Getting Your Files Organized

I hate filing!   There - I said it!  I have no problems creating and maintaining systems for my clients - but for myself - I hate to file. It's not that it's hard - it's just a chore that I don't like.

And at this time of year - purging your files and creating new ones should be a top priority!

Part of getting ready for taxes is having all of your documents and papers in order for your accountant. And if you have a good filing system - with a file labeled "Tax Info" - it should be easy.

But - you should also go through your filing cabinet and clear out - purge - any papers that you won't need for your taxes. As long as you have proof that you paid your bills - such as mortgage and utilities - which could be on your bank statement - then you can get rid of any unnecessary papers that are taking up space in your files.

Paperwork is emotionally and physically draining. It is also very time consuming.

Therefore, I always tell my clients to limit the amount of time they will work on any paper related organizing project. Set a time limit of not more than an hour or two for each session.

Take at least a five minute break each hour.

Break your paper organizing projects into multiple sessions. 

Set a limit of  X number of files that you are going to go through each session.

Once you have cleared out your files and are ready for the new year treat yourself to something special - you deserve t!

Get in the habit of filing your papers at least once a week. That way they won't pile and you won't feel so stressed.

Happy filing!

Less Clutter = Less Stress ^SM     in your home, your business and your life

Organizational Consulting Services

http://www.organizationalconsultingservices.com

Tips to Declutter Your Workspace

When was the last time you saw the top of your desk? If it has been a while, you will want to follow these tips to declutter your workspace. The benefits include, but are not limited to, being able to find what you are looking for when you need it, having room to spread out a project to see the whole thing at once, and not feeling embarrassed if someone comes to visit your work area.

* Take an honest look at your workspace and consider what bothers you the most about it. Is it the stacks of papers or the empty coffee cups? Consider how you want your desk to look and make a list of changes you would like to make.

* Start with the papers. Add an inbox where you will place all incoming paperwork. This could be incoming mail, papers you need to review or work to do. The point is to have one place for all new papers so you know you have to deal with them. Additional trays will be helpful for things you need to address and those you need to file.

* As you go through the papers in the inbox, separate the things that need your immediate attention, things that have important dates or contact information and those that you can handle at another time. Write meeting information in your calendar, add contact information to your address book or card file, and either file the paper where it belongs or get rid of it.

* Create a simple filing system to keep important papers. This could include a tickler file that you will look at when the day begins. A tickler file is a 31-day system that allows you place papers you will need for the future. It is a reminder system to ensure you handle future items on time. Once you have your system in place, use it daily to keep papers from piling up again.

* Clear all of the paperwork from your desk, even if it means only stacking it in the inbox so you can see what else you have to do. Clear the desk of all other items and decide to create a specific home for each one. If there are some office supplies that you use regularly, you will want to have them available when you need them. Anything that you do not use regularly you will want to place in a drawer or cabinet. When you have a place for everything, be sure you put each item where it “lives” when it is not in use.

* Once you have your desk cleared off, do your best to keep it that way. Take 15 minutes at the end of the day to clear off the desk so you have a blank slate when the new day starts. Work at keeping your desk cleared for a week before you begin focusing on the next area of your workspace that is cluttered.

These tips to declutter your workspace are by no means exhaustive. They are, however, a good starting place when clutter overruns your desk. You can make a difference in how your workspace looks and how you feel while you are in it. If you know your desk and workspace is a mess, begin today to use a few of these tips and see what a difference it can make.

Less Clutter = Less Stress ^SM     in your home, your business and your life

Organizational Consulting Services

http://www.organizationalconsultingservices.com

Organize Your Office Day

Tuesday, March 14th is "Organize Your Office Day".  Yes, there really is such a day!

So how do you start?

First, clear everything off of your desk. Either put it all into a box or find an area where you can set everything into a pile. Have a garbage can or bag handy.

Second, clean off your desk. You probably haven't done this in a while. Depending on what your desk surface is made of - either use some furniture polish or wipe it down with soap and water. You know this will be one of the few times this actually happens.

Next, you go through everything that you put into your box or pile. If it's garbage - throw it out.

Make four (4) piles:
             * action (something needs to be done with it - you need to make a decision, send an answer...)
             * pending (you are waiting on something or someone else before you can deal with it, or it is  due later)
             * file (put it into an appropriately labeled file)
             * read (articles or things that you need to read)


Next, you through your drawers (where you probably have a lot of "junk") and sort everything into categories. Throw out the garbage and things you don't need or use (you all know you have it). Get some drawer dividers and put in only the things that you really, really need. The dividers can be as simple as using checkbook boxes or other small boxes. Anything that will divide the drawer into smaller compartments. You don't need to buy fancy or expensive things.

If you have files in your desk - go through all of those and make sure that only things that you still actually need/use are in the files. Get rid of (or store if you are required to keep them for tax purposes) things that you are not currently using. Be sure to shred things that have your personal or identifying information on it.

After everything has been gone through, sorted and gotten rid of - it's time to start putting things back. But - only put back what you really need. Don't clutter your desk with a lot of useless stuff - or things that take up too much room. You need room to work.

An uncluttered desk gives you room to work and presents a more professional image.



Less Clutter = Less Stress ^SM     in your home, your business and your life 

Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Working From Home - Organization Needed

A number of people work from home - either permanently or to get extra work done. Whatever the case may be - being organized and having a dedicated work space can make all the difference in how much work you actually get done.

In order to be effective in your job while working at home - you have to take it seriously.  That means no doing laundry or cleaning the kitchen between phone calls.

Working from home can be great but can also have its' challenges. You save money on gas and parking. You aren't stuck in traffic. You can be a bit more casual if you choose.

But you also have to be dedicated and not let all of the "home" distractions sidetrack your work. No sneaking off to watch T.V. or to chat with your neighbors. No letting the kids constantly barge into your office and disrupt business calls.

Even though you work from home you still want to and usually need to portray a professional image.

By getting into a "normal" routine - just like at the office - you have made the first step.

Have a dedicated workspace. Make sure that your space is functional and have all of your needed supplies within reach. Working at the dining room table usually isn't conducive to getting a lot of work done.

Make sure that your family knows when you are working and when they need to keep the noise level down.

Make sure that your neighbors know you really are working and that they can't just drop over for coffee whenever they want.

Keep the toys out of your work area. A professional workspace makes you look and a act more professional. It makes you more motivated.

Of course all of this depends on what type of work you are doing. More creative jobs have more leeway. But if you are running an accounting service out of your home you might want to be a bit more professional.

Have the proper tools available to get the job done. Have an organized and dedicated workspace. Have dedicated office hours.

Just like when you are at the office - you should take a break during the day and get refreshed.

Working from home has its advantages - just don't abuse them and you will be successful - no matter where you work. 



Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Paper and a Shredder

The number one issue for most people when it comes to organizing is paper.  There is too much of it.  It keeps coming in the mail.  The piles keep growing. 

So how do we control it?

With a shredder !!!

Everyone should have one.  For a variety of reasons.  The most important one is security.  With identity theft on the rise everyone needs to be extra careful of their personal identification. And that doesn't mean just their credit cards. That's actually the easiest part.

Most people just throw away "junk mail" - such as advertisements for credit cards or their envelopes for financial or medical information. This is "identity theft" waiting to happen.

Any identifying piece of mail - anything with your name on it - should be shredded.

Those "free" address labels that you get in the mail - shred them if you don't want them. Don't just throw them out into the garbage.

Any old bills should be shredded - not just thrown away in the garbage.

Magazines that have address labels on them - also have identifying information on them. Take the labels off before throwing them away.

Any bank statements - shred those. Never throw those in the garbage.

Sounds "logical" - yes, it is - but most people still just throw everything into the garbage. In this day and age with identity theft running rampant - don't take the chance.

A shredder should be in every home.  Not only for your protection - but also to keep the paper piles down.

Happy Shredding !



Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Help to Organize Your Office

Whether you work in an office at home or in a regular office being organized is crucial to your success.  By being organized you will be able to complete your work in a more efficient manner with less stress.

By organizing your files, your email, your schedule.... you will be able to look more professional and won't constantly be looking for things.

File management, paper management - is very time consuming. Keep your business and yourself on track by being efficient.

Read some of the following posts to learn how to be more productive.



Organizing Your Email: 

http://professionalorganizer4u.blogspot.com/2013/04/organizing-your-email.html


Organizing Your Files:

http://professionalorganizer4u.blogspot.com/2012/03/organizing-your-files.html


Organizing Your Home Office:


http://professionalorganizer4u.blogspot.com/2011/02/organizing-your-office-move.html


Business - Organizing Your Schedule and Paperwork:

http://professionalorganizer4u.blogspot.com/2011/05/business-organizing-your-schedule-and.html


Organizational Consulting Services

www.organizationalconsultingservices.com