Construction: Organization Solutions

Keeping my things neatly organized is a major goal in my new home.

On May 20, 2014, I began blogging about the construction of my new home in Malaga, WA. You can read all of these posts — and see the time-lapse and walkthrough movies that go with many them — by clicking the new home construction tag.

I spent much of the other day working on organization solutions for my home. I want to be able to put things away neatly, organized so they’re easy to find. I want to open a drawer or closet and see things arranged where they belong.

Coat Closet

The very first thing I did was to hang a shelf and rod in my hall closet. This would be my coat closet. All of my coats, on hangars, were in a wardrobe moving box that was basically falling apart under their weight. It was March after the drywall was done and the kitchen cabinets were being installed — the same time I was using a variety of coats. Clearly, I needed a coat closet done.

Coat Closet
The shelf and rod in my coat closet was my first home organization project.

I used a pair of 1×6 boards, cut to the depth of a shelf I wanted on top and mounted rod holders on them. Then I cut a piece of dowel I had — former curtain rods from my Arizona home — and fit in in place. I painted the boards and shelf. Voila! My coat closet, which I’d also use to store my vacuum, was done.

The Pantry

I had decided early on that I didn’t want food in my kitchen cabinets and I didn’t want appliances on my kitchen counters. That meant putting in a pantry.

I call my pantry “the amazing shrinking pantry” because it originally appeared on my plans as a walk-in closet with shelves on three walls. During the framing process, as the skeletons of my future walls were set, it became obvious that if the pantry was that big, it would extend far into the great room and hide the top of the stairway from view of the kitchen island. So we cut it to about half the original size. That made it a deep closet. Later, when I realized that I needed a place to put the ladder for the loft, creating a cubbyhole in the wall where the pantry was could be a good solution. I hired a framer to modify the future walls, cutting space from the back of the pantry. The space that was left measured only 33×32 inches when the drywall went up. The pantry had gone from a small room on paper to the smallest closet in my home.

Melamine
Melamine board is durable and has a washable surface.

Undaunted, I put in shelves a few weeks ago. I bought a 4×8 sheet of melamine board. That’s basically particle board with a melamine resin coating. I had the Home Depot saw man cut it to size on the big saw, not only saving me the trouble of doing it myself but making the board movable. A full sheet is simply too heavy for me to handle on my own. I also bought some white 1×3 trim pieces. At home, I cut the trim pieces to the depth of the shelves and used wood screws to attach them to the closet walls at the studs. (First time I used my stud finder.) Then I laid the shelves atop the trim strips. I spaced the shelves with enough room at the bottom to fit my wine cooler and wine bottle rack (trimmed to size). The first shelf was tall enough to accommodate my countertop appliances: mixer, food processor, coffee maker, bread machine. The next few shelves would hold my food. The very top shelf, which required a stepladder to reach, would hold seldom-used entertainment items, such as a steamer, pitchers, and platters, as well as liquor bottles.

Finishing this first organization project was a real morale booster. I was able to move my food up from my RV, where I’d been living for nearly two years, and unpack my kitchen appliances. It was the first step to really making my kitchen usable.

Pantry Shelves
My nearly finished pantry includes shelves for food, small appliances, and spices.

Of course, I wasn’t quite done. After painting the board edges and screw heads with glossy white paint (to match the melamine), I started thinking about adding shelves along the wall in the very narrow space between the edge of the shelves and the doorway. I was mostly concerned with storing spice bottles — with a real kitchen at my disposal again, I had begun doing a lot of cooking and was accumulating small jars of herbs and spices at an amazing rate. I’d been storing them in a basket in the pantry, but every time I needed something, I’d have to dig through the basket to find it. I tracked down white wire spice racks on Amazon.com and ordered four of them. Although my original idea was to put two on each side of the doorway, I wound up putting three on one side. The spices fit nicely — and yes, I did put them in alphabetical order — on those shelves. That was the first project I finished last week.

The Bedroom Closet

My old house had a large walk-in closet in the master bedroom. While it was nice to have all that space, there were two reasons why I didn’t like that closet:

  • The upstairs heater/AC unit was in there. The house had two-zone heat and, because it didn’t have a basement, it had two separate HVAC systems, each of which had the air handler in a closet. This ugly, fully exposed thing stood in the back corner of the closet, taking up about 20% of its space.
  • There were ugly wire shelves for linens in there. The house didn’t have a linen closet. (Who builds a house without a place to put linens?) Our solution was to add shelves in the master bedroom closet. But instead of putting in nice, neat shelves, my wasband went with white, plastic coated wire shelves. The kind of shelves you might have in your garage. They were shoved into place right inside the doorway, like the afterthought that they were. Functional, but ugly.

(Looking back at it now, I realize that it’s just another example of the half-assed solutions I lived with for 29 years. Why do something right when you can do it cheap?)

I didn’t want to be unhappy with my new home’s closet. I wanted to do it right.

The closet is 100 inches wide and 35 inches deep with a 72 inch wrapped doorway. Eventually, I’ll hang a pair of sliding doors on it, but for now, it’s wide open.

I explored a lot of possible solutions, including a DIY shelf setup. Although my pantry shelf project wasn’t bad, I knew I lacked the building skills to create a satisfactory solution from scratch inside the closet. That meant either a kit or hiring a contractor.

I contacted California Closets. That’s a company that build (supposedly) custom closet solutions. I asked for a “free consultation.” I thought that meant someone would come to my home and talk to me about what I wanted. But instead, it meant that a woman would call me from her home or office in Spokane, talk to me about the size of the closet, and email me some sketches. She had no desire to come see me until she knew she had a sale. And with a materials-only quote of about $1500 for a closet design that wasn’t anything like what I wanted, she certainly wasn’t going to get the sale.

That meant a kit. I looked at the John Louis Home Deep Deluxe closet organizer kit several times before finally buying it. I found a coupon code online for 10% off and shipping was free. It arrived a week later in a big box that was too heavy for me to lift. My friend Tom helped me drag it up the stairs, where it sat in the hallway until the movers came. The movers moved it into the bedroom at my request where it sat until last week.

Assembling the John Louis system was not like assembling Ikea furniture. It required precise measuring, driving multiple heavy screws into the wall, and cutting shelves and garment rods. I started it late one afternoon, worked on it for about three hours, and then made the mistake of taking a break for a glass of wine while I watched the sun set. I picked up the task the next day. Although the instructions were clear and in plain english with plenty of illustrations, the installation video, which I watched on my iPad as I worked on each step, was invaluable. The system is extremely flexible and comes with enough shelving to do almost anything you like. I customized my closet with basically equal single and double bars on either side of the standard 24-inch shelves. The resulting organizer exactly filled the entire 100-inch width of the space, which lots of shelf space. It was affixed firmly to the wall, attached to studs wherever possible. And it looked awesome.

Closet Organizer
Here’s the finished closet organizer with the tools I needed to build it. (My chop saw, which I used to cut the shelves, is down in my shop.)

Laundry Room Shelf

While I was on a roll, I figured I’d use my new shelf-installation skills to put up a shelf in my laundry room. My laundry room is remarkably tiny, only 5×6 feet, and houses a full-sized washer and dryer (stacked), water heater, and 3-bin hamper. I’d been putting laundry soap, clean rags, and other items on top of the hamper and the place was a disorganized mess. A shelf was the solution but because the plumbers had roughed in for a taller water heater, I had some weird water pipes running down the wall. The shelf couldn’t go from wall to wall.

The solution was to mount shelf supports on three studs of the wall and place a melamine shelf atop it. I’d already bought everything I needed. The shelf supports had cups at the end to support a clothes rod — I thought that might be a nice touch to hand dry shirts and other items. My bedroom closet had spare rod.

Laundry Shelf
It isn’t easy to get a picture inside such a tiny room. The other end of the shelf is where I put my laundry detergent. The top of the laundry bin doubles as an ironing board; I got it on Amazon.com.

I spent about an hour cutting the shelf, mounting the supports, hanging the shelf, and fastening the rod. While the result wouldn’t win any design competitions, it was functional and not nearly as ugly as the water heater below it.

Bathroom Storage

My bathroom needed storage, too. I had not designed it to have a medicine cabinet set into the wall. That was mostly due to my complete inexperience as a general contractor and the simple fact that I didn’t think of it. Wall mounted medicine cabinets were big and bulky — I didn’t find a single one I liked that wouldn’t cast a shadow with the over-sink light fixture above it. That meant any medicine cabinet items would have to go elsewhere.

I saw an over-toilet cabinet that matched my bathroom vanity in Bed Bath and Beyond and picked it up on one of my trips into town. While I was still on a roll, I assembled it. Although it looks pretty good and it’s attached to the wall for safety — don’t want that falling down on you while you’re doing your business in the seat — I’m not 100% happy with it. It’ll either grow on me or I’ll find another solution. Perhaps a wall-mounted medicine cabinet over the toilet? With this in place for now, I have plenty of time to think about it.

Before and After Toilet Storage
I think these before and after shots do a good job of showing how much better the toilet area looks with the shelf unit in place. And its practical storage, too.

Remaining Projects

I have two big storage projects left to do:

  • Linen closet shelves. When I bought the melamine board for my pantry, I also bought board and had it cut for the linen closet. I just haven’t gotten around to putting in the shelves. I’ll use the same technique I used for the pantry.
  • Shop shelves. Although I bought and assembled some shelve units from Ikea for shop storage and was ready to buy and assemble more, Ikea no longer sells those kinds of shelves. My friend Bob showed me the shelves he assembled in his garage. They’re simple and sturdy. I already have 12 2×8 sheets of plywood that I’d been using on my deck until I got the decking down. Those will be repurposed for shop shelves. I bought the 2×4 lengths of lumber I’d need for the job. These shelves will go into the far back corner of my shop area, where my furniture was stored until it was moved upstairs. I’ll use them to store shop supplies, camping gear, and other equipment I need but don’t use regularly. I’m a huge fan of clear plastic bins for organizing related items; those shelves will be sized to fit the bins.

I have the materials I need to do these jobs. Now all I need is the time.

Guess I’d better get to it.

On Keeping a Neat Desk

And conquering clutter.

I am — or, hopefully, was — the Queen of Clutter. And I’ve always hated it.

The Clutter

The clutter seems to come into my home with me. Sometimes it arrives by mail or UPS or FedEx in the form of junk mail, bills, account statements, and items ordered. Other times it arrives in my car or Jeep or truck in the form of items bought at a store or given to me by a friend or family member. Other times, I have no idea where it comes from. It just seems to appear.

My procrastinating nature — and yes, I am a confessed procrastinator — causes the clutter to pile up on any horizontal surface readily available. That included my dresser, night table, kitchen table, and desk. I would go through the piles periodically, pull items out — for example, a bill or a letter — to deal with them, and then keep piling. When the piles needed to be hidden to neaten up a room, they’d be shifted to a pile elsewhere, sometimes in an empty box that would be piled with other previously empty boxes. The situation was completely intolerable and embarrassing, to say the least. And I know I’m not the only one who was bothered by it.

My desk and office seemed to be the ending point for most of the shifted clutter. In my Arizona home, I had a huge L-shaped desk where I often had several computers and monitors and printers set up. Back in those days, my primary source of income was writing books about how to use computers and I wrote several a year. The huge desk gave me plenty of space to work and accumulate clutter. The rest of the room, including the floor, was for overflow. It was so awful that after a while, I preferred working with a laptop at the kitchen table than in my own office.

Fast Forward to Today

It’s been more than three years since the last days I worked in my home office.

These days, I’m putting the finishing touches on a new home in a new place. My living space is considerably smaller — half the size, in fact — but I don’t have to share it with another person. And it has a simple floor plan with just two rooms, a bathroom, and a loft. Rather than having an office in its own room, I’ve given myself a small corner of the great room, just under 4 x 7 feet, for my office space.

I had a second desk when I lived in Arizona. I’d bought it on sale at Pottery Barn in Phoenix and set it up in the bedroom of the Phoenix condo I lived in for a short time. When I moved, I brought it and its matching file cabinet to Washington with me. It has since become my primary desk while my big, old L-shaped desk became a workbench in my shop downstairs. It fits remarkably well in the small space and looks rather nice there, too.

I became determined not to let it become the resting place for the same kind of clutter I had in Arizona, and, so far, have done very well.

Lessons from my Sister

My sister was a corporate banker with Citigroup for a bunch of years. I remember visiting her a few times at her office on Wall Street in Manhattan. The one thing that always amazed me was how neat and clean her desk was. There was never anything on it that she wasn’t working on at that moment. And, at the end of the day, it was always completely cleared off.

I was jealous of her ability to do that and, for a long time, thought it was beyond my own capabilities.

I’ve since realized that it isn’t that tough. The trick is to never let anything accumulate on the desktop. And the best way to do that is to make sure that at the end of each day, the desktop is completely cleared off.

Getting Things Done

Getting Things Done
This is the latest edition of Allen’s book. I wonder if this edition takes advantage of more computer-based organization tools.

For Christmas back in 2006 — I know this because I searched my blog posts for the first time I wrote about it and it was nearly eight and a half years ago — I got a copy of David Allen’s book, Getting Things Done. This book was written to help people conquer clutter, fight procrastination, and get more done. In other words, it was written for people like me.

I read about halfway through it. It proposed an organizational strategy that used lots of paper and folders and labels to organize the clutter into manageable tasks. I admit that I wasn’t too keen on that part of the book — in my mind, it just created more clutter by adding to the piles of paper. But it also provided a good strategy for dealing with incoming paper — the stuff of future clutter. There was a flow chart and I found it so useful that I made my own version of it in a drawing program, printed it out, and hung it on the wall over my desk in my RV.

Getting Things Done Flowchart
Here’s my version of the GTD flowchart.

Of course, this cannot completely solve my clutter problem. “Incubate” is what causes clutter on my desktop. “Reference material” is another source of clutter — that paper has to be stored somewhere. I have a file cabinet with just two drawers and will likely use one to store stationery items like letterhead and envelopes. And I know from experience that any reference material I think is worth keeping is seldom referred to in the future. In reality, it’s “deferred trash.” I can’t delegate anything, either. I don’t have employees or a partner — which is a good thing, believe me — so I have to handle everything.

So, as you can imagine, this is of limited use to me.

The Joy of Scanning

I’ve discovered that the absolute best way to keep clutter at bay is to scan the documents you think you need and store them on a backed-up computer hard disk as PDF files. And that’s what I do now.

ScanSnap Scanner
My ScanSnap scanner is portable and efficient for the volume of scanning I do.

I’ve got a little ScanSnap portable scanner that can take as many sheets of paper as I need it to. I’ve created a date-based filing system on my computer with consistent naming conventions. It works like a charm — when I take the time to scan. The key, it seems is to scan something as soon as it hits my desk and then destroy the original paper and throw it into the recycle bin. No piles.

I try to avoid having to scan anything. This is easy these days with electronic bank statements and the like. Periodically, I go online and download statements, filing them into my existing system. I have a To Do list that reminds me to download for each account every three months. I tick it off when it’s done and I’m reminded three months later to do it again. The reminder stays active until it’s done; the three-month clock starts when I tick it off.

TurboScan
Some of this week’s receipts in TurboScan in my iPhone before moving them to my computer.

Receipts from traveling were a huge source of clutter in the past. But I’ve recently even resolved this with a $3 app on my iPhone: TurboScan. This app uses my phone’s camera to take photos of my receipts and then stores them. When I get home, I export them as PDFs to iTunes, copy them to my hard disk, and file them away in the appropriate folders. Not a single piece of paper comes home with me. Can’t make clutter if you don’t bring it in the house. Best $3 I’ve spent in a long time.

Back to My Desk

These days, I allow only the following items to live on my desktop:

  • My computer. It’s a 27-inch iMac that’s still going strong as it comes up on its fourth birthday. I have a 24-inch monitor I can use with it and there’s a slight chance I might bring it up — especially if I start writing computer books again. For now, the computer sits alone in the back corner of my desk.
  • My keyboard and mouse. I need these. Although my desk has a drawer that could be used as keyboard drawer, I prefer to use the drawer for small office supplies like clips and a stapler and the three-hole punch that was in the desk when I unwrapped it after the move. (A parting gift from my wasband? I doubt it.)
  • A mouse pad. The desk surface is a nice wood and I don’t want to ruin it by scratching a mouse all over it.
  • Backup hard disk. I use Time Machine to back up my computer automatically.
  • A pencil cup. It’s an oversized mug with pens, pencils, scissors, ruler, and other similar items in it.
  • Coaster. For my coffee cup or other beverages. Again, I don’t want to ruin that nice desk top.
  • Charging cables for my iPad and iPhone. I tend to keep them plugged in at my desk when I’m not using them so they’re handy when I need them.
  • USB Hub. I need the ports.
  • Tissue box. I always keep tissues nearby; I’ve had sinus issues my whole life, although they’ve been very minor since moving out west from the New York metro area.

My Office
This photo of my office was shot just moments after finishing this blog post. The only extra items you see are my coffee cup (on the coaster) and iPad (on a charger). And yes, the chair is temporary; haven’t brought my office chair up yet.

Two items live on top of my file cabinet, which abuts the desk:

  • A printer. Right now, I’m using the Brother laser printer I bought cheap a bunch of years ago. It’s wicked fast and does a decent job printing. I have two other printers — a LaserJet network printer and a Color LaserJet USB printer. But how many printers does a person need? I suspect I’ll replace the Brother with the Color LaserJet when I move into my new home and get rid of the other two printers. Or maybe get rid of the LaserJet — which prints great but very slowly — and keep the Brother as a spare. I don’t print very often, but it would be nice to have the option of printing in color.
  • A portable scanner. It’s a ScanSnap and it feeds a sheet at a time. A great little scanner if you don’t need to scan often. What I like about it is that I can set it aside next to my printer when I’m not using it and, because my desk is always clean, pull it out when I need it.

There are a few other things I keep out in my office area, either on the hanging corner shelves or my oversized windowsill:

  • Router. The internet comes into the room behind my desk; the router needs to be nearby. Added bonus: I can plug my computer right into it rather than use WiFi.
  • Podcaster microphone. I occasionally appear on podcasts and video podcasts and have been thinking of starting a new podcast this summer. The microphone also works well for voice recognition, which I hope to start using more frequently. It’s easy enough to reach for the mic and put it on my desk when I need it.
  • UPS. I’ve always had my computer plugged into an uninterrupted power supply. Not only does this filter the power to make it cleaner, but it prevents sudden shutdowns in the event of a power failure. I keep it on the floor and have just about all of my equipment plugged into either the battery + surge suppression or surge suppression side.

At the end of the day, before I go to bed, my desk cleanup job is simple: just make sure the above-listed items are the only items on horizontal surfaces in my office area. Anything else must be dealt with and/or put away before I go to bed. Because nothing ever accumulates, its remarkably easy to do.

Oddly enough, when I mentioned this strategy to a friend yesterday, his response was, “How you do penalize yourself if you don’t achieve that goal?” My response was: “I always achieve it so no penalty is necessary.”

And so far, I have.

Stress-free Living

The biggest benefit of getting clutter under control and keeping a neat workspace and home is that it eliminates one source of stress.

For me, having those clutter piles around were a constant source of stress. Each pile represented a huge stack of stuff I needed to deal with that I’d already put off many times for many reasons. What made things worse is that when the clutter problem got very bad on my desk, I had difficulty finding things I needed to work on and lacked the space to spread out and work.

Getting rid of clutter is the first step to increased productivity and a stress-free lifestyle. Don’t believe me? Try it for yourself.