NEAT & SIMPLE LIVING with Ariane Benefit, Organizing Coach

Do you make To Do lists but then don't follow them?

The topic of "to do lists" came up in the Neat and Simple Living Cafe the other day.  This is an issue that many people agonize over, so I thought I'd write about it here, too. If you are like the hundreds of people who tell me they make lots of lists, but have difficulty following them or even finding them, you are not alone! 

Difficulty following lists is very common among people with a creative or right-brain dominant personality style as well as with ADDers. In addition, people with certain kinds of brain injuries or head injuries may find it easy to "make" lists, but have much trouble "following" lists. There are many psychological, neurological, learning style, sensory, and even genetic reasons why some people are not good at "following" written instructions of any kind, including their own lists! 

I'm going to spare you the theories, but promise me you'll stopping beating yourself up!  It's not that you are lazy or procrastinating...it's how you are wired.  So let's accept it and work with it.  Even though it's not easy for you...there are some tricks to making your lists easier to follow.  

Here's the thing about making lists. Writing itself is a very effective way to clarify what's on your mind, process information and enhance your ability to remember things. So there is a good reason to keep on making your lists! They help you:

• Remember things better (just like taking notes)
• Slow down your brain to the speed of writing so that you can think more clearly and get your ideas out.
• Articulate your ideas. 
• Reduce your fear that you will forget the items

Before we look at ways to make lists easier to follow...let's look as some of the things that make them more difficult to follow.  Lists may be harder to follow if:

• There are too many items on it
• Handwriting isn't clear or the lettering is not big enough
• You use light colored ink or pencil 
• The paper used is colored and does not provide a high contrast with the ink used 
• Action items aren't listed in order of priority and you have to scan the whole list to decide which things to do next.
• Item don't list all the information you need to act on it, e.g. for some people, if they don't write the phone number and have to hunt it down, they will skip write over that item on the list.  
• The spacing between the items is too close.  
• More than a day or 2 goes by before you look at it again (particularly if you have ADD, the list may lose all sense of urgency)
• You have any kind of reading or vision difficulties such as a mild dyslexia
• You are stressed when you look at the list 
• You have lots of other ideas going through your head when you look at 
• The items are so brief that you forget what was actually meant. For example, I have seen many examples of people writing things like "Call Doctor" and then forgetting which doctor and why.    

There are many more items I could add, but I think you get the idea.  Everyone is different in terms of what works best for them, but here are some tips that might help you make your lists easier to "follow".

• Limit the items to 4 - 6 short items on them
• Use very clear large lettering, I use a black Sharpie for lists I really need to follow
• Put lots of space between items.  This makes it easier for your brain to focus on one item at a time. 
• Put a little box or circle in front of each item so that you can check it off when you are done
• Put high priority items at the top, lower priority in the bottom half of the list. 
• Use color or other visual cues to help you highlight the highest priority items:  e.g., highlighters or my personal fave is to draw "clouds" or "bubbles" around the  most important things.
• Use brightly colored paper with high contrast to your ink.
• Use a TO DO notebook that is ONLY for Action Items.  Put a removeable tab or post-it on pages with open items in your notebook. 
• Don't mix things you would "like to do" with things that you really "will or must do". One trick I've used is to turn the notebook upside down and use the back of the book to capture "brainstorms" and "ideas" or use a separate notebook all together.   
• Some people need "novelty" to help stimulate their brain to pay attention to their lists, so using different color paper and highlighters may be effective.  So if you are the types that likes trying out new ways to make your lists, have fun with it, but be aware that if you try lots of complicated software to do lists you are probably wasting a ton of time learning and setting up new ways to do your lists.  Try to restrain your "novelty needs" to simple, easy changes. 

Alternatives to linear lists and paper may also help you follow lists better.  I use different methods for different kinds of lists. Some of the tools I use:

• Digital Recorder
• Calling in to my Voice mail 
• White boards (I have a couple small ones that I use like pads of paper, and one on the wall fo rwhen I need to move around to think/) 
• Mind Mapping 
• Flip Chart that I hang on a nail on my office door 
• Post-it Flip Charts that I hang on my wall.  
• Magnetic pads for my refrigerator  
• Chalkboard in the kitchen 

You may need to experiment with alternate ways to find the best way for you to make your lists, and you may need different kinds of lists for different things.  Some people need to stick to one kind of list, others need the diversity.  Give yourself permission to play and experiment till you find methods that not only attract you but are easy to read and follow later.  Another option is to just give yourself permission to make lists with the intention of helping you get things off your mind without the expectation that you have to follow them! If they helped you remember, and you did the action item without looking at your list. That's good enough.  

Have a quirky way to make lists work for you?  Leave a comment below!

Preserving Archival Photos and Newspapers

Do you have old photos, newspapers, and other documents you need to preserve or archive?   Do you maintain your family genealogy documents? Here are some neat archiving tips & resources to help you preserve your valuable historical photos, newspapers, books & documents make sure they last and stay in the best quality archival condition possible over the years.

Preserving Photos

Did you know?

• No color prints last forever! Black and white is made of silver and not dyes, so it lasts longer than color. So, consider turning some of your more important photographs into black and white prints. (Wonder if this is true of ink-jet printed photos?  My guess is yes as mine do seem to fade)

Junk Mail Relief Resources

Say GoodBye to Junk Mail!

• Direct MARKETING Association - Different from Direct MAIL Association (Free and HIGHLY Recommended!)
• Ariane's Tips - Handling Your Mail
• Ariane's Tips - Getting off Junk Mail Lists
• 41 Pounds
• Native Forest Network
• OptOutPrescreen.com
• Do-it-yourself Guide
• Green Dimes
• Catalog Choice
• Do Not Mail.org (Sign the petition to stop Junk Mail!)
• DirectMail.com's Mail Preference Registry

HELP! I HATE FILING!

UPDATED - 9-2008

My friend Dr. Amie Ragan, author of the brilliant "Psychology of Clutter"blog, recently invited me to answer one of her reader's questions about how to get over your hatred of filing and even make it more fun. "Fun" is a lot to ask when comes to filing!  But believe it or not...it's possible!  With a few adjustments you can learn to appreciate and even LOVE your files! 

Check out my Guest Post where I answer Mack's question about how to make filing less of a pain on the Psychology Of Clutter blog!
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Dr. Ragan's blog is sadly, now gone from the web, but the article is now reprinted below!

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Reader's Question

About Organizing your papers. I know several prescribed methods for doing so, and I use a file cabinet along with an inbox to store papers until filed. I keep a fairly good filing system. However, I hate actually filing and will put it off until the box is full or I can’t find something important (like financial papers). Honestly, I would like to throw half of this stuff away, possibly including said financial papers. Is there any way to make this more fun? And in a related question, what papers do you consider it essential to keep and for how long?

Mack

My Answer
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Hi Mack,

You are so not alone!! Most people hate filing.  But it's not the fault of the files!  It's usually the little things that people do in setting up and using their files that make them painful to use. Like overstuff them! Another reason people hate to file is that they don't use quality filing cabinets and supplies they actually like. So many people's file cabinets are practically falling apart or get stuck when you open them, etc.  A quality filing cabinet, drawer, or even a desktop file box which contains your most frequently used files and is located near your desk or bill paying area can change your life!

The best way I have found to avoid putting off filing is to ELIMINATE your "To File" pile altogether.  Keep your frequently used files near enough to you so that you can file papers immediately and it won't back up on you.  Plus if your files are near where you work, when they start getting overstuffed, you'll notice immediately and can take 5 minutes to purge your thickest files. 

There are many ways to learn to love your files and I've included more of them in my article, The 10 Most Common Filing Mistakes and how to correct them.

If you are serious about keeping your paper under control, check out my new e-book titled  "Take Charge of Your Paper ."  There are also lots of ideas on how to arrange your workspace to keep your files handy in my "Neat & Simple Guide to Organizing Your Home Office".   There is a specially priced combo pack which also includes my  "Personal Paper Retention Guide:  What to Keep and for How Long"   
Happy Filing!!

p.s.  Also get my free ebook "100 Surefire Ways to Organize Your Busy Life!"

Organize Your Financial Papers To Make Tax Time Less Stressful - Part 2

See Part 1 Here:

Organize Your Financial Papers To Make Tax Time Less Stressful - Part 1

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STEP 4 -Decide if you Need to Establish Sub-Categories

If you use a tax preparer, just separating INCOME, EXPENSES, and STATEMENTS may be enough. Ask them how they want the documents submitted.

If you are doing your own taxes, you only need sub-category folders for those categories that have a lot of paperwork.  If you have a lot of tax deductible expenses, I highly recommend using some kind of financial record keeping software to keep a running total for you throughout the year.

If you need sub-categories for INCOME OR EXPENSES, I recommend using a financial filing system with categories that reflect the categories you had entries in on your tax return last year.

1. Review last year's return and note which expense and income categories were used.
2. Use those sub-categories as the basis for creating a MASTER FILE LIST to guide you in creating a file structure.

For example, if you deduct expenses related to rental properties you own, and you have a lot of expense receipts, create a folder called Rental Property Expense receipts.

A sample MASTER FILE LIST structure may look like this.

• INCOME

o Salary & Wages (Include all your W-2s and /or 1099s here)

o Commission

o Interest & Dividends (1099s and Year end statements only, you don't need the whole years worth of documents to prepare your return.)

o Rental Income

• EXPENSES

o Donations

o Property Taxes

o Mortgage Interest

o Medical

o Childcare

o Job-related Moving

STEP 4 - Choose a Final Home for Your Papers

Once you have it all sorted out, you can see how much paperwork you have and choose an appropriately-sized container. With fewer than 12 or 13 categories, an accordion file could be a perfect solution for organizing your tax - related paperwork. Keep it in a handy location so that as you receive tax documents, you can immediately file them. In doesn't matter where, as long as it is near where you process mail and pay bills, easy to access, easy to use and easy to put away.

STEP 5 -Submit / Prepare Return

By mid - February, all your 1099s should be received and organized. All you have to do now is take them to your tax preparer to do the rest! Or, if you prepare your own return, consider using an web-based or software system such as Turbotax to simplify the job. It stores your past returns and pre-populates this year's return. I find that with Turbotax, I get my refund much faster and as a bonus, It's Deductible is included free. Last year I got over $1000 back just because I kept track of my donations and used It's Deductible to determine the value of the donated items. The values they give are IRS approved and actually more than I would have guessed. So for $1000 it was worth the half hour it took me to keep track of and enter the items into It's Deductible. How else would I get paid $2000 per hour?

STEP 6 -Get Ready for Next Year - Archive Your Paperwork

Instead of creating a whole new system for next year, empty the system you created this year, put all your documents in a single envelope or folder labeled Tax Documents - (YEAR). Create a separate folder for your final Tax Return as well, and archive them in a safe, out-of-the-way place. You will keep the tax return forever, but after 3 - 10 years, you can shred the backup. here are only a few documents you should keep forever and those should filed separately - never put them with your backup. For example, paperwork related to the purchase or sale of Real Estate should be kept forever.

STEP 7 - Celebrate and Relax!

Now you can celebrate and congratulate yourself for a job well done! When spring rolls around, take your refund and do something fun as a reward for not waiting till the last minute!

NOTE: The tips in this article work for most people, but if you have a unique tax situation or are overwhelmed trying to decide what will work best for your organizing needs, consult a financial organizing professional to help you set up a simple, efficient, easy-to-maintain system and ensure a stress-free tax season!

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© 2008 Ariane Benefit, M.S. Ed, Organizing Coach,

RELATED

• Organizing Tax & Financial Papers Digitally
• See my New & Improved A-Store!
• Check out my book on how to get your entire office including papers organized!  The"Neat & Simple Guide to Organizing Your Office" 

Organize Your Financial Papers To Make Tax Time Less Stressful - Part 1

It's that time again!

The barrage of catalogs in your mailbox is turning into a flurry of year-end tax statements. If you dread tax time and usually spend your spring stressing over getting taxes done on time, these tips are for you! The best time to prepare for tax time is the year before, but if you didn't do it last year, start now! With these simple tips, you'll get your taxes done EARLY and be ready to enjoy spring! And once you have your system in place, it will be even easier next year!

Set an Early Deadline To Submit Paperwork! - The first step to becoming the master of your own financial well-being and reducing tax stress is to FORGET ABOUT April 15! Make YOUR Tax deadline the end of February or Mid-March and start getting your paperwork organized NOW.

If you use a tax preparer, call right now and schedule an appointment for as soon as possible. If you do your own taxes and have difficulty setting a deadline, consider getting a friend, family member, or coach to hold you accountable to meet your deadlines. Once you have a deadline, it's time to organize your paperwork.

STEP 1 - Gather Financial Papers

If the paperwork you need to complete your tax return is scattered, gather all the papers you need into a single box, basket or other container. If they are already in folders or other containers, gather the file folders into a single file container and move on to step 2.

STEP 2 - Sort

Sort your papers into broad categories such as INCOME, EXPENSES, and STATEMENTS. You can subdivide STATEMENTS into BANKING, CREDIT CARDS, INVESTMENTS, RETIREMENT, but if your papers are all in a jumble, using 3 major categories at first makes the job faster and simpler and requires far fewer containers. You can always micro-sort and break down the categories later if needed. But, honestly, most people never go back to the past years records so why bother? My rule of thumb is to not over-organize things you don't use regularly. Keep it SIMPLE. Unless you deduct expenses on your tax return, you don't really need to keep your credit card statements anyway.

STEP 3 - Eliminate

Eliminate any unneeded papers as you go. Keep only receipts that prove your taxable income and deductible expenses.

Eliminate receipts that are NOT tax-deductible if they are ALSO for items that are:

• NOT insurable
• NOT under warranty
• NOT income to you

For example, you don't need to keep electric bills unless you claim a home office deduction.

GET THE NEAT & SIMPLE GUIDE TO DOCUMENT RETENTION

Learn what to keep and for how long CLICK HERE TO PURCHASE
It is a "must have" tool for anyone looking to keep less paper
and feel more confident about letting go of paper that is
cluttering up your space. Includes tips for Shredding,
Identity Protection, Managing Passwords and much more!

To determine exactly what papers you personally need to keep and what you can let go of, ask your tax advisor.

SHREDDING: Be sure to shred any documents that contain information that could be used to steal your identity such as: social security numbers, credit card numbers, bank account numbers, etc. You do not have to shred paper solely because it has your address on it. Your address can be found anywhere and everywhere anyway!

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PART 2 is coming on Wednesday!

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NOTE: The tips in this article work for most people, but if you have a unique tax situation or are overwhelmed trying to decide what will work best for your organizing needs, consult a financial organizing professional to help you set up a simple, efficient, easy-to-maintain system and ensure a stress-free tax season!

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© 2008 Ariane Benefit, M.S. Ed, Financial Organizing Coach

RELATED

• Organizing Tax & Financial Papers Digitally
• See my New & Improved A-Store!
• Check out my book on how to get your entire office including papers organized!  The"Neat & Simple Guide to Organizing Your Office" 

Prospering and Learning in 2008! Don't miss my Free Teleclass On "Organizing for the Creative Professional & the Chronically Disorganized"

I am so honored to have been invited to be a guest speaker in the "PROSPER YOUR PRACTICE" community hosted by Ellen Shapiro and offered FREE!  Ellen generously and expertly hosts free monthly "teleclasses with special guest experts to share their information and wisdom about different aspects of running a successful business."  Learn more about Ellen Shapiro here

In addition, she offers monthly "repatterning" sessions designed to help you incorporate the  learnings you "resonate with" from the guest speaker sessions into your belief system and empower you to put them into action! 

(p.s. I did a couple repatterning sessions with her and found them very helpful in refocusing me to take action on my healthy eating goals, which I'll be sharing with you soon along with big announcement : )

I'll be speaking on the topic:

"Organizing for the Creative & the Chronically Disorganized"

We'll be discussing what chronic disorganization is, why it affects so many creative people, and we'll also discuss some simple strategies & principles to help creative professionals become more organized using systems that are super easy and don't take a lot of time to maintain. 

Knowing me, I'll probably have some kind of neat freebie to offer people who attend...I've got tons of ideas floating around, but I think I'll just surprise you!

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Here's what you to do if you don't want to miss this!

1. If you want the chance to ask me questions live, Mark March 27th, at 8:45PM EST in your calendar. If you can't make it for the live session, you can listen to the recorded session later, but you have to register to the get the link to the recording!

2. Head on over to Ellen's site to register for the Prosper Your Practice group so that you'll be sure to get the emails with the teleclass info and the follow up link.

That's all you have to do! This is an easy, no-cost, no-obligation, no-spammy sales pitches way to discover what Repatterning is about, AND to visit with me live, and learn more about how to be more organized, even if you've never been able to do it before!

Hope to "see" you there!

JUST RELEASED! "Neat & Simple Guide to Organizing Your Office"

JUST RELEASED! I'm so excited to announce that my new book
"Neat & Simple Guide to Organizing Your Office" is finally here! Just in time to help you get a Neat Start to the New Year. Two years in the making, it has over 150 pages chock full of my best organizing advice and lots of photos to go with it.

 

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The Neat & Simple Guide to Organizing Your Home Office By Ariane Benefit, M.S. Ed The San Diego Times calls this book the "Bible of Home Office Organization" See their front-page feature story!

Warranty Cards - Send? Toss? or File?

I stopped sending in the warranty cards years ago as a way to reduce junk mail.  Instead, I keep them with the manual of whatever product I have purchased. Only once have I needed to actually use one of the warranties. We had not sent the warranty card in, but when we called for service, all we had to do was pull out the warranty card and give him the unique number on it and we got the part we needed for free!

I hesitate to suggest what you should do with your warranty cards - but I HIGHLY recommend this very well researched and informative post by Jeri Dansky about how warranty cards are used and the risks of not sending them in.

Organizing Paper - Part 4 - The Issue of Categorizing Your Paper

In this series on organizing paper, we’ll explore deeper paper organizing issues and ways you can overcome your personal issues with paper. 

RELATED PREVIOUS POSTS

Organizing Paper - Part 1 - The Issue of Having Too Much Paper

Organizing Paper - Part 2 - The Issue of Emotional Attachment

Organizing Paper - Part 3 - The Issue of The Quality of Tools We Choose

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One of the most frustrating obstacles to organizing paper I hear often from clients and friends is that just about every piece of paper we have could fit into several possible categories. For example, I often get asked questions such as “should I file my car insurance with my car file, my bills, or group all my insurances together?” 

My response is usually something like, "it doesn’t really matter as long you make a choice, have a way to remember what you chose, and can find the paper when you need it."

There are many strategies for categorizing your paper. Some of the possible categorizing methods you might use include:

• Alphabetical
• Numerical
• Subject
• Events
• Company or Person’s Name
• Chronological (such as yearly, monthly, weekly, or daily
• Past, Present or Future
• Priority
• Type of next action needed (such as Read, Act, Follow-up, Pay, etc.)
• Frequency of use
• Color-coding

When choosing what categorizing methods to use the important thing is to keep it simple and easy to maintain.  It has to feel natural to you.  Some people naturally think chronologically, others are great at remembering names and need to file that way.  Others tend to forget names and need a category clue such as VENDORS to help them narrow down the choice of vendor files to review and find the vendor they are thinking of.

Effectively implementing a category based system requires you to use it consistently and remember what categories you chose.  If you are tired, or don’t have a system in place to help you make filing decisions easily, you are more likely to suffer from what I call “decision stress” and give up on choosing a category.  The paper then ends up in a pile such as “to be filed” or worse, wherever you happen to lay it down.  Then when you need it, you can’t find it. 

To minimize “category decision stress” here are a few things you can do.

1. Design your category structure ahead of time to avoid the need for on-the-spot decision making when paper comes in.  Make notes about where you decided to file things so you can refer back to it. This is not a job to be done when you are tired or rushed.
   
2. Keep it SIMPLE.  As you are making your category decisions, try to have no more than 4-6 major categories.  If you have more than 3 files under a subject, create sub-categories.  For example, suppose one of your major categories is financial.  Under that you have 6 types of investments.  Make investments a subcategory so you can group them and alphabetize them. Start each label with Investment then company or type.  E.g. Investment, Vanguard or Investment - Savings Bonds.
   
3. Create a file “map” or “blueprint”.   Keep it handy to refer to when you can’t remember what category you decided to keep certain types of paper in, or when you need to show someone else how to file paper for you.  It should be intuitive and easy to read.  Include reminders of why you made certain category decisions.  I also find it helps to put notes within a file folder to help you remember what goes in the file and what doesn’t.
    
4. Consider giving digital paper organizing tools a try.  Digital organizing methods allow you to “tag” each piece of paper with multiple categories. 
   

DIGITAL DOCUMENT & PAPER ORGANIZING

Software solutions such as “Paper Tiger” and scanning solutions such as the Fujitsu ScanSnap and NeatReceipts are among the most popular. But be warned, they only work if you establish a complete system and develop the habit of scanning all your paper into your computer.

Digital “search” software such as X1 Desktop Search, and Copernic Desktop Search, Google Desktop Search are very quick and simple methods of finding documents on your computer when you need them.  They allow you to search using ANY word or phrase in the title or text of the document.  If only we could do that with physical paper!  So even if you scan all your paper into one folder, if you name them descriptively, you can always use the search tool to find them easily.

The speed, ease of use and capabilities of the latest digital scanning and searching technologies are increasing rapidly.  Prices are falling just as quickly. Now that the IRS accepts digital copies of tax documentation (if it is scanned using certified tamper proof scanning methods), it won’t be long before digital paper organizing becomes mainstream.  It saves time, money, space and makes it easier to find paper when you need.  But remember, as with any digital solution, it only works if you back up regularly and use it! 

THINK ABOUT THE FULL LIFECYCLE OR YOUR PAPER AND DOCUMENTS

• Consider the full lifecycle of your paper - whether you scan it or not.  To make your system easy to maintain, decide what you will do with documents from the time they enters your life till the time they must leave.  e.g., I'll keep credit card bills for one year then shred or delete, or I'll move my bank statements to an archive filing system after one year, keep for 10 years, then shred or delete. 
  
• Include a reminder strategy for implementing your schedule for eliminating documents.  e.g., Every December as part of preparing for the new year, I will move everything to archives according my rules, and shred or delete the rest. Then as I move things into archives, I will also purge the archives of old stuff.  You could also set up an electronic reminder.
  
   
• Backup and Security - if you store documents digitally, you MUST have a foolproof back up strategy.  For example you can use a RAID system that instantly saves everything you do to 2 drives.  My newest Dell Precision has RAID built in and I love it.  No more having to remember to do backups.  It's all done automatically and is always 100% up-to-date.  Of course if your documents are extremely important or irreplaceable, I do also recommend using an offsite backup method such as a DVD or CD in a bank security deposit box or an online backup system such as the Geek Squad Online Data Backup Service.
  

If none of these approaches appeal to you, you might try an off-the-shelf filing system.  These work well for people who are willing to take the time to read the instructions, and put the materials together.  You also must be willing to adapt yourself to the structure put in place by the designer.  They can save some time, but often, they also require modification to address all your needs. There is also often a lot of wasted product associated with pre-printed systems because you don't need all the parts.

If you've tried these approaches, and they haven't worked for you are not alone. Consider consulting an organizing professional who can assess your needs and help you design a custom document and paper organizing system you will actually enjoy using. A good organizer will help you design a system of categories that is right for your needs and style and that will be easy for you to maintain.

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Copyright © 2007 Ariane Benefit

REPRINT INFO

If you would like to reprint this article on your blog or other publication please email or call for permission and send me a link to how it appears.  Also be sure to include my bio as shown below.  Thanks!

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Ariane Benefit, M.S.Ed, Organizing Coach, is the founder of Neat & Simple Professional Organizers. She specializes in helping people create the homes & offices of their dreams! She is also the author of the popular organizing and decluttering blog, Neat & Simple Living.

Professional Organizer, Lauren Davidson Shares Her Tips on Getting Organized!

My Interview with Lauren Davidson, Professional Organizer

ARoundTuit Organizing & Productivity
www.aroundtuitorganizing.com

To find an organizer near you, check out NAPO, National Association of Professional Organizers or NSGCD, National Study Group on Chronic Disorganization
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Q: What motivated you to start your Organizing business?

After the birth of our youngest son - number five in our blended family , I returned to my job in corporate risk management.  I liked the job well enough, but wasn’t happy.  Frankly, it just didn’t seem like a fair trade anymore, and I concluded that change was in order.  I yearned for my “dream job”; one that is meaningful and challenging, where I could use my strongest and favorite skills.  Equally motivating was my desire for improved work/life balance.

It’s worthwhile to note that I started out with a great support system; my father, brother, husband and several friends are all successfully self-employed.  Although my mother is not self-employed, she is definitely a go-getter! All these people have definitely been an invaluable source of information, inspiration and encouragement.

Q: What do you enjoy most about your organizing work?

Professional organizing is a terrific way for me to capitalize on my strongest skills, and the ones I most enjoy using: emotional intelligence, practicality, creativity and resourcefulness.   There is rhyme and reason to good organizing and coaching.  I feel most successful when my work “unlocks” confidence and energy for my clients.

Q: What are the 3 common organizing issues/mistakes you see people making at work?

Mistake #1: Not assigning a specific “home” to FUO’s (Frequently Used Objects).

People ask, “If I’m so smart, then why am I always losing my keys/cell phone/PDA/files/etc.?”   When you think about it, this is pretty irrational thinking!  Objects are misplaced when they do not have a “home”.  It has nothing to do with intelligence!

Organizing Paper - Part 3 - The Issue of The Quality of Tools We Choose

In this series on organizing paper, we’ll explore deeper paper organizing issues and ways you can overcome your personal issues with paper. 

RELATED PREVIOUS POSTS

Organizing Paper - Part 1 - The Issue of Having Too Much Paper

Organizing Paper - Part 2 - The Issue of Emotional Attachment
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The Importance of Choosing Quality Paper Organizing Tools

Most people severely underestimate how the tools they use affect the way they feel about organizing. I know because I used to be one of those people, too. I honestly believed spending money on organizing tools was a waste of money so I had quite a collection of cheap, flimsy, and downright ugly organizing tools - and in some cases, none at all. It’s true. I was just like a lot of my clients!

I had a rickety old file cabinet with drawers you could barely open.  And a crate that sat on a shelf for overflow (see Before photo). And they were so overstuffed you could not fit another piece of paper in them. As a result, I would end up with piles of paper on top of the filing cabinet and all around my office.  Then when I needed something, I’d go crazy looking through all those piles. 

When I finally realized the situation would not get better on it’s own, I had to get over my fear of wasting money and invest in quality organizing tools I really liked using.  (See After photo below) It honestly my life changed. 

Dealing with my paper became so much easier, neater, simpler and less stressful. Today I often hear people say things like “I don’t need my files to be colorful or neat.  It doesn’t bother me”.  Funny thing is, those are the same people who are overwhelmed with paper and hate filing.

The truth is they simply aren’t aware of how much it’s bothering them.  Once we design a simple paper organizing system with quality tools they actually enjoy using, they are genuinely shocked at how easy it can be and how good it feels to keep up with their paperwork.

Choosing to put up with tools we don’t like is sometimes a money issue, but often it’s a reflection of how you feel about organizing in general.  Sometimes it’s a reflection of how you feel about your ability to organize as well. Sometimes it’s just because no one ever told you what a huge difference it can make in your life!  So now you know. If you hate to file, take a good hard look at the supplies and tools you are using.  Ask yourself how you could make your system more attractive to use.  You might be surprised at the answers you come up with! 

Don’t be Afraid to Use Your Supplies!

A really interesting phenomenon I encounter frequently is people who fear “wasting” file folders. They buy a box of file folders and then expect it to last forever.  They actually feel that creating a file for every new project or need they have is a waste! 

Some people think spending money on colorful file folders they really like is also a waste of money.  Meanwhile, they are living and working in paper chaos that is ruining their health and costing them hundreds of dollars in late fees when they don’t pay their bills on time. 
Investing in quality file folders and other paper organizing supplies is actually an investment in your own well-being – but only if you USE them!  Don’t worry about using them up…that would be a good thing.  It would mean that you are taking the time to make your paper easy to find when you need it!    

A box of colorful file folders is only about 8$ a box.  A movie ticket costs more than that!  So what is the real issue?  The real issue is that you need to believe that being organized and being able to find the paper you need is not a waste of time, money or supplies.  Your peace of mind is worth it.

For more tips to help you make better paper organizing product choices, check out my free 30 page e-book on home office organizing.

Also see these articles I've written on Organizing Paper

• Neat & Simple Tips for Preventing School Paper Clutter!
• How to Organize & Take Charge of the Paper In Your Life
• 10 Most Common Filing Mistakes
• Scanning: See my review of NeatReceipts Scanalizer
• Scanning: See a review of Fujitsu ScanSnap
• Organizing Paper with Binders

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Copyright © 2007 Ariane Benefit

REPRINT INFO

If you would like to reprint this article on your blog or other publication please email or call for permission and send me a link to how it appears.  Also be sure to include my bio as shown below.  Thanks!

__________________________________________________

Ariane Benefit, M.S.Ed, Organizing Consultant is the founder of Neat & Simple professional organizers. She specializes in helping people create the homes & offices of their dreams! As an organizing coach, she guides people in clarifying priorities and making the difficult decisions needed to conquer clutter, change habits, and take charge of their lives.  She is also the author of the popular home office organizing book, "The Neat & Simple Guide to Organizing Your Home Office."

Organizing Paper - Part 2 - The Issue of Emotional Attachment

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In this series on organizing paper, we’ll explore deeper paper organizing issues and ways you can overcome them.  See Organizing Paper - Part 1 - The Issue of Having Too Much Paper
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Another reason paper organizing is difficult is that we get incredibly EMOTIONALLY ATTACHED to paper.  Some people attach so much value to the “potentially useful” information paper contains, they can’t let any of it go without anxiety. The roots of our attachment to paper run deep.

IDENTITY - Information and paper play incredibly important roles in our lives and even in our identities.  The information contained in our paper can be a source of independence, power, recognition, proof of our accomplishments, and so much more. Some of our paper even represents tangible affirmations that we are loved and remembered by others. It validates our being.

MEMORY - Paper also allows us to extend our ability to remember information we might otherwise forget.  Without paper, we wouldn’t be able to function very well.  Its no wonder many people have deep fears that if they let go of paper, they are letting go of a part of themselves.

DECISION STRESS - Consequently, deciding which papers to let go of is very stressful for some people.  Yet keeping too much paper carries with it a huge price tag as well.  Unfortunately, the volume of paper we receive mixed with our reluctance to let go of it, is wreaking havoc and chaos in our homes.  Instead of feeling confident that we can deal with our paper, we dread opening the mailbox.  Remember when getting mail was a thrill?  Not so much anymore. Hunting for papers we need amongst the many we don’t need is eating up hours of our time and causing untold stress.

FEAR - In order to take charge of paper, we must confront our feelings and beliefs about paper so we can let it go.  For example, instead of fearing that you are letting a part of yourself go, consider letting go of it as taking care of yourself.  Reassure yourself that thanks to the Internet and Google, you can always find the information you really need. 

KIDS - Another source of troublesome emotional attachment to paper is the paper our children generate.  Many parents today feel they must keep every single piece of artwork their kids produce.  Just like some people feel if they toss a photo they are disrespecting the person in it: Some people feel they are disrespecting or letting go of their children if they toss their artwork. 

STRATEGIES FOR LETTING GO MORE EASILY - To make it easier to let go of artwork, think about this. If you keep only the best 10 or 20 pieces per year, you will appreciate the special pieces more.  And, you will be teaching your children to prioritize what they keep as well.

Another way to make it easier to let go is to take digital pictures of their artwork. That could clutter up your computer, but that’s a whole other issue!  : )

See my article on Organizing Kids Artwork

Related Blog Posts

Neat & Simple Tips for Preventing School Paper Clutter!

Managing School Backpacks!

Neat & Simple Tips to Help Kids Organize For School Success!

Organizing Kids Artwork by Turning It into a Coffee Table Book!

Unique Art Cabinet Lets You Quickly & Easily Create a Revolving Display of Kids' Art, Photos, or Any Paper You Wish to Display on Your Walls or Table Tops!!

How to Store Kid's Oversize Artwork

Neat Way to Store Stuffed Animals!

BOTTOM LINE - The potential for paper overload is staggering. The price we pay for our attachment to paper is that the more we keep, the more living space we have to devote to it, and the more time, energy and money we have to spend organizing and containing it.  To take charge of paper, you must change the way you think and feel about paper, set tough boundaries about what paper to keep and how much space in your home to devote to it. 

In Part 3, we’ll continue this exploration of how we can reframe the way we relate to our paper. 

Copyright © 2007 Ariane Benefit

REPRINT INFO

If you would like to reprint this article on your blog or other publication please email or call for permission and send me a link to how it appears.  Also be sure to include my bio as shown below.  Thanks!

__________________________________________________

© 2007 Ariane Benefit 

Ariane Benefit, M.S.Ed, Organizing Coach, is the founder of Neat & Simple Professional Organizers. She specializes in helping people create the homes & offices of their dreams! She is also the author of the popular organizing and decluttering blog, Neat & Simple Living 

Organizing Paper - Part 1 - The Issue of Having Too Much Paper

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BONUS!  Listen to my Audio podcast of
this article

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In the majority of American homes, managing paper is one of the biggest sources of clutter-related stress.  As a Professional Organizer, everyone I meet asks me questions about paper.  80% of the calls I get are about paper. Why is paper so difficult to organize?

In this new series on organizing paper, we’ll explore deeper paper organizing issues including the psychology of our relationship with paper. I’ll offer suggestions on ways to relate to your paper differently so that you can take back control. I’ll also be discussing how to sort paper and create systems for keeping it organized so that you can find it when you need it.

VOLUME

The first reason paper is so overwhelming to organize is this: SHEER VOLUME!  The amount of paper that comes into our homes daily is increasing all the time.  In fact, we get more mail in a single day than our grandparents got in an entire year! Add to that the paper we acquire from school, work, vacations, etc. and if you hold on to even half of it, you have the makings of a serious paper crisis on your hands.

Personally, even after getting off the junk mail lists, I recycle or shred 90% of the paper that comes into my home.  And I still have 3 file drawers and several binders full of actively used paper.

In researching my upcoming book on paper, I counted over 35 types of paper we have to organize.  And each of them gets organized in different ways!  There are also at least 5 -10 and sometimes literally hundreds of choices of tools to organize each of the 35 types of paper.  No wonder there aren’t any existing comprehensive books on the subject of organizing paper.  There are, of course, hundreds of books that include tips on organizing paper - but many of them contradict each other.  The thing is, all of these tips may work for some people but may not work for you.  For more tips to help you make better paper organizing choices, check out my free 30 page e-book on home office organizing.

For now, let's focus on what you can do immediately to start taking charge of the amount of paper coming into your life. Here is one of my best tips:

***Get off the mailing lists!***

Receiving less mail will save you so much time. It will greatly reduce the stress of sorting it out and trying to decide what to do with it all. It will save wear and tear on your shredder too.  It could even help your town reduce the cost of recycling. 

FACT:  $320 million of local taxes are used to dispose of unsolicited mail each year.  If we all made an effort to stop the mail from coming in, we could help keep property taxes from rising so quickly! 

Here are some very effective and easy to use links for getting off Junk Mail Lists:

www.directmail.com/directory/mail_preference/
www.optoutprescreen.com
www.ecologicalmail.org
www.41pounds.org

In Part 2, we’ll continue this exploration of how we can reframe the way we relate to our paper by looking at our emotional attachments to paper.  See you then!
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Copyright © 2007 Ariane Benefit

REPRINT INFO

If you would like to reprint this article on your blog or other publication please email or call for permission and send me a link to how it appears.  Also be sure to include my bio as shown below.  Thanks!

__________________________________________________

Ariane Benefit, M.S.Ed, Organizing Consultant is the founder of Neat & Simple professional organizers. She specializes in helping people create the homes & offices of their dreams! As an organizing coach, she guides people in clarifying priorities and making the difficult decisions needed to conquer clutter, change habits, and take charge of their lives.  She is also the author of the popular organizing and decluttering blog, Neat & Simple Living, and a 30 page e-book on home office organizing.

Are you an Article Clipping Addict?

If you clip lots of articles from newspapers and magazines, this guest post by Professional Organizer, Lorie Morrero is for you.  It provides alternatives to clipping that save you time and space in your home. It may even cause you to rethink how much you clip in the first place.

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Do you need Clippers Anonymous?

GUEST POST By Lorie Marrero, Author of the Clutter Diet

Are you compelled to clip articles from magazines and other reading material and save them for later, or share them with your friends and family?  Is it becoming a problem?

Clipping for yourself:  The main question is, do you have an organized system for FINDING the clippings later?  If you do not have a reliable way of organizing and filing these items, you might as well not have them. I would like to suggest to you that almost everything is indexed online now.  Virtually all major magazines have indexed their articles, and if you'll allow the possibility, they can be responsible for holding this information for you.  I would recommend taking a few of your clippings and "testing" trying to find that information on Google, or directly on the magazine's website.  My guess is that you will be successful almost 100% of the time.  This may give you the confidence to drastically reduce your clipping habits.  It's very time-consuming to handle this paper and file it and keep it, and it takes up a lot of space.  Remember, you do not need to create your own personal library when there are literally libraries and search engines and others that do nothing but index information for you.

A helpful tool:  A PDF maker.  PDFs are a universal type of document that almost anyone can read on any computer.  You can "print" a web page to save as a PDF document, using Adobe Acrobat Professional software or a less expensive "knock-off" product like Cute PDF.  Saving a PDF of something you like online can allow you to organize it into your personal files on your hard drive, rather than printing something out and keeping it in your paper files.

Clipping for others:  The good news is that you are probably a very caring "people person" who really values your relationships.  That is great!  Let's make sure you're doing the best thing for the people you care about helping.

First, ask yourself honestly if this person truly wants the information.  In my work as a Professional Organizer, I have a client who is a very well-intentioned "big sister." She is always wanting to send articles about health and wellness to her parents and siblings, along with parenting advice and similar items.  We were able to broach the subject that perhaps these types of articles could be perceived badly as unsolicited advice, and that you have to be careful about the unspoken messages you're sending along with the material. 

Secondly, always ask yourself (again) if this information is available online.  People nowadays would greatly prefer a link they can click on, read, and move on--rather than adding to their pile of paper they feel they must read and respond to.  E-mail makes it much easier to share this information conveniently.  It's also much less time-consuming for you.  The client I have mentioned above often makes 5-6 copies of an article to send out to various family members, so imagine the time savings of doing that vs. just addressing an e-mail to 5-6 people.

Hopefully this information gives you a different perspective to help relieve your clipping burden.

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Lorie Marrero is a Professional Organizer and creator of The Clutter Diet, an innovative, affordable online program for home organization. Lorie’s site helps members lose “Clutter-Pounds” from their homes by providing online access to her team of organizers. Lorie writes something insanely practical every few days or so in the Clutter Diet Blog. She lives in Austin, TX, where her company has provided hands-on organizing services to clients since 2000.

Organizing Your Kid's Papers and Schoolwork

This is the month for me to branch out and become involved in other blogging communities! I'm honored to have been invited to be an expert contributor to a really neat new blog by www.stacksandstacks.com called the Clutter Control Freak Blog!  Some of my favorite blogger folks are also contributing - I'm so honored to be among this great group of organizing gurus including Dr. Amie Ragan, Gretchen Rubin, Laura and Marcia Francois

My first post provides some Neat & Simple Tips for Preventing School Paper Clutter! including how to design a system to manage the constant flow of paper work - tests, homework, schedules and keep school paper organized.

The founder of www.stacksandstacks.com is offering a $25 gift card to the first 25 people to comment on the blog - so come on over for a visit and leave a comment!

Speaking of Organizing Kids, check out these Before & After photos of some of my organizing projects for kids!

• Playroom Redesign & Reorganization makeover
• Kids' Bedroom Makeovers

Using Rules to Automatically Sort & File Your eMail as it Arrives - Here are resources for EVERY computer type!

I have found a gold mine in this post!  I often help clients set up Rules and Filters to organize and automatically file their email in Outlook.  But it's a whole different story when my client is using an email program I'm not familiar with.

Dawud Miracle has saved me! In his recent post on eMoms at Home on how to organize your email using filters and rules (this blog is NOT just for moms, it's a fabulous resource for any blogger as Wendy Piersall shares her growth and learnings on the way to becoming a Top 100 Blogger!)

If you are not sure how e-mail rules and filters work, why you should be using them to organize your email, or if you would like some ideas and strategies for setting up email filters, I strongly recommend reading Dawud's full post. 

I organize email using rules to put all my email newsletters and other non-urgent reading into a Reading Folder.  I put all the posts from Chats I subscribe to in their own folders and power read them when I have time.  I also keep an ARCHIVE folder for mail I want to keep for a while after I've read it, but not in my inbox.  I try to only keep e-mail in my inbox that requres a response or some kind of action from me.

Here is Dawud's list of resources to for setting up rules on various email programs to organize your email:

• Apple Mail: Rules with Apple Mail & Automatically processing email
• Eudora: How to use filters (Windows) & How to use filters (Mac)
• GMail: How do I setup filters & Lifehacker’s Supercharge your GMail filters
• Hotmail: How do I create custom email filters in MSN Hotmail?
• Microsoft Outlook: Create a rule & Tips for managing your email
• Microsoft Outlook Express: Creating rules in Outlook Express
• Netscape Mail: Creating Message Filters in Netscape
• Thunderbird: Creating, using and editing filters in Thunderbird
• Yahoo!Mail: Filtering mail

Breaking News - Say Goodbye Neat Living and Hello to..

I am so appreciative and grateful to the readers and subscribers of this blog and to my clients who have helped make Neat Living a successful adventure for me, so I wanted you all to be among the first to know about the big changes you'll be seeing over the next year!

It's been 2 wonderful years since I phased out of corporate performance improvement and into residential and small business organizing consulting.  I've learned and grown so much.  One of the MAJOR lessons I've learned is this:

Don't start a business with potentially global clients unless you own the .com for your business name!  (FYI, neatliving.com is owned by a company in Canada) 

WHY AM I CHANGING?

My treasured clients, readers, friends & colleagues have repeatedly told me over the past year that it's confusing that I use a .org and a .net address, so I have decided to listen to them and let go of the Neat Living brand!  To replace it, I have created a new brand where I own the .com and most of the variations on it too! 

In addition to the confusing URLs, I also have people send email to me at neatliving.com often and of course, I don't get it.  Another issue is that many people assumed Neat Living was about being a neat freak..and that is so NOT what I'm about.  I have always used the word "neat" a lot to describe innnovative, cool stuff I like. I also have ALWAYS loved making things simpler and easier so I could focus on my creative pursuits and passions. 

So to me, the new brand is about creating a positive lifestyle that you really enjoy.  I purposely did not include letting go of clutter and organizing in my business name, because I feel they are only a few of the means to the end, which is having a life you love.

CHANGE WON'T BE EASY - BUT WILL BE WORTH IT!

I'm a bit overwhelmed by how much work this is going to be, but with the help of friends, colleagues and readers, I'm going to do everything I can to make the transition as seamless as possible.  In keeping with my goal to let go of perfectionism, I'm going to do this gradually and live with the fact that there will be mistakes and issues as I change.  I know there will be some broken links and inconsistencies and Thank you in advance for putting up with the growing pains as I change everything over!  The logos and colors are not finalized yet but I'm going to get started anyway!

My long term plan is to consolidate all my content to one Master URL which will be www.NeatAndSimple.com   I own the .net and .org URLs as well as www.NeatAndSimpleLiving.com  Neat And Simple Organizing, & several more related .com names.

ADVICE IS WELCOME AND APPRECIATED!!!

If any of you have changed your brand and URL after becoming established, I would love to hear any advice or tips you have for doing this without breaking all my incoming links!

For now, please don't change any URLS or links back to me.  I am going to try to figure out a way to keep them live, while also creating the new brand.  Or to move the content as painlessly as possible for everyone. I will let you know when I have a more definite plan or if I need you to change links to me.

NEW BLOG TITLE

The Blog Title is changing before the URLs do, hopefully in the next couple days.  It will be:

My plan also includes an online store containing informational, learning and organizing products. My upcoming series of information products will be called:

There are several more changes coming up that I will let you know about over the next week! 

My Office Redesign and Reorganization is Finally Finished!

Check out these photos of my new office!  I've been working on this redesign & reorganization since last Thanksgiving.  I moved in last weekend and I'm LOVING IT! Bear with me here.  This is a LONG post explaining all the steps and ingredients that went into designing the office - with pictures.  I hope you find it worth the long read!

Here is the BEFORE which I showed you in my Show Me Your Desk Challenge.

PHOTO 1 - BEFORE

THE MISH MOSH HAD TO GO!

As you can see, I was using a mish mosh of leftover furniture which was functional, but not very attractive.  That was fine when I was doing corporate consulting and no one came to my office.  But now I interview people and have some client meetings here, so I decided it was time to do what I do for others and redesign my own office!

I aso decided to move to a larger space to accomodate the greater number of projects I have going on. My dear husband suggested we dismantle our guest room, which was not used often, and offered to help me build the office of my dreams!  He has been so awesome.  He spent many hours painting and 5 hours building my new desk and file cabinets.  I could not have done this without him!

THE BUDGET

With a budget of $1000 in mind, I started sketching a design for the office and for a desk that would meet my list of needs.  Then we started shopping around for furniture. The good news is I only spent $700 including new desk, monitor riser, shelf file cabinets, and new storage containers in my accent colors Chocolate Brown & Black.

PREPARING THE NEW SPACE

First step was to empty the guest room.  We then repaired the peeling walls and ceiling and stripped the radiator of 60 years of cracking paint and repainted it.  (The perfectionist strikes again.  At least I didn't try to strip the windows! Okay I confess, I tried, but gave up after I realized I was destroying the grooves in the molding.)

After several attempts at priming that did not cover the stains from old wallpaper glue, we finally put a thin layer of joint compund over most of the walls and voila, no more stains!  We also customized the built in bookshelves that were intended for a child's room by removing the decorative moldings that blocked full use of the shelves (see photo 6).

Choosing the Paint Color

We painted the room a gorgeous light sky blue that has an alive feeling to it.  (Benjamin Moore 2067-65)  I chose this color for several specific reasons. 

1) Blue is an excellent feng shui choice for study. 

2) Light blue is also the feng shui color of harmonious expansion and gentle growth.

3) Blue & White (my trim color) brings the energy of the unlimited sky and happiness in to the space.

4) Over the years I've met people who do Aura readings and I was told that my aura is a very light sky blue.  I was told to surround myself with that color would bring out my highest potential.  Is this true?  I don't know, but it can't hurt and I LOVE the color! And in the growth phase I'm in right now, I need all the help I can get to stay centered.

It took 6 months working on it here and there when we could, but boy was it worth it!  Here's my new office! I now have storage to my right AND to the back of me that is all I need and more.  It's like a spiral around me.  I LOVE IT!  On my monitor, the blue looks kinda purple, but it's not.  It's definitely blue.  : )

PHOTO 2 - AFTER - View from my office door

THE STORAGE FURNITURE

I was able to repurpose existing Ikea shelving (IVAR) we had stored in the attic along with pieces I'd been using in my old office so that saved a bit of money - but even if we had to buy it new, the IVAR series is not very expensive.   

Here's the view behind me.  The entry to my new office is directly in front of the door.  In a way, it's like a cubicle...only much better! You walk in the door and straight into my "nest" as my husband calls it. : )

PHOTO 3 - The storage system behind me

THE DESK

For my desk, I sketched what I wanted, then shopped around at untold number of websites and furniture stores. After using the neat online office space planner at Ikea, I finally chose the GALANT system from IKEA because of it's versatility.  With the add on pieces I was able to design a desk exactly to my needs.  It flows from the back wall to the window you see in Photo 4 below.  Then it flows and aligns with the door.  It's like it was custom built for the space! Well, I guess it was actually custom built : )

Using the T legs, I got to adjust the height of the desk to my perfect ergonomic keyboard height. 

Another feature I love is that there is nothing underneath the desk!  The frame of the desk allows the whole thing to be supported with just 3 legs so I can slide my chair around with NO interference.  You can't do that with 2 desks put together in an L like I had before. It also allows me to easily keep my MailMate shredder, trash and recycle bins under the desk See Photo 5. 

We built a monitor riser (shown below) so that I can slide my keyboard under it if needed. And I can keep phone chargers, digital recorder, etc. under it. We built the monitor riser using one of the half-rounds that go with the Galant desk and attaching 6 inch legs called CAPITA to it.

I also got my computer OFF the floor finally so I can easily use my USB ports and card slots to get pix off my camera!  I can't believe I kept it so far from me for so long.  What was I thinking??? oh well.  Fixed now!  : )

BTW - My cat, Alex still has a home on my desk.  I just moved it so you could see the desk. : )

PHOTO 4 - The Monitor Riser, Computer, Action Zone, Client Booking Zone

This desk now has very functional zones for:

Booking client appts  Everything I need is handy in this zone. My phone, calendar, voice mail log and client folders.) BTW: I have my client folders in my Feng Shui prosperity corner with a light shining on them.  Since I moved in, I've been booking a new client every day this week - And this is normally my slow season!

Action Management - My action system is to the right of me. I'm using my Heart Shaped Napkin holder (Photo 4) to hold my High Priority action papers. I have a step file behind it. It has action folders for:

• To Purchase
• Enter at Computer
• Notes
• Blog & Article Ideas

Project Management Zone- To the right of my action system are all my project folders and binders.

Hanging Files and Supplies - Under my project system are 2 file cabinets (IKEA JONAS Drawer Unit) with file drawers and supply drawers to replace the ones my old desk had.  Instead of using the casters that come with JONAS, we slipped the drawers into the IVAR 20 inch deep shelves.  They fit neatly and don't roll around when I use them that way.  Plus it lifted them off the floor so the file drawer was not so low.  The only thing I don't like about this file cabinet is that the files go in sideways...which makes them a bit of a pain to get in and out of the drawer.

PHOTO 5 - My Hanging Files with Shredder, Recycle Bin and Archived Folders under the desk

Mail Processing Zone - To the left of my phone I use a magazine file as an inbox.  I also have one to hold a notebook and my Voice Mail log.  Next to that is my To Read magazine file. What you don't see in the picture is my black cat cup which holds my favorite pens, letter opener and scissors.  Everything I need to process my mail in minutes is right here.  letter opener, shredder, computer, recycle bin, calendar, action system, hanging files, etc. Anything that needs to be filed or shredded gets filed or shredded instantly.  If it's a To Do item and will only take a minute or 2, I do it immediately.  E.g., a bill to pay (I use online bill pay so it's REALLY quick.

PHOTO 6 - My View Out the Window, Mail System, Client Booking Zone

THE POWER OF REDESIGN

Redesigning this space was so much fun...and made such a huge difference in my productivity and ability to focus that I'm seriously considering formally adding Redesign / Interior Refining to my services.  I already do redesign furniture layouts for clients but I always thought of it as just part of organizing as you can see in my office redesign photo gallery.  I even redesigned my backyard which you can see pix of here. 

Redesign makes it hard to take recognizable before and after shots, but who cares.  It makes a huge difference in how my clients feel about their spaces and makes them much more likely to maintain the new systems.  Everything is positioned to make their activities easier AND look good too.

I'm learning more and more that not all professional organizers do this.  But there are several who have gotten additional credentials and made it a full-on service, like my friend and colleague, Brandie Kajino.  I'm even taking a FREE teleclass she is teaching!

I'm really excited about diving deeper into how organizing and redesign combined affect the emotional, mental, and spiritual side of changing one's habits.  It's simply not enough to decide to change.  There is always a need to organize to make your new habits easier to act on.  Making systems and spaces "attractive" is a critical component of changing habits as well.  For me, the changes in my space have made an unbelievable difference in my habits and in how I feel about everything!   

Okay, if you are still here, thanks for reading this far and forgive me any typos as I curb my perfectionism and decide to post this even though I want to re-read it for the 20th time!  : )

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Organizing Your Office

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RELATED POSTS

• Office Organizing
• Project: Breaking Free from Clutter - had a home office in the kitchen
• Project: Another Home Office in the Kitchen

Conquer Your Paper Clutter Class - May 10, 7-9pm - It's not too late to register!

I'm teaching a class called Conquer Your Paper Clutter May 10, Thursday evening, 7-9 and it's not too late to register! There are a few seats left.  You can register at http://www.ssreg.com/som/classes/classes.asp?catID=412

Or show up at the door at least 15 minutes prior to the start of class!

Participants will be receiving my 11 page completely customizable template for setting up a Neat & Simple hanging file system quickly.  The Template is created in Word 2003 and uses the Avery 11137 template. This template includes file names I recommend for various categories of files including: Financial, Medical, Household, Archives, Etc. It includes a set of labels for:

• Active Reference Files
• Action Files
• Archive Files

You can customize the labels to your needs, print them out, insert them into your tabs and be on your way to a professional looking filing system!

Recommended Supplies

- I recommend using 3.5 inch plastic tabs.  You can get these at Staples under $5

- To quickly print out labels you can easily insert into the 3.5 inch tabs, I recommend Avery 11137 WorkSaver Tab Inserts. These can be ordered online at Amazon.com under 2$

Alternative: Labeling by Hand or with P-Touch

If you prefer to label your files without a computer, you can use a P-touch or write with a Sharpie pen. You can use the template as a guide to help you determine the categories and label names for your filing system.

You can register at http://www.ssreg.com/som/classes/classes.asp?catID=412

Course Catalog Description

Don’t let paper clutter overwhelm your home! Learn how to deal with paper from the moment it arrives. Find out what to keep, what to toss, and what to shred. The instructor will show you creative ways to store paper so that you can instantly find mail, bills, legal and tax-related papers, special projects, schoolwork, magazines, catalogs, precious memorabilia, coupons, receipts, and more. Discover how to create easy, non-traditional filing systems that make it a pleasure to file.  Find out why it’s important to work with your natural style and not change yourself. These tips are especially timely for tax preparation.

Short on space? Try one of these Compact, Off the Wall Workstations

In preparing from my upcoming workshop on Conquering Paper Clutter (May 10), I'm doing a section on creating efficient workstations for smaller spaces.   I found so many great ideas I just had to post them here.

From the ever hip and funky OrganizingLA blog by John Trosko I found these neat ideas:

1. The eNook (shown in the first photo) from  Anthro not only allows you to close the desk when not in use, it has an electrical outlet & space to plug in all your charger and keep them out of site.  You can even store your laptop in it.  It's only around $400 and there are many customization options.  See John Trosko's review here.  See it at Anthro's site

2. The Walmaster system from Ultimate Office is a set of rails and organizers that help you clear files, supplies, and piles that clutter your desk and turn your walls into efficient “working space”.  You can hang shelves, pencil cups, letter trays, binder holders, and a "Paperflow Manager".  Check out their whole line of "Walls that Work" products.  See John's review of the Walmaster system.

3. For a really simple fold up and down wall mounted desk (or even a laundry folding station) under $200 check out this Ergo Desk from www.ComfortChannel.com

4.  There are many more Neat Wall Mounted Desks to be seen at this Nextag search page.

5.  Want to create your own wall mounted desk?  HGTV has a Room by Room episode and a video that shows you how!

UPDATE: Where to buy Smead® FasTab™ Hanging File Folders

Today I found 2 online sources that are now selling the Smead® FasTab Hanging Folders!!  YAY... I looked the other day and there were none.

For now, they only come in 1/3-Cut, Moss, Box Of 20.  They are not cheap, but I suspect the price will come down and more colors will be added if they catch on.  At least they aren't that ugly standard dark green!  I hope they come out with red, purple & bright yellow hanging file folders soon! : )

_______

Office Depot Online

http://www.officedepot.com/products/FasTab-Hanging-Folders-Letter-Size-Moss/292878/

Quill Office Supply Online

http://www12.quillcorp.com/catalog/browse/skuset.asp?PageType=2&PromotionID=2&PromoCategoryID=219&SkuSetID=45242&PromoCategory=Hanging+File+Folders

REVIEW

You can also read another review of these folders and other new offers from SMEAD by Jeri Dansky here:

http://jdorganizer.blogspot.com/2007/03/3-new-filing-products-from-smead.html

She doesn't like that you can't easily do straight-line filing but for me,  I feel you CAN still do straight-line filing but do it within themes and subcategories.  For example, I like to use different colors for each theme, as shown in the photo here, but for now...that won't work with these new files.

What I would do instead is use one straight line to the left for financial files, (which are green) the center could be your health related files, (which are yellow here) the right could be for your legal and critical docs archives (not shown here they are in the archives).

I totally agree with Jeri and Monica Ricci that the Smead anti-microbial file folders are completely unnecessary.

Enjoy!

Create a New Filing System in Minutes with Smead FasTab Hanging Folders

One of the things I dislike most about creating a filing system is dealing with those pain in the neck plastic tabs you have to put on hanging files.  Are you one of those too?  If so, I've got great news for you! 

I got a sample in the mail last week of a new Hanging File design called FasTab by SMEAD.  I love them! And here's why.

I'm a "semi-reformed" pile person who used to avoid creating a hanging file system for my paperwork because I hated messing with those little plastic tabs and creating labels.  Ultimately I had to get over it and accept the fact that I had to deal with plastic tabs in order to function better.  There was no alternative. Till now.  SMEAD has recognized that there are a lot of people like me who hate those plastic tabs and they have created an alternative that is faster and easier to maintain! 

Here's what I love about them.

__________________

FEWER STEPS!

Creating the files in one thing, but to maintain files with lost plastic tabs takes a lot of extra steps. You have to:

1. Pull out a hanging file folder
   (and if you don't keep extra folders in your file drawer means you also have to open those awful boxes they come in and risk a paper cut!  Then you have to close the box : )
2. Get out the plastic tab
3. Create a label
4. Insert label into tab
5. Attach label to hanging file.
6. If you want to center the tab you have to count the little holes.
7. Insert paper and put away.

This is just more time and energy than I want to give to staying organized!  Call me lazy or call me "Innovative."  I  just happen to fit the Organizing Style Lanna Nakone describes as "Innovating" in Organizing for Your Brain Type: Finding Your Own Solution to Managing Time, Paper, and Stuff .   One of the defining features of creative people with an Innovating organizing style is this:

"If they have to do one more step than necessary, they'll avoid it,"

With these new folders, it goes like this:

1. Pull out one of the extra files you keep handy in the drawer.
2. Label it with a Black Sharpie pen or with a p-touch.
3. Insert paper and put away.

Much better! 

______________________

EASY TO READ LARGE TABS

In order to be able to read the labels, I bought 3.5 in plastic tabs for my hanging files.  The FasTabs tab is 4 inches wide - standard.   (I measured).  So now I can save money too. ______________________

STANDARD TAB POSITIONS CAN BE USED TO CREATE SUB-CATEGORIES

These hanging files have 3 standard positions so you don't have to fuss about  where to attach the tab. I like my files to be all in the same position, but I vary that position to create sub-categories.  e.g., investment, retirement, & insurance files to the left, personal financial files such as checking, credit card, & monthly bills to the middle, business financial files to the right.  So that will work for me.

______________________

LESS WASTE

I buy 3.5 in plastic tabs for my hanging files so that I can read them and had to recycely the plastic tabs. With these built in larger tabs, there is no waste at all.

______________________

ARE THEY STURDY?

They seem pretty sturdy to me for normal home use...maybe not so good an office where they are frequently accessed.  But then again, I've seen a lot of beat up plastic tabs as well.

_________________________

WHAT IF YOU HAVE TO CHANGE THE LABEL?

I find that my files don't change much because I don't use company names on them. (Precisely because I hate having to change the plastic tabs.)  So for example, instead of Wachovia, I just have Joint Checking.  So even though my bank has changed names 4 times in 6 years... I have never had to change the tab : )

But if you do need to change the label, all you need in a standard file folder label or a new P-Touch label.

P.S.

In addition to the above, I like that:

• For pilers, using these folders is likely to be a much easier transition from not having any vertical files at all.
• The hanging rods don't slide out!

Learn more about  FasTab by SMEAD.   NOTE:  I have not yet found these in stores...or anywhere online...but I suspect it will be coming soon!

How to Organize & Take Charge of the Paper In Your Life

Taking Charge of Your Paper!

“I hate being a grown-up. Having to learn things
I didn’t want to know really pisses me off.”

- Overheard by Barbara Scher,
author of “I Could Do Anything if I Only Knew What It Was”

Managing paper is a challenge for many people.  A lot of people resist managing their paper and creating filing systems because it seems too boring, too stuffy, too reminiscent of being bureaucratic, or just too grown up!  But getting a grip on the paper in your life is a necessity if you want to become truly successful.  If you are drowning in paper, and can’t find important papers when you need them, it’s hard to feel the confidence you need to go after what you want in life.  So taking charge of your paper at work and at home is a great way to build your confidence and prepare to succeed!

Here are some tips to get started!

If you have papers scattered all over your desk and office, take a few  minutes to pick them all up and put them in one basket or pile. 

Sort your piles one at a time.  As you hold each paper, ask yourself, “What is my next action with this?” Make a note of it on the paper or on a post-it note you attach to the paper. If an action is time driven, make a note in your calendar or follow-up system including where to find the paper you need.   If not time driven, put the action on a to-do list.   

Categorize as you sort.  You can sort actionable paper into categories such as Pay, Call, Email, Enter in Computer, Shred, Errands, Decide, Buy, Look up on Web, File, Get My Money Back, etc.  Whatever makes sense to you.   Just don’t get too granular – you don’t want a separate file for every piece of paper.  If you get stuck on categories, start with just a few categories like:

o Read
o Act / Follow-Up (Personal & work can be split up)
o Decide
o File

Every paper you have will fit into one of these categories.  Later, if you find you have a bunch of papers that say "Call" on them – split them out into their own pile. 

Create a vertical hanging filing system to get paper you don’t use frequently off your desk.  It doesn’t have to be fancy.  If you don’t want to take the time to use little plastic tabs to label your files, you can use super sticky post-it notes instead! 

TIP: When you get an extra supply of file folders, don’t store them on a shelf or in a closet.  Dump the packaging and store the files in a file drawer so they are ready to use when you need them! 

Alternatives to Filing. Be Creative!  If you love your piles, or just can’t stand to have files in drawers, or if you hate the very sight of a file folder, you can still be organized!  Alternatives to files in drawers include:

BINDERS- If you really hate filing, try using binders with tabbed pockets to organize projects. Be sure to label your binders.

THE STEP FILE – Get a large sturdy step file sorter with 8 sections.   Use file folders in a favorite color.  Keep them all the same color for a neater look. Make sure you can write directly on the tab with a Sharpie and still read it. Yellow folders are great for this.

I recommend getting a very tall and sturdy step sorter like the one in the picture that supports your files well. This will make it much easier to take your files in and out easily. You won't use it if your files flop over! 

GIVE PILES A HOME - One client I worked with needed things to be out and visual and hated file folders. But her boss HATED messy offices.  So we created a system she had several 3 tier shelves on her wall and could create labeled piles! 

For another client, we created an area where she could keep her 4 - 5 piles for active projects on her credenza.  We used portfolios (all the same color) to lay on top of the pile and make it look neat. We also neatly labeled the spot on the credenza top for each pile with a post-it. So each pile had a home.  We also labeled the folder with a post-it. She had all the same piles, but everyone commented on how neat and organized her office looked, and she still got to have her piles the way she liked them!

Purge your project piles and files regularly!  Once a project is over, recycle or shred the paper you no longer need.  Create what I call a project closedown file or binder and keep only the most important papers such as the project plan, design, and deliverables. Filed inactive project paper in an archive – out of your way. Even better, recycle the paper and create a project closedown CD for your project files to put in the folder.  Clean the files off your computer if space on your hard drive is an issue.

Archival Files. Everyone needs a system to get paper that don't need to use, but must keep, out of their way.  I call this the archiving system.  It should be stored somewhere not in your immediate office (or at home not in your living  space.) If you use a file archive box at work, label it neatly and find an appropriate storage place for it in your company.  Don’t leave file boxes hanging around your office for weeks and months. It looks like you don’t care about finishing up the details or following up.

If you aren’t sure what paper you must archive or how your company wants it stored/disposed of, ask an executive assistant, HR rep or Facilities Management Representative. 

Scanning Solutions. If your space is at a minimum, look into a scanning system.  Some companies now include this service in their duplication center.  Get everything that must be kept scanned onto a CD and archive it.

For home use see my reviews of the following  scanners:

NeatReceipts Scanalizer Review

Fujitsu SnapScan Review - 2 Thumbs up!!

“I hate being a grown-up. Having to learn things
I didn’t want to know really pisses me off.”

- Overheard by Barbara Scher,
author of “I Could Do Anything if I Only Knew What It Was”

Managing paper is a challenge for many people.  A lot of people resist managing their paper and creating filing systems because it seems too boring, too stuffy, too reminiscent of being bureaucratic, or just too grown up!  But getting a grip on the paper in your life is a necessity if you want to become truly successful.  If you are drowning in paper, and can’t find important papers when you need them, it’s hard to feel the confidence you need to go after what you want in life.  So taking charge of your paper at work and at home is a great way to build your confidence and prepare to succeed!

Here are some tips to get started!

If you have papers scattered all over your desk and office, take a few  minutes to pick them all up and put them in one basket or pile. 

Sort your piles one at a time.  As you hold each paper, ask yourself, “What is my next action with this?” Make a note of it on the paper or on a post-it note you attach to the paper. If an action is time driven, make a note in your calendar or follow-up system including where to find the paper you need.   If not time driven, put the action on a to-do list.   

Categorize as you sort.  You can sort actionable paper into categories such as Pay, Call, Email, Enter in Computer, Shred, Errands, Decide, Buy, Look up on Web, File, Get My Money Back, etc.  Whatever makes sense to you.   Just don’t get too granular – you don’t want a separate file for every piece of paper.  If you get stuck on categories, start with just a few categories like:

o Read
o Act / Follow-Up (Personal & work can be split up)
o Decide
o File

Every paper you have will fit into one of these categories.  Later, if you find you have a bunch of papers that say "Call" on them – split them out into their own pile. 

Create a vertical hanging filing system to get paper you don’t use frequently off your desk.  It doesn’t have to be fancy.  If you don’t want to take the time to use little plastic tabs to label your files, you can use super sticky post-it notes instead! 

TIP: When you get an extra supply of file folders, don’t store them on a shelf or in a closet.  Dump the packaging and store the files in a file drawer so they are ready to use when you need them! 

Alternatives to Filing. Be Creative!  If you love your piles, or just can’t stand to have files in drawers, or if you hate the very sight of a file folder, you can still be organized!  Alternatives to files in drawers include:

BINDERS- If you really hate filing, try using binders with tabbed pockets to organize projects. Be sure to label your binders.

THE STEP FILE – Get a large sturdy step file sorter with 8 sections.   Use file folders in a favorite color.  Keep them all the same color for a neater look. Make sure you can write directly on the tab with a Sharpie and still read it. Yellow folders are great for this.

I recommend getting a very tall and sturdy step sorter like the one in the picture that supports your files well. This will make it much easier to take your files in and out easily. You won't use it if your files flop over! 

GIVE PILES A HOME - One client I worked with needed things to be out and visual and hated file folders. But her boss HATED messy offices.  So we created a system she had several 3 tier shelves on her wall and could create labeled piles! 

For another client, we created an area where she could keep her 4 - 5 piles for active projects on her credenza.  We used portfolios (all the same color) to lay on top of the pile and make it look neat. We also neatly labeled the spot on the credenza top for each pile with a post-it. So each pile had a home.  We also labeled the folder with a post-it. She had all the same piles, but everyone commented on how neat and organized her office looked, and she still got to have her piles the way she liked them!

Purge your project piles and files regularly!  Once a project is over, recycle or shred the paper you no longer need.  Create what I call a project closedown file or binder and keep only the most important papers such as the project plan, design, and deliverables. Filed inactive project paper in an archive – out of your way. Even better, recycle the paper and create a project closedown CD for your project files to put in the folder.  Clean the files off your computer if space on your hard drive is an issue.

Archival Files. Everyone needs a system to get paper that don't need to use, but must keep, out of their way.  I call this the archiving system.  It should be stored somewhere not in your immediate office (or at home not in your living  space.) If you use a file archive box at work, label it neatly and find an appropriate storage place for it in your company.  Don’t leave file boxes hanging around your office for weeks and months. It looks like you don’t care about finishing up the details or following up.

If you aren’t sure what paper you must archive or how your company wants it stored/disposed of, ask an executive assistant, HR rep or Facilities Management Representative. 

Scanning Solutions. If your space is at a minimum, look into a scanning system.  Some companies now include this service in their duplication center.  Get everything that must be kept scanned onto a CD and archive it.

For home use see my reviews of the following  scanners:

NeatReceipts Scanalizer Review

Fujitsu SnapScan Review - 2 Thumbs up!!

Unique Art Cabinet Lets You Quickly & Easily Create a Revolving Display of Kids' Art, Photos, or Any Paper You Wish to Display on Your Walls or Table Tops!!

This beautiful Art Cabinet  from Alsto's is a fantastic find!

This art cabinet instantly displays your child’s artwork or whatever you want to display. It holds up to 50 pages in one slim frame so it serves as an archive too.

Just lift the latch, open the door, and insert your pages. Close the glass-front door, and your artwork or photos are elegantly displayed, while the older pages are stored behind it.

Comes in a couple sizes:  8 1/2”x11” or 12”x18”

This is the easiest and best looking way yet that I've seen to preserve your children’s art. You can use it at home or in the office.  It can also be used to display your goals, affirmations, project schedules, or anything you want to protect and display.  Wouldn't this be a great gift for a new mom?

See similar products from DynamicFrames.com

Related Neat Living Posts:

How to Store Kid's Oversize Artwork

Neat Way to Store Stuffed Animals!