Getting organized can increase longevity

by | Mar 10, 2025 | Holistic Time Management | 0 comments

 To share my insights with as many people as possible, I decided some time ago to publish my book, “How to Grow Older Without Growing Old,” as blog articles, one chapter at a time. This one, Chapter 5, is titled “Getting Organized.” If you want to download the entire book in PDF format, you can do so on our website for $4.99.

Getting Organized, Chapter 5

Can getting organized help increase longevity? It makes sense to say yes, as it alleviates stress, reduces the frustration of constantly searching for items, and decreases the likelihood of accidents, both at home and in the workplace. One study even found that individuals working in a tidy space were more likely to choose healthier snacks throughout the day compared to those in a disorganized environment.

As a nonagenarian, I find that my body doesn’t always keep pace with my mind, necessitating certain adjustments. Although we may be reluctant to admit it, we become frailer and more prone to falls as we age. The National Center for Injury Control and Prevention reports that over one-third of individuals aged 65 and older experience falls and related injuries. Our bones tend to become more brittle, making it crucial to keep both home and office relatively clutter-free. Avoid placing furniture or other obstacles in high-traffic areas. Don’t wear hard-soled shoes, and steer clear of loose throw rugs on the floor. You might also consider balance training.

The best advice I can give is to recognize that as you age, your body and mind change, and you must pay more attention to organizing your environment and yourself than you may have done in the past.

Seniors in the workforce

I won’t elaborate on organizing an office here, as that topic is thoroughly covered in my eBook, How to Organize Your Work, Home, and Life, published by Bookboon.com. However, I include this chapter because I still work about 7 hours a day in my office—except on Saturday afternoons, Sundays, and statutory holidays. In other words, I’m in my office when I’m not volunteering elsewhere.

Seniors working in an office should be aware that most office accidents occur when individuals trip over electrical cords or open drawers. Therefore, ensure that no cords are obstructing pathways and that filing cabinets are closed. I recommend using hanging folders in a frame or step files rather than a multitude of traditional filing cabinets. I have step files that hold about two dozen “Action” files related to various writing projects I tackle every week, along with one wooden, two-drawer horizontal filing cabinet that stores my completed projects and information for future and ongoing endeavors, including taxes, books, articles, and newsletters.

There is a growing trend among retirement-age seniors to remain in the workforce. According to an article in the August 2017 issue of TelegraphJournal.com, a local newspaper, the U.S. government projected that by 2024, older workers would constitute 25% of the labor market. Additionally, from 2006 to 2015, the rate of fatal accidents among workers aged 55 and older was 50% to 65% higher than that of all workers, as noted in the same article.

I checked those statistics again in 2025, and as of 2022, workers aged 55 and older represented 25.2% of the U.S. labor force, according to the U.S. Bureau of Labor Statistics. Therefore, the prediction appears to be accurate. Regarding workplace safety, data indicates that older workers continue to face higher risks of fatal injuries. In 2022, the fatal injury rate for workers aged 65 and older was 8.8 per 100,000 full-time equivalent workers, significantly higher than the overall rate of 3.7 per 100,000 workers.

This trend aligns with previous findings and underscores the ongoing need for targeted safety measures to protect older workers in the labor force.

Occupational safety, which depends heavily on an organized environment, must recognize that some older workers require additional protection. For instance, seniors often find it more difficult to disregard distractions, and they may experience greater challenges with hearing, reduced reaction time, and similar issues. I notice that I lose my balance more easily, and I tend to be much more forgetful. As a result, I work at a slower pace, wear hearing aids, and ensure that I document everything in writing. No one should rely on their memory when something is important. Nor should they feel embarrassed if they need to use a walker or cane. So far, I’m fortunate that I don’t need that assistance.

Seniors at home

 According to statistics from the Home Safety Council, older adults in the U.S. experience over 2.3 million home injuries each year. The most hazardous rooms in any home are the bathroom and kitchen, primarily due to trips and falls. Therefore, it’s important to install grab bars and be mindful that bathroom rugs can be dangerous.

Pets in the home can also pose risks while providing companionship. Large dogs can throw you off balance, and small dogs and cats can cause trips. (Don’t underestimate the strength of small dogs either; the cockapoo I walk daily has often pulled me in directions I didn’t want to go.) According to the Centers for Disease Control and Prevention, cats and dogs account for 86,000 annual fall-related injuries that lead people to the emergency room. Dogs cause seven times more injuries than cats, so it’s essential to always be aware of your pet’s location.

The main causes of home fires include leaving curling irons, heating blankets, or electric heaters too close to flammable materials, as well as unattended kitchen burners or stoves. I believe having a nightly checklist before going to bed would be helpful—such as unplugging the electric heater, turning on nightlights, locking the door, and so on. I’m a strong proponent of checklists. I have an electric kettle that sometimes continues boiling and doesn’t shut off when it should, so I always unplug it after each use.

Seniors should keep a checklist of all prescription and over-the-counter medications they take, including supplements and vitamins. For each medication, record the correct name of the drug, the dosage, the time of day it should be taken, and whether it should be taken with food. Maintain two copies of this list: one on the refrigerator door or near your medications, and another in your wallet or purse. Medications can often be confused with one another, as many look alike and have similar-sounding names.

Some individuals tend to hold onto old medications. Periodically, organize your medicine cabinet and discard all expired and unused items. Store items in the areas where they are mostly used; for medications, that could be the kitchen rather than the bathroom. Label the expiration dates on all medications. Use pill containers with separate compartments for morning, afternoon, and evening, and refill them with your weekly medications each weekend. I have one that accommodates enough medication for a whole month, which is convenient for vacationing.

The power of checklists

Before taking off on the runway, pilots must complete a procedural checklist to ensure the aircraft is ready for flight. Also, many hospitals now require surgeons to follow a similar checklist before performing even minor procedures—including, to some people’s amusement, confirming which limb or organ is to be operated on. While this may seem trivial, it’s a crucial measure to ensure that necessary steps are taken for safety. Research shows that when hospitals implement this practice, there is a measurable improvement in outcomes. A study published in the New England Journal of Medicine found a reduction in both deaths and complications when hospitals utilized a 19-item surgical safety checklist.

I face just as many potential problems as other seniors do, but I avoid most of them by cultivating good habits. For example, when I’m about to leave my office for the day, I remind myself, “Time for my walk-through.” I even say it out loud. Regardless of whether I believe everything is fine, I walk back into my office to check the lights, cords, my desk, or anything else to ensure everything is in order. (I always put everything away at the end of each workday, except for the project I’m currently working on.)

It makes sense that when individuals create a routine structure for health-related matters, it not only reduces stress but also lowers the risk of making medication mistakes at home and other mishaps that can have serious consequences. Many people put themselves at risk by carelessly allowing important papers to pile up or, equally problematic, discarding items they should keep for future reference.

Keep a copy of all medical records in a labeled folder. Make it a habit to request copies of all test results, X-rays, and treatments. When I moved from Toronto, Ontario, to Sussex, New Brunswick, I stored all my health records from the doctor’s office on a CD and took them with me.

If I were to create a list of time management tips for seniors, I would include the following. (I’ve added a few at the end that should help keep your mind and body young.)

Time Management Tips for Seniors

  •  Avoid multitasking; focus on completing one task before moving on to the next.
  • Write things down, keep a journal, and leave notes for yourself.
  • Organize your environment and schedule; create structure in your life and establish routines.
  • Keep your planner current by recording every appointment, activity, or commitment as you confirm them. (I prefer using a paper planner.)
  • Consider taking an afternoon nap around 3 pm if possible. This advice benefits everyone. The time frame from 2:00 PM to 4:00 PM is often called the Bermuda Triangle of productivity, as productivity mysteriously fades until you’re refreshed by a 20-minute nap.
  • Designate a specific place for everything and ensure you return items to that spot after use.
  • Avoid caffeine before bedtime and try to finish your walk at least two hours before you sleep.
  • Wake up at the same time every morning.
  • Continue practicing the skills you want to maintain; forming good habits is important as you age.
  • Get involved in associations, causes, volunteer groups, or travel opportunities.
  • Spend time with both younger people and your peers. Stimulate your mind with crossword puzzles, courses, reading, and games. Prioritize physical exercise, adequate sleep, nurturing relationships, and a balanced diet.
  • If you’re considering spending your later years at home, don’t overlook the possibility of needing a walker or wheelchair. You may require wider doorways, lower tables, and ramps with a one-inch rise per foot, along with other modifications. Have a professional handle any necessary changes.

Tips for getting organized at home

Time management in any setting, whether at the office or home, requires working both efficiently and effectively. You work efficiently when you complete tasks in the best possible way, and you work effectively when you focus your efforts on the most valuable tasks. What you accomplish is more important than how you achieve it. By organizing yourself and working both efficiently and effectively, you move closer to excellence. Organization is our passport to productivity, while time management is the vehicle that drives us there..

Here are several quick tips for staying organized and saving time at home. These tips apply to people of all ages. Check any that interest you.

  • Use the space under your beds to store seldom-used items in low, long boxes on wheels, or simply use cardboard boxes. If you haven’t used any of those items in a year, consider getting rid of them. When storing these rarely used items, number the boxes and keep index cards listing the contents of each one. Place frequently used items where you typically need them. Maintain a separate set of cleaning supplies in each bathroom to save steps.
  • In your refrigerator, arrange similar types of food in designated areas, such as placing all vegetables in the crisper, all cheeses on the top shelf, and sauces in the door compartments, which makes it easy to locate everything.
  • Set up TV trays next to the refrigerator while cleaning it so you can keep items easily accessible as you empty it.
  • Twenty percent of your belongings account for eighty percent of your usage, so keep those frequently used items within easy reach. Store the remaining eighty percent in a less accessible location. This principle applies to files, clothing, tools, supplies, and books, among others.
  • Call the doctor’s office before leaving for your appointment to confirm if they are on schedule. You may find that any waiting time could be spent more productively at home. Do this before visiting stores for specific items to ensure they are in stock.
  • Set a reminder in your planner or smartphone for a specific date each year to change all the batteries in your clocks, TV and DVD remotes, travel alarms, flashlights, and more. Additionally, add reminders on certain dates to adjust your clocks, change tires, put away summer clothes, and so forth.
  • Keep a record of family members’ clothing sizes and a list of loaned items, along with other personal information, in a section of a home organizer book or a three-ring binder. Include information that requires regular access, such as caregiver instructions, medication details, emergency numbers, and first-aid information.
  • Maintain checklists for recurring activities, like vacations or trips to the cottage, to ensure nothing is overlooked. Record loaned items (date and to whom they are loaned) and check them off when they are returned. Also, document borrowed items to avoid any embarrassment later.
  • Make your bed as soon as you get up and tidy your room before leaving. The “do it now” habit saves you time later!
  • To simplify bed-making, pull up the sheets and covers before you get out of bed. This saves a lot of time by preventing you from moving from one side of the bed to the other to get everything lined up.
  • Consider swapping bedspreads for duvets to speed up the process.
  • To keep socks together during washing and drying, use plastic discs, safety pins, or a designated mesh bag.
  • Use separate laundry baskets for light and dark clothes to avoid sorting them later.
  • Regularly dispose of partially used bottles of sprays, ointments, and expired or unidentifiable medications.
  • Photograph any bulky items you’ve kept for sentimental reasons before letting them go.
  • When cleaning out closets or storage rooms, label three boxes “Scrap,” “Give Away,” and “Keep” to sort as you go. Keep it simple. Later, you can further categorize them by sorting “Scrap” into “Recycle” and “Garbage,” and “Give Away” into “Church,” “Thrift Shop,” and “Friends & Relatives.”
  • Maintain a message center and a perpetual shopping list—either magnetic on the refrigerator or pinned to a corkboard on the wall. If you live alone, the messages are for yourself. Never rely solely on your memory. In fact, writing it down enhances your memory.
  • Reduce refrigerator surface clutter by laminating your grandchildren’s favorite art projects and using them as placemats.
  • If you clip coupons, highlight their expiration dates and store them in an envelope labeled “Coupons.” Keep them with items you take shopping, such as a cloth shopping bag, bundle buggy, or car keys.
  • Rinse dishes and place them directly into the dishwasher from the table before food dries on them. Similarly, unpack groceries straight into the cupboards instead of placing them on the kitchen counter.
  • Prepare a spare set of keys, including car keys, house keys, locker keys, office keys, and cottage keys, and leave them with a trusted friend who won’t mind receiving your call in the middle of the night.
  • Photocopy or photograph important documents like birth certificates, marriage certificates, and passports, and keep them in your files. You may need to use these copies in urgent situations.
  • Get ready for the following morning before you retire by setting the breakfast table, selecting your clothes for the day, and packing your computer bag, among other things.
  • Near the front door, post a checklist of items to purchase and errands to complete the next day.
  • If you have different-sized sheets, buy them in various colors or distinct patterns for easy sorting. To avoid digging through the linen closet for matching sheets and pillowcases, store the folded flat sheet, fitted sheet, and pillowcase inside the second pillowcase.
  • If you often misplace frequently used items like eyeglasses or keys, establish a designated spot for each and develop the habit of returning each item when not in use. For example, use a key rack on the wall and a holder for eyeglasses on the coffee table.
  • It’s also wise to have spare items “just in case.” If your home has different keys for the front door, side door, storage shed, etc., consider asking a locksmith to make them uniform so that one key is all you need.
  • Keep only one junk drawer. Use organizing trays in other drawers to store specific items.
  • Ensure everything has a place. Set up a home filing system. Maintain one file for income tax receipts and other files categorized by major areas, such as Family, Bank Accounts, Investments, and Legal Matters.
  • Instead of returning letters or bills to their envelopes after reading, keep them unfolded, staple the pages together, and place them in an action tray.
  • Store empty clothes hangers to one side of the closet and use them as needed. Avoid mixing them with hangers in use.
  • Always have seasonal clothes dry cleaned before storing them for the next season. Hang necklaces and chains on cup hooks or picture hangers at the side of the closet. Use a pocket shoe rack that hangs from a door to store frequently used small items.
  • When cleaning your house, focus on key, high-traffic areas. Connect an extension cord to your vacuum cleaner to avoid constantly switching outlets. Keep a few garbage bags at the bottom of your trash can so you don’t have to search for fresh bags when it’s time to take out the trash. Consider placing a radio in the bathroom or kitchen to stay updated on the news while you clean or prepare for your day. Select a radio that is safe for bathroom use.
  • Remove clothes from the dryer immediately after it stops, and hang or fold them to prevent wrinkling. If you forget, toss a damp towel into the dryer and run it for another five minutes. When washing bed sheets, return them to the same bed instead of washing, folding, and putting them away. This also allows the bed to air out.

Writing things down enhances your memory.

Those of us who still use paper planners can confidently feel we’re making the right choice, according to an article from the October 11, 2017, issue of Fast Company. The article cites studies showing that taking notes longhand helps you remember key points from meetings better than typing notes on a laptop or smartphone. This could be especially beneficial for older individuals since many of them experience reduced memory capacity with age. This may also explain why some people are transitioning from smartphones back to paper planners for their daily organization.

We tend to comprehend and retain information better when reading from a physical book rather than a digital one. In a study led by Anne Mangen, PhD, a professor at the Reading Center at the University of Stavanger in Norway, participants read the same 28-page mystery story either on an Amazon Kindle or in print. “We found that those who read the print version had more accurate responses to questions about time, temporality, and chronology than those who read on a Kindle,” Mangen stated. “Furthermore, when participants sorted 14 events in the correct order, those who read on paper performed better than those who used the Kindle.”

People may believe that they understand information more effectively on a digital screen because they can read faster than they can on paper. However, research indicates that this may not be the case, as the paper groups outperformed the digital groups in memory recall and comprehension.

The article quickly emphasizes that this does not mean you should start printing your emails to read them. Brief snippets of text do not seem to make any difference.

Advantages of a Written “To-Do” List

As you age, a digital task list on your smartphone can become overwhelming, often raising anxiety levels, distracting you, and wasting valuable time as you sift through the list to determine which tasks to focus on each day. These choices drain energy that could be better spent on high-priority work.

You might manage your to-do list more effectively by moving it from your smartphone to a handwritten format. Choose a few of the most critical items based on the time they will take and jot them down in your daily planner or Daily Priority Pad, crossing them off your master list as you complete them. A Daily Priority Pad is an enhanced to-do list, and you can find more information on our website, TaylorinTime.com.

It’s crucial not to select too many items for each day. Always allow up to 50% more time than you expect a task to take, or plan for just four or five hours of actual work each day. As we age, we tend to work more slowly and methodically. The remainder of the day will likely fill with unexpected tasks and activities.

One advantage of a planning calendar over the Priority Pad is that it allows you to schedule blocks of time for each task while visually displaying available time slots for other work. However, be careful not to overschedule your day.

Writing down your to-do list clears your working memory, reinforces the items in your mind, provides time to assess their importance, and creates a motivational sense of accomplishment as you check off each task.

Mikael Cho, cofounder of Crew, stated, “The separation from the digital space (where I do most of my work) to the physical space helped me feel less overwhelmed.” Physically writing things down also enhances your focus on the task at hand, helps prevent mental multitasking, and aids in better decision-making when selecting daily priorities.

I have personally used the To Do sections (referred to as “Weekly action items”) in my physical planner, which allows me to assign items to specific weeks. I recommend using whichever system works best for you. For more suggestions on planning and scheduling, you might refer to my eBook, Time to Be Productive, published by Bookboon.com.