10 Day Spring Organizing Challenge
Start any day you like this spring with this 10 day organizing challenge! Here are 10 days of challenges to organize your home, office and life!
Get Organized with Cyber Security
We have all recently heard about an Instagram or Facebook account being hacked. Maybe you have experienced a situation where a family member or friend accidentally gave access to a bank account to a scammer. Cyber security has become a necessary part of life. Cyber security is protection of computer devices from information disclosure, theft of or damage. This includes your online financial accounts, social media and any information accessible online. There are simple steps and a checklist you can use to safeguard your information and save yourself time, energy and frustration. This requires organization and maintenance for you to stay safe.
Setting up devices with security.
Set up is the first step to secure your information. Know that all devices have these settings.
- Set up privacy settings on your devices as soon as you purchase. Look in the settings-> mail -> privacy protection.
- Set up two factor verification. This is where you get a text or a phone call with a code before a log in can happen for any account.
- Be sure to have virus protection on your computer. Antivirus software prevents access to your information on your computer.
- Update devices regularly. These updates include fixes and patches for security.
- Use an automated back up system. Highly rated systems include Backblaze and Carbonite.
Password Protection
Passwords are the gateway to all information for us. This is especially difficult for us because these extra steps seem to be a barrier rather than a protection.
- Use passwords with a trusted tool such as Last Pass. No one needs to remember all their secure passwords and a password manager keeps your information safe.
- Use unique passwords for every account. It is easy for all your accounts to be comprised of similar or the same passwords with a twist of one or two letters or special characters.
- Turn off Password Save for your computer and online access. You easily access your password manager instead.
- Share your passwords only with those you trust. If you are helping a senior member of your family or community, encourage them to use a password manager for this reason.
Recognize scams and fraud early.
We are seeing more and more online scams and fraud. These are not always easy to spot so having a healthy dose of skepticism is necessary.
- Be aware and suspicious of interactions of any sort with unknown inquiries. That includes whether a bill has been paid or a purchase has been made. These inquiries can occur through email or phone.
- Know that social media captures information about you. From the movie, The Social Dilemma, we know that social media uses the information we share. Be alert to this while sharing your personal information online.
- Be wary of emails from unknown sources. Never under any circumstances click on unfamiliar, unrequested links.
Being organized about your cyber security can help prevent long lasting issues with finances and personal security. It takes time, just like other tasks, but the pay back is well worth the investment.
Get Organized with Contacts, Email and Snail Mail Addresses
No one remembers your 7 – 10 digit phone number or your Venmo account name. Happily this is all automated for us now. Your contact list is a combination of your closest connections and lots of possible vendors and business people. Keeping your list up to date makes it easier to work together and also saves you time trying to find information. Here’s how to organize this area to make it easy and seamless for you.
Consolidate
You want your information in one place. Currently it could be in many different locations such as icloud, gmail, or any other email system. This might be the hardest part of this project. Where do you want to keep your contacts? If you have used Outlook, it’s often the easiest place to keep this information. Google and gmail are a good choice if you use gmail as your native email account. Google syncs with all phones and transfers easily.
Name
Consistent naming helps you remember who and what to look up in your phone. You might be storing contacts for a new roof or doctor. Or you could have met a contact at a recent event and want to connect later. Having a consistent practice for entering information into your contacts helps! Decide if you want to enter Name, Business (business name and what that business does). That would be Ellen Delap, Professional-Organizer.com, paper organizing. Keeping consistent also helps you keep the clutter in your contacts to a minimum.
Edit
Editing is a tedious job, so it’s a task we can do while sitting in a carpool line, waiting on a prescription or when we are low energy. Look through contacts and delete those that are not used or you can’t remember when you last contacted that person.
Update
When it comes to updating, it is best to take a minute and update as soon as you see new information. It’s easier to do this right away because your contacts are always current.
Backlog
Before you add new contacts from business cards or other scraps of paper, be sure you review first. Adding names and businesses just in case will not help you.
Power up
According to SalesForce, “Contact management is the process of recording contacts’ details and tracking their interactions with a business. Such systems have gradually evolved into an aspect of customer relationship management (CRM) systems, which allow businesses to improve sales and service levels leveraging a wider range of data.” If you are overwhelmed with contacts in your small business, it’s time to power up to a CRM to help you with contacts and leverage this information.
Financial Apps Make Organizing Your Finances Easy
Getting organized with your financial information can feel like climbing Mount Everest and the side of the mountain is quick sand. There is alot to look up at, the peak seems far off and there is consistently sliding back and forth. Money brings with it many emotions too. Check out these many automated tools that will help you gain control and get organized with your finances.
Cyber security first
We are all aware of the online dangers, phone and text scams, and dark web. Every account needs a strong, unique password. LastPass offers online security for you with easy access. If you are more of a paper person, use a paper address book listing the user name, password, and security questions. If you receive any kind of request about purchasing or payments, go directly to the source of payment. This is a time to be overly cautious.
Bill paying
Solutions: Many of us have been using automated bill paying online for a long time. The easiest way to pay is using your bank app and adding account information. You can pay directly from the bank to the vendor. The next easiest payment plan is with your credit card. Keep a list of automated payments, the vendor account numbers in case there is a gap in payment. Maybe you want to know more about your spending and how much you spend on different categories. Quicken offers online bill pay with a tracking dashboard. This tools helps you analyze and strategize about your money.
Solutions: There are always random bills that need to be paid that arrive in the mail. There are quarterly payments for taxes too. Establish a command center where mail is opened and bills are paid. Set aside a weekly or bi-monthly time to pay bills. Keep your check book here with envelopes and stamps to efficiently pay with paper.
Routines: Set aside a weekly time to open mail and pay bills. Check your bank and credit card balances weekly or monthly to be sure all bills are paid and the amounts of payment.
Budgeting
Solution: There are two favorite budgeting tools Mint and You Need A Budget (YNAB). Both offer you consolidation of information to make financial decisions. You will need this tool to analyze where and what you are spending.
Routine: Review your spending monthly, quarterly or annually with a strategic planning meeting. With your consolidated information you can make good decisions on your next financial steps.
Credit
Solution: Your credit score helps lenders decide whether to give you a mortgage, credit card or other line of credit as well as the interest amount you will pay. The score is an assessment of you are a credit risk at the time of application. This score goes up and down monthly as you pay bills, get new credit and pay off loans. A good credit score saves you money, gives you options for better loan rates, and more. Credit Karma offers you a free monthly view of your credit score. Many banks offer this as service.
Routine: Review your credit score annually or before a major purchase.
Taxes
Solution: Gather your paper or digital documents in January, February and March. Follow these instructions here. Can’t find your most important tax papers? Look online for your property tax payments and mortgage interest expense. It’s easy to locate these records on your mortgage or banking websites. Medical expenses are easy to track online at your medical provider’s website.
Routine: At the beginning of February, mark your calendar for a 2 hour tax session with yourself! Go through your checkbook, bank statement and files to find important items to copy for accounting purposes. Three weeks later, mark another 2 hour tax session to wrap up those loose ends and file your documents in your master file. If you use an accountant, you are ready to send in your papers. If you file yourself, break your filing sessions into manageable chunks like 2 hour sessions too! You can always break these sessions into one hour segments too. Most importantly marking these on your calendar commits you to work.
Bringing it all together
Make your financial organizing a priority with a weekly or bi-monthly review of your automated tools. Dig deep and think what you want to know about your spending and your goals. Create a dashboard with the information you want to know. Use your financial planning time to feel confident about your financial success. Add bookmarks to access each site easily and your ready!
How to Impress Your Accountant with Your Tax Preparation
Tax documents have started to arrive and it’s time for us to organize these pieces of paper or digital information. Even though the filing deadline is still a little ways off, and even though taxes are scary, it’s better to start to get organized now. What do you need to bring to your tax preparer to be ready to file? There are specific documents that are required and how you organize these can impress your accountant or bookkeeper and save you money in fees.
Gather your documents
As paper statements arrive in the mail, be sure to place these in a Taxes 2021 folder. Organize this information in paper or digital folders as you collect the documents according to Income and Deductions.
Income
Income documents confirm the money you received during the previous year. These include:
- W-2 forms (Statement from your employer that includes how much you were paid, deductions for medical and social security.)
- 1099 forms (Form 1099-Misc for contract work, Form1099-INT for interest, Form 1099-DIV for dividends and Form 1099-B for broker-handled transactions.)
- Next year income from Venmo and Square will be included.
Deductions
Documents that help reduce your taxes are known as deductions. You will need to gather the information for this documentation, which may take time. Break this into chunks to make it easier to gather this information.
- Property taxes paid by you or your escrow account
- Mortgage interest on Form 1098
- Charitable donations with receipts from those entities
- Retirement account contributions up to a set limit. Look for these forms with your January statement
- Educational expenses which are on a form 1098-T
- Medical bills if they total more than 7.5% of adjusted gross income for most taxpayers
- State and local taxes and sales tax which the IRS provides tables with average amounts you can claim.
Credits are similar to deductions. Currently the primary credit is the Child Tax Credit for each child in your family
Keep a record of the estimated taxes paid for this year. Those are quarterly payments made to adjust for additional income throughout the year. As you pay these electronically or by check, record that date and amount paid.
Shortcuts for tax preparation
There are shortcuts to gather this information.
- You can also gather this information online in your investment, mortgage, and online appraisal district accounts.
- Use one check book register each year and record the information as you write the check. Highlight in your favorite color to be sure you see these.
- Keep all tax papers all year long in a folder marked Taxes 20XX in your command center in the office or kitchen.
- Scan receipts to a digital folder all year long. Keep this folder on your computer.
- Take a picture with your smart phone and create a photo album of Tax Receipts 20XX
- Set appointments with yourself the last weekend of January, February and March to set aside time for tax preparation.
- Ask your doctors and pharmacy for payment records for the entire year.
- Partner with another family member as you organize your documentation. Your college and adult kids will need this preparation for their own taxes.
- Use a tax preparation check list.
Now that you have all the data you need, use file folders for each segment of information.
- Your information, including name, address and social security numbers
- Income
- Deductions
- Credits
- Estimated taxes
You are ready to go to your accountant or tax preparer with everything you need and you are guaranteed to impress!
Three Small Spots to Organize to Keep You Ahead
Do you think about big organizing goals and not so much about the little spaces that need organizing? Here are three small organizing spots that will make your life more organized and productive, and most importantly help your peace of mind.
Your purse, satchel or man bag
What you carry with you should give you peace of mind to know you have what you need when you need it. Often your bag becomes where everything goes without order to it at all.
- Divide your bag into useful categories and use organizing products to keep the categories together. Use a wallet for money, a zipper case for medicine and makeup, and a glass case to protect your glasses. A small Ziploc can hold your receipts until you trash these or move them to your command center.
- Pare down to essentials in your bag. The less you carry, the less weight on your shoulders. Remember that carrying papers back and forth may not be necessary if you can find that information online.
- If you are carrying important documents or check books just so as not to lose these, purchase a small safe to keep at home and store these documents.
Once week clear out all the debris, paper and other items to keep your bag organized.
Your contacts in your devices
Communication with home and work is key in this new era of work from home and the uncertainty of daily life.
- Sync your contacts across all your devices including your computer so that you can access these from anywhere. Being automated saves you time.
- Determine a consistent approach to entering contacts. That includes entering the contact’s name, the company name, and the work of that business. You can enter multiple data to be sure you can find the information. An example of that is Ellen Delap, Professional-Organizer.com, professional organizer. Or Professional Organizer, Ellen Delap. Choose the easiest way for you to find what you need.
- Use your device automation to add contacts from email. It’s the easiest way to add information and it takes just a few minutes.
Spend a few minutes every day entering information as you receive it in email, in text, or from scraps of paper.
Your self care, morning and evening supplies
Getting ready for the day and your night time routine can be much easier when you are organized. Many times we have too many supplies in these areas to be able to get ready quickly.
- Gather together what you use every morning and evening. You can store these in a caddy under your sink area or attractive tray on your countertop.
- Store loose items like cotton balls and qtips in attractive containers for easy access.
- Have a trash can that is very easy to access.
- Edit ruthlessly. Toss out items that are six months old and unused. Share your partially used items with friends or colleagues.
- Save the deep dive into bathroom organizing for a longer session. Keep everything else off the countertop.
Tidying your stuff daily gives you extra time to get ready and get to bed every day.
Each of these small organizing projects should take 15 minutes or less a day. Keep it simple and get it done.
Frequently Asked Questions about Me and Professional-Organizer.com
Want to learn a little more about me and my business? I love to share details about my story.
As a former kindergarten teacher, being organized was my superpower. “Teaching” people how to organize with simple strategies could make life easier, less stressful, and more productive so they could do what they love most. In 2000, I read an article in the Houston Chronicle about professional organizing and our national association, the National Association of Productivity and Organizing Professionals (NAPO). That’s how my business started! In my work with clients, we streamline their time and space and create effective routines for an organized and productive lifestyle.
Giving back to our community is an important way to use my skills. Serving as a volunteer with local philanthropies helps others in our community. Kingwood Women’s Club, Mothers Against Cancer, FamilyTime Purple Ribbon Luncheon and the Attention Deficit Disorder Association Southern Region are where I have served locally. I am a past president of our national association NAPO.
What do you love best to organize?
My business, Professional-Organizer.com is a productivity and organizing practice. As a Certified Professional Organizer, my work varies with each of my clients. Work can range from home organizing a closet or pantry, to office organizing clearing off a desk, to creating routines for a productive day at work.
In owning a business over 20 years, I am most proud of the connection I have with my clients. It’s rewarding to know I can help someone make a difference in their life each day. My non-judgmental, positive, calm approach helps my clients get started and make changes. What sets me apart is my mantra, “keep it simple sweetie!”
What is a day like as a professional organizer?
As a productivity and organizing professional, it’s natural for me to create structure and routines for my work and life. I know that consistency and communication are personal and professional strengths. My morning starts with a walk around our neighborhood, then on to work with my clients. I connect with clients by email, text and phone throughout the day in time blocks. The end of my day wraps up with time with my husband watching a Hallmark movie. For me it is all about meaningful work and spending time with people we love.
Is your home perfect?
There is a place for everything and everything in its place. It’s not perfect but it’s perfect for me!
2022 Word of the Year: Strategic
For many year’s now, I have chosen a word of the year as a guide for my intentions and purpose. A word of the year keeps me grounded and committed to a big thought for the year.
Why a word instead of a goal
I am a big fan of SMART goals and tracking data. SMART goals are specific, measurable, achievable, realistic and time based. You can accomplish your goals with milestones, accountability with tracking, and time lines to prioritize what to do and when to do it. According to Essentialism’s Greg, Mckeown, if you empower your goals by connecting to your core beliefs, its more likely you will be successful. Tie your “why” to your goals to ensure success.
I chose a different route over the last few years. As my friend Janice Simon says, the word of the year sets an intention rather than a goal. That intention guides you to stay true to your values and focus decision making. Our word of the year influences our mindset at home and at work, keeping us on track. It is a holistic way to shape the year.
How to choose a word of the year
Take time to reflect on what you want more of or less of in your life this year. Some years it is more about my professional rather than personal needs. I typically begin thinking in December of my word and wrap up in early January. Give yourself time to choose your word.
- Pay attention to what you are paying attention to, says Adam Grant and John Green. What have you been saying to yourself that you need to do more or less of? Where have you been spending time or need to spend time?
- According to Inc writer Minda Zetlin, ask yourself these questions: What do I need, not want, but need? What’s in my way? What has to go? What needs to be done in me and through me
- Narrow your list of possibilities that have meaning to you. I usually narrow down to 2 or 3 words, then to my one word.
Once chosen, place your word where you can see it regularly to reflect on it and use it. That might be in your planner, on your bathroom mirror or your computer desktop. Use it in your weekly planning as you review your tasks and week ahead.
For 2022, I chose the word strategic. Strategic is defined as carefully designed or planned to serve a particular purpose or advantage and of great importance within an integrated whole or to a planned effect. This year I want to view my personal and professional life with an advantageous overview.
Previous Word of the Year
2021. Niche. Moving specifically to a tighter focus.
2020. Expand. Expand my horizons.
2019. Shift. A slight shift in direction can bring more opportunities.
2018. Possibilities. What’s possible?
2017. Thrive. Thrive in all ways.
2016. Momentum. Keep going.
2015. Fifteen. Fifteen years in professional organizing and productivity
2014. Flourish. Flourish in life.
2013. Fabulous. Fit, fabulous and fun!
What is your word of the year? I look forward to hearing from you!
Starting the Year with Productive Processes
Almost every task we do routinely can be improved with creating a process. A process it the standard way to do that task, whether it is laundry or email. These systems and processes are a lot like automation. Doing these repeatedly the same way with the same steps makes for efficiency.
Why are processes important, especially in uncertain times? If you focus on processes you use every day, you are always going to feel in control and productive. Implementing processes is one way of creating and providing consistency. Being consistent is especially difficult for those with ADHD. A process works like a checklist to be sure the right tasks, get done in the right order by the team.
Where you can use processes for those with ADHD.
- Home: laundry and teaching your family how to use the washer and dry, and how to fold and hang.
- Home: cleaning any area of your home, how to clean and when to clean.
- Work: client intake and follow up with an intake form, entry into a CRM, and initial deposit for work.
- Work: wrap up your work day with a list for tomorrow, closing down your computer and clearing your desk.
- Home and Work: processing paperwork to determine what to take action on, what to file and how often to file.
Any important home or work responsibility should have a process to complete it.
Starting processes for those with ADHD
- Begin with one important process that might not be working for you. Identify the steps. Now you have a standard operating procedure which you can share with your team.
- Start documenting your process and make your documentation visual. Think about a video, chart, graphic or symbols that help you stay on track with the process.
- Post your process where you can see it.
- There is always room for improvement. Work through your process for 2 weeks and tweak as needed. Think about how you can simplify the process too.
If processes are sounding a lot like routines, you are right! A routine is a consistent pattern of activity. The best routines are built from processes that work well. Changing the name and perspective on routines can make this easier to accomplish.
Start the Year with Connection
Referred to by Dr. Edward Hallowell as Vitamin C (Connection), being supported and connected makes all the difference for our well being. Research shows that social connection improves physical health, strengthens our immune system and leads to overall longevity. It is easy to lose track of connections with the demands of family and work. Give connections the time and attention needed with these strategies to start the new year.
Finding and keeping Connections for ADHD Brains
Feeling overwhelmed creates a barrier between you and friends. It might be difficult to be consistently in contact with friends. Also, sadness and anxiety could have a role in your relationships. All these impact your connections with friends and family.
- Being inattentive to a friend or family member can be hurtful. Be present, listen and mirror back conversations to show you are tuned in and present.
- Notice if you are interrupting during conversations and pause before interjecting a story.
- Set time aside to be with friends with making plans and writing it on your calendar.
- Following through with commitments is an important part of any relationship. Use your best tools to be sure you are on time, at the right location, to meet and spent time together.
Quick and easy tips for ADHD Brains
- Keep a list of birthdays in your planner to send a quick happy birthday text to friends and family.
- Call to check in if you have a moment between meetings or when you are driving between appointments.
- Share a quote, article or meme in a text to a friend.
- Offer a sincere compliment to a colleague in a meeting.
- Share a podcast you love.
- Write a quick note and mail a card sharing how much you are thinking of that person.
Maintaining friendships and relationships
- Communication is important. Find a way to stay in contact that suits both you and your friend.
- Keep a healthy sense of boundaries in your relationships. Know when you have spent too much time together and need a short break.
- Your self care is always a high priority. If your friendships prevent this, reassess the commitment.
Creating and maintaining meaningful relationships are well worth the effort and the time.
We specialize in working with ADD/ADHD clients. Whether in your home or your office, we motivate, empower and affirm our clients in their quest for organizing and productivity! 