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132: How AI Can Streamline Your Organizing Process

In this episode, we’re exploring how artificial intelligence can support real-life organizing, not just as a tool for planning, but as a partner for taking action. We’ll share common ways people are using AI tools to declutter, make decisions, and communicate more clearly with family and loved ones. Most importantly, we’ll explain how to ask better questions so that AI can provide you with answers that align with your goals, energy, and bandwidth.

Whether you're organizing inherited items, managing school prep, or just trying to get your paper piles under control, this episode will help you use AI in a compassionate, practical way. Additionally, we’re sharing a complimentary guide with 20 insightful prompts to help you get started.

In this episode we talk about:

  • How AI can become a helpful companion in your organizing journey
  • What makes a “good prompt” that leads to actual progress not just planning
  • When AI becomes a support tool and when it becomes a distraction

Mentioned in this Episode:

Review full show notes and resources at https://theorganizedflamingo.com/podcast

Review Transcript:

 Welcome back to Organiz and Cherish. I'm Stephanie, your host. Today's episode is a practical one, and it's an encouraging one where we are taking a look at a tool that more and more of us are experimenting with, and that is ai, short for Artificial Intelligence, also known as Lear Language Learning Models.

It is basically a tool online on the interwebs that gets to know you and your queries and your questions. And outputs information that it believes to be a more efficient, smarter way to do something or to explain something. Really, it has to do more with efficiency. Uh, so we're talking about it because I, I balance between.

Not overwhelming you with information, and especially not following trends like we are antit trends here at the organized flamingo, but there are certain trends that are just scope moving and going so fast that we cannot ignore that almost are starting to be the norm. Um, we probably, many of us before the internet really became a thing or remember, you know, coming into the, like turning on a computer and then all of a sudden.

The computer life became the way that most of us, most of us lived or did business or communicated with. So there are things that you just can't ignore, and AI LLMs are one of those tools, okay? We really can't ignore it. So I am balancing that between not giving. Into these trends and making you use something that you may not be ready to use.

But balancing it with this is becoming so much of our norm that everywhere we go, all the stores that we frequent, all of the conversations that we have are being presented with this type of information. And I don't want to leave you in the dark when it comes to your organizing, decluttering, and downsizing projects.

For you and your loved ones, so we are talking about it. I am taking the approach of giving you information that is vetted, that I have tried myself. I have seen work, and not giving you the information that is based off a trend. So I'm really just trying to give you what I think will be useful. Then we can take it from there.

Okay, so that's what we're talking about today. It is all about organizing with this new technology, with this new type of search engine of AI language learning models, and anything that is associated with that in a smarter. Way with better progress. Okay, so here we go.

Welcome to the Organized and Cherish podcast with the organized Flamingo. I am your host Stephanie, your compassionate and deficient professional organizer. Whether you are part of the sandwich generation helping a loved one declutter, or just trying to simplify life, this is the place for you. Together we will tackle those overwhelming piles of stuff, uncover purpose in what we keep, and let go with dignity and care, because it's not just about throwing everything away, it's about respecting memories and simplifying life.

Sound like a plan? Let's jump in and get organized. Okay, so we're talking about how to use AI in a smarter way to get unstuck in your organizing. So not just planned endlessly, but to actually move into action. We did an intro to AI and what it is and what it's not. Over on episode 1 21, I will put that in the show notes and I kind of give you an explanation of why it's become such a hot topic.

We also talked about asking it the right question. That was a few episodes after that. So to be smart about asking the right questions when you're doing inquiries or searches on this new type of platform of artificial in inte intelligence and learn learning language models such as Chat, GPT, or Gemini, right?

So again, 1 21 was kind of the introduction using AI to organize your life, and we talked about that and then we talked about in episode 1 27, the problem isn't the clutter, it's the question and are you asking the right question? So we talked about, um, being smart with your prompts. If you are using AI like chat, GPT or Gem.

Also just in general, in the, in the inquiries that we're making now, in most of the platforms, they are using this technology. So whether you are not personally using a V, like a virtual assistant, that is like an ai, if you are not using one, but most likely the store that you're buying something from, you're searching from the people you're working with are.

So I want you to make sure that you have the proper tools. To navigate through this new technology so that it helps you and you're smarter about the inquiries you're making in your projects. And so we all, you know, talked about not getting stuck in the planning because that is one of the downfalls and one of the ways that you can get stuck.

I also talked about it over in the Napal blog in one of their latest blogs from July 7th. There's an article that I wrote that is titled, smart Waste to Incorporate AI into Your Organizing Journey so it doesn't end up being more work. That was an original piece, meaning I wrote it specifically for Nepo, for other organizers and or people that are, that like to organize like you and me.

Like if you're listening to this, it's probably because this is a topic that is relatable to you and or you enjoy. You want to learn more about that blog post might be helpful to you as. So whether you've opened a new AI chat and typed to help me get organized, or you haven't touched this kind of tool yet, then we will talk about everything in between in today's episode.

Okay. AI tools can be incredibly helpful for generating those ideas and the timelines and the checklist. They're perfect for that. If you are specific and you are clear in your query. So what I did is I compiled about 20, I think I have almost 20 prompts that are very helpful. You just have to fill in the blank to your own situation because that's the thing about these, they need to get to know you a little bit more.

You don't have to give it everything about your life, but it does need to have some details like. You live in a cold climate, do you, do you have several stories in your home? Is this a storage unit that has no ventilation? Okay, so it will need some of that specific, so it can tailor the checklist or the plan for you.

Now you always have human interactions like us, like professional organizers that can come in and give you the human touch, which we need by the way, especially if you're trying to get something done on a timely basis, like look, it is overwhelming to take things on on your own. Like I I, right now, I'm doing a huge decluttering.

Of our entire basement area, there's two sections that are unfinished. It's large enough for it to be so messy, okay? It is overwhelming. I am tackling it on my own so I can report back to you. Like I, I do some of these big projects sometimes on my own, in my own space so that I can learn and do it myself, right?

And be in your shoes. And it is overwhelming. The amount of times that I wish I can call on my colleagues and pay someone to do it is overwhelming. You have no idea. Even if this amazing AI is here to help you, I can tell you right now, there is no replacement for getting help from your community paying someone to do it sometimes.

Okay? So this is not going to cure that. So we're, we will always be here, but if in the event that right now you are trying to figure it out on your own and you're using these tools. This is a great place for you to start because it'll start again giving you the ideas and the timelines and the checklist that are specific to you.

But I do want to make sure that you ask the right question because the catch is that if you don't, you won't get a helpful answer. You will just get a generic answer that you could have Googled and or read in a generic book. It just gives you more overwhelm, decision fatigue. It does nothing for you. And if you're helping a loved one, then you know how hard this is even more because you're trying to get stuff done.

Like you all, you have your own life to live and organize and declutter, and now you're helping someone else. So time is of the essence. So asking the right clear question is going to be very, very helpful in one of the most important things. In order for us to move from thinking to doing, we want to make sure we give.

These chats and these assistance, some intention. So after you go ahead and ask the right question, we're going to dig a little more into how to make those questions work for you. So we're gonna go a little deeper. Especially if you're juggling multiple roles, right? Like if you have, you know, your your day job, and then you're a caregiver and you're a parent and you have hobbies on the side, like if there's all these hats that you're wearing, this is where AI is going to be really helpful.

Hi, cherish friends. Life can get overwhelming, especially when you're juggling caregiving, clutter and everything in between. That's why I created the Organized and Cherish weekly email that goes out every Wednesday straight to your inbox. To help you keep the momentum inspiration going with tips and reminders of our upcoming events, all you have to do is head on over to organize and cherish.com and sign up for the email newsletter.

It's free and you can up subscribe whenever you'd like. It's my way of helping you simplify your life and respecting memories along the way. Now, back to our show. So here's some of the common ways that people are using AI for organizing. What I've seen the most being used from the communities that I work with, and if you're listening, most likely you will relate, is that it's ask.

You're asking for decluttering checklist. So people are asking it things like, you know, what are the top 10 things that I should declutter or could declutter? But here's how questions and and prompts like that are way too broad. It doesn't know. What you value, it doesn't know that you would, you are a collector of certain things.

So if you take a picture of your space and you say to it, can you give me 10 things I can get rid of right now? It will just give you a generic list based on what it thinks it knows about you, and that's really not helpful. So the smart use in this scenario would be is instead of going into this rabbit hole of emptiness and empty answers.

Is to ask it for support in the decisions. So for instance, you take a picture of your space and you ask it to help you let go because you need to declutter. You need this space to be more clear, more airy, more, you know what? Whatever. Maybe your maximalist, okay? And you don't want to get rid of very much.

You do want it to be more, you want it to be more comfortable or cozy or more coherent to, you know, how you live your lifestyle. So you're going to take the picture and then you will tell it what it is that you are looking to feel and what your current lifestyle is. So in that space, I don't mean tell it about your personal life.

I'm talking Okay. I usually will come in. From work at around 5:00 PM and I put everything down in this one table and then from, you know, so you are gonna go through the layout of the room and then you will ask it for some advice for you specifically, and then go from there. Prompts are going to be really important because a prompt is like a flashlight.

If you shine it in the wrong direction, you won't see what you're looking for. It's gonna be dark. And so when. You give it the right prompt, you can illuminate a little bit more of the options and the next steps and even feelings that you didn't realize that were there. So you want to make sure you're spotlighting the right thing.

You might not even know what to spotlight, and that is either where human can come and help you, service providers like ourselves, someone that knows you really well. Or just dig a little deeper, do some journaling so that you can get to what you are trying to highlight. For some people that highlight that flashlight, that spotlight is all about, I want to be able to wake up in the morning and get ready in 10 minutes, how can I best organize, declutter, lay out this space.

For some of you, it's all about my parents are moving in with me and therefore I need to make room for their stuff, my stuff. So it does not feel overwhelming and cluttered. So you really need to tell it, not just the prompt, but you need to highlight and spotlight the right thing. And that part, you know, we always talk about like the our step.

You know, we have our seven steps of organizing almost anything. It's episode number one from this entire episode of this podcast. But step one is all about figuring out what your goal is. So that's what this is. Figure out what your goal is and shine it and make sure you tell it that that's what you're looking for.

And then give it the prompt sometimes. Uh, questions. Will make all the difference in just the way that you phrase them. Okay. So you give it specific timelines, that's really helpful. Like if you give it, I have 15 minutes, I have 10 minutes to get ready. I have 15 minutes to do this. My patient's level is only 30 minutes.

That is really helpful. If you can give it the size of the room, like 1200 square feet, a hundred square feet, whatever it may be. That's also very helpful. So I am giving you a free guide of fill in the blank prompts. That help you ask AI for exactly what you need or as close as possible that can help you and have you practice asking it smarter questions.

So that can be found in the show notes here, the organized flamingo.com/resources and find it there. Okay, so, so far to get the most out of ai, we've talked about adding your time or emotional bandwidth. So try something like, I have 10 minutes and I'm emotionally drained. What can I do that's still productive?

Something general, something like that. But give it some emotion and the time. Number two, be specific about the type of help that you want. Do you want steps? Do you want encouragement? A checklist, a sample script. And then number three, don't be afraid to ask follow up questions. That's what. The magic here and the difference between a search engine like Google and the new newest technology that it has more of that personal concierge feel.

Because AI isn't really judging you even, I mean, sometimes a kid, we don't know what the future will hold, to be honest, but in theory, AI doesn't judge you, right? So use it like a sounding board. We can get deeper into this because there's all kinds of other, if you get too deep and too emotional with it.

It might start to get a little redundant on you. Okay? So I don't want, for these exercises and for the subject matters that we talk about and that I'm trying to help you with, I would not advise for you to use this as a sounding board. I still would advise you to use a human being, whether it's a therapist, mental health practitioner, your professional organizer, your best friend, whoever that may be, because there is still a little bit of, it kind of goes around in circle sometimes.

AI and all of them. Sometimes some of 'em are amazing at giving you the answers, and I do love it for so many things, but when it comes to the emotional side of letting things go and actually taking like action, actually making something happen and and doing it, it's just not there yet. So that's why give it as much information as you're willing to give it and okay, having it be in these databases.

But if you need follow-up questions and it's starting to act a little redundant and just not getting you, don't get upset at it. Step away, go talk to a human being. Okay? So those are my quick three tips on how to get the most out of AI prompts. So I did create a simple checklist style freebie for you with 20, fill in the blank, or ready to copy prompts for you to just put it in AI, because sometimes we're just overwhelmed.

So these prompts will help you get started when you're overwhelmed, organize, inherited, or sentimental items like it'll allow you to see the bigger picture so that you're not so stuck in your own thoughts. It'll help you write thoughtful messages that you may need a little bit of help with, especially if you're trying to communicate with family and friends.

It can create some timelines for you as well, because, you know, sometimes the biggest hurdle is just figuring out what to ask these prompts without it being, without it being so intrusive in your personal life. So here those these prompts. Are meant to help you get started. So it, it could be an efficient tool in your organizing and decluttering journey.

So I hope that you find these helpful. I know that many of us are still a little bit, me included, are still a little bit nervous about using ai. Um, but from what I've studied, from what I mean, I've gone depth. In depth, okay? So I've asked the pros, I've listened to the podcast, I read the articles. It's here to stay.

Okay? This is not a trend that will be going away. AI learning language models, uh, this type of technology that is communicative with you is here to stay. The more that we at least get comfortable understanding what it is, we can place our own parameters and boundaries about how much we want to use it.

Just know that many of the tools that you are using, like the stores that you're buying, organizing products for, or the companies you're working with, whether it's like the storage unit company, whether it's the moving company, the decluttering company, they're most likely going to start using if not already.

And so I want you to also be comfortable so that you can ask the right questions and you could be in the driver's seat, not the other way around, not the technology is driving you. Okay. Alright, so until next week, organized with Care, don't forget to ask better questions into the AI Hemisphere. And if you need any human support, we are here to help.

Always over@theorganizedflamingo.com. Gimme a call, gimme an email, you name it. I'm here to help. So, until next week, happy organizing. Thank you for listening to the Organized and Cherish podcast with the Organized Flamingo. If you enjoy today's episode, I'd be so grateful if you left a rating and review on your favorite podcast player.

It helps others discover our show. For full show notes, resources, and more organizing inspiration, visit www.theorganizedflamingo.com/podcast. Until next time, happy organizing.

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