Filed under: Business
Whether it’s a desk at work, the kitchen table, or a home office, almost everyone has a place where bills are paid, mail is opened, and papers are filed. Many people feel stressed by the clutter that quickly builds up in those places. While I cannot send the filing fairies in to help with all the paper, there are some basic tools that will assist in getting things done in a timely manner:
- Shredder. There’s good, better, and best. For most people, better is fine. Make sure it has the page capacity to suit your needs.
- Trash can. It needs to be large enough to handle the load; place it where it is most likely to be used.
- Fire-proof safe. Purchase a small one at a discount store to secure your birth and marriage certificates, passports, credit card information, etc.
- File drawers that work. Whether you use a desk drawer or file cabinet, broken drawers prevent you from filing.
- Good lighting. One client hated working in her office because the light was too dim. Have the right amount of light where you need it.
- Writing instruments you like. Most of us have a few favorites. Toss or donate all the pens and pencils that you neither like nor use.
- Desk caddy. Keep the supplies you use the most at hand.
- Supply box with lid. Store extra supplies (staples, pens, notepads, etc.) to keep your desktop and drawers neat.
- Things that inspire you. Take a careful look at what sits on your desk, book shelves, filing cabinets, and walls. Does each item reflect who you are now and encourage you to reach your goals?
- Items that celebrate you. Ladies (men, you are already good at this), display your awards and plaques of recognition. It’s healthy (not conceited) to acknowledge your successes.
Once you have what you need, take a look at things that need to be donated, thrown away, or archived in another location:
- Items that have migrated from other rooms. Return them to their proper places.
- Anything you simply dislike. You don’t need a reason. It’s hard to get work done when surrounded by things you don’t like.
- Financial records more than two years old (one year’s worth is all that is necessary if current on your taxes). Box them up, label the year, and place them in a closet or garage (off the floor if possible). Use the drawer space for current papers and records.
- Books, supplies, and papers that are never referenced or used. Be honest. If you have forgotten it, it won’t be missed.
Now is a great time to take a fresh look at your office area, to see what is working and what isn’t. You’ll be amazed at how much will get done having the right tools where you need them.
© Renee Ursem, 2011
Renee Ursem
Get It Together, LLC
www.get-it-together-llc.com
702.459.0496
March 1, 2011
Try our Tax.filer to keep your tax records safe and organized
If you’re like most people, you’ve been procrastinating on getting your taxes done and are feeling the weight of it on your shoulders. If you don’t have any systems in place, the weight is even greater. Here are a few tips to make your tax preparation a little more bearable.
Receipts you don’t need to save: If you itemize your medical expenses, you may be trying to keep track of all those pesky prescription drug receipts. An easier way to deal with prescription receipts is to go to your pharmacy and ask for a printout of your 2008 year prescriptions. They can do one of each member of your family and the entire year will be calculated for you. Now you have one less thing to file all year long!
Tracking vehicle mileage: Most people aren’t real motivated to write down their mileage every time they travel for a business or charity event. Here are a couple of other options you may find appealing. I write all my appointments down on my calendar (Lord knows I’d never be able to keep track of them all if I didn’t). At the end of the month, I add up my mileage with the assistance of my calendar and GPS. It takes me about 15-20 minutes to add it up for the month. Another option for technology lovers is downloading a mileage app like Milebug to your phone. Milebug is available for iPhones and costs $3.99.
Self purging folders: Most accountants agree that you need to save documentation and receipts for 7 years in case of an audit. Here’s an easy way to stay on top of that. Buy 7 identical poly expanding wallets . Using a label maker, label each one for 7 years. On the eighth year, pull the label off the first file and shred its contents. Replace with a new label and paperwork for the current year. Continue the process year after year.
Thanks to Organized A to Z.com partner Susan Stewart of Perfectly Placed for contributing this article. She offers virtual organizing to make it easy for you to get organized, no matter where you live! Visit her Web site at www.perfectlyplaced.org or call her at (623) 202-9199.
February 1, 2011
With tax season often comes the though that, if I had a good filing system, this would be SO much easier! Here’s one that might appeal to you!
The Fast-Filing Method is the “play at home version” of professional organizer Heidi DeCoux’s renowned home office filing system, which she has successfully set up for thousands of clients. This one-of-a-kind, efficient system will eliminate piles of papers on your counter tops, desk, and tables. You will save time, money, and GAIN piece of mind! After implementing this simple filing method you will be able to put away and locate any paper document or file in 30 seconds or less, guaranteed!
“With this program you WILL conquer your paperwork, once and for all!”
You will discover…
- The secret to ELIMINATING PILES OF PAPERS on your counter tops, tables, and desk with the “Active Paper System”.
- How to MAKE FAST DECISIONS on what to keep and what you can let go of.
- The secret to dealing with all of your incoming mail and bills in just minutes each day.
- How to create an organized and SELF-CLEANSING system for receipts!
- A super simple method for organizing your INCOME TAX PAPERS and receipts. You will be prepared for tax time each year, NO STRESS, NO FUSS!
- How to have your COUPONS available when you need them, which will SAVE YOU MONEY!
- One mistake that most people make when setting up filing systems, which is why it is almost impossible to find anything quickly…you’ll be surprised how EASY it is to fix.
- The key element that is missing in most filing systems.
- How to put your hands on important documents, such as, insurance policies and investment accounts, WITHIN SECONDS.
- A SELF-CLEANSING system for your magazines and newspapers.
- An EASY way to organize greeting cards and stationery.
- And much, much more!
How it Works:
- You will get the Audio CD of the program that walks you through the simple set-up, step-by-step as you create an efficient easy-to-use and maintain filing system.
- Printed on your CD will be a web page and a password you can use to get access to an online transcript of the CD, full color handouts and several bonus features (listed below). The handouts outline the filing categories and methodology and contain color photos. And the transcript is helpful if you like to read, highlight, and underline, or if you simply prefer to read versus listen.
This system has been put together so it is SUPER SIMPLE to implement, regardless of what your learning style is.
“You will get a complete step-by-step, simple and effective filing method that’s ready to go.”
March 29, 2010
Try our Tax.filer for all your tax organizing needs!
Make tax time a breeze by using these tips to set up a simple and effective filing system. You’ll be able to slip in important papers throughout the year and tackle next year’s taxes with ease.
Create categories: Use standard file folders or large 9×12 envelopes to create categories. You’ll need several for deductions; depending upon your circumstances, they might include charitable donations, medical expenses, child care credits, education expenses, mortgage interest, etc. You’ll also need a folder for income-related papers, such as pay stubs. Create another folder for investments, so you can track taxable interest you’ve earned on savings accounts or investments. Also, create a general tax file to store W-2 or 1099 forms. If you have a home-based business, consult your tax advisor for additional documents to save.
Store them: Either place the folders all together in a section of your filing cabinet using hanging file folders, or purchase a plastic file box or expandable wallet to hold all the folders. Keep it conveniently located in your home.
Collect the papers: Throughout the year, add receipts and documents to the appropriate file folders as soon as you can.
You’re set: When tax time rolls around, pull out all the folders and use them as you prepare your tax documents. Or, take the whole shebang to your accountant’s office. She will be impressed!
Plan ahead: Create new files with the same category names so you’re ready to start collecting the next year’s tax papers.
Thanks to Organized A to Z partner Sara Pedersen for contributing this article! Sara is a professional organizer and career coach at Time to Organize® LLC. She enjoys sharing her passion for organizing not only with her clients, but with prospective and new professional organizers as well. Visit her website at www.time2organize.net.
March 15, 2010
Our Captio TaxCase Organizer is a great way to keep track of important tax information
If you’re like most people, you’ve been procrastinating on getting your taxes done and are feeling the weight of it on your shoulders. If you don’t have any systems in place, the weight is even greater. Here are a couple of tips to make your tax preparation a little more bearable.
Receipts you don’t need to save: If you itemize your medical expenses, you may be trying to keep track of all those pesky prescription drug receipts. An easier way to deal with prescription receipts is to go to your pharmacy and ask for a printout of your 2009 year prescriptions. They can do one of each member of your family and the entire year will be calculated for you. Now you have one less thing to file all year long!
Tracking vehicle mileage: Most people aren’t real motivated to write down their mileage every time they travel for a business or charity event. Here are a couple of other options you may find appealing. I write all my appointments down on my calendar (Lord knows I’d never be able to keep track of them all if I didn’t). At the end of the month, I add up my mileage with the assistance of my calendar and GPS. It takes me about 15-20 minutes to add it up for the month.
Another option for technology lovers is downloading a mileage app like milebug to your phone. Milebug is available for iphones and costs $3.99.
Self purging folders: Most accountants agree that you need to save documentation and receipts for 7 years in case of an audit. Here’s an easy way to stay on top of that. Buy 7 identical poly expanding wallets . Using a label maker, label each one for 7 years. On the eighth year, pull the label off the first file and shred it’s contents. Replace with a new label and paperwork for the current year. Continue the process year after year.
Thanks to Organized A to Z partner Susan Stewart of Perfectly Placed for contributing this article!
March 1, 2010
Another featured product for January, the BusyBodyBook Schedule Organizer for 2009-2010 will help you manage your time and save you money. Receive 10% off this month!
With our BusyBodyBook planner, time management is a breeze! Each family member has their own column to organize and track schedules and activities while coordinating with each other side by side.
The unique layout provides the clearest view of your daily & weekly schedules and activities, helping you stay organized, focused and on track. You’ll easily view overlapping schedules and avoid double-booking.
BusyBodyBook organizers are versatile it can be used to manage more than just family schedule. Here are some things to manage with your 2010 BusyBodyBook organizer:
We especially love the perforated pages for creating handy grocery or gift lists. You can either stash your list in your purse, or hand it over to someone else and let them do the shopping!
January 22, 2010
Tax time is just around the corner, so now is a great time to delve into any organizing projects that involve your office, whether it’s at your place of business or in your home. You’ll save time and eliminate stress if you take the time now to file last year’s papers, organize those receipts, and gather documentation for major purchases or other tax-related items.
If you’re not sure where to start, we suggest taking a few cues from CPO Diane Hatcher, author of Don’t Agonize, Organized Your Office Now! At 80 pages long, her book is a quick read, argeted to busy professionals who don’t have time to read extensive volumes, but want simple, direct solutions to life’s common office, paper, and time issues.
This book is a featured product for January, so you can purchase it from Organized A to Z.com at 10% off!
Learn how to:
- set up workable filing and paper management systems
- make packing for business travel easier
- overcome procrastination and perfectionism
- deal with chronic disorganization issues
- schedule your day more effectively
Since 1998, Diane has operated Time-Savers Professional Organizing Services, Inc. She has assisted hundreds of clients with their organizing issues, enabling them to reach their organizing goals, bringing more happiness into their lives.
Diane has dedicated this book to attorneys, executives, home office entrepreneurs and other busy professionals in her mission to help the world get organized, one person at a time. With her unique “RAFT” paper organizing system, Diane offers hope in this book so you can take back control of your workspace and simplify your life. She is an Organized A to Z partner, and you can visit her website at www.timesaversusa.com
January 19, 2010
Organized A to Z’s new Mail.Sorter will help you keep your desk, table, and countertops clutter free and neatly organized. It’s a simple concept, but without the right tool, it can be hard to properly distribute the mail in your household and keep track of the important bills and paperwork that demand your attention. With this handy solution, you’ll eliminate lost mail and save yourself from digging through piles of papers.
Features of our Mail.Sorter include:
- 4 pre-labeled slots: notice me, respond to me, read me, pay me
- side compartment for magazines, catalogs, or miscellaneous paperwork
- wide format that holds mail of all shapes and sizes
Perfect for your office or at home! Let us know how well this works for you and the systems you use to go along with it – we’ll share your tips on our blog!
January 18, 2010
We’re just 2 weeks into January, so it’s not too late to implement a new system to organize paperwork, bills, invitations, appointments, and other important items. I suggest creating your own tickler system, and we have several products that might help you.
A Tickler System helps you manage your “active papers”. Anything that comes in from school, work or the mail that needs action should be filed in your Tickler System. Each day, you can pull the items from your daily folder and instantly know what needs to get done today! It’s a great way to stay on top of your “To Do” list.
Our recommendation:
Try our Get Things Done Tickler File solution. Documents, notes, and reminders of all sorts can be directly filed in this file set of 43 folders to automatically trigger action and/or review when needed, without loading up daily planners or getting lost in miscellaneous storage. If you want to be reminded to handle something in the future, but don’t want or need to think about it until then, it can be “tickled” to show up exactly on the day or month you’d like to see it again.
Not sure how this might fit into your life? Here are a few ideas:
- Regular reports and activities, from payroll taxes and performance reviews to computer back ups.
- Reminder of bill paying on a specific day to maximize your cash flow.
- Review of “Maybe” actions in catalogs, direct mail or deferred items
- Follow-ups including delegated actions
- Tickets of all kinds
- Travel directions needed for a specific appointment.
- Warranty expirations, and “Last date to…”
- Car care, kids events
- Birthday and anniversary cards to mail
January 13, 2010
Welcome to 2010! We hope you’re new year is off to a great start. Throughout this year, we’ll be sharing plenty of organizing tips and advice. Each month, we’ll focus on one room of your home. We know that organizing any room can seem like a big task when approached all at once, so we’ll offer you 4 step-by-step tasks that will get you started. Complete them all in one afternoon, or do one each week. Either way, you’ll end the each month with a neatly organized room and systems that are easy to implement.
So for January, let’s start with your home office and a find a way to clear the paper clutter:
Collect all of your passwords and write them down in one, secure spot, then shred the sticky notes and scraps of paper you were using. Our Password.log notebook will help you keep track of them. Once you have them together, store your password notebook in a locked drawer or file cabinet (of even a fire safe) for safe keeping.- Go through your stack of unread magazines. If there’s an article you want to read, clip them and place them in a 3-ring binder (sheet protectors work well for this). Recycle the rest!
- Using wall mount file holders, devise a vertical file system. Label each holder for the intended purpose – mail, bills to pay, school assignments, special events, etc. A vertical system helps you save desk space and makes your papers easy to see and access.
- Create a file system with horizontal folders. Label with categories or vendors (especially for small businesses) and place in an easy to access file drawer or crate – whatever works for you! If you don’t want to create your own, you might try our MyVitalFiles or our File Solutions Home Filing System.
And that’s it! If you can follow through on each of these tasks, you’ll be able to eliminate those paper piles and save yourself time when you need to refer to important paperwork. Next month, we’ll focus on your kitchen!
January 4, 2010
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