Organizing Blogs by Professional Organizers
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Tag >> paper clutter
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.
Not everyone has their kitchen spices arranged in alphabetical order. I haven't felt the need to have the "alum" in the front of my spice area simply because it begins with "A". I probably won't use it again until next fall when I make that specific recipe that calls for just one teaspoon of Alum - and by that time, it will probably be expired! Your organizing style works best when it works in conjunction with your personality. If a process or system that requires your attention, on a daily basis, is inconvenient - you should consider taking a second look at your system. What am I talking about? Let's take a look at your office. Does it really make sense to have a current client's file - one that you are working in on a daily basis - tucked away in a filing cabinet that is clear across the room? Personally, I don't think so. It should be located somewhere close to where you sit and work for that client. Perhaps it is in a lateral filing system that allows you to have 8 files handy and within reach. (I like these because I can see multiple files at one time). If your client's file has confidential information in it, this may change your strategy. I would recommend that your client files be gathered and put into the very front of a filing cabinet so that they can be locked up in the evening. Of course, it always really bugs me when I walk into a doctor's office and I see piles of files stacked over an entire countertop, knowing that my personal information is in that file and that it is so easily accessible to anyone and everyone. I don't know what I can do about that...but I'm thinking about it! Should your files be color-coded? Should your cabinet have pull-out shelves? What type of storage will work best for your situation? When making these decisions, think about what makes the most sense. Try not to get caught up in the glitz and glamour of the new and "must haves" of organizing. There are tons of possibilities to organize the exact same area. But what will work best for you?
As an Entrepreneur or the owner of a home-based business it is typically necessary for you to hold meeting outside of your home office. You probably have your favorite coffee shop where you can meet with potential clients or network your business. But how do you handle the need to carry all of the materials required for you to show your  professionalism. Do you have a briefcase that you carry everything in? Are you too embarrassed to have a potential client "see" your briefcase because it is a disaster? Are you embarrassed for anyone to see your car (since you "live" in your car, it can have a tendency to look like a bomb has gone off in it)? I started this journey over 10 years ago when I signed on with a National MLM Company - which I won't name. In the 7 years with the company I noticed one major flaw. It seemed that every quarter someone (probably from Corporate), came up with a "better and easier" way to organize all of my supplies. This usually meant me making a purchase of some kind of organizing bag for display purposes and reorganizing, yet again, how I was transporting my materials in order to hold appointments. Here are my top 3 Lessons Learned regarding having a Traveling Office. Now, as a true Entrepreneur, the issue is the same. I need to have brochures, business cards, potential client forms, etc. available - and a way to make notes (and then follow-up with those notes). Here are a few tips I have learned over the years: 1. Have a specific plan for where everything goes. Don't allow yourself to be lazy and just place an item "somewhere" (for right now). Odds are that you won't remember where you put it, get frustrated and then your first thought will be...this systems doesn't work for me! When, actually, you aren't working with your system. Consistency in where everything is kept is crucial when organizing your Traveling Office. I recommend using a portable portfolio or file box if you need to carry paperwork. Keep extra copies of what you need filed away so that they can be found quickly and easily. For your computer or tablet use a traveling tote that shows your professionalism. To work with other professionals, you must be a professional yourself. 2. Don't allow papers to run around "loose" in your car. They will get damaged or torn. If you are carrying around brochures, your image will be based on whether your paperwork is neat and tidy or whether your paperwork has corners that have been turned down and torn. And remember...you paid good money for those brochures - having to throw them away would not be a good ROI. Again, keep everything within your Portable Portfolio or File Box in your car.
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).
Our daily routine has made it difficult to stay organized on a regular basis. 25 years ago, life just breezed along. I remember how life seemed so simple and how much we enjoyed spending time with the children on weekends. We used to spend family time crabbing for our dinner. Life just seemed to flow along without stress and chaos. Well, that isn't the way that things are today. Technology has made it more difficult to keep up with everything that is happening. We feel the need to be "connected" 24 hours a day. The term instant messaging took control of our lives. There is the constant need to immediately respond to everyone and everything that is happening. I have to say that it is very frustrating to me (and quite honestly, rude) to work with someone who is constantly checking email and texting on their phone. As a Professional Organizer, I know that there are things that you can do to help you organize your day so that you don't have to feel the need to be "connected" constantly. First - Relieve your anxiety. Know exactly what you "have" to do every day. What needs to be done in order for you to: be accountable to your job and family; what appointments do you have scheduled; what paperwork needs to be completed; which bills need to be paid. You get the idea. Knowing exactly what you need to get done is crucial to ensuring that you keep your day organized. Second - Schedule a time to disconnect yourself from your cell phone, tablet and computer for a while every day. Continually checking all of your electronic gadgets actually causes stress - which doesn't help keep you organized. It actually causes disorganization because it is a distraction from what you really need to be attending to. Turn off all of your alarms, dings, bells and whistles that tell you that you have incoming mail too. Talk about distracting!! Third - Develop a system for handling every part of your home and office. Have a process to handle your incoming and outgoing mail. Schedule out what day (and even the time of the day) that you do specific tasks. I remember growing up - my mom had a schedule for every part of the household duties. It seemed really mundane at the time, even boring. But I know that having a day assigned to your regular routines will help you get organized and stay organized.
 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.
I wanted to write about this topic because I am working with more and more people who are "left behind" to handle the paper clutter after a loss. Typically it is because of a divorce or death of a parent, spouse, aunt or uncle. The person who has left the paperwork behind just didn't have the desire or energy to handle the paperwork and now my clients aren't at the age where they really "feel" like wanting to deal with it all either. They have their own families to think about, their own schedules that are already being stretched and finding the time to handle a mish-mash of paperwork is daunting. Being left behind is painful and stressful - having to deal with all of the paperwork can sometimes seem like too big of a task to handle, and it can even cause resentment. There are some easy things that can be done to ease the burden of the person "left behind". 1. Make sure that important documents are placed in a secure box, i.e. Will, Living Will, Life Insurance Policies, Birth Certificates, Social Security Cards, and other important Court documents, including the Deed to the Home and any other pertinent home information. The key thing to remember is that these items are in a fire-proof box. The other piece to this is to have a good and reliable friend or relative know the location of the key to the security box. Don't keep both keys in the same location - keep one off-site. 2. Document the items in the home. Use a Home Inventory System to document anything that you feel is valuable and/or sentimental. This also includes taking a picture of everything that you know (or feel) is of value. It is easier to keep emotions in check when you have the documentation needed to prove the value of an item - or that an item existed. 3. Scan all of your important documents. I recommend scanning Life Insurance Policies - at least the Structure Page that states the value of the Policy, the beneficiary, the Policy Number and who to contact - when you need to reach a Company or Agent. You can use this as a backup, should something happen to the security box. After the items are scanned, save them on a flash drive or CD that is stored at an outside location. A bank safety deposit box would be the most logical location, but if that isn't possible, have a responsible and reliable friend or relative lock the flash drive in their home or office. And remember, if you chose your Inventory List onto a CD, a CD is not necessarily safe in a fire-proof safety box. Extreme heat can still melt the CD that is inside of the box. Protect your CD's in another way such as a Bank Safety Deposit Box. Being left behind is stressful. Having all of your paperwork and documentation in order can make the process of dealing with the process so much easier. It can also save you money when you can hand organized paperwork over to an attorney to begin the Probate process.
To some, it is everything perfectly placed throughout your office and/or home. It looks just like a magazine cover. Perfect, in every way! But is this your reality....it's definitely not mine. I remember, many years ago, I took a girlfriend trip down to North Carolina to do some furniture shopping. (It was actually just an excuse to get away from our husbands and children for a few days). My friend had a long-time friend who lived in the area and she invited us to stay with her so that we could make it an overnight trip. What fun....shopping, relaxing and no one to worry about but myself for a change. "Real girlfriend time". Well, this friend had an absolutely beautiful home. Everything was perfectly placed. Including the toiletry items that were placed in my "private" bathroom. It was better than any hotel I had ever stayed in before. It was absolutely Beautiful...but so darn scary at the same time that I was afraid to touch anything. I remember crawling under the sheets and folding my arms on top of the covers to sleep. I woke up in the exact same position 6 hours later because I was too scared to move around on the bed and even wrinkle the sheets. Everything was too perfect! It was the most miserable night's sleep ever! At Organization Direct we believe that yes, neatness and tidiness all have a part of things being organized in your home and office. However.....being comfortable and productive does not require you to be uncomfortable in your space. After all, last time I checked, we do "work" in our home office and "live" in our home. There may be times that paperwork is still in your "in box" or you have a project spread out across the desk. There is one major key to keeping everything organized - Systems - have a system that you can utilize on a daily basis to keep your paperwork, space, projects and lists organized. At the end of the day you need to know where and how you are going to wrap up your paperwork, be prepared to dive right into the project tomorrow and not waste time with do-overs tomorrow. Two of the most important systems should be your: Mail System and a Filing System
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.
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.
You've made the commitment before but 2012 will be different! This is Your Year! You know what to do and how to do it and this year you are going to stick to it! Get 'ur done! Stay focused and reach your goals. You have bought every possible organizing supply and tool that is available because they all promise to get you organized, right! And...they have to work because you just spent a ton of money. So how do you ensure that you reach your goals this year? Your mindset and habits will dictate your success, no matter what your goals are. Just like starting a diet, getting your space and mind organized takes dedication, obligation and accountability. It takes making a change in your daily habits and this isn't always easy. Think about what areas you find the hardest to keep organized. Is it your paperwork - mail and filing; client follow-up; systems; or maybe your daily schedule? Or, maybe it is that your time is drained by interruptions through email or phone. Everything that we do every day is a choice. (Of course, I'm realistic...emergencies can come up that require your attention). But when you have your daily course of action laid out, interruptions are easily handled and the ability to refocus comes easy. The key to keeping yourself on task is developing a habit/system to handle every part of your day. It seems odd to think about something that something as simple as opening the mail should have a system but it makes such a difference. Let's just take the example of opening the mail. I meet with so many people and home-based businesses that just find it "simpler" to open the mail wherever the happen to be at the time. Because of this, there are receipts and paperwork in the office, kitchen, bedroom, car, in their pants pockets or purse, And then...it just becomes too overwhelming to be able to get it all organized. The thought of sorting, organizing and filing all of the paperwork causes stress and anxiety. And now there just isn't enough time to catch up.
Just about everyone "makes" at least one New Year's Resolution. One of the  most popular Resolutions is to Get Organized. Every year we have the best of intentions that This Year will be The year that it Really happens! Really...cross your fingers, hope to die! You Will make the necessary changes and do whatever it takes, Right? And you are willing and ready to jump in with both feet! You'll even write it all down, put it on our calendar and make promises to yourself that this IS the year. The truth is that keeping a New Year Resolution takes more than all of this. You must realize not just what you want to change, but Why you want to change. When you look at your space, office, paperwork or life, does it just drive you nuts? What are you willing to do - besides throwing in the towel and saying, I just can't do it? You may consciously be self-sabotaging yourself , which is the reason that it hasn't changed....Yet! Ask yourself this question - If my space was organized what would it look like? Close your eyes and visualize your space neat, tidy, organized and filed. Picture yourself sitting at your desk writing contracts, filling orders, talking with clients, paying your bills and smiling at the increase in your bank account. What I know is that nothing will change until something changes. In other words, until you take specific and methodical action to Keep Your Resolutions, they won't happen and you will stay in the same rut in 2012. And, no matter what plans your plans include and how detailed they are, it takes dedication and a change in your attitude to make it happen. The words and thoughts that we tell ourselves every day will dictate what we accomplish, how we manage our time and whether or not we reach our goals. So here are some steps to hold yourself accountable to reaching your New Year Resolutions!
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)!
 Until a few weeks ago, I had promoted my Personalized Filing System and recommended using a portable file box that could be purchased at Staples, Office Depot or even Wal-Mart, Target or Ross. Staples and Office Depot had more generic type of Portable File Boxes while the Department Stores seemed to have file boxes that are cute and colorful. This seemed to be the best recommendation when it came to finding something affordable and functional that both offices and homeowners could use on a daily basis to handle every piece of paper that they receive.
Then I received my Stadium File Folder from Smead. What a perfect portable system to manage my File It, Find It...FAST Filing system. While it's pretty plain and ordinary; Its portable, lightweight, stadium design makes it even easier for me to find whatever I need, when I need it....(as I preach - within 2 minutes or less)! The benefit of a stadium stand-up file is that it makes filing and finding paperwork even easier because you can see everything that you need immediately, No more fingering through the files to get to what I need! I really think that Smead Office Products designed this just for me and my clients. Although it comes with pre-printed labels that you can easily use to file your paperwork (such as Alphabetical, monthly, numerical and a variety of preprinted tabs such as auto, dental, receipts, etc.), I'm going to choose to use the blank labels and implement my proprietary system so that I can continue to find every piece of paper that I need, when I need it. When a system works, stick with it! This is just a quick and simple switch from what I am currently using and with 11 pockets available, this is more than enough to meet my needs for my: To Do, To Read, To File, Waiting for Response, Tax Receipts, Coupons, Envelopes/Stamps and Kids paperwork. The best part is that it will expand to hold 900 sheets of paper, however, it won't allow things to get too out of control. I even use the front of the folder to store my plastic paper clips (check out the picture) so that they are available whenever I need a paperclip for anything - and it still looks really cute. The Stadium File Folder System has allowed me to be even more productive every day and I'm saving even more time than before because of the design. If you are really creative, you can even decorate the front of the folder and maybe change it out for the holidays or seasons. You can definitely make your Stadium File Folder System something that you will look forward to using every day of the week. If you'd like more information about my Filing System - FFF (File It, Find It...FAST!) I'll be happy to send you an MP3 recording that will cover the process of organizing your paperwork and using the system every day to save time and money.
Paper+ Procrastination = Chaos You've heard me say it over and over again that the price of procrastination can (and does) cause Chaos (Can't Have Anyone Over Syndrome). Paperwork can easily consume every part of your home. Flat surfac es: tables, counter tops, kitchen and dining room tables, dressers...you name it. I've seen it all! It can even expand into boxes, bins, containers and continue to be spread throughout the house/office. And, it doesn't stay in one room. It can expand from the kitchen and office into the living room, dining room, and even the bedroom! What is the price of this procrastination? Unpaid bills, missed appointments, stress, anxiety and total overwhelm and lost time spent looking for paperwork that you can't find. The average executive spends a total of 1 hour per day looking for essential paperwork. Why??? There are many reasons...consistent habit, laziness, lack of time (?), accountability, time management issues....etc. Paperwork is a struggle for most homeowners and businesses too! We receive so much mail and paperwork every day and without a system to file it all away the only thing that happens is that it gets piled up high and deep.
Paper clutter is one of the major struggles these days. SO much of it we feel the NEED to keep, so much we HAVE to keep and the rest, is just junk. And until we make a decision how to handle it all, it continue to come in and cause overwhelm. For about 1/3 of the homeowners that I work with this causes them to go into shut-down mode. Procrastination then becomes second nature and the cycle spirals downward quickly.
To keep ahead of paperwork it needs to be touched frequently. Allowing mail to continue to stack on the dining room table, kitchen counter or any other flat surfaces will only cause you distress and can even keep you up at night.
The key to gaining control of your paperwork is to be very clear with yourself about what you need to keep.
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