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Organizing big events with less stress!

Have you been to an event where it seemed like the person who organized it forgot that they were having guests?  It is understandable that at big events such as weddings, baby showers or graduation parties that it is all about the people being honored.  However, if when you are planning a party or an event and think about it from the point of view of the people attending, it can make it more enjoyable for everyone involved.  

Here are some tips to consider when planning an event or party:

*How is the parking for your guests?

If you are holding an event at a venue, is parking included or are your guests going to have to pay.  Is there enough parking and how close is it?  Are people going to have to walk a mile in fancy shoes to get to where the event is being held?  I attended a wedding that was out in country and the bride and groom hired a shuttle service to get their guests from their hotels to the wedding location and then back again.  This was a thoughtful service that made the event that much more enjoyable. 

*What about the weather?

How likely is it that it is going to rain?  Do you have cover for people to stay dry?  Is it going to be sunny and hot and will there be shade?  Do you have elderly guests that will need to be out of the sun and may need air-conditioning? 

All of these things are very important to the enjoyment level of everyone attending the event.  It may mean renting an extra tent or some fans but it will be money well spent so that you are not worried about it during the party.  Also, think about having beverages available to help alleviate the either cold or hot that you cannot control.  Coffee and cold water that is readily available can go a long way in providing comfort to your guests.

*Think about starting on time.

Right after the weather and the parking, the time that the event starts and if it starts on time is a major factor in whether your guests enjoy themselves.  A few minutes is not a big deal but when you start 20 minutes, 30 minutes or 45 minutes late, it can put a damper on your party.  For some events, this is not a factor because people show up and the party starts whether you are ready or not.  However, some events don’t start until you say they do and this is where you should think about getting it started as close as possible to the time on the invitation.  Some people have hired babysitters or have something to do after the party.  Be respectful of your guests and their time by not starting late.

*Think about getting some help.

When we are the host of an event, we sometimes feel obligated to do everything ourselves.  However, delgation can be a helpful skill in having a successful and stress free event.  Not only can family members help but you can also enlist an event organizer, wedding coordinator or personal assistant.  A big event is full of people that you have not seen in a long time.  It is a chance to visit and catch up with them.  If you have too much on your plate with the organizing and running of the event, it can decrease your enjoyment a great deal which in turn decreases the enjoyment  of everyone at the party.  Someone who you hire can be completely focused on running the event so you can attend the event.  It can make the difference in whether you come away feeling good or exhausted never wanting to host anything ever again.

What other tips do you have when organizing a big event?  Have you had an experience either going to or hosting an event that you will soon not forget.  Let me know!

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TIVO – Your new best friend for saving time

If you watch television at all you probably know that all those commercials add up to a lot of wasted time.  The average half-hour television show is actually only twenty-two minutes long and the average hour show is forty-four minutes long.  That means that for every hour of television you watch, sixteen minutes of it is time watching commercials.  We all have our favorite shows that we watch and if you would like to maximize your television watching experience, I recommend TIVO or a digital video recorder. 

Here are the benefits of using a TIVO:

*When you record your show, you can fast forward through the commercials saving a lot of time.

*You can still watch your shows when they originally air.  You can start recording your favorite show with your TIVO and wait ten to fifteen minutes.  You can then start watching it from the beginning and then skip all the commercials.

*You can records two shows at the same time.

*You can record one show while watching another show.

*You can watch your favorite shows when you it is convenient for you.

*You can pause anything you are watching at any time.  This is espcially nice if you have children.

*You can rewind anything you are watching if you miss something.  This is espcially nice if you have children.

*You don’t miss your favorite shows when you have something else to do because your TIVO records it for you.

*The TIVO is easy to set-up to record and you can get a season’s pass that will record every episode of your favorite show.

*If you are surfing and find a show that is in progress that you want to see in its entirety, TIVO can search to see if there are other showings of that exact show so you could record it from the beginning.

What TIVO tips do you have that help you to maximize your TV time?

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Why you have to have the right tools

My vacuum and I have had a rocky relationship for over 10 years.  We have had fights, disagreements and flat out assaults.  My vacuum could do 2-5 years if ever brought to trial.  I am also not the only one who doesn’t like it, my dog hates my vacuum and he has always been a pretty good judge of character.  If he is home when I vacuum, he barks and bites at it thinking that he will win the battle.  Unfortunately, neither my dog nor I have ever won the battle or for that matter the war with the vacuum.

Every year after Christmas, it goes on strike after the multitude of  needles from the tree have clogged it up.  We go through the same routine where I have to turn it over exposing its dusty underbelly and take it apart.  The vacuum doesn’t seem to  appreciate the invasion of privacy and usually retaliates with pinching my finger in some manner.  The expandable hose that allows me to clean the corners and crannies is a major source of conflict.  The problem is that it doesn’t expand.  When I pull it out and reach to get the dirt in question, it pulls the vacuum onto my head leaving me with a nice bump and usually some sharp words.  It is heavy and a bit like lugging around a packed piece of luggage over your carpet. 

I once owned this vacuum in part with a roommate.  When we moved into our own places we had to divide the things we bought together, which wasn’t much.  When it came to the vacuum, there was not a lot of debate.  My roommate said, “You take the vacuum.”  To which I asked, “What do you want in exchange?”  They replied, “Nothing, you can have it.”  In my opinion, this was one of the smartest decisions my roommate ever made.

Every year at Christmas, especially during our post Christmas fight and cleaning, I promise myself to get a new vacuum but I have yet to do it.  I have checked out Consumer Reports on vacuums, looked at them at the store and tried out various vacuums at my friend’s house.  I have oogled and admired many a vacuum at Costco.  If someone is talking about a vacuum, my ears perk up and sometimes out of the blue I will ask my friends, what do you think of your vacuum, do you like it?  Once they hear my story, the understand my plight.

Maybe this will be the year of the new vacuum.  Just writing this makes me want to once again check Consumer Reports and see what’s new in the vacuum world.  The moral of this story is to have good tools at your disposal.  You have heard the saying, if all you have is a hammer, everything becomese a nail.  Well if you don’t have the right tools, chores become more of a chore.  You also waste money on something that is not ideal and someday you will spend more money to replace it or will suffer with it to get what you paid for out of it.  From my experience, whether it be a vacuum, a rake, a garbage can, a mop, a printer or a watering can finding something that is easy to use and durable will make you happier when having to do household chores.

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Getting online recipes in line – finally

Most people who cook today in the technological world we live in, get recipes online.  It is convenient and people post how they liked the dish, whether it is too spicy or bland and how easy it was to make.  People also list additions, subtractions or problems that they had with the recipe which can save you a lot of time and energy when making it for the first time.

I usually print the recipe to put into my recipe holder and at the same time, I copy and paste the recipe into an e-mail that I send to myself.  It is important that you don’t just e-mail the link to the recipe.  A lot of websites that provide recipes give you an option to do this but a lot of them do not allow permanent access to their recipes.  Instead, they are just available for a period of time.  I keep a folder in my e-mail marked recipes and I always put the recipe title on the subject line.  I have found this to be very useful for many reasons. 

If something happens to the printed recipe, you always have a copy to refer to and reprint.   Also, if anyone wants a copy of your recipe, you can just e-mail it or print it for them on the spot.  If you put all your recipes in a folder in your e-mail, you can use the search function on your e-mail to find a recipe quickly. 

I hope that you will incorporate my technique of e-mailing your online recipes to yourself and keeping an e-mail folder for them.  I think you will find it to save a lot of time, energy and unneeded searching when you need to get down to the business of cooking.

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Double it up Double it up

A great time saving tip that I recommend for busy people is to double up recipes.  Why, you ask?  Well, for one thing it really doesn’t take much extra effort to just make more of something.   You already have the ingredients out, the measuring cups or pans are already dirty and you are already in the kitchen cooking.  The reason it will make your life easier is that when you don’t have the time to cook, pulling a homemade ready made meal out of the freezer is easy.  Instead of stopping to get pizza, you can have a healthy meal that you prepared in advance. 

The other great thing about making extra is having left overs.  You can take them to work so you don’t have to buy lunch or you have them for dinner in a couple of nights.  It saves time and money when you cook in larger quantities.

It is also nice if you are having company over that may be unexpected or last minute.  You can pull out one of your delicious dishes from the freezer and still have time to tidy up before they get there.  They will be amazed and you will be less stressed if you have a back-up plan.  With a busy family comes uncertainty and a back-up plan is always a good thing to have.

One of my favorite recipes to double up on is cookies.  I never make one batch of cookies.  I always double it and freeze most of the dough.  I separate it into smaller containers and whenever my family wants fresh cookies, I just pull the dough out of the freezer and in 20 minutes we have freshly baked homemade cookies.  It does not take long when you pull the dough out of the freezer for it to soften enough to drop it onto a cookie sheet.  Make sure that you lable and date anything you put in your freezer so you can rotate and use the oldest first.

I hope that the next time you go to make chili or chocolate chip cookies that you will double the recipe and then pack some away in your freezer for the next rainy day or cooking craving!

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Get your Groupon Coupon!

My favorite fairly new discount website is groupon.com.  This website offers discounts of usually a minumim of 50% off of the value of the daily offer.  How it works is that there is a daily coupon for a local business such as a local restaurant, wine bar, tour, museum, experience or merchandise in Seattle.  The offer will be for $40 worth of food or merchandise at the discounted price of $20.  Then, if enough people buy the groupon, then the deal goes through and you get your discount.  You then get your certificate e-mailed to you and you just print it to take with you and enjoy your discount.  You do have to check to make sure that follow any restrictions.  You may need reservations or there may be a restriction that you can’t use it on Valentine’s Day.  However, in my experience, I have not seen a lot of restrictions for the groupons.

Groupon offers daily coupons in many major cities.  You can look up any city you like such as Chicago, Los Angeles, Washington D.C. or San Francisco and they will have a deal of the day as well.  If you are travelling, it is nice to watch the groupon offers for that city for a few weeks so you can see if they offer anything that you might want to do while you are visiting.  I recently did this on a trip to New York City.  I got $60 worth of food for $30 in a restaurant I probably would have never found and it was the best meal of our entire trip.  Groupon also offers tourist type activities such as discounts on local attractions.  You might be able to get a tour or museum ticket that you were going to buy anyway but you can get for half-price.  You can also become a tourist in your own city by taking a tour that maybe you have been meaning to do but haven’t gotten around to it.  If you can do it at half-price, it would make it all the easier to go.

You can sign up on the groupon website to get a daily e-mail of the deal of the day.  It just takes a few seconds to glance at the e-mail and see if it is something your interested in or not.  The groupon usually expires at the end of the day unless there is limited availability and it sells out.  I have only seen that a few times.  So by all means, get your groupon!

 

 

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Being organized = less stress

Do you find yourself stressed and rushed as you leave for work? A little evening planning can alleviate the stress and get you to work early instead of late. The more that you do the night before to prepare for your day, the easier the morning can be for you. For example if you go to the gym after work, pack your gym bag the night before. That way, you won’t be running around trying to find your favorite gym shoes before you have had your morning cup of coffee. Another great tip is to make your lunch and your snacks for the day and have them ready to grab on your way out the door in the morning. You can save money by not eating out and it will probably be healthier too.

If deciding what to wear is always a challenge or takes up too much time, you can decide on your outfit and lay out your clothes the night before. This is also a great tip for children that struggle with getting out of the door on time. Another tip for kids is making sure that their backpacks with their home work, permission slips and gym clothes are packed and ready to go. Leaving those things to gather in the morning can lead to forgotten items or documents. Being organized helps make responsibility easy for children and hopefully their day will go better too.

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OHIO and I don't mean the state

This little acronym is helpful when sorting through anything but can be most impactful to change our lives when we apply it to paperwork. We have all done it, looked through a stack of mail or papers on our desk and dealt with the easy things and set the rest aside to be looked at later. Sometimes it may seem that the pile of paperwork did not get any smaller even after it was sorted. An acronym that I find helpful to solve this problem is OHIO. OHIO stands for Only Handle It Once. When you decide to sit down with a pile of paperwork it is best to do it next to the shredder and the filing cabinet so they are easily accessible. The key to only handle it once is to deal with each item individually and immediately. Once you are done with it, it should be put it in its proper place. If you need to make a phone call or fill something out, if at all possible, do it before moving onto the next piece of paper. This may seem easier said than done and I admit that it will take some practice. However, if you keep repeating the phrase in your mind while sorting through your stack of papers, you might find that it does get easier and quickly becomes a habit. Hopefully, a habit that will leave your world free of unnecessary paperwork and will cut down on the time you spend searching for that receipt you need because it is in your file where it belongs. Go OHIO!

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Limiting your to-do list to get it done

I recently took a look at my to-do list and found that it was always too long. My solution was to break my list down into smaller portions and do a little bit each day. I limit my to-do list for each day to five things. This was a workable solution to the never ending list and found that I had a sense of accomplishment each day when the list was done. The beauty of a personal assistant is being able to finish your to-do list by having your personal assistant do the things that you would otherwise spend a lot of your free time getting done. There are some things that you will have to ultimately do yourself like renew your driver’s license. However, wouldn’t it be nice to have your personal assistant tell you what day of the week and when the Department of Motor Vehicles lines are the shortest so you can get it done fast. In addition, a personal assistant can help you prioritize and manage your to-do list so you don’t have to.