FEBRUARY is Archive Your Files Month

What’s the shape of your home filing system? Are your filing drawers stuffed so full that it’s nearly impossible to get another piece of paper into – or out of – them? This is sure to create additional piles around your file cabinet(s) because its such an inconvenience to get the filing done.

Once a year, you should schedule time to review your files and purge as much as possible, leaving room for next year’s papers. Consider these tips for maintaining a lean and accessible home filing system.

DETERMINE WHAT TO KEEP

As you sort through papers, ask yourself, “When will I really need this again?” “Can it be easily recreated or retrieved elsewhere?’ Don’t hang onto things unless you have a really good reason! Be ruthless – remember, 80% of the things you file will need get referred to again!

KEEP RECORDS RETENTION GUIDELINES IN MIND 

Your accountant, attorney, or professional organizer can tell you which documents you should keep for legal and tax purposes. Think in terms of what you would need to have to support your tax return. If there is no tax implication for a piece of paper on a current or past tax return, there is likely no purpose to hold onto the paper.  

SOME PAPERS CAN BE IMMEDIATELY TOSSED

Instruction manuals for products you no longer own, old research materials, previous drafts of letters, out-of-date magazine and articles, and receipts for items past their return date can be discarded.

STASH IMPORTANT DOCUMENTS IN A SAFETY DEPOSIT BOX or HOME SAFE

It is imperative that you stock your safety deposit box or home safe with the following papers (originals):

• adoption and citizenship papers
• passports
• birth, death, and marriage certificates
• deeds
• divorce decrees
•  insurance policy papers
• lease agreements and loan documents
• mortgage papers
• personal property appraisals (jewelry, collectibles)
• Social Security cards
• stock and bond certificates
• vehicle titles
• copies of wills and powers of attorney papers

And don’t forget to LOCK your home safe each time you access it. Most home safe’s are NOT fireproof if the lock is not engaged.

Setting up a home filing system can be a time-consuming chore, so I found a great ready-made filing system FILESOLUTIONS Home Filing System, that takes about an hour to set up, and it lasts a life-time. I’ll soon do a detailed review of this product, but for now, here’s more information about this essential ready-made filing system.

Originally posted 2010-02-06 18:18:39. Republished by Blog Post Promoter

NAPO-NC Responds to Quality of Life Study with Four Success Strategies

In the spirit of GO MONTH (Get Organized) I had to share the results of this recent study on Quality of Life as it relates to organization.

Triangle – RALEIGH, NC. – In a recent survey conducted by the National Association of Professional Organizers, 96% of respondents stated that they could gain more time at home if they were better organized, and a surprising 91% claimed the same in their professional lives. In fact, 71% went so far as to state that the quality of their lives would improve if they were more organized.

Clearly these numbers indicate why so many people make “getting organized” a New Year’s resolution. For those planning to tackle their personal or professional organization in 2011, the North Carolina chapter of the National Association of Professional Organizers (NAPO-NC) offers the following strategies:

1. Be specific. Lori Bruhns, President of NAPO-NC, suggests that “’Getting organized’ is too vague for someone to actually tackle. Instead, we encourage people to specify ways in which they would like to become more organized, such as ‘I’d like to streamline my morning routine’ or ‘I want to leave work with a cleared desktop.’”

2. Take baby steps. NAPO-NC Treasurer Tracey Gritz, notes that “Sometimes a job seems insurmountable. Taken all at once, it may be. But, if you stop and list out all of the small steps that it takes to get to the end, you suddenly have series of very do-able tasks that will lead to the successful completion of your goal.”

3. Reward yourself. “Take the time to play a board game with your family, go out for coffee with a friend, invite people over to celebrate, or take a long bath to reflect how far you have come in the space,” states Stefanie Watkins, NAPO-NC’s Vice President.

4. Enlist support. Karen Krasner, Director of Community Relations for NAPO-NC, recommends “telling a friend or family member what you hope to accomplish and when you plan to finish. Ask them to keep you accountable by checking in with you periodically to see how it’s going.”

If you are one of the 96% of people who believe they could save time at home by being more organized, implement the above strategies and contact me! I can help with a one-on-one organizational assessment of your home or office and provide hands-on help to clear the clutter and simplify your life.  Call or e-mail: 317-867-1540 or jnusbaum (at) simplifiedspaces (dot) net.

Originally posted 2011-01-13 08:30:45. Republished by Blog Post Promoter

GO Month’s “Great Organizing Give Away”

Getting organized consistently tops the list of New Years Resolutions. Many people use the start of a new year to make goals to improve their lives, and becoming more organized can help save time and money, increase productivity, enhance one’s quality of life, and reduce stress. In fact, in its most recent national survey, the National Association of Professional Organizers (NAPO) found that 91 percent felt they could be more efficient at work if they were better organized. Overall, 71 percent indicated their quality of life would improve with more organization.

Although just about everyone seems to understand the benefits of being organized, it’s not always easy to figure out just where to start.  To offer people solutions to become more organized in their office, with their time and in their home, professional organizers from around the globe are joining together to participate in the first ever “Great Organizing Give Away” to celebrate January as Get Organized (GO) month.

On January 25, 2010 seekers of organization and productivity wisdom can go to www.AskTheOrganizingExperts.com and sign up for free resources such as ebooks, tip sheets, audio programs and more as well as opportunities to enter into drawings for amazing prizes. Organizing information will be categorized into three main categories:

• your office
• your time
• your home

Business professionals, parents, students and seniors will all find expert resources to help them make 2010 their best year yet.

The Organizing Genie is excited to have been invited to participate in the Great Organizing Giveaway.  More details soon.

Happy GO Month!

Originally posted 2010-01-23 23:44:30. Republished by Blog Post Promoter

10 Tips For Keeping Your Office Files Organized

Keeping an organized office is an ongoing process, especially as you complete projects, work on new projects and keep up with all the ins and outs of additional daily jobs. Filing is a huge part of most businesses, and the need for filing. If you set up an organized system, updated forms and keep up with archiving as needed, your work will flow more efficiently. Daily work means a never-ending cycle, so an organized office is a great place to start.

Filing is a big part of most any office, whether it be a medical, insurance, daily correspondence, ongoing projects, accounting, personal, fax copies, incoming mail, research items, reference lists and a multitude of other needed items-all dependent on the need of the office.

Here are some tips to keep your office organized:

1. Develop a consistent naming system for electronic copies so you or anyone in your absence can easily locate files, as needed.

2. Name your documents, spread sheets and presentations something easy to recall for immediate and future reference, and save them in folders with like documents.

3. Keep a folder for current projects in a convenient place, like in a desktop file box, somewhere you’re able to check it daily.

4. Keep a cabinet within reach and set aside time daily for filing anything you need in a hard copy form.

5. Label notebooks, shelves and cabinets so you can quickly and easily access important resources.

6. Maintain a master index, a key to all your computer documents that allows quick access in locating needed files.

7. Purge documents on a regular basis, so information is current and easy to find.

8. Dispose of duplicate information, keeping the final copies only, allowing for room to accommodate new work and projects to be filed.

9. Follow retention guidelines so you’ll know how long to keep each file.

10. Date papers so you can quickly determine if they are outdated-keeping the newest/most recent dated pages on top.

These tips can help you keep an organized filing system, both hard copies and electronic formats. With the multitude of paper created by everyone today, it’s best to switch over to an electronic system as much as possible. This will both eliminate the excessive need for physical space, as well as help the environment with eliminating over use of paper. When possible recycle purged files to help the environment. And the best part for everyone is less paper equals less hassle equals less stress, and the ability to be more efficient overall.

Article Source: http://EzineArticles.com/?expert=Mandye_Mason

Originally posted 2011-03-05 17:41:09. Republished by Blog Post Promoter

Angie’s List Article about Janet ~ Resolve to Rid Yourself of Clutter to Expand Use of Valuable Space

The following is an article written by Angie Hicks, founder of Angie’s List, where I was interviewed. The article appeared in the Indianapolis Star, Home and Garden section on 12/26/09. I’m reprinting the article on my blog for the great tips it offers.

Find reliable contractors and doctors when you join Angie’s List today –
Use promo code LOCAL to save 15%.

********************

By Angie Hicks (Founder of Angie’s List)

About this time each year, professional organizer Janet Nusbaum sees an uptick in business. “Folks start to set new goals for the year, and getting organized is always in the top 10,” said Nusbaum. Owner of Simplified Spaces in Carmel. “They have an influx of new stuff that comes in during the holiday. Often, when I get the call, they’re feeling very overwhelmed, and they’re reaching out for some solutions.

The new year represents a fresh start and a chance to purge the old, unnecessary items in your life to free up valuable space and reduce clutter. Organizing a home office, garage or basement can be a family project that you do yourself or one in which you hire a professional like Nusbaum.

“The first step is to define what the purpose is of that space,” Nusbaum said. “If you see conflicting stuff there that doesn’t meet the purpose of that space, it needs to leave, pose of that space, it needs to leave, so all you have in that space are things that meet your vision for what you want to do (there).”

Some other things to consider before beginning a reorganization project:

• Make a list of the tasks you want to accomplish and prioritize by putting the tasks most important to you at the top of the list.
• Start small and allot an hour or two dedicated to one area to avoid becoming overwhelmed.
• Buy to replace, not to add.
• If it doesn’t fit or it’s out of fashion, donate it. If you’re reorganizing your wardrobe closet, hang pants long ways, rather than fold, which takes up twice the space. Use stacking hangers that can hold multiple garments. Organize your closets by color or by type.
• Keep only what is necessary to accommodate your family’s needs. Keep in mind that round containers take up more space than square containers.
• Purchase several large plastic storage bins with lids. Organize items according to their use and label the bins accordingly.

Nusbaum also recommends storing items closest to their point of use. “If your coffee maker is on the kitchen counter, it’s more efficient to store everything relating to making that cup of coffee right together,” she said. It saves you steps.”

Carmel resident and a Simplified Spaces client, Julie Bowen, is a self-proclaimed “neat freak” who has hired Janet to organize her home, garage and basement. Organizers can also help organize bills and other paperwork that often gets lost in the shuffle.

Bowen keeps systems in place so she, her husband and two children know where to find things when they need to put up and where they are when they need to use them.

“Our home is easier to maintain because everything has a home, Bowen said.

Fritz Klooz, owner of Innovative Garages in Avon said his company can maximize garage space with overhead storage, cabinets and grid wall systems and pulley systems.  “The idea is to get everything up off the floor of the garage so you can power wash your garage or sweep your floor a lot easier, Klooz said.

You don’t have to throw away and create additional waste when you purge. An environmentally savvy organizer will look to recycle whenever possible. Also, donations to authorized charities can be used as a tax deduction.

Angie Hicks is an Indianapolis resident and founder of Angie’s List, a national provider of consumer ratings in more than 500 categories of service.

(Because they wrote this great article about my business, I’m returning the favor by passing on their 15% coupon code)

Find reliable contractors and doctors when you join Angie’s List today – Use promo code LOCAL to save 15%.

Originally posted 2010-05-07 12:26:54. Republished by Blog Post Promoter

Increase Your Productivity: Institute Quiet Time

I had to pass on this post by Karyn Greenstreet, whose blog I follow. It’s a must read for any at work at home entrepreneur.

Are you getting everything done on your To Do list?

No?

Join the crowd.

More and more self-employed entrepreneurs are complaining that email, phone calls and their beeping and buzzing BlackBerry are constantly causing interruptions, increasing stress and reducing productivity.

These constant interruptions are costing you productivity — and ultimately income.

In my blog post Choose One Task for 2010, I talk about the myth of multitasking. Talking on the phone and answering emails at the same time decreases your overall productivity. So does answering emails while you’re trying to focus on an important project or task. It causes twice the number of errors when you multitask or allow interruptions to your task.

By allowing all these interruptions, you are losing TWO hours a day of productive time.

The Solution

Many large corporations like Intel, IBM, and Deloitte & Touche are instituting something called Quiet Time: a block of time in which you cannot send or read emails, and may not make or receive phone calls (unless they are related to the specific project you’re working on).

I started to do this last year:

* Core Productivity times are 9AM – 2:30 PM. All client calls and project work are done during these hours.
* Every Friday was “class design and book writing day.” No client or prospect appointments, no emails from 9:00 – 2:30, no phone calls at all.
* Emails are handled twice a day – 8:00 and 2:30.
* Each day, return phone calls are handled after 2:30 PM (which is great because of the time zone differences between East and West coast).
* When I really, really needed to work on a project in a deeply focused way, I’d bring my laptop to the lake, park or library, taking my work to a quiet environment without possible distractions.

My Results

In a 12-month period, I designed and launched THREE new classes (including a 9-week class which was a whopper to design), wrote one new ebook, designed two new websites, and overall had a much happier and more satisfied lifestyle and work environment. Awesome!

Lest you think that you will be less productive in getting through your emails and phone calls if you institute Quiet Time in your business, think again. Having fixed times each day for email and phone calls increases your productivity, actually reducing the amount of time you spend on emails and phone calls. (I found I could get through 30-40 emails in a solid, planned hour, which would have taken me two hours if I had answered them in a scattered fashion throughout the day.)

If you are frustrated because you’re not accomplishing your projects and tasks, you need to schedule Quiet Time into each day. You will be happier and feel more fulfilled by your work if you do.

Learn more from Karyn Greenstreet here:  Self-Employed  Success

Originally posted 2010-04-26 09:01:42. Republished by Blog Post Promoter

10 Critical Tips for Clearing Office Clutter

Having trouble finding your desk amidst the clutter? Follow these easy steps, consistently, and you’ll experience greater focus and productivity as a result.

1. Define the purpose of each space in your office and be sure that everyone who shares the space understands how it is to be used.

2. Keep only high-use items on your desktop – computer, telephone, project files, good lighting, notepaper, stapler, To Do list, calendar/planner, and only what you are working on right now.

3. Use vertical space around your desk effectively – put photos and calendars on your wall, not on your desktop.

4. Organize supplies in a desk drawer organizer or supply drawer within “fingertip reach” of your desk chair.

5. Place a wastebasket, recycling bin, and/or shredder where you process your mail.

6. Trim the F.A.T. – File, Act, Toss. Professional Organizer, Barbara Hemphill tells us that the only choices we have for dealing with paper is to File it, Act on it, or Toss it.

7. Create zones in your workspace for incoming and outgoing paper, filing and a work surface. Resist co-mingling each zone.

8. Create an Action File System and place all “action required” items in the system. The Action File System works in-conjunction with your calendar. Simplified Spaces can help you implement this system in your office or home. CLICK HERE to learn more about our system.

9. File non-action required papers in an accessible “reference file system” CLICK HERE to learn more about the HomeFile System, a great reference file system we recommend.

10. Schedule office clean-up/organizing on your calendar, or you will always lean toward a competing priority. Face it … most of us would prefer to do about anything else than to spend a day organizing their office or home.

Being clear about what activities you want to perform in your workspace and where, having clear surfaces in which to work, and the tools you need to perform those activities in easy access, will significantly improve what you’re able to accomplish in a day. In the process, you’ll reduce your stress level and free up time and energy for what matters most. This is a preview from our upcoming booklet “The Simplified Office – A Complete Guide to Clear Office Clutter for Good!

Originally posted 2008-11-25 19:22:46. Republished by Blog Post Promoter

Reduce tax time stress with planning and organization

I filed my tax return today! And all 2009 documents are filed safely away with my tax return. Because of my organized filing system, it took less than an hour to gather everything together. This is a huge improvement over past years when I didn’t have any system in place. Every year I procrastinated until the last minute because it was such a chore to find everything and organize it before I could even begin working on the return.

Are you guilty of procrastinating when it comes to doing your taxes? Is it because avoiding tackling the mountain of receipts and documents that have been piling up for the past 12 months? Follow these easy steps to make this season less taxing.

Tax time is inherently stressful for people because they realize that they need to organize their important documents but they don’t know where to begin. In reality, tax time is the perfect opportunity to get organized and to develop a system that will work for you for years to come. This is what made the difference for me.

With the tax deadline looming, try these suggestions to make this season less stressful.

1. Prepare for tax time by making an electronic checklist of documents you will need based on your returns from the last few years. Create the checklist by reviewing your tax returns from previous years and attach it to the inside flap of your tax folder. Also, organize your documents by category such as income, deductions, exemptions and miscellaneous. For instance, deductions would include mortgage interest, property taxes and residential energy credits. Exemptions could include vehicle registration and taxes, medical expenses, contributions to IRAs and student loan interest paid. By checking off the items as they are received, you will know which documents have arrived and which ones you are still waiting for.

2. Purge files of monthly bills from the previous year and set up a filing system for the current year that includes receipts, credit card and bank statements, medical expenses and utility payments. It is best to shred any documents before you discard them. Only keep prior year documents that are needed to support a prior year tax return.

3. Place current tax records and other important documents in files that are clearly marked and easily accessible. After your tax returns have been filed, place your copy of the return and all supporting documents into a secure file, preferably something with a closed top like a Smead Expanding File, label it for the tax year, and store in a secure location with previous years’ returns. If you prepared your tax return electronically, place a disk with backup copies in the file for safekeeping. The picture shows what I use and it has worked great for many years.

4. Plan ahead for next year by setting up a filing system for documents and receipts for the current year. In January, get a jump start on this year’s tax return by setting up an expanding file with sections labeled for income, expenses and taxes. Place documents like payroll stubs, 1099s and statements from your financial institution in the income section; receipts for tuition expenses, real estate transactions and donations in the expense section; and receipts for tax expenses in the tax section. If you store the file close to where you sort your mail and file the documents as they are received, the papers will be ready for you when you begin working on next year’s tax return. I love the FileSolutions Home Filing System, a ready-made colorful home filing system that makes filing easy.

5. Preserve tax returns indefinitely and store supporting tax documents (which can be destroyed after seven years) in a file labeled with the year and the destruction date. Be sure to check with your tax advisor before destroying any documents.

6. Put Your Feet Up and know that you are ready for next year!

With April 15th rapidly approaching, hare a few free sites that offer free filing services:

• http://free.free1040taxreturn.com/
• http://www.fileyourtaxes.com/Alliance
• http://www.eztaxreturn.com/scriptsez/start.exe/eztax/p/alliance2009/start.html?r_link=www.irs.gov
• http://www.efiletaxreturns.net/home.aspx
• http://www.completetax.com/FFAindex.asp?welcome=GY1318083
• http://www.taxactonline.com/index.asp?sc=0850302
• http://free.123easytaxfiling.com/
• http://www.1040now.net/freefile.htm
• http://www.free-tax-return.com/2008/
• http://www.icanfreefile.org/
• http://www.taxslayer.com/americanpledge/default.aspx?source=ihtffgtsd
• https://www.taxsimple.org/index.aspx
• http://onlinetaxpros.com/index.php?linkid=ff
• http://citizentaxfree.com/
• http://www.esmarttax.com/freefederalfile.asp
• http://www.olt.com/main/oltfree/default.asp
• http://turbotax.intuit.com/taxfreedom/
• http://www.freetaxusa.com/
• http://www.hrblock.com/taxes/partner/index.jsp?otpPartnerId=180

 Here’s to a tax season with less stress!!

Originally posted 2010-02-14 14:04:04. Republished by Blog Post Promoter

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