How to Impress Your Accountant with Your Tax Preparation

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organize your taxes

 

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

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keep ahead of the game

 

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

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frequently asked questions

 

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

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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

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start 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

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starting the year with connections

 

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.

Starting the Year with Self Care

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Start the year with time for self care

No matter how busy you are, time for self care is an important priority.  It is easy to overlook and requires scheduling and routines. Make this intentional care taking that ensures you are at your best.

 

There are five types of self care to consider. Keep in mind your physical, social, mental, emotional and spiritual care. We must take care of our bodies to stay well. Keeping connected is important to our well being. Being mentally sharp and our mental perspective influence our psychological well-being. Nurturing our spirit through spirituality keeps us connected to purpose and meaning. Maintaining and cultivating coping skills  to deal with the many emotions we experience are part of our emotional self care. Think about these many types and where you fit on the continuum of each. Assess your needs and determine small steps to move forward in one of these areas.

 

Self care tips for those with ADHD

  • Start with a great night’s rest. Neurodiverse brains work best with adequate rest. Don’t compromise your well being for an hour of television, games or TikTok.
  • Food is fuel. Protein is important for energy and productivity. Include protein in every meal.
  • Partner with a buddy for exercise. That includes a class, a walk or youtube.
  • Intentionally set a daily time for self care. You may feel too busy to do this, however this is what keeps you productive and your best self.
  • Write a list of what self care is to you and post it where you can see it. You are reinforcing this intention.

Get started with these easy self care routines for those with ADHD.

  • Automate your meal prep by tapping into meal kits like Hello Fresh, Blue Apron or HEB Meal Simple. Order on the same day each week and prep on Sunday.
  • Keep a list with a variety of ways to exercise each week. Exercise is more interesting with variety.
  • Find activities to stimulate your interest and your brain including crossword puzzles, Sudoku or puzzles.
  • Create connection by sending texts or written notes to friends. Small gestures are important touch points.
  • Find a coach or counselor to help you process emotions and experiences.

 

With these self care tips, determine which areas of your life need more or less of something. As we experience uncertainty and go through life changes. these needs change too.

 

Starting 2022 Clutter-Free

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GO Month 2022

 

Starting the year clutter free gives you the opportunity to live your best life throughout the year. During the last year, you may have purchased too much stuff, paper may have become overwhelming, and you may have lost track of our planner. There are many feelings that come into play with too much clutter, and you may have experienced sadness, hopelessness or being weighed down. Decluttering is the best path to empower you and help you accomplish your daily tasks and your yearlong goals. To move forward, it’s best to release what is not loved, used, or needed. If you are bogged down with paper, learn what you need to keep and shred the rest.

Decluttering tips for ADHD Brains

  • Keep a bag or box in the laundry room to drop in clothes are are ready to donate.
  • Set a 10 minute reset time to get started on organizing. Bring items together that have been distributed throughout your home together. Decide on what to keep once things are together.
  • Gather your family and send them off to their rooms with a plastic bag to let go of what they don’t need or love.
  • Write an appointment with yourself in your planner to declutter.
  • Work during your high energy time to declutter. If you are a night owl, bag up and place in the car right away that evening.

Donation tips for ADHD Brains

  • Give to a charity you feel most connected to and make this your “why” to let go.
  • Give to a person who helps you regularly, like your cleaning person or lawn person.
  • Ask a friend to partner with you and together donate together on a Saturday.
  • Use the donation boxes located in parking lots.

 

Get started with these “no decisions items” to let go.

  • Extra paper and plastic bags
  • Magazines, catalogs and newspapers
  • Out of date and unused electronics
  • Additional linens and bedding

 

Learn more here from my professional organizing colleagues!

Productivity Trends for 2021 and the Future

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trends and future

 

Even though we are living in uncertain times, there are trends emerging. These organizing and productivity trends started during the pandemic and are taking shape to have a big impact on us and how we get stuff done.   Check out these trends for 2021 and the future.

Remote Work Is Here to Stay

Towards the end of 2021, the hybrid work trend came into being more as the norm. More people had the opportunity to work part time at home and part time at the office. Remote work is here to stay because people can be especially productive in different spaces and with different types of collaboration.  Look to improve your productivity remotely with using trusted tools that work in any space.

 

Freelance Work Is Creating Opportunities for Companies and Workers

The “Great Reshuffle” is giving new opportunities to all who seek meaning in what they do every day and the values of those they work with ongoing. Your strengths and skills open up next steps for you.  Be prepared and organized about how you seek new opportunities in order to give you the best flexibility and opportunity. Keep your new contacts readily accessible on your devices and keep your skills sharp with training.

 

Automation Is the Future

Technology, organizing and productivity have been intertwined for years. There are more apps and automation that make work effortless. Data collection and review have become a part of every process. This information helps you determine priorities and focus.  Investing time in automation give you greater income and greater opportunity. Some of these apps include Calendly for meeting clients, Zapier for essential actions in business, and Hootsuite for social media marketing.

 

Healthy Work-Life Balance

Statistics share how work-life balance and relationships are our priorities.  One in five have met their colleagues’ pets or families virtually and one in six (17 percent) have cried with a colleague this year. The new connection to who we are and what we believe in has helped us see what is truly important.  Taking care of ourselves has become critical after difficult times.  Create your own healthy balance using time blocks to get work done and have fun.

 

Lead your industry and business by using these trends. This information will  help you bring more focus to your own work this year and going forward.

Have a Holly Jolly Holiday (With Holiday Self Care)

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have a holly jolly holiday with self care

 

The holiday season is filled to the brim with activities and time together.  There’s lots of excitement, not to mention lots of organizing and things to do. Your planning often is about taking care of others and insuring everyone’s happiness. This year we need to practice packing some extra self care with our holiday bags. Check out these ideas to add self care to your holiday planning.

 

Schedule time for self care

It is easy to think, with so much extra to do, when do I have time for self care? Self care is more important during busy times because it is the fuel that keeps you going.  Create self care routines at the same time daily. These priorities can be at the beginning of the day to give you a strong start to each day or at the end of the day to ensure your rest.

 

Keep your gratitude practice going strong

Appreciating the blessings in your life remind us of all that is good and positive.  Whether it is writing a text to a friend, writing in your journal or a note to yourself, keep your practice intact during the holiday season.

 

Acknowledge emotions

During the holidays we experience a range of emotions.  Whether happy, sad, overwhelmed or frenzied, it is good to  name emotions. We can acknowledge what we are experiencing and process this. Give yourself time to pause. Check in with your feelings, acknowledge and sort through the reasons behind these. Manage your expectations and keep these in line with what you can physically and emotionally manage.

 

Keep a list of self care options

When we start down a negative path, we want to have options to make a change. Make your own list of relaxation activities. This can include taking a walk to see holiday lights, sitting down with a hot cup of cocoa, putting on fuzzy slippers for the rest of the day, or any number of soothing activities.

 

Well being first

We all know that our physical wellbeing is critical.  Be sure you keep your health routines like sleep and diet as much as you can. While there are times for a late night and special treats, keeping to your regular bedtime and meals with protein give you the energy and emotional stability you need.

 

It will be a holly jolly holiday in all ways when you take time for your self care.