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MNMommy
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| Posted: April 12 2011 at 10:23am | IP Logged
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How do you keep on top of all the little tasks that culminate in larger events? As an example, Thursday night our parish is hosting Chrism Mass and my calendar says "Chrism Mass 7:00." We are likely to show up and be on time since I remembered to write it down. 
But....what isn't on the calendar are the tasks leading up to Chrism Mass. These in particular:
*Buy ingredients for Chrism Mass dessert
*Make Chrism Mass dessert
*Deliver dessert Thursday morning/afternoon
*Dh needs to arrive at 6:30 to organize his RE class
These tasks are likely to get lost in my head with my normal daily chaos.
I used to be able to keep everything in my head, but this least baby has pushed me over the edge. Not only am I forgetting obligations, but I am missing pertinent steps leading to events. I am really kicking myself today since last night the olders had their music concert and I royally messed up. I thought the concert started a 1/2 hour later than it did, and my 6yo didn't get to sing.  Last week dh missed his RE class b/c I hadn't verified the class schedule. Pretty embarrassing for the teacher to not show up. 
I am afraid that I am in over my head trying to manage the logistics of our family. We don't run around much, but we are busy just because there are 7 of us.
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Jennifer
Tired mom to - 10yo dd, 7yo ds, 6yo ds, 4yo dd, 2yo ds
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JodieLyn
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| Posted: April 12 2011 at 12:26pm | IP Logged
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1) tell dh that he is in charge of where he has to be.. it's all I can do to keep track of the things I need to get people to and he's a grown up and can handle this.
2) google calender will send text messages to my phone to remind me of things
3) if I'm supposed to show up for it.. it goes in my calender on my phone.. with an alert from 15 min (for something I can just get up and run out the door for) to 1 hour for something I need to get ready for.. much longer than that and I'll probably "lose" the time anyway. That way there's no needing to remember a time.. it's in my phone.
4) if it's something that requires more than an hour of prep.. a list helps greatly.. on the computer (it doesn't get lost) or on the fridge or bulletin board.
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Jodie, wife to Dave
G-18, B-17, G-15, G-14, B-13, B-11, G-9, B-7, B-5, B-4
All men who have turned out worth anything have had the chief hand in their own education.
-Sir Walter Scott
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v-girl
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| Posted: April 12 2011 at 12:40pm | IP Logged
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I put everything into my phone. Before the phone with calendar option, I had a Palm PDA to put everything into. Why? If it doesn't "yell" at me, I will not remember.
Now that I have an iPhone, I never miss anything. The only reason I'm ever late is because of my kids or husband. 
If something is in the morning, I set a 2 hour alarm. When that goes off, I change the alarm to whatever time we need to head out the door, then I start making sure the kids and I are ready.
Everything that I need to do will go into the calendar. Bake cookies for funeral (I'm on our parish's bereavement committee), go buy birthday gift, go to Mass (I'm not kidding -- it has to be on the phone or I'll end up napping through it), take kid to abuela's house, etc.
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Angie Mc
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| Posted: April 12 2011 at 12:49pm | IP Logged
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I remember the shock of not being able to keep track of everything in my head. It sorta messed with my identity  - so not kidding  . Oh well, I needed to get over it and...
Write everything down.
Like Jodie, I expect all adults and responsible children to be responsible for their own schedule AND to contribute to keeping track of details. We have a weekly meeting to go over the weekly calendar AND a once a month planning meeting for bigger/future planning. I also have, for example, a list on the refrigerator for everyone to keep track of what is needed for the next shopping trip. Shopping is limited to once a month (Costco) and once every other week (Walmart/Frys Grocery.) If it isn't on the list, it doesn't get purchased. I have forms and grids galore to help everyone chip in.
I no longer keep a detailed "to do" list. I found it depressing. Either what needs to get done is placed on the calendar or it doesn't happen. I use Outlook and have several calendars that I can look at together or one at a time. Outlook is synced to my Blackberry - which my family now calls my brain .
Hopefully you will be reassured knwoing what you're going through is common and a transition, from one way of doing things (time management in the brain) to doing things another way (time management via delegating, paper, pencil, computer, and phone.)
Love,
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Angie Mc
Maimeo to Henry! Dave's wife, mom to Mrs. Devin+Michael Pope, Aiden 20,Ian 17,John Paul 11,Catherine (heaven 6/07)
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JodieLyn
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| Posted: April 12 2011 at 12:58pm | IP Logged
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oh yeah.. google calender does the multiple calenders too. So that I can have one for lacrosse and one for boy scouts and one for cub scouts and one for our family calender.. and dh has some of his own.. etc etc what it allows me to do is either look at EVERYTHING all together (I can even check dh's so I know whether or not I have help getting everyone where they need to be).. or I can just look at one calender.
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Jodie, wife to Dave
G-18, B-17, G-15, G-14, B-13, B-11, G-9, B-7, B-5, B-4
All men who have turned out worth anything have had the chief hand in their own education.
-Sir Walter Scott
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Mackfam
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| Posted: April 12 2011 at 1:17pm | IP Logged
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I have several note-making tools that I make use of in varying degrees to help me juggle tasks. The apps on my phone are particularly helpful! The one tool I return to again and again because it is intuitive for me is my spiral bound paper planner from Family Centered Press. Here's how I use it (which I originally shared on this thread):
Mackfam wrote:
I bought the spiral bound 8.5 x 11 planner - it's the topmost planner on this page.
I have always bought the smaller one thinking I would drop it in my bag to go somewhere, but I was always having trouble cramming everything in that I wanted to journal on a page! Since I'm always bringing a notebook or something else with me in a bag or basket, bringing the 8.5 x 11 size wasn't a big stretch for me. I actually like to tuck it into my daily notebook which has all my lesson plans and resources.
Here's how I use the calendar:
On Friday/Saturday, the calendar comes with my menu planning basket to the kitchen table as I plan out my menus. I look ahead to see the Feasts for the upcoming week, and any errands out of the home that might necessitate super simple eating plans. I used to write my meal plans in the block of space on the side of each of the days (there's a block of space where the mystery of the Rosary is listed - this space is perfect for journaling meal plans for the day. Sometimes I still do this, but I enjoy keeping my menus more detailed on a menu sheet I made, so lately I just journal my tea plans there.) Edited to say...that out of a need to return to simplicity, I returned to journaling my meal/menu plans in this small block of space which is out to the side of each day.
I like to keep my calendar on my desk as I plan out our weekly plans as well. I can add nature walk plans, field trips, appointments, library days, etc. to the calendar when I work on my weekly plans on Thursday. So, it lives on my desk.
On Thursday or Friday I'm generally reflecting on the week and thinking about the week upcoming...I add my to-do's to the calendar at that time (but also sporadically throughout the week). Here's how I do this....
On a particular day I think about what I can realistically accomplish, what I need to accomplish, and what might be gravy - I think about this in light of what is already going on on my calendar - errands, etc. In thinking about the days I write simple little to-do's on days that I might realistically accomplish them (so I don't add a bunch of to-do's on an errand day out of the home.) I check off what gets done and when I'm reflecting on the next week I slide forward everything that wasn't accomplished. I always have something to bring forward...that's just life.
I REALLY like the weekly spread of pages - that's where I keep a running journal of our project's we're working on, how they get broken down into bite-size pieces, who's going where at what time, what tea-time will look like for the day, a reminder to do something... I know you weren't asking how I use the calendar, but I just wanted to throw it out there because I do make use of every single page!
And, I love the monthly sticky tabs....even if I do get a little OCD making sure they're all lined up pretty and in an evenly spaced row! |
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I still use my calendar/planner in this way. Every day has a short running list of tasks I have broken down into more manageable to-do-bites. So, Jennifer, for your example with the Chrism Mass, I'd have the Mass listed on the specific day (and I might even highlight it), and I would also list all those items leading up to that moment - the dessert, the delivery, dh needing to be at the Church, etc. - all on the appropriate days.
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Jen Mackintosh
Wife to Rob, mom to dd 19 , ds 16, ds 11, dd 8, and dd 3
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stellamaris
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| Posted: April 12 2011 at 5:17pm | IP Logged
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I love my iCal on my phone, but I ALWAYS keep a paper copy for back-up. I use the three-hole punched Family Centered Press planner because I like to punch holes in flyers, handouts, or sheets with other information (such as an itinerary) and place them in the notebook at the week they occur. I use this notebook as a "ticker" file, too--for example, I put in hole-punched copies of annual, semi-annual, or quarterly bills the week before they are due.
I used to be able to remember everything...now, I have a mind like a steel sieve!
I have had my iPhone stolen and if I didn't have a paper back-up, I would have been in trouble. I do realize that iCal syncs to my Mac and that MobileMe keeps it updated, but somehow I like the hard copy.
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In Christ,
Caroline
Wife to dh 30+ yrs,ds's 83,85,89,dd's 91,95,ds's 01,01,02,grammy to 4
Flowing Streams
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JodieLyn
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| Posted: April 12 2011 at 5:24pm | IP Logged
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And I"m just thinking about getting a few of the digital kitchen times.. they have a clip or a strap (so you can hang it around your neck.. or the child in question).. I'm thinking for things like keeping the laundry going in a timely manner.. we all need a reminder that that hour is up.. instead of having 3-4 hrs pass between loads.
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Jodie, wife to Dave
G-18, B-17, G-15, G-14, B-13, B-11, G-9, B-7, B-5, B-4
All men who have turned out worth anything have had the chief hand in their own education.
-Sir Walter Scott
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stellamaris
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| Posted: April 13 2011 at 6:25am | IP Logged
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Jennifer, I realize I didn't really answer your initial question. When I have a project that requires several advance preparation steps, I use one of two approaches:
1). I make a dedicated project list and keep it on a clipboard near my desk. It has all the tasks, materials, information about that one project. I check my project sheet pretty much daily to be sure I'm not missing anything.
2). I put all the necessary tasks on my calendar, even adding "alerts". So, if I need to prepare food, I'll write that on the calendar and also make a note on my shopping day to purchase the food. If I have to prep a craft, I'll note that on the day I have to actually do the prep work. Any deadlines (like when the dessert needs to be delivered) gets written down as well.
Sometimes I'll do both of these if a project has a lot of details or steps. The trick is to get into the habit of checking that calendar regularly. It helps to have a dedicated day mid- to end-of-week when you take a few minutes to glance ahead and plan the upcoming week I find that Wednesday is the best day for me, since many of my projects tend to fall on weekends.l
I agree with Jennifer that the one week spread works best. It is helpful to get that weekly overview to prevent planning too many commitments too close together
One last tool I use to reduce stress and help me remember all those nagging little tasks of life is a running to-do list. I have a small memo book (right now I am actually using the Notes app for this, but paper works well, too). I just simply list items as they come to my attention. So, for example, I might have a list with such things as close a bank account, schedule a dr appt, call the insurance company to review our policies, etc. These are not tasks that need to be done on or by a particular date, so putting them on the calendar isn't applicable. But, I don't want to forget to do them at some point.
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In Christ,
Caroline
Wife to dh 30+ yrs,ds's 83,85,89,dd's 91,95,ds's 01,01,02,grammy to 4
Flowing Streams
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mommy4ever
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| Posted: April 13 2011 at 8:54am | IP Logged
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We're a family of 6. We use a BusyBodyBook Wall calendar. It shows 1 week per page, and has 7 columns. So all activities are categorized as to who's activity it is. http://www.busybodybook.com/
Initially dh bucked at the new format, but he's grown to love it and now puts his own schedule on there. The kids can see at a glance if they have something, and if the family has something, so they know if they can't book sometime immediately, and when they have to ask.
I don't have a pda or iphone/ipod. So a wall calendar has to do.
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JodieLyn
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| Posted: April 13 2011 at 11:58am | IP Logged
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oh I should mention.. my cell phone is not fancy.. but all of them do have a simple calender function.. and that's easily enough to track things and have those very necessary ALERTS to remind me when things happen.
It's so very nice not to be spending the day reminding myself of a task that has to happen.. and then I forget sometimes anyway. The level of stress is soooo much better knowing that the phone will give me that reminder when I need it.
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Jodie, wife to Dave
G-18, B-17, G-15, G-14, B-13, B-11, G-9, B-7, B-5, B-4
All men who have turned out worth anything have had the chief hand in their own education.
-Sir Walter Scott
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Angie Mc
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| Posted: April 13 2011 at 1:01pm | IP Logged
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Jennifer, I thought of you this morning  ...I keep notes on our mirrors with dry erase markers.
I still find it funny that this works so well for us. Go figure.
Love,
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Angie Mc
Maimeo to Henry! Dave's wife, mom to Mrs. Devin+Michael Pope, Aiden 20,Ian 17,John Paul 11,Catherine (heaven 6/07)
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Becky Parker
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| Posted: April 16 2011 at 5:28am | IP Logged
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What a cute idea Angie! Does it easily wipe clean?
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Becky
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Becky Parker
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| Posted: April 16 2011 at 5:32am | IP Logged
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I'm an out of site out of mind person so I have to have lists of things to do hanging on our bulletin board. I also have a planner from Family Centered Press that I keep with me for jotting appointments and dates. My original plan was to use the planner sort of like Jen above, but I find that I can't seem to get into the habit of using the weekly pages. I just write things on the monthly page, then, if it requires preparation lists or something like that, those go on the bulletin board.
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Becky
Wife to Wes, Mom to 6 wonderful kids on Earth and 4 in Heaven!
Academy Of The Good Shepherd
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Stacy Y
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| Posted: April 28 2011 at 12:07am | IP Logged
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You need GTD. It will solve all your problems! Check out the book "Getting things done" by David Allen, read it, read the blog with real life examples of how to apply it. It will fix exactly what you are talking about-- break up every task into bite-sized projects kept in one place so you know what you need to do next. It is life changing, really!
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Mom to 4 boys, 2 girls, and baby due this fall
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Angie Mc
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| Posted: April 28 2011 at 1:09am | IP Logged
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Becky Parker wrote:
| What a cute idea Angie! Does it easily wipe clean? |
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Yes it does!
Love,
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Angie Mc
Maimeo to Henry! Dave's wife, mom to Mrs. Devin+Michael Pope, Aiden 20,Ian 17,John Paul 11,Catherine (heaven 6/07)
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4Real Forums : Planning and Ordering our Days
Topic: Beyond the household calendar......
