Filed under: Office
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
Last week we covered two parts of the P-L-A-N© process: Prepare and launch into action. This now brings us to the third piece of the puzzle, “A”, for ADJUST AND ADAPT!
Remember to control what comes onto your desk, into your work space, by having designated “homes” for everything.
Set up a routine maintenance plan to help you establish new habits. When you receive your daily mail, handle it all at a time that allows you to complete it as much as possible, from making necessary phone calls to filing. Sort and purge constantly. If things creep back in that you just weeded out, you now know how to handle them!
Fine tune and monitor your systems to stay in control. Any system you use for your organizing efforts must have ongoing evaluation and maintenance to “tweak” it so it remains workable for you, as mentioned earlier. As times change, your abilities and circumstances also change, so paper management must change, too. Otherwise, you are just adding to the chaos of whatever is going on at the time and you become even more overwhelmed.
Remember, nothing is perfect and this is a continual learning experience: what you like, don’t like, what you are able to handle. Then, if a crisis does arise, you will be under less stress and not so distracted, enabling you to handle it better.
The last little trick: “N” is for N-JOY!
Dealing with all this paper will make you feel more effective, efficient, confident and in control! So, relax/reward/repeat for the next project! Make it fun and be sure to celebrate your success!
Now is the time to attack a paper project that’s been driving you crazy, get a start-date on the calendar and get set for planning that accomplishment! Trust me: you will find that now you have more confidence to get the job done, more energy, are happy doing it and will revel in the peace of mind that completing each project gives you!
Keep on organizing – one step at a time:
• If you see a pile, deal with it!
• Watch out for flat surfaces – they have a tendency to collect anything & everything!
• If you’re done with something, put it away!
• If you don’t have any more room for certain items, it’s time to begin the process of sorting and purging again!
I hope you have gleaned some ideas here for changes you can make in your office space so that you will be the boss of that microcosm of your world. If you can get some of what we’ve talked about under control, you can regain your peace of mind. Your reward? A more focused, more productive work day. You will receive more respect and recognition if you look organized! You’ll leave your office each day knowing that you did your absolute best, and with that confidence and energy, pick up your personal life with a big smile as you walk out that door each evening.
I know you want to do better immediately, but it does take time to instill new habits. Set your top priorities and go from there. Hit the “Reset Button” and get a fresh start!
Be generous to those who work around you. Many of you may be stuffed into little cubicles, using shared equipment and we all have little quirks we have to put up with. If you are a neat-nick, have some compassion for the office-clutterer. If you are the office-clutterer, keep in mind that common spaces, shared spaces should be considered “sacred ground” and you need to keep your mess to yourself. Also, so much of the paper we deal with in our work lives is of a confidential nature, and if you aren’t getting that filed away appropriately, that confidentiality is being compromised, with all sorts of ramifications.
Albert Einstein said, “There are three rules of work: 1. Out of clutter, find simplicity. 2. From discord, find harmony. 3. In the middle of difficulty lies opportunity.” Are YOU ready to accept the opportunity to be successful in eliminating a trouble spot in your office that’s driving you crazy? I know you are!
Rhonda McNett is a Professional Organizer, member of the National Association of Professional Organizers and owner of Sensible Organizing Strategies. Her company is committed to providing a supportive and rewarding organizing experience through client education, cooperative involvement and ongoing personal encouragement. Please visit http://www.sosbyrhonda.com to learn more about how Rhonda can help you!
May 31, 2010
Over the years, I have experienced productive and nonproductive work scenarios and know what it feels like to come into the office and heave a huge sigh because of all the paper piles surrounding me – and not necessarily mine! With downsizing, planned attrition and entire departments closing, you must be more efficient now than ever before; not only to get the job done, but to get it done well and keep your sanity!
How many of you feel like your work day is spent running around like a chicken with no head? OR, work near someone who experiences this sort of work day? This is something that we run into all the time – whether it’s due to too much multitasking, poor organizational habits or just plain “too much!” What does it mean to be organized? It’s not necessarily “neat and tidy,” but finding what you need when you need it AND getting done what you need to when you need to. All around our offices we see the clutter of unmade decisions, where items have no “home”, and paper is a particular nemesis. It can suck the life right out of you, but it IS what we deal with, so we need to learn to control it! It is NOT going away – the Paperless Society does not exist. In fact, we are creating more all the time, by printing everything we have emailed to us or email to others, for “proof,” documentation or whatever reason.
Think a moment about the following questions. These will give you a starting point in thinking what you want to initially spend some time on in finding the productivity you are looking for in your work life, and to do it with calm, clarity and purpose.
1. What’s working in your office right now? What’s NOT working?
- Post-its everywhere of “things to do” but no master list of priorities?
- An In-box so deep with papers that you can’t see over the top?
- Files so full that you can’t put another thing in them?
- “Living” at your desk, with too many coffee cups and too much food debris everywhere?
- Are you such a queen of multi-tasking that you just jump around all day and get nothing substantial done?
- Or, NOT…which of these things are just fine?
2. Who are you, in the paper world – a “piler” or a “filer?” That will make a difference as to how you approach your desk’s “abundance.” Organizational habits vary, just as personalities do, so don’t go against the grain of your natural tendencies or you’ll be setting yourself up for failure.
3. Do you want to see everything you have to work with or work on (the “out of sight, out of mind” thought), OR do you want to hide it, knowing where it is when you are ready for it?
I have an acronym to help you work through this lesson and that can be used in almost any organizing situation: P-L-A-N. Planning is at the forefront of accomplishing anything in an orderly, successful manner. Yes, we’re talking about good, old-fashioned time management!
WHERE TO START? “P” is for PREPARE!
Hopefully those questions gave you an idea of where your stumbling blocks may be with regard to finding that degree of organization which will help you get through your hectic days more successfully. You know, you can’t hit a target you can’t see, or, to put it another way, you can’t get from Point A to a new Point B without a road map. So, define what that target is, what your goal is or all your best intentions won’t get you there. You need to focus on where you want to be and where you need to be.
So, project in mind? Set a date, make an appointment with yourself to start working on what you identified as a problem area: is it your desktop? A particular drawer? No where for incoming mail to be housed? No system for getting papers off your desk and into file cabinets? Prioritize based on what will make the biggest change for you the quickest – that way you’ll have the energy and confidence to continue down the path to complete organization of your office space.
Don’t be paralyzed by over-thinking the process or waiting to plan out the “perfect” solution – there is no such thing. Aim for “good enough” because you will be tweaking your new systems as you see if they work for you or not. Procrastinating, waiting to get it all planned perfectly, just let’s the mess continue on and on. So forget that: start small if you wish, but start! Know that any amount of reorganization you make in this regard is going to change your workspace so much for the positive, that this will be fun!
So, now, the time has arrived, and we are going to “L”, LAUNCH INTO ACTION!
Here, I’m going to give you some ideas of where to focus, how to focus on creating a more organized work space.
• Unlike dealing with our homes, we often don’t have a choice about what ends up on our desk or in our inboxes. You do, however, still need a place, known to all who give you work or share projects with you, for that incoming paperwork. Don’t just say, “Oh, just put it there. I’ll get to it in a minute.” Define this space so that if you aren’t at your desk, any one sharing these papers with you will know where they go.
• Define a system for prioritizing your paperwork, keeping in mind, of course, that you may not have much choice in the work flow here. You still need a way to track all this, whether you use a stand-up, tiered divider system on your desk, slotted trays or temporary piles. Speaking of piles, there are products for the “pilers” among us, or for those hot-button projects you’re working on, such as colored clips or stick-on labels. These will help you keep in mind that you still need to sort a pile in order to have any success in working with it, even if you are just rearranging it into various action categories, such as “To Read,” “To File,” “To Do,” etc.
• There are so many organizing products out there now, in all types of materials, colors and styles! Use these on your desk and in your desk. Little dividers can make a huge difference in getting what you need when you need it. But remember: you don’t need to buy lots of stuff; you can repurpose business card boxes, check boxes, even candy boxes to act as drawer dividers. But…if you see a new organizing gadget on the market and it’s not too expensive, it might just be fun to play with it. Remember, though: before you buy it, make sure you’ll really use it. Otherwise, it just becomes another future garage sale item!
• You do need a filing system, some sort of methodology for controlling all the paper. Remember that it needs to be simple or you won’t use it, no matter how pretty, or color-coded or fancy it is. It needs to be functional for you, because each of us operates under different parameters. Again, remember that there is no such thing as perfection – aim for “good enough.” Now, I’m not saying to be sloppy about what you do when I say this. Just know that what “good enough” is changes throughout your life: you can be organized one moment, go through a period of disorganization, get back to speed, etc., all dependent upon the degree and intensity of life’s challenges and what strategies you have for regrouping and getting back “into the groove.” I’m not just talking about your personal life’s changes; I’m talking also about downsizing, mergers, RIFs, etc.
• How about doing some sorting and purging of those piles on your desk that you haven’t dug into for eons? Initially do a Quick Sort: here, again, there are many acronyms for getting this job done: FAT – File/Act/Toss or RAT – Retain/Act/Toss. It doesn’t matter – just get rolling. If it’s been there for any length of time, untouched, you will probably be able to trash or set to file 2/3 of that stack. Anything that looks important but doesn’t have a date on it? Jot the date on the upper corner so if you do run into it again, you’ll know how long you’ve had it, and feel more comfortable getting rid of it. With each document, ask pertinent questions, such as:
- Is this time sensitive?
- Are there legal or tax considerations regarding this?
- Is this something I need to refer to regularly?
- Does this pertain to a major project I’m working on?
- Is it available elsewhere or is this the only copy?
- And…would my life, my job change if I didn’t save this piece of paper?
• Concentrate on about 1″ of paper in an area that you really want cleaned up at a time, or set a timer for a specific period. Then, focus, focus, focus. Don’t pause to take any actions at this time: no phone calls, no emails, no reading, no leaving the area! Easy to say in the home scenario, but the reality of this, in an office setting? Probably nil, so, it might be worth it to do some of this before or after regularly scheduled hours. This is your peace of mind and productivity we’re talking about!
• Now…the storing of all this paper! Keeping in mind that the purpose of a filing system is not storage, but retrieval, please be aware that only 20% of the papers you file will ever be accessed again! Filing cabinets or drawers don’t have to be “black holes” where things go in, never to be found again! Basics, such as “like with like” are paramount for making sense out of any system. You want it to be easy and efficient, where everything is close at hand, so you can just swivel, roll or reach your way to it. If you are not using what you currently have set up, there is something wrong with it and you need to revamp it! Maybe you simply need to change tab positions; add some more files; delete some files; label files differently. Whatever it is, you may need to try several variations to find the right one that works for you…and I’m referring to the plural “you”, since in an office situation you generally need a consensus of what that system will be.
• You can save yourself a lot of printing and filing merely by being extra cautious about what you print. Keep your copies for backup, but keep them on the computer or backup hard drive, if possible.
• Spend the last 15 minutes of each day clearing your desk, checking your calendar for the next day to see that you are prepared and filing what needs to be filed. You will start the next day on a super note when you arrive to that sort of desk, trust me!
Tune in next week for the remaining pieces of the puzzle!
Thanks to Organized A to Z partner Rhonda McNett for contributing this article. Rhonda is a Professional Organizer, member of the National Association of Professional Organizers and owner of Sensible Organizing Strategies. Her company is committed to providing a supportive and rewarding organizing experience through client education, cooperative involvement and ongoing personal encouragement. Please visit http://www.sosbyrhonda.com to learn more about how Rhonda can help you!
May 24, 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
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
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
Organized A to Z.com has added Made Smart Desk Drawer Organizers to its product line to help you organize and simply your lives!
These distinctive organizers are ergonomically-shaped with a low profile so they fit in almost any drawer. They blend nicely in any style of office with a chic, sophisticated look featuring rounded corners, soft, textured edges, and a sleek black color. We are carrying various sizes, including a 4-compartment tray, a 5-compartment tray, and an 8-compartment tray, making it easy to find the perfect fit for any drawer. Each compartment features an icon to designate a place for each item and help you remember where to replace items when you’re finished with them.
The desk drawer organizers are manufactured using an innovative, over-molding technology to give each compartment a silicone-like feel that also helps keep items stationary. The no-slip rubber feet also prevent the trays from sliding around in your drawers.
These organizers provide a home for all of you smaller office items – paper clips, rubber bands, push pins, extra staples, pens and pencils, and much more. Rather than searching through a cluttered desk drawer for something that you need, you can achieve a truly organized workspace that is not only functional but also easy to maintain.
December 22, 2009
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