deposit, cards to mail, etc.) to the clip and put it near the doorknob.

And do you mean you were out of cash in your account or just use cash for spending? Do you have a debit card? I have the fixed bills, like car insurance, set up to be deducted automatically, and I pay the ones that vary via telephone or bill pay. Everything else is on the debit card, and I check the account every day. You could always buy yourself a VISA gift card and keep it in your wallet for emergencies. I think there's a fee to purchase/activate them, but at least you'd have a back-up without resorting to credit cards.

Clerical work: I love piles, and my piles often generate one big pile. I put the very important stuff on a certain shelf (medical info, etc.) and the bills that need to be paid, I slide between my computer speaker and pen holder. Right in front of my face. Once a month or so, I go through the big pile and sort it out. If you want more info, check out this book by the president of the I Hate Filing Club.

My husband has a special man bag - little sports duffel bag, that he keeps his vitamins, sports bars, sudoku book, etc. in. He sets it in the same spot when he walks in and checks it once a week to replenish his supplies. We also have certain spots for our cellphones, and I try to remember to charge mine every night. A lot of executives I've worked for in the past purchased an extra cellphone battery in case theirs ran out during the day.

I think it's important to only tackle one of these things at once, get it ingrained as a habit, then move on to the next thing. Pick the one that's easiest in your mind: is it being on time, remembering items to bring to class, or clerical tasks? Use whatever tips and techniques appeal to you and don't beat yourself up for the other stuff in the meantime. Once you have one good habit down pat, you will feel more in control and self-confident about tackling the others. It takes anywhere from two weeks to a month to make it automatic (move your garbage can to another spot and see what happens if you don't believe me). Good luck!
posted by Marie Mon Dieu at 4:45 AM on March 22

Oh yeah, I forgot! My husband swears by his PDA and has also used the Jott system before.
posted by Marie Mon Dieu at 5:20 AM on March 22

I was you...and all it took to get me organized was GTDGmail. GTDGmail (especially the new version) + gCal+gooSync+my smartphone = teh 0rganized.
posted by TomMelee at 5:59 AM on March 22

I've found Remember the Milk to be a great task-management tool.
posted by Jacqueline at 7:40 AM on March 22

Years ago, I worked in corporate sales for Day-Timer and I learned quite a bit about time management from that gig. I was still a time management problem, because none of the standard D-T tools worked for me.

For you, I'd suggest reading Julie Morgenstern's Time Management From The Inside Out. She specifically addresses being a poor estimator of time. The book that really helped me was Time Management for Unmanageable People. The author was a friend of my former boss. It's not the perfect book and it retreads a lot of time management material. What makes is worthwhile is the author tailors the standard advice to more "free spirited" time managers. Both of these should be in your public library and I'd suggest you borrow them first. Time management systems are personal; you can buy a lot of books before you find one that clicks for you.

BTW, nearly everyone is bad at multi-tasking. This often linked NYT article gives a nice summary of the problem.
posted by 26.2 at 8:29 AM on March 22

I am right with you, wireless. I have missed medical appointments, tests (everything from final exams to GREs to grad school qualifiers), deadlines of all shapes and sizes, and even a funeral once. I was diagnosed with ADD (ADHD-I to be specific) three years ago, and while the Adderall makes it so I can now pay attention to a lecture, assignment, chore, or performance from start to end, it doesn't do anything to stop the problems I have with forgetting to bring what I need, losing track of time, and large-scale time mismanagement.

I've had some success with fixing the first two, and very little with the last, so I'll share my techniques with you in case they sound like they might help.

If your PDA has a vibrating alarm, use it. If not, use the one on your phone. Use it all the time. Set it for everything as soon as you think of it, even things you know you won't forget. I really, really mean it when I say to set it for things you know you won't forget. It's the only way to be sure that you've got everything that you might forget. Set alarms for appointments as soon as you make them. Don't set them to go off when you need to leave, but early enough so that if you're doing something else, you've got enough time to do a panic-rush get-ready and get to where you need to be without endangering anyone. If it's outside of your normal schedule, also set an alarm the day before to remind you. This is an extremely liberating thing. I set medical appointment alarms as I'm making them. I make the receptionist wait for me. Once they're set, it's phenomenally relieving to not have to worry about them. Never, ever turn off an alarm until you've actually done what you need to do. If your alarm has a snooze feature, use it. If you're anything like me, you can see a reminder, think right, gotta leave for my dentist's appointment in 3 minutes and not have it cross your mind again until 3 hours later. If you're as forgetful as you say, you'll probably also fail to remember to turn down off the sound on your PDA/phone, so that's why I recommend doing everything with a vibrating alarm (provided you can actually feel it in your pocket). For really short term reminders (within the next hour), I tend to just use the alarm clock feature since it's easier to set quickly.

I can't help you remember to take everything you need with you, but I've managed to cut down on my most commonly recurring problems in this area. I try never put my keys in my pocket without putting everything else that goes in my pockets, even things I know I won't use. This way I can't leave the house without my wallet or phone. (If you've ever left the house forgetting your keys, then choose whatever pocket item you will first notice as missing and never but that in your pocket without everything else.) If you have a backpack, briefcase, or purse, keep a store of useful minor-emergency items in it. I'm not talking about flashlights or first-aid kits (though if you've got the room, why not?), but things that you might find yourself without. I keep about $3 in quarters (enough for a parking meter or bus fare), writing implements, a couple blank checks, a granola bar, and a trash bag (primarily to cover my backpack when it rains, but it's a multitasker). For you, it sounds like you might want to keep a small calculator and a spare watch. As soon as I use one of those things up, I set a reminder to refill it to go off when I get home. When I get home and it goes off, I usually don't want to do it, but as long as I resolve the issue by setting another alarm, it works out okay in the long run (most of the time).

Lists work for me for big deals like packing for trips, but only if I get obsessive about them. I use them for to-do lists, but I'm not sure they help.

As has been pointed out, routine is your most powerful tool and the most difficult to change.

Get married.

Okay, I'm half joking about that, but only half. I have a significant other who is willing to remind me to do things repeatedly even when I get snippy about it, and I don't thank her enough for that. If your close friends are good, they can help too. However, you have to tell them what you have to do (sometimes just telling someone helps keep it in the brain (though techniques for keeping things in the brain are not going to help nearly as much as those that make it so you don't have to keep things there)). It also helps if they understand what a scatterbrain you are and are willing to remind you of things even when you probably do remember. If you have classmates/workmates who will call you if you haven't shown up for the test/meeting/whatever when it's about to start, this is wonderful. Bosses and teachers often understand being late, but many of them can't comprehend the sort of mindset it takes to miss an entire class/meeting/whatever.

Lastly, I'll say that I am still not perfect, and I still occasionally have major-league fuck-ups. I can't really say that the frequency or magnitude has decreased, but I can point at instances several times a week when one of these techniques has saved my hide, and the relief I get from being able to forget about certain things until that reminder goes off is enough in and of itself to warrant doing it.
posted by ErWenn at 9:10 AM on March 22 [1 favorite]

Post Its have transformed my disorganized life. I put them on everything. Used for instructions, reminders, lists.
posted by HotPatatta at 9:17 AM on March 22

Wow you sound so exactly like me it's uncanny. I'm still very forgetful and do a number of stupid things but I've reduced the frequency considerably from when I first moved out of my parents' house. One thing that's really worked for me is having a small bag/pouch in which I keep all the things I need daily. For me this bag is a five-zippered pouch type thing. I keep my keys, wallet, ID, checkbook in different compartments of this bag. It's small enough that when I want to change handbags I just put the whole thing into the new handbag. I love knowing that there's just one thing I need to take in the morning for my whole day to go smoothly.
posted by peacheater at 9:24 AM on March 22

Nthing the recommendations to set PDA alarms for everything. I use an iPhone but the process is the same: the minute you acquire an obligation, put it in the calendar and set an alarm that goes off with sufficient (generous) lead time.

I also schedule my everyday tasks (like working out) and set alarms for those. So if you take the 8:30 bus on Monday, Wednesday, and Friday, put that in your calendar with alarms that go off 15 minutes before you need to leave. By giving yourself a generous amount of lead time, you'll be able to get out of whatever you're doing, focus on the next task, and think, "What do I need to bring with me?" etc.

In iCal, you can hide a calendar but its alarms will still work. So I put my everyday schedule (work out, get away from the computer, etc.) in one calendar and then hid it. It still sets off alarms and pops up messages telling me what to do, but it leaves the main calendar looking clean and simple so I can easily see the non-mundane stuff (meetings, parties, etc.).

I also use my phone's timer--if I start to do something but should only spend 30 minutes doing it because I've got some other obligation, I set the alarm on my phone. Otherwise, I'll become so engrossed in whatever I'm doing that I'll be late.

If your PDA is a Palm, you might like Life Balance for keeping track of to-dos and making sure you still have the big picture in mind. (It looks like they might come out with a version for the iPhone, too.)
posted by PatoPata at 10:25 AM on March 22

Flylady fixed all of these problems for me. Her site looks really dorky, but it is life-changing. Seriously.
posted by selfmedicating at 4:58 PM on March 22

Duhhh... this is what I meant to link to: Flylady
posted by selfmedicating at 4:59 PM on March 22

Thanks for the phenomenal answers, everyone! I'm going to try a lot of the things people mentioned.
posted by wireless at 8:22 AM on March 24