Organizing Blogs by Professional Organizers
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Tag >> home office organizing
So many times I hear "I've started to get organized but I didn't finish". "It just makes things worse because there isn't enough time to get it all done, so why bother"?  Getting through the entire process can be long and tedious. Getting started is part of the problem. Buyt once you get started, how do you make sure that you finish? When it comes to organizing piles of paperwork, the sorting system is general. You start your categories such as: car, house, bills, warranty and medical, just to name a few. It is easy to remove paperwork from the boxes and sort through everything. What can happen though is that the system easily falls apart because as the sorting becomes more detailed, it becomes more tedious. And now you have multiple piles of paperwork instead of one box. The box is looking pretty good right now! Taking all of the paperwork and putting it into a system that works is the stressful part - and how big of a space do you need to sort through everything can be deceiving. In order to manage it all you may need quite a large space. Last week we had this issue. We ended up laying out every out on top of a bed. This quickly became back-breaking work. Bending over to pick up paperwork and sort through it quickly became discouraging. So we needed a solution! The solution to too sorting through boxes of paperwork is to..... Purchase several vertical file systems - the wire kind that hold file folders work very well. These are what I use on my desk to keep my most vital paperwork handy. They take up very little space on your flat surface and will allow you to hold up to 8 files in a very limited space. Simply drop the paperwork into the files. An easy way to identify what type of paperwork is in each file is to simply take a colored sticky note and place it on the side of each file folder. Using a black marker, boldly write the name of the file on the sticky note. To make it even easier, rotate the sticky notes - alternating the sticky notes on the left and right, some lower on the file folder and some higher on the file folder. The key is to be able to look at all eight folders and be able to easily see the file name. To make it even easier, you can alphabetize your stick notes, i.e. auto, bills, house, medical, warranty.
What does your filing cabinet look like? Are you one of the few people who doesn't spend 55 minutes a week looking for that ONE piece of paper? Good for You because typically every person wastes 2 hours a year looking for paperwork. It is National Organize Your Files Week so let's take a look at how you can get your files organized! First - Sort through your paperwork and put it all into categories. Some of your categories may be bills (which could be broken down into credit cards, household expenses and medical bills). They may also be bank statements, newsletters, and general correspondence (that needs your attention). Second - If you haven't filed for a while this may seem like a daunting task but don't give up. Gather your paperwork a handful at a time and use a large space for your sorting. This is one of the few times that I would recommend using a flat surface for pile management!!! Third - Don't get too detailed as you do your initial sorting. Make this sort short and quick. You will get detailed later. Fourth - If you have mail that you haven't opened yet, take a minute to open it and take out all of the advertisements that are included in with your bills. (There isn't a reason to add all of that unnecessary paperwork to your piles).
 Telecommuting can turn an ok "J.O.B." into your dream "J.O.B." Sleeping in just a little longer, making the short walk to the office and the money you will save on gas can make working at home seem very enticing. You can actually take a quick break and do something around the house, rather than hanging out in the water cooler. What a home office needs to be functional is a good work space to be functional. Your setup should be easy to maintain and free from distractions. This means identifying a space that is designated just for work, without a television. Some things to consider are: have a comfy chair that allows you to work without causing stress on your back and neck, there should also be good lighting that won't cause a strain on your eyes. Since a messy pile of unfiled paperwork can definitely be a stressful distraction, create a workable and maintainable filing system. It should be simple. Have a clearly defined set of drawers for your files (there are many options available now). If your space is limited, consider making your files mobile - using a file cart that can be tucked away at the end of the day may be an option. Keep only those things on your desk that you need to deal with - everything else should have an assigned home where it can be found quickly and easily--so that it can be found when it is needed. Your physical and electronic files should mimic each other. Use the same systematic method to set-up each system. This will help keep you organized and save time from searching for files when you need them. Nothing will waste more time of your day than searching for your files. There are a ton of desktop office accessories available. Keep the basic items on your desk. A staples, pens and pencils, sticky notes and a pad of paper to take notes. Be selective when you think about what you should put on your desk. This is valuable real estate that you will need to be functional. If your desk space is limited, consider file boxes that can be attached to the wall. These can be used to sort paperwork and a short-term holding bin for weekly To Do Lists. If your home office is also your work office designate a separate space for your home and office files. One solution is to divide a file drawer (if you are using a lateral file system) or designate specific file drawers if you are using a traditional file cabinet. If you are using a lateral file cabinet it can also be used to hold your In box and To Do List. A graduated vertical filing system can also be kept on top of the lateral file cabinet to hold those files that you need handy - but not necessarily on top of your desk. And, they can also hold thicker files easily too. Also, have a specific place to identify your mail. This is, of course, after you have eliminated all junk mail.
As we approached the deadline to file taxes for 2011 I have been hearing more and more questions about how to organize receipts that are eligible for a write-off. As a small business owner (and even homeowners), there are items that we purchase while we are at Staples, Home Depot, Office Depot and even Wal-Mart and Target that are eligible for a tax write-off and it is important that we have a system to document these receipts and keep them organized. Too many times the receipts find their way into the bottom of a purse, pockets, stuck in a checkbook, tossed onto the front seat of your car or even the trash - accidentally, of course. Here is a simple suggestion that I shared at speaking engagements last week - so I thought I would share them with you to help you keep your receipts organized. 1. Use a simple coupon holder that you can carry in your purse or in the glove compartment of your car. Instead of storing your coupons in it, however, identify each section for a month of the year. Coupon holders usually have 13 sections available so this works perfectly. Make it a habit to store every receipt into your coupon holder. 2. At the end of every month - of even at the middle of the next month: remove the receipts, scan those that need to be kept for tax purposes and eliminate (or shred) the rest of the receipts. 3. Using the coupon holder for receipts also helps keep receipts handy and available - should you need to return an item for any reason. You will save time and energy looking for the receipt in order to return your item. I also have a simple tax file that I use to hold all of my papers that need to be set aside for tax purposes, such as our property tax information, quarterly church donations, school donations, etc. It is not broken down into categories. Throughout the year I am constantly placing paperwork into this file. Since I am not a "type A" personality, I am satisfied with knowing where I can find all of my tax paperwork. Of course, if this isn't your personality, you can (and should) set it up in a manner that makes sense to you.
What is Your Red Light? Do you have goals that you are striving to reach for 2012? As we finish up the first quarter, take a look at where what goals you have reached this year. Personally, I have completed 2 Goals. One was to take a 10 day vacation....done! The other was to hire my business coach/mentor, Melanie Yost....done too! And what a difference it has made. I knew that working with the right coach would help me launch my business all over again...but I never would have thought that taking a vacation would be "good" for business. What a surprise! (This was our first "real" family vacation in 9 years!) What is your red light that keeps you from reaching your goals? My personal red light was having to get over myself. I needed the expertise of an outside source who could help me see the much bigger picture. Drawing from the insight, expertise and experience from a business coach and mentor has allowed me to see the big picture of where and how I can help businesses with their organizing needs. When your focus can become crystal clear, obstacles seem to just disappear. Giving yourself the green light to: move forward, make decisions (that are right for your business), have a direct line that will allow you take the next step - then another step, and another.... is the best feeling ever! With the first quarter of 2012 history, think of how you can adjust and overcome obstacles for the rest of the year. Here are some suggestions that may help:
What was your biggest stress factor when it came to filing your 2011 Taxes? Was it how your paperwork was filed? No matter whether you are filing physical papers or computer paperwork, it is important that you have a system that is easy for you to work in. Organizing your paperwork is not rocket science and I have found that most businesses make it much more complicated than it needs to be. Before the first quarter of 2012 passes you by, make sure that you fine-tune your paperwork filing system and avoid the chaos and stress of years past. Here are some quick and easy tools that can save you time: First - Go through your files and purge, purge, purge! Really, if you haven't used it in years - get rid of it. (Except your tax paperwork if you are a business owner). Second - Look at what area caused you the most stress and how you can fix your problem. Your solution doesn't have to be complicated and have a ton of steps involved. Keep your solution simple to ensure success. Third - Take a second look at your filing system and find the missing piece or pieces that keep you from being totally organized.
One of my Major Challenge as a Home-Based Business  You live it, so do I! You left your 9-5 daily grind because your schedule is packed with work, school, family, activities, business and appointments. You wanted more freedom and flexibility. You have the talent, education, experience and passion so you start your own business. You are rolling along, business is growing and then something totally unexpected comes up and you Have to find time for it. How will you fit it into your schedule? I'm sharing my personal story with you. A medical issue has surfaced and I was told that I would need physical therapy (2-3 times a week for at least 1 hour each time). Each appointment - besides the hour - will also require an hour of travel time from my schedule. My calendar is already tight - where will I find an additional 4-6 hours a week? Will I just freak out about the situation and allow myself to shut down totally? I didn't do either. I didn't realize it back then but 7 years ago, the time wasn't such an issue - because I was still working in Corporate America. And, I could take my sick time, vacation time, personal time - or just work a little extra during the week to make sure that I could make my appointments. No problem. It is an easy adjustment. But having your own home-based business makes it a bit more challenging. It can easily become a stressful situation. Trying to fit your schedule around the doctor's schedule is crazy enough but what I have found is that the "9-5ers" office staff aren't very understanding that we have appointments on our calendar too and that we aren't just available when it is the most convenient for them.
Road Map Your Systems February...already, really? Getting your act together in 2012 and organizing your office was a promise that you made to yourself. You know that there are so many opportunities that you are missing, clients that you are losing and sleep that you are depriving yourself of just because you are wasting too much time in your office. The reason you haven't started making a change is??? Everything that we do is a process. It is like the old saying: "Putting the cart before the Horse". When you try to do the 3rd step of a process before the first and second, you end up spending (and wasting time). Think about the process that you use when you brush your teeth, and get ready for work in the morning. We do it every morning with our children, right? Why not have specific processes that we follow in the home office. Road Mapping your systems and processes will help you fine-tune your processes and allow you to get more done - in less time. Let's look at three parts of your business that can be more productive by having a Road Map.
What is Your "P" that keeps you focused? It's now three weeks into your "P"romise to yourself to make a change in 2012. You may be doing ok with your goal to do whatever you have decided to change. You may not. So I thought I'd share with you these five "P's" to help rejuvenate you into achieving your goals. Passion -- How bad do you want it? Is that space driving you crazy enough to begin the process to get it organized , or, are you willing to be satisfied to live with it just the way that it is? You've got to want the goal badly enough to see results. Don't get discouraged - recharge your passion to change. Persistence -- Nothing happens until something happens! And sometimes, it takes longer than expected so don't give up. Something will step in the way of your progress, get back on the horse and try again, and again if needed. If you give up...nothing will change.
This is a great week to take some time to prepare for 2012. We can schedule in a little down-time to catch up on the things that we haven't had a chance to do all year. Maybe that is just taking some time to rest! Many businesses will take this week to catch up on paperwork, de-cluttering the office and closing up the books for the year. This whole process of closing out one year and beginning a new year can run smooth as clock work when your space is organized and your systems are in place. Before you start preparing for your 2012 goals give your home office a check-up. What paperwork is looming in a file box (or on the floor)?* What systems have worked for you this year - and what systems need to be tweaked or re-vamped totally. Tweaking a system can be a great option to save time, money and a whole lot of headaches. One of the best changes that I made in 2011 was to begin using my android cell phone to help me track my mileage. I installed the mileage tracker application to my android phone and it has made it extremely easy to manage my car mileage for tax purposes. It takes just a few minutes in my car to document my beginning mileage and a short explanation of where I am going. This is a huge time-saver for me and I'll soon be downloading it into an excel spreadsheet as my documentation for taxes. I am also finding that a lot of small business owners are in need of tweaking their filing systems. Having the basic files set up the will enable you to manage daily paperwork can be the easiest and simplest way to stay organized. It is so easy to just convince yourself that you will do the filing later. By the time that an inbox is over-flowing and papers are stacked into wonderful neat and tidy piles throughout the office, the whole thought of tackling the paperwork becomes too much to consider. Now, it will take hours of time from you day - and who has hours to dedicate to paperwork (better yet, who really wants to)? Take some time this week to tweak your systems. Remember to keep the necessary files that you use on a daily basis handy on your desk. I recommend using a vertical filing system that is graduated. Having the graduated slots to store your daily files makes it easier to just drop in your paperwork. This eliminates the need to thumb through files to get to the one that you need. You'll be able to see what you need immediately. This would be used for things like your current client files; a dedicated place to put your paperwork which needs to be filed and generic files for papers that are important to you and your business. It will take less room on your desk and give you the ability to file papers away immediately, vs. stacking them in an "inbox". Of course, keeping paperwork under control takes discipline. It must be handled every day (or at least every week)!
Is Your Home Office Functional? 
We would all like to find just a little more time in each day to enjoy what we Really like to do. The dream of working from a home office can quickly be exciting. Take away the commute, the need to be "dressed" every day and the stress of the daily office routine. Be honest. What was this space being used before it became your home office? Was it a storage area, workspace or a guest bedroom? Turning it into a functional and operational home office can be difficult. This is a common challenge for many solopreneurs and entrepreneurs. Your designated space needs to function solely as a home office and nothing else! It is not a bedroom, workout room or family room. It is Your Office! So how do you get it organized? 1. Turn your room into an office. Remove what doesn't belong. Throw out the trash and broken things. Place things that you don't use very often into a donate bin. Put things back where they belong - find them a home somewhere besides your home office. Keep your vision in mind. 2. Setting up your home office. You will need a place for files. Even if you are a brand new business, you will need to have a filing system to make sure that you keep everything that you need handy. The floor is not a filing cabinet! I like the lateral file cabinets the best, are easier to work with and hold more files than the traditional file cabinets.
 Home Businesses allow us the opportunity to have the best of everything...stay at home with our children, be our own "Boss", continue to volunteer at the school and contribute to the household. We are organized. Why not bring in some extra income too? We can handle it, right? Being an Entrepreneur is easy!
5 Tips to Organize Your Home Business 
Home Businesses allow us the opportunity to have the best of everything...stay at home with our children, be our own "Boss", continue to volunteer at the school and contribute to the household. We are organized. Why not bring in some extra income too? We can handle it, right? Being an Entrepreneur is easy! Every home-based business opportunity will give you the tools needed to get you started and the motivation to inspire you. But what if you are working out of a limited space and really need to maximize your resources and efforts? You really need to have an organized office in order to ensure good time management. Here are 5 Tips to Organize Your Home Business:
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home office organizing
