Whether traveling for a business or for a romantic weekend getaway, staying organized will be the key to have less stress as well as the best vacation possible; with weather permitting of course!
Why do you need to be organized?
Nobody plans on forgetting something that is needed on vacation. I have always heard from friends and family (including myself as well) “I won’t forget it.” Then that item ironically ends up being the one thing you forgot. For example, on a cruise trip to the Bahamas, I kept my sweater close the entire week as it got chilly. As I was boarding off the ship, my mind kindly reminded me that I will be returning to freezing temperatures and that I had just forgotten my sweater on the ship. Here’s my explanation as to why this happens: As we are packing, our minds we come across objects that remind us of other objects. Once we shift focus onto the second object, we tell ourselves that we will come back to the first object later. However, with so much things to pack, that first item becomes pushed to the back of your mind as the hours til your anticipated departure come to a bare minimum. When everything that you need is in different locations, it makes it ten times more harder to track everything down. The next thing you know, you will be at the airport with a missing toothbrush. The solution? A handy couple of files with lists of what to pack for that specific length of travel and a place where everything is kept into one space is the trick that will lead to an averted crisis.
Getting Things Done
David Allen’s Getting Things Done describes a guide with an effective strategy to staying organized. From creating a workflow space to creating a filing system, David Allen takes you step-by-step to enhance little tips and tricks and tools to help along the way. With this guide, worrying about forgetting tickets, business documents, or small toiletries will be a thing in the past! (all of these steps can be found in chapter 4 of Getting Things Done).
The Work-space
Staying organized requires the time of effort to get organized as well as the appropriate space to place all of your documents and other containers. David Allen explains that having a work-space in your home to control house projects, finances, mail, appointments, chores, etc. is imperative to staying organized that keeps everything needed in one location. Having a place to sit and focus on the task at hand will keep you motivated. This work-space could be used for your vacation planning as well as budget sheets, saving finances, lists of locations that you’ve been wanting to visit, organizing an itinerary, etc. However, you must take the time to set up the work-space first. In setting up your space, you’ll need paper-holding trays, file folders, waste bucket, a calendar and/or file drawers as well as little things like post-its, pens, pencils, paperclips, stapler, etc. The work-space should look something similar to the picture below.
Filing System
After setting up the general space area, this is the time to gather all of your documents and file them into file folders or drawers. These will be helpful in creating to do lists, grocery lists, calls lists, bills to pay, bank information, etc. This way, all of the things you need will be in one location and placed together for future references. File folders are great because just having a file drawer will cause the temptation of just shoving everything into a drawer. Then if its needed at a later time, it will not be found as easily if it is not placed into a folder. Also, make sure the folders are labelled as this will be a huge help to easily search for something important within a specific category. Once you find a specific piece of information, place that into the correct file folder in the file drawer or in an “in-tray.” An “in-tray” is a place to store all documents that needs action that you cannot get to at the present moment. These documents could require action or filing. For example, you get a gas bill from the mailbox. Place that bill into the bills to pay file folder or an “in tray” for when it is ready to be paid. After receiving your check for the week, use your bank information that is placed into another file folder to keep track of finances. Once the bill is paid, place bill into bills paid folder for future references. A structured “in-tray” for specific things to do that week could look like the pictures below.
File folders for to do lists, grocery lists, meal plans for week, mail, etc. 
These file folders should be separated to sort between mail and to-do/grocery lists. File folders in the drawers can be used for your itineraries, budget plans, finances, packing lists, etc. could look like the pictures below.
How Does This Concept Help With Travel?
When planning for a trip, the things you pack for a local weekend getaway are going to be completely different than a week-long trip out of the country or state. Creating packing lists for different lengths of stay in order from short length to a longer length and placed into a file folder will help to relieve stress about forgetting things and packing the right things as you go down the list. It will also be helpful to create budget plans for everything else when trying to save money (or enforcing that you do not spend too much while on vacation). This concept also helps with having your bank information and finances nearby. This way you can guarantee you will save money for a future trip and plan for a rough estimate of when to go on your trip while paying for monthly bills and groceries as needed.
My Filing System
Currently I do not have a filing system or a work-space. Truthfully, as I complete homework for school, I sit on the bed in my bedroom which has proven to be least motivational at times. I currently live at home, so I do not have much bills to keep track of. However, the cable bills always disappear as I pay the bills online or in store. I currently have a folder sitting on a shelf with bank finances and pay-stubs and planning for trips are mostly spontaneous and played by ear on leaving times and arrival times. In a nutshell, my life is a mess and I need to get a work-space and filing system in order. With that said, I need to follow David Allen’s guide myself! You are not alone in this. I currently have a calendar and agenda full of to do lists and appointments as well as homework due, TV show premiers, and work days and times which is a start! With all of this information, it can be overwhelming. Using a filing system will take away so much stress and I will be right along with you as I get myself in order as well. With all of that said, I challenge you to take the time to sort and figure this out with me and prove to others how effective this strategy really is!
Seas the Moment 