How to Simplify Your Paper Files

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How to Simplify Your Paper Files

 

Organizing your files today? Or would you rather watch paint dry on a wall?  It’s seems that this is not the most exciting topic however it can be one of the most necessary in every day life and in emergencies.  Simplifying your filing and paper files includes knowing what’s holding you back as well as knowing what to keep.  Build your simple filing system with your strengths in mind.  Here’s how to simplify your paper files.

 

Assess what’s holding you back

What is filing for?  Here’s the first step to get clear. Files are your reference section to keep information to be used in the next year or so.  It’s not necessary to keep every piece of paper that comes into your home or business, especially if it’s not useful for you.  Be ruthless when it comes to keeping what you need now, knowing  you can use the internet, friends’ references, or other ways to get information instead of keeping extra paper.

 

What do  you need to keep and how long?  On Oprah.com, Julie Morgenstern has an extensive list.  Print this to keep as a reference while filing.  However, that’s not generally what’s causing a filing problem.  Instead it’s the articles on parenting, decorating, landscaping or other hobbies that keep holding us back.  Remember, that’s what the internet, pinterest, blogs, podcasts and google are for when we are ready to get started on a project.

 

Simplifying your system

What’s the best system?  The best system for you is the simplest way to move paper into a system. It’s also the best system for you to know where to retrieve the paper.  Categories are often the context that’s easiest to use in creating files. Whether there are for file folders, hanging files, notebooks or digital notebooks, using general, broad categories helps us file and retrieve.

 

For homes, these are the general categories I suggest:

  1. House and Auto
    1. Auto purchase
    2. Home Major Purchases
    3. Home Repair/Maintenance
    4. House inventory
    5. Insurance
  2. Financial (anything to do with money)
    1. Banking
    2. Credit Cards
    3. Investment
    4. Retirement
    5. Property Taxes
    6. Life Insurance
    7. Mortgage
  3. Personal (anything to do with people or pets)
    1. Medical Benefits
    2. Medical History
    3. Medical Explanation of Benefits
    4. Medical Paid bills
    5. School/University
    6. (Interests such as parenting, decorating, guns, etc)
  4. Work
    1. Work history
    2. CV or resume

 

For office files, here are categories I include:

  1. Clients
  2. Resources
  3. Vendors
  4. Projects
  5. HR or Employees
  6. Financials 20XX
  7. Expenses

Use hanging files for the broad categories and file folders for the subcategories. Use naming conventions, where the file names are created in a parallel way, in order to stay consistent and find documents.

 

Archive annually

Tax records for each year, legal documents such as purchase or sale of property, and final loan payments are should be kept permanently. While you only need to keep tax preparation documents for seven years, please consult your own lawyer or accountant to be sure.  It’s best to archive annually when you are preparing for tax time in the spring.

 

What’s left?

  • I typically keep mementos and keepsakes in a box, one box per person, in the closet of that person. A one box per person system also helps you limit keepsakes.
  • Important documents are generally kept in a safe or safe deposit box.  Here’s a list of important documents. It’s critical to keep these up to date each year. While you are archiving during tax time, update your important documents too.

 

Paper can be overwhelming and it’s always coming in. Always keep in mind the document’s value in terms of “shelf life.”  How long will this information be “good” is a relative value and you may be able to find information more easily on the internet or elsewhere.

 

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30 Things to Declutter in 30 days this Fall

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30 things to declutter in 30 days fall edition

 

Fall is here and we jump back into school, routines and holidays.  We want to be efficient because we have a lot on our plates at this time of year. Some of these items should be donated, some put in the trash or shared with others.   You want to clear clutter because the holidays are coming!

  1. Junk mail
  2. Expired coupons
  3. Summer or spring catalogs
  4. Bag of single socks
  5. Excess shopping bags
  6. Instruction manuals for items you no longer own
  7. Extra pens or pencils
  8. Old cosmetics
  9. Magazines over 6 months old
  10. Expired medicine
  11. Extra boxes
  12. Broken holiday ornaments
  13. Broken cups, plates or dishes
  14. Last set of technology, including devices and phones
  15. Old coats you have replaced with something more contemporary
  16. Old sweaters you haven’t worn in 2 years
  17. Scarves that don’t match any attire
  18. Games with missing pieces
  19. Half used coloring or game books
  20. Earrings without a match
  21. Book you won’t read again
  22. Night stand drawers
  23. Broken small appliances
  24. Pantry shelves and expired food
  25. Landing strip and entry
  26. Shoes that are uncomfortable
  27. Underwear with holes
  28. Extra bedding
  29. Unused hair care or toiletries
  30. Anything that does not have a home.

Now that you are in the decluttering groove, it’s a great habit to continue each day to release one item into the universe to bless others.

 

Hugs and Happy Organizing: Boy’s Room

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hugs and happy organizing boy's room

 

Hugs and happy organizing are client success stories.  Here’s a story about a boy’s room. 

 

Kids spaces and rooms can be chaotic, overwhelming and stuffed to the brim.  More toys and games come in after each holiday and birthday.  Overnight your child seems to grow an inch and clothes are too small.  Here’s how to conquer this cluttered space.

  • Start with putting “like items” together. Match up the games together, electronics together, clothes together and crafts together.  When you see all the items together, it’s easier to make decisions on what to keep and what to let go.
  • Start small with your child if he/she is going to be a part of the team. Work together for 30 minutes to know what is most important and what to keep.  If your child wants to keep everything, think of this as a treasure hunt, set a limit with a number they suggest, or use a hula hoop to define an area of work.
  • As the parent, you help your child to learn organization, how to take care of and value your belongings and how to declutter. Establishing an orderly space helps your child in having a serene, peaceful rest spot each evening.
  • Let go of MORE.  It’s a powerful lesson to know that your space can offer clarity for you and your child.
  • Sentimentality is the biggest challenge. Store keepsakes in the top of your child’s closet or an organizer under your child’s bed.
  • Schedule decluttering before your child’s birthday, before a holiday and before back to school.  Increased order will benefit you all!

 

More hugs and happy organizing stories here!

Holiday Organizing in the “New Normal”

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Holiday organizing

 

This year will be a different year for many families in Houston and other parts of the United States.  With the holidays approaching, some areas will be rebuilding and restoring homes, offices, and businesses.  It’s going to be a “New Normal” for a while and the holidays are no exception.

 

Create holiday traditions and experiences

There have been significant losses. Your family may be in a new rental space or have fewer cherished decorations.  This year could be about new holiday traditions and experiences.  Think about the ways you can celebrate that bring you closer together as a family.  Families have started new ornament collections, decided to go on a vacation togehter instead of giving gifts and acknowledged the spirituality of the season instead of the commercialism. Spend time with your family deciding what is most important to each family member.

 

Supporting our local businesses

Small businesses are gearing up for the holiday season. Many businesses will be open at this time. It’s vital to support our local businesses now.  Big or small purchases all make a contribution.  Our local businesses are counting on us this year, and every year.

Be creative about how you can use your resources this year.  Extra large expenses for repairs wil be a part of your budget. What ways can you choose to share your blessings?  Is this the year to simplify your gift giving and gift budget?  Perhaps you have been thinking about this for many years and now it the time.

 

Keep routines to keep you organized

Your “new normal” will benenfit from  your traditional organizing and productivity routines.  Use your calendar and lists to keep you from feeling overwhelmed. During the holidays, we have more on our calendar and action lists.  Most especially this year, get a good night’s rest every night and stick to your exercise routine. Seek support if you are having a difficult time. There are community resources available at our local churches and associations.

 

I will be thinking of each of you as you celebrate the holidays this year. We have much to be grateful for.

 

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Change what you imagine, change your reality

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Change what you imagine, change your reality

 

 

“Our entire experience on this planet is determined by how we chooses to perceive our reality” – Jen Sincero, author of You are a Badass

 

Change what you imagine, change your reality.

 

Have you written a “story” about your productivity? Does your story sound like this?

I never….

I should….

I can’t….

Are you feeling paralyzed, unproductive, and stuck? The stories we tell ourselves are what we hear from past experiences or other’s neagativity.  Are you ready for a new story?

 

Writing your new story

I am a believer in new perspectives and alternative endings.

 

The adage, glass half full, comes to mind.  It’s how we perceive our reality that helps us rewrite our story.  The glass half full starts with gratitude.  Be grateful for the tiniest of things.  Rewrite your story first by thinking about gratitude.

 

Essential to your new story is support.  Support that helps you find your new perspective with clarity.  Surround yourself with people who think like  you do.  These are the people who understand that new stories come from learning, bigger picture thinking, and whole hearted bravery.

 

There’s learning here.  Where did you get stuck?  Dig deep then. What’s behind being stuck? It comes from many different perspectives, including perfectionism, fear and negativity. Lock into the perspective that held you back. Identifying obstacles clears your path.

 

Use your strengths. Think about how you process information and record what you have completed? By assessing, you are building in a knowledge base for yourself.

 

Here’s your new story

Here are new perspectives giving you hope. Be tenacious and move forward inch by inch. Surround yourself with support of a team who believe in you and your work.  It isn’t easy, and learning comes along the way.  You will accomplish your work.  You wrote your new story.

 

I’m here to partner, support and help you write your new story!  Let me know when you are ready to begin.

 

 

 

 

 

Sharpen Your Saw Productivity

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sharpen the saw aka be more productive

 

Have you heard the Abraham Lincoln’s tale of the woodcutter and his axe?  It’s the story of how important keeping your skills, tools, and technology current. It’s a good reminder for us all that to do our best work and be productive, we need to keep ourselves sharp.  What’s best to keep sharp?

Organize your desk top and minimize clutter

The slide into a cluttered space happens every day as we work.  Paper piles up on our desk.  An uncluttered space helps you stay on track and manage your time effectively. When you are organized, you can find what you need quickly and save time.  You are undistracted and more focused on your work.  Solutions to create a more organized space include having only specific items out on your desk that you use daily, minimizing desk top clutter. You can set up a file drawer that contains “drop slots” for big picture weekly priority actions such as finances, clients, and vendors at work or bills, family and receipts for home. It’s most important to use a planner that capture your goals, projects, and tasks written in yearly, quarterly, weekly and daily. Set up a little time daily, just 15 minutes, to keep your desk clear and ready to use.

 

Learn new technology

Technology changes all the time. There are new tools to use and our time tested tools upgrade. It takes time to learn new technology and it can be a struggle for some of us. There’s value in researching new technology that can improve your efficiency and effectiveness. Look for tech gurus who help you learn what  you need and how to use it. It’s best to learn the tool before you need it in order to save time at a crucial project point.

 

Jump start your routines

Routines are smooth running processes that help us be productive.  When put in place, all the nitty gritty gets completed.  Each week, host your own one hour productivity meeting. It’s you, your calendar, your lists, and a beverage.  During your one hour productivity meeting, you review your lists, review your goals, assign tasks, break down projects into manageable tasks, and calendar all your activities.  In one well timed hour you are in control of your plans.  What about distractions and other interruptions? Leave time in your plan for these with some flexibility. Overscheduling can lead to discouraging results.  Each day, write down your 3 Most Important Tasks (MITs). First off, know what is most important with ongoing effort, not just an approaching deadline. Stretch out your efforts over several days to achieve results you are proud to own.  As you practice with MITs and your productivity meeting, your weeks will run more smoothly.

 

Faithfully check, add to and review your planner

Everyone needs a planner.  You wrote it all down in your planner or on your digital calendar, and then what happened? It’s not magic to think you will remember it all.  Set your planner so you can see it daily and add audio reminders if needed. Your productivity road map is only as good as your use of it.  Take a minute when you think of a task or project to record it right away.

 

BONUS: Sharpening your saw depends on your self care

How we approach our efforts depends in part on how we take care of ourselves. The best first step to sharpening your saw is a night’s rest, nutrition and exercise. Your brain requires sleep, protein and exercise.  Insuring that you are getting sleep, eating properly and taking a walk are the best ways to be sure you are using all your tools, tips and tricks.  The American Academy of Sleep Medicine recommends that healthy adults get a minimum of seven hours of sleep each night, with an overall range of between seven to eight hours. Protein is a main factor for your brain. Exercise increases productivity too.   If you can start with just one of these, start with getting 7 hours of sleep a night.  Your brain and body will be refreshed and ready to work.

 

 

 

 

 

 

 

 

 

 

 

NAPO Cares! NAPO

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National Association of Productivity and Organizing Professionals

 

NAPO, the National Association of Productivity and Organizing Professionals, supports a cause each year. This year our efforts are focused on hurricane relief.  Our members have compiled a consolidated list of hurricane resources for your donations.  Many of us in the greater Houston area have already been giving our time and energy to individuals and groups locally. The greatest need is financial donations to help rebuilt homes and businesses.  #NAPOCares for our communities! 

 

TEXAS:

Bayou City Fellowship
www.bayoucityfellowship.com

Boys and Girls Clubs of Greater Houston
http://www.bgcgh.org

Carter BloodCare (covers hospitals in North, Central and East Texas)
http://www.carterbloodcare.org

Diocese of Galveston-Houston
http://www.svdphouston.org/services/disaster-relief

Feeding Texas
www.feedingtexas.org

Food Bank of Corpus Christi

Home

Houston Community Tool Bank

Give

Houston Food Bank
www.houstonfoodbank.com

Houston Humane Society
http://www.houstonhumane.org/

Houston NW Church
https://pushpay.com/p/hnwhouston?src=hpp (select Harvey Flood Relief)

Houston SPCA
http://www.houstonspca.org/

Hurricane Harvey Relief Fund (Greater Houston Community Foundation)

Hurricane Harvey Relief Fund

Real Life Ministries
https://app.clovergive.com/f/f2?formid=71aec719-e0f7-476b-9c33-e902121ea159

San Antonio Human Society
https://sahumane.org/

Society of St. Vincent de Paul
http://www.svdphouston.org/services/disaster-relief

South Texas Blood & Tissue Center
https://southtexasblood.org/harvey

Texas Diaper Bank

Texas Diaper Bank

The Dallas Mayors Relief Fund
https://www.dallasfoundation.org/donate.aspx?tp=1000&fn=mayor%27s%20disaster%20relief%20fund (select

United Way of Greater Houston Hurricane Fund
https://www.unitedwayhouston.org/flood/flood-donation

Windwood Presbyterian Church
https://windwood.wufoo.com/forms/windwoods-hurricane-relief-fund/

SOUTH FLORIDA

Florida Keys Emergency Relief Fund

Florida Keys Emergency Relief Fund

Global Giving
https://www.globalgiving.org

Good Samaritan Foundation – local senior living community
https://www.good-sam.com/foundation/donate

Hurricane Irma Relief Fund – by GlobalGiving – Vetted

The Hurricane Irma Relief Fund for Immokalee and Southwest Florida Farmworker Communities
https://secure.actblue.com/donate/immokalee

Senior Connection Center – Your Aging & Disability Resource Center
https://app.etapestry.com/hosted/WestCentralFloridaAreaAgen/OnlineGiving.html

The Miami Foundation (has a list of organizations that are accepting donations)

Home

 

PUERTO RICO

United for Puerto Rico

Home

HOW TO AVOID BEING SCAMMED:

Before giving money to an organization, do your research. Charity Navigator, which identifies worthycharities, has a list of organizations responding after the storm.
The Internal Revenue Service has search tools that reveal whether an organization is eligible to receive tax deductible charitable contributions. If you suspect an organization or individual is engaging in fraud, you can report it to the National Center for Disaster Fraud. For advice on avoiding fraudsters, read Charity Navigator’s post on how to protect yourself, and check out these tips from the Federal Trade Commission. Be very cautious when donating funds. There are impostors seeking contributions to false disaster relief charities in the wake of Hurricane Harvey and Hurricane Irma. Learn how to spot and report scams here! The Federal Emergency Management Agency recommends checking with the National Voluntary Organizations Active in Disaster for a list of trusted disaster-relief organizations in Texas.

This is why following through on the Organizing Continuum helps you live the life you imagined!

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organizing

 

Getting organized is a continuum, a work in progress,  a journey not a destination, and a learning experience. In my work with clients, I see that there is a definite starting place for my clients that begins with organizing skills and new perspectives. Clients learn basic skills to help them get organized and be productive.  I coach them to see new perspectives about themselves, their stuff and their time.  I am thrilled to acknowledge their gains as they progress through the organizing continuum.  If you are new to organizing, here’s how the continuum progresses. The time for the continuum depends on you.

 

Everything needs a place

It’s the basis of all organizing. It’s the age old adage, a place for everything and everything in it’s place.  All the items in your home or office need a specific spot.  That’s where they are located, put back and retrieved when used.  The first step in getting organized is having a place for everything. Yes, EVERYTHING. You can start by assigning a function to each room, what you need to do that action, the items needed, and then the storage of the items.  Overall, each item will have a home and a place as a result.

 

Everything needs a time to attend to it

Not only does everything need a place, everything needs a time for it to be worked on, worked with or returned to it’s spot.  You make breakfast, retrieve dishes and cookware, wash it and return it to where it was placed.  If you are doing your taxes, you need to gather documents, work on them, then store these whether paper or digital.  When you work, you go to your digital documents, work, and save it to a digital spot.  All things, papers, or digital documents need time to work the work and store appropriately.

 

There’s a place for your stuff, however it’s not worth the time to attend to it.

This is when your discerning decluttering really kicks into gear.  It’s not that you don’t have space for an item, how important is it to spend time getting it to where the place is? How many do you have already or do you need? Our time is the most valuable commodity we have and we can let go of items just so it’s not as time consuming to put them away.

It’s not valuable enough to find the space for it.

Here’s where you begin to assess a “just in case” perspective. Is the possibility of use a good enough reason to keep an item? The Minimalists have this perspective.  If it costs less than $20, and you can get it in 20 minutes, do you need it in your home or office?  Finding the value of keeping an item helps you move forward in this continuum.  It’s about prioritizing your time and space.

 

There are many easier ways to find the stuff you need.

You have wrangled your stuff to get it stored and put away. Now you realize that there are many easier ways to find what you need, whether it is stuff, information or paper. You are entering the continuum where you start releasing more and bringing in less to your home and office.

 

Living with less is rewarding.

Life is feels less overwhelming, more about experiences, and you are living the life you imagined.

 

Organized and stay organized.

Your life is about living, not about stuff. You stay organized because you know what is important to have and what to release.  Congratulations on accomplishing the real goal of being organized!

 

Sharing this continuum helps you start on your organizing and productivity journey!

Here’s more posts to help you too!

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3 Ways to Get (Breakfast, Lunch and) Dinner on the Table

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There’s nothing more exciting than getting home and smelling yummy dinner! Cooking has become a hobby and an outlet during quarantine. Whether you are parents and kids, living with roommates or living alone, getting dinner on the table makes a difference every day. It’s about self care and care for others.   Taking care of ourselves and our family, we nourish our bodies and our community with meals together. How can we make getting dinner on the table easy? It’s about taking an organized approach with planning, shopping, preparing and clean up.

 

Beginner’s guide to meal planning

Meal time requires a plan.  Having a plan makes sure you have what you need, when you need it and with healthy options.  The plan starts with knowing how many meals you need to plan.  It also requires a balance of veggies, fruits, proteins and carbs.   The more colorful your plate, the healthier.  Having a plan means that you will have the ingredients on hand to prepare.

  • Start with just one of the food groups.  Start with proteins and work around this.  Pair the same protein with many different veggies or fruits.  When you start with only one food group it’s less overwhelming to create your dinner plan.
  • Repetition is a good thing.  If everyone loves breakfast burritos, make that your staple breakfast plan.
  • A family dinner list is a family friendly way to plan dinner. Your family shares 12 ideas that they will all eat for any meal including dinner. It can be super simple, like grilled cheese or baked potatoes or taco bar. The idea is to have your family gather, share and then eat. Keep this list and the necessary ingredients handy when you shop.
  • The Family Dinner Project gets you started with the online dinner program, Food, Fun and Conversation: 4 Weeks to Better Family Dinners.   This guide helps you make family dinners a household staple in just four weeks. This free guide includes healthy recipes, dinner activities and loads of conversation starters.
  • Pantry staples and a freezer inventory make meal planning easier. What’s already here to use?
  • Create a plan that goes with a theme for each night of the week. Just like Taco Tuesday, you can make a plan for each night so there are no decisions to make.
  • Short cut meal planning using a pre-set menus and prepped ingredients like Hello Fresh, Blue Apron or other meal kits. 

 

Ready, set, shop

Now it’s time to get the goods.  Create a list and shop by store. Make it digital so everyone who is out of the house can shop. Cozi, AnyList, and OurGroceries all have easy to use online lists that are accessible by you and your shopping buddy. Use online coupons from the stores you typically shop. A shopping trick that helps is to shop that same day every week. You can shop twice a week and always have milk. Automate non-perishable delivery with Amazon Subscription and your toilet paper arrives regularly.

 Remember to:

  • Always bring a list.
  • Organize your list by aisle. The perimeter of the store is where essentials are purchased.
  • Stick to your list.
  • Order the same day of the week for curb side pick up

 

Quick and easy preparation

Can you make dinner in 15 minutes or less? Is Sunday your day to make multiple meals?  What’s your quick and easy hack to get dinner on the table?  Take help to get meals on the table by partnering with your kids, partner or home helper.  Use short cuts from the grocery store with prepped or frozen veggies.  Prep what you can one day a week and store in the plastic ware ready to use.  Just like other routines, getting dinner on the table requires thinking ahead.  Get your protein ready by defrosting the night before in the refrigerator.

  • Make a no- cook dinner that requires only assembly. Try cold foods, like sandwiches or salads for dinner.
  • Prep all the veggies on Sunday.
  • Early prep with a slow cooker for all day cooking.
  • Instapot cooking speeds up your dinner.
  • Prep and cook on a weekend.  Consolidating all the work of dinner makes for a quick evening dinner.
  • Have your partner cook the protein on one day. All you need is sides!

 

What’s your biggest take away from getting dinner on the table? Family dinner together! It’s the opportunity to review the day, learn what’s happening for each of you, and a time to connect. It’s time to cook dinner together and learn a new skill. It’s really not about the food. It’s about the time together!

 

 

 

More dinner ideas here! 

After the Flood Decluttering and Organizing

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After the Flood decluttering and organizing

 

In the past few weeks we have seen decluttering and organizing in sad circumstances.  Families and businesses have suffered great losses due to flooding.  Families and businesses have reached out across the country to supply those in need with items they are letting go of.  The catastrophic circumstances have lead to an all time new attetion to decluttering and organizing.  In reflection, the response to life altering circumstances is letting go and decluttering.

 

Holding onto things

There have been lots of reasons in the past that we have been holding onto things.  There’s emotional attachment, unrealized value, and that “just in case” thinking.  When we see that our things have been ruined, we feel regret.  Several of my clients mentioned that although it was necessary to let go of items in their homes after the floods, it still was hard despite these being ruined. Despite, the blessings of help during the flood, it was still difficult to bag up clothes and home goods.  There’s an art to letting go.

 

Emergencies don’t give us time to process holding onto things and why. In a quick decision, regrets occur.  Let’s remember that grief is a part of holding onto things and that grief can resurface later despite the most awful of circumstances.  It takes time for perspectives to shift in holding onto things.

 

Letting go of things

“When natural disasters of this magnitude strike, they bring out the best impulses in many of us. We feel empathy for the victims and an urge to reach out and help them in any way we can, ” according to Psychology Today.  We want to help by giving.  Most encouraging has been the financial donations for those in need.  There are many local and national agencies to give donations for these emergencies.

 

It’s also a reminder to ourselves that disaster can happen to anyone and anywhere.  When we see that our friends, neighbors and families have suffered through the loss, we know that we could be experiencing the same.  It’s a prompting to us to use this new awareness in a positive light and let go of our own things too.

 

Difficult times take time to process. Whether you experienced flooding as either a helper or a victim, take time to tell your story, share your experience and reflect on the new perspectives after the flood.