NEAT & SIMPLE LIVING with Ariane Benefit, Organizing Coach

Reader Asks: How do you Manage Documents, Projects, Tasks and Folders using your Computer?

In response to my post on Managing Multiple Priorities using Project Folders on my Computer (Windows XP) a reader, Layla, asked some great questions and I wanted to share my response with you...so here goes.

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Question 1

How do you assign stuff to folders, that could be in 2 or 3 different folders? (save 3 times, or just in one - which one?:)

 

Answer

My answer has many layers.  If it's a small file and relates to two or more book projects I'm working on, I might actually copy it twice...and clean it up when I'm done

If it's a larger file, I put the original doc in one folder and put shortcuts to the file in the other relevant folders.

If it's not that important a file, I put all the keywords I might search on in the title of the file and put it in one folder.  Then I use "Search" to find it later! 

 

Question 2

Also, do you have a section for 'Archives', or similar? And separate for 'Action files'?

 

Answer

Yes - I have an "Archives" section for my important old projects and they are backed up on my webhost and on DVDs.  I also use my webhost to back up any important files I'm working on.  I just created a folder called BACKUP-Projects on my webhost.  (I use Dreamweaver for web development and it has an FTP program built in.  You can also use any FTP program like Smart FTP  or FileZilla, etc.

I don't have a separate section on my computer labeled "Action Files" because most all of them are working files.

My "currently active"  and "frequently used" folders are linked to on my Quick Launch Bar....I have a 28 inch monitor and a 22 inch monitor sided by side so I have my TASK / QUICK LAUNCH Bar on the right of my larger monitor.

MP3s I want to listen or downloads to read are grouped on on my desktop - when I'm done I "file" them.  So I guess you could say my desktop is for individual files I need to do something with. 

Here is a screenshot of my desktop so you can see what my taskbar looks like... you can click it to see it larger.  On the left are shortcuts to software, top are my remote desktop connections for taking over other computers in our home.  In the middle are files I need to read or listen too.  Also, some are text files I use for "reference"  like design conventions for my website (html color codes, etc.)  and when I have to close my browser and want to come back to a website, instead of bookmarking it I drag it to my desktop...look at it later and then if I really want to keep it I usually file the shortcut in the project folder it relates to.

 

Hope you find something in this article that you can actually use!

 

If you like this tip, you'll LOVE being part of my online virtual organizing and coaching group called Getting Unstuck!  

On the website, we have several ongoing neat virtual interactive group "workshops" happening simultaneously!  Most of them feature audio recordings of classes and/or group coaching sessions along with e-books, powerpoint presentations, discussion forums and more!   Not only do you get learning resources, you get to ask questions and share your photos for personal coaching!   You can now join for just $67 for the first month and then $47 for two additional months.

Currently active workshops within the coaching group include:

• Take Charge of your Finances - (The third call in this series is tomorrow!)
• Organizing Your Paper
• Organizing Your Office
• Overcoming Healthy Eating Challenges
• Organizing Using Your Computer
• Cleaning your home Quick & Easy ( ADD-friendly ways to simplify cleaning)
• Understanding ADD

More are on the way!

Click here: Getting Unstuck: virtual organizing and coaching group  to learn more!

 

Managing Multiple Priorities using Project Folders on my Computer (Windows XP)

One of my favorite things about my new Getting Unstuck Organizing Coaching and Clutter Support group is that by interacting with the group daily, I get inspired constantly to write about things that I just never thought about sharing before.  I'm blogging in the group every day sometimes 4-5 times a day!  (Yes, I have a blog AND a Support forum on the private group website.)

For example, last week as part of a whole series on prioritizing, I shared a tip about how I organize the many projects I have underway on my computer.  I was surprised how many people found this helpful to them.  So I thought I'd share one of my little "hacks" with you!

If you like it, let me know and I'll share more. 

so here it is..

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One way to prioritize multiple projects is to make a list of projects in the order you want to do them. (Assigning each project ABC or 123 priority can be very helpful.) It's also helpful to make some notes about why you are assigning the project a certain priority. e.g., money you need for the project? time needed? people affected by it? etc. That way you don't have to remember why you chose the order you did.

Now, that idea is fine, but too cumbersome for me.  First of all, why keep yet another list when I need to keep all my projects in a computer folder anyway?   

In "My Documents" on my computer. I have a "Projects" folder. In that folder, I created a folder for each project that is self-initiated, like books I'm writing, workshops, etc. (Client projects have a whole separate system.)

The folders then are automatically in a list. But as you know, on the computer, folders display in either alphabetical or chronological order. That just isn't helpful for me and the way I work.

I prefer to see them listed in the order I wish to complete them. That way I don't have to think about the order or look through a whole list to find the project I want. My current project is always at the top. To make them appear in completion order, what I do is add a number to the front of the Folder / Project name.

My projects that I MOST want to complete in the next few months I give a 1 to. That moves them to the top of the list. Then I assign my 2s, then my 3s.

Just doing that allows me to focus now only on the 1s. I ask myself, of all the really important ones which is MOST imortant?  Then I rename the folders to have 1a 1b 1c etc. This puts all my projects all in order - AND I never have to worry about where the list is, or create a file folder for Project Lists! When I forget what my priorities are, I just open that folder and there they are.

When I have content that applies to a project I'm not working on right now...I file it away in that folder.

In each Project folder I have a simple TEXT (.txt) file that has my goals, objectives and notes about the project. Could be an outline, names of people I want to involve. etc.

To make things even easier, I have a shortcut to my projects folder on my Windows Quick Launch Bar. So it's ALWAYS handy. I also have a corresponding binder with pockets for each project that has paper associated with it.

By the way...

Guess what 1a was for me this last 6 months?

You guessed it...The Getting Unstuck Coaching Group!!!  : )

If you like learning ways to simplify like this, consider joining Getting Unstuck Coaching Group and get unlimited access to tons more ideas like this.  Or, you can also get lots more great organizing ideas like this in my organizing books.

So, what do you think?  Was this worth me taking 2 hours to write this up to share with you?

 

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!

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" 

Home Office Organizing - Non-Intuitive Tips!

Mark Shead over at Productivity 501 just posted a brilliant interview with Productivity Experts (including yours truly : ) on one of my favorite topics, Home Office Organizing!

He asked us to give him our most important non-intuitive piece of advice for setting up a home office. Check out the all the responses (including my comparatively long-winded) one here!

Advice for Setting up a Home Office - Group Interview

p.s. this may be my shortest post ever!  : )

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!

What to do with old postage stamps

Here's a FABULOUS tip from a Neat & Simple Reader!

Hi Ariane,

As I sort through all my packrat paper piles, I keep finding old unused postage stamps. 33 cent stamps, 34 cent stamps... You can't exchange them for current rate stamps. They have to be used or discarded.

Here is a tip I learned from my local post office. Next time you need to mail a package, take all your old stamps to the postal counter. The clerk will apply those old stamps to your package rate.

Happy New Year!

Val

Thanks so much for the tip! 

Happy New Year!!

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!

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.

Easy Drop-off Recycling for Your old Computers & Electronics is Here in NJ Thanks to Goodwill & Dell Computer Partnership! (CA, PA, NC, MI & TX too!)

I'm so thrilled!  We have a bunch of old monitors and computer accessories up in our attic that have been waiting for our twice a year electronics free recycling day.  Now we no longer have to wait!  We can just drop it off!

RECONNECT is a comprehensive electronics recycling program which includes a variety of ways to repurpose your donations.   Goodwill Industries and Dell partnered to create RECONNECT so that you can simply bring in your donation to your participating local Goodwill store or Goodwill donation drop-off sites.  Some of the goods will be sold to support the Goodwill mission of creating job opportunities for individuals with barriers to employment.  Others will be recycled by Dell.

DETAILS

Any brand computer is eligible for donation.

You are responsible for removing data from your hard drive. 

Neither Dell nor Goodwill Industries takes any responsibility for your data.

The computer can be working or non-working. All equipment that cannot be refurbished is responsibly recycled.   

Donations may be tax deductible. Check with your tax advisor for more information about eligibility and how to value your donation.

Get complete and current info at: www.reconnectpartnership.com

LOCATIONS

• California
• Michigan
• New Jersey
• North Carolina
• Pennsylvania
• Texas

Thank you so much to DELL & GOODWILL!!!

p.s. for VA & OR, try www.etechrecycling.com/

Related Posts on this Blog

• How to Donate Your Old Computer
• Ink jet, Laser & Toner Cartridge Recycling
• Donating Your Stuff Can Make You More Money Than Selling it! (If you do it right)

• Challenge: Find out what your local charity needs, THEN go on a clutter hunt in your home!
• Charitable Donations Get Stricter Tax Rules
• How to Have a Successful Garage Sale
• 1-800-Got Junk? Comes to NJ!
• Where to Donate Household Goods, Clothing, Books & More in NJ

Organize Your Desk and Work Space to Create a Productive Home Office!

Laura from the fabulous and always fun I'm an Organizing Junkie blog is on vacation this week and invited me to submit a guest post on How to Organize Your Desk and Work Space to Create a Productive Home Office!  Check out my tips on how to assess your unique organizing needs, design your workspace and organize your desk to make you as productive as possible!

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!  : )

If you liked this post, signup to get Neat & Simple Living posts by e-mail here:  http://www.feedblitz.com/f/?Sub=19722

FREE E-BOOK - You can also get by FREE ebook

NEAT & SIMPLE  GUIDE
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

Challenge: Organize Al Gore's Messy Office!

How fascinating!!  Dr. Amie Ragan, the brilliant mind behind the Psychology of Clutter blog posted this photo with a challenge to professional organizers including me to stage an intervention. What a great foto find, Amie. Thanks for the challenge!

Here's my response.  I would be absolutely thrilled to work with Al Gore!  I actually campaigned for the first Clinton/Gore campaign and met him very briefly back in 1987. I got to shake both of their hands.  It was so exciting!

I love his work, especially his documentary "An Inconvenient Truth". He has accomplished so much and been so productive, I would actually pay him to let me work with him and learn first hand how he does what he does!  Then I would see if I could help him become even more efficient. I imagine he must have excellent time management strategies to have accomplished everything he has and I'm sure he could teach me a thing or two.

If I were so lucky as to have the chance to work with him, I would first focus on learning how he works and how his system works for him. I would only attempt to "fix" things that actually bother him AND that would truly save him time and improve his productivity. 

My guess is he has intense powers of concentration and can block out all the clutter rather easily.  He strikes me as having an excellent memory as well, so I wouldn't be surprised if he actually can find things in those piles.  Probably not everything, but probably most of what's important to him. My approach would be to make sure I don't try to over-organize him or change him too dramatically. After all why fix what isn't broken?  Just because it looks messy doesn't mean it's not working for him! 

I'm definitely jealous of his monitors. As someone who uses 2 monitors, I'm already wishing I had a third!  It makes it so much easier to research and write! 

Check out Dr. Amie's post to see what other organizers are saying!

Show Us Your Personal Planner Challenge!

Megan Spears has offerered up a neat challenge inspired by the "Show Us Your Desk" Challenge!  She tells all AND shows all about how she uses her planner.   This is going to be a fun one to watch! 

I explained how I use Outlook as my calendar a while ago. I will be watching this challenge eagerly!

Visit Megan's  Planner Challenge here!

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!

Declutter Your Office and Make Room for Career Success!

Spring Bonus!

Here's a chapter from my free 25 page e-book

NEAT & SIMPLE  GUIDE
Organizing Your Office

Get over 100 tips for setting goals and organizing your office, desk, paper, Contacts & more by signing up here

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Declutter Your Office & Make Room for Success!

Regardless of who you work for, having a reasonably neat and organized office is a great way to enhance the image that you are a productive asset to your organization.   Having too much stuff in your office, or keeping your office messy, makes it look like you are overwhelmed, stressed out and could never handle more responsibility.

Not only that, holding on to too much stuff creates negative energy that keeps you stuck in the past and not ready to take on new assignments, challenges and maybe even a promotion! If your priorities are clear and you really want to succeed and achieve your goals, you need to be able to let go of things from the past that no longer serve your needs in getting your job done.

Decluttering does NOT mean you have to be austere, minimalist, or hide everything away.  If you are a visual person that would NEVER work!  It’s okay to keep things in sight, but if you want to succeed, you need to keep your office reasonably neat so that you don’t attract negative attention to yourself in your work environment. 

Here’s a 5-day plan for getting your office looking like you are ready for success!  Next chapter, we’ll organize what’s left!

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7BDAY ONE

Reduce the personal items & decorations! It’s a good idea to keep personal stuff in your office to a minimum, especially in a corporate office, even if they don’t have a formal policy. 10 - 20 personal items is a reasonable goal to shoot for.  You don’t want your office to look like you don’t have a home where you can keep your personal things!  You also don’t want to make it look like you are more focused on doing personal things when you should be working.  You want your office to give the impression that you are competent, professional and ready to take on new challenges and succeed! Once you’ve chosen your favorite 10 – 20 personal items, pack up the rest and take them home, or even better, donate or recycle some of it!

7BDAY TWO

Scan your office surfaces to identify and either relocate, donate, recycle or trash any clutter in your office. Here are some questions to ask yourself to help you decide what’s clutter in your office.

• Do I really need this item to do my job?  When was the last time I used this?  If you don’t’ need it or you rarely use it, give it a home out of your prime working space.  You can send it to storage, put it in an archive, give it away, etc. If you need it and use it often, give it a permanent home where it’s handy and convenient. 
• Does this item motivate me or help me achieve goals and get my projects done on-time? If so, give it a home.  If not, it’s clutter and has to go!
• Is this item in good working condition?  If it’s broken and you haven’t bothered to repair it for more than a couple months, get rid of it! 
• Do I really love this?  If you love it, but don’t use it often, it should be well taken care of, protected, displayed, and placed somewhere well out of your prime working space. 

8BDAYS THREE & FOUR

Purge your office files and paperwork. Take one drawer at a time and scan the largest files.  What can you get rid of?  Completed projects over a year old, old contracts, old vendor info, old employee benefit info, etc are great candidates to either recycle, purge or send to storage.

9BDAY FIVE

Purge all your other storage spaces for anything you no longer need and use!  Then take yourself out for a nice lunch to celebrate!

10BMAINTAIN!

Once you’ve cleared the clutter, maintain your new look by scanning your office daily or weekly with an eye to getting rid of what is no longer needed. 

Decluttering your office sets the stage for getting organized and being more productive.  It frees up  tuck energy and helps you become ready for continued or increased success in your career! 

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© 2007 Ariane Benefit

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Show Us Your Desk Challenge!

Several professional organizers and bloggers from around the world have risen to the challenge to show us their desks!  It's so interesting to see where & how people really work!

Here's my desk shown without neatening anything up.  It's a bit messy at the moment, but I am organized and do have homes for everything so I can make it look really neat when I need to : ) But honestly, some days it's even messier than this! 
(Click the photo to see it larger) See a photo of my other even messier desk here as well.

While you are here, why not pick up my FREE 22 page ebook "Neat Living Goes to the Office" which has over 75 organizing tips for your papers and desk! 

Thanks to the following courageous bloggers and professional organizers for bravely grabbing that camera and baring it all for us to learn from! (I'll add to the list as more people participate. It's not too late to send me a link to photos of your desk!  Let's see how long we can make this list!)

Gretchin Rubin, NYC author of the brilliant "Happiness Project" blog shows us her neat & organized desk where she gets her books written. 4/3

Jeri Dansky, Professional Organizer, Cat Lover, & Blogger from Half Moon Bay, California shows us her beautifully organized desk complete with cats. 4/3

Laura, from the Organizing Junkie shows off her very organized desk in her office in Canada. 4/6

Marcia Francois, a Professional Organiser and Coach in South Africa.  Check out her **3** Desks!   4/7

Aby Garvey, professional organizer and it looks like she's an interior designer too.  Her desk & office is gorgeous!  I can't wait to decorate my office.  I'm still living with the furniture my husband & I blended when we moved in together.  By the end of the year my goal is to create my dream office..and this office is an inspiration for that!   I also sat next to Aby at the National Association for Professional Organizers conference workshop on Performing Needs Assessments  last year in Boston!  She's come a long way in the past year! 4/7

Monica Ricci, one of the amazingly talented professional organizers on HGTV's Mission Organization who inspired me to become a professional organizer, shows us her desk in Atlanta!  She also hosts a neat radio show called Organization Nation. 4/9

Dawn from Frugal For Life shows us her desk at home AND at work! 4/9

Brandie Kajino from Organize, Simplify, Transform has joined the party!  4/10

Meg from Future Queen of Organizing blog.

Dr. Amie Ragan, the Psychology of Clutter - A psychologist's blog covering some of the really deep isues behind why we hold on to our clutter.  You must see this one! 4/14

Janet Barclay, from the Organized Assistant has shown us her desk and workstation too!  4/14

Megan Spears, from the Disorder2Order Blog 4/14

Beth Dargis, the life coach from My Simpler Life has bared it all and gives us a full tour of her desk! 4/16

Jessica Duquette, Professional Organizer & Blogger from LA (and a great friend) has done it!  She has shown us her desk, given us a tour, and is offering a free "organizing your desk" lesson.  4/16

Mark Shead, my new blogger friend from Productivity 501.  What a zen like work space!  added 6/12/07

It's never too late to send me your link!  : )

Who's next?  It's not too late to join us!!  Just leave me a comment with a link to your photos and I'll add you to the list here!

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! : )

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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!