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

ORGANIZE YOUR FILES WEEK IS THE 3RD WEEK IN APRIL

Bills to pay. Newspapers and magazines to read. Receipts, warranties and instructions to save – the list goes on and on. Each day we are bombarded with papers that need our attention. If you feel that papers are taking over your life, read on.

GATHER SUPPLIES

First, gather file folders, hanging file folders, felt-tip pens or a label maker, a shredder, and large garbage (or recycling) bags or boxes. Every household or office also needs an appropriate type of file cabinet or box; the size will depend on the amount of papers you must keep. Enlist a friend or professional organizer if you need help or encouragement.

START ON DESKTOPS, COUNTERTOPS OR URGENTY-NEEDED SURFACES

Your most recently-received papers will be here. Resist the urge to start with the papers on the floor or stuffed in paper bags or boxes.

IDENTIFY THE TYPES OF PAPERS YOU RECEIVE ON A REGULAR BASIS

Gather all the papers from the surface you’re working on into a neat pile. Pick up the top one. Ask yourself, “What is this? Do I need to keep it? Do I need to take action on this? Or do I just need to file it in the case I need to retrieve it later?” Toss as much as you can.

SORT AND USE COLOR FOR A MEMORY AID

Sort into simple categories that make sense to you. For example, some home categories might include: medical, pets, taxes, hobbies, utility bills, car, home improvement, credit cards, insurance, education.  Use fun colored folders to group categories. Also include action-related files for: TO DO,” BILLS TO PAY,” “TO READ,” and “DISCUSS WITH SPOUSE/BOSS/PARTNER.”

MAINTAIN YOUR NEW SYSTEM

From here on out, manage papers daily. Sort mail immediately. Toss junk mail. Put remainders into “TO READ,” “TO DO,” or “BILLS TO PAY” folders. Make time weekly to file everything else in your filing cabinet or box.

You can find these 2 great home filing systems – FileSolutions Home Filing System and File.Starter by Buttoned Up at The Simplified Home.

Originally posted 2010-04-02 00:00:48. Republished by Blog Post Promoter

Finally Get Organized in 2010 with a Declutter Challenge

One of the most interesting Declutter Challenges that I have come across is one called the “2010 in 2010 Declutter Challenge”. The concept is easy, and the results are huge! You simply choose one way to make the challenge work for you, and during the year 2010, declutter away! Keep track on a calendar and look forward to a having a much more organized home by the end of the year!

The first idea to get rid of 2010 ITEMS. Big items, small items, multiple part items, items from your garage, items stuffed into your attic, items that you can’t recall who gave them to you, items of which you have too many, items you never use or read any more.  If you are worried that you won’t be able to get rid of 2010 items, don’t forget that “get rid of” doesn’t have to only mean “throw away”. USE UP that huge supply of shampoo in your bathroom storage cupboard instead of buying new product! USE UP that overload of detergent, or that bulk purchase of canned tomatoes! As long as you are REDUCING YOUR CLUTTER item by item, you are succeeding in your challenge!

The second idea is to commit to decluttering for 2010 minutes in 2010! If you do the math, you will discover that it’s only about 45 minutes per week! Less than 10 minutes per day… which is not much at all, is it? 10 minutes of commercials well spent? 10 minutes of waiting for your ride to come? Have a small declutter project for the week, set the timer at 45 minutes, and simply declutter your way down to zero each week!

A third idea is to declutter 2,010 pounds of “stuff”! I know it sounds like a lot, and it is. However, this Declutter Challenge may be perfectly suited for those who have excess furniture taking up space that they would love to get back, stacks of heavy catalogues or magazines stashed in the basement, or a garage piled high with who-knows-what. Purchase or borrow a basic scale, or ask the weight at the dump where you drop off your big load. Decluttering 2,010 pounds from your house in the year 2010 will no doubt give you a lot more space, and get rid of a lot of unnecessary clutter!

If you take the 2010 in 2010 Declutter Challenge in any of the forms suggested, or if you adjust it to suit your own particular needs, you will take a huge leap towards your desired clutter-free state. Enjoy your challenge and get clutter free!

Article Source: [http://EzineArticles.com/?The-2010-in-2010-Declutter-Challenge&id=3588705] The 2010 in 2010 Declutter Challenge

Originally posted 2010-01-28 12:51:33. Republished by Blog Post Promoter

The Organized Student – create a designated study space for school success

After you’ve considered and established your student’s daily routine, it’s time to create an efficient study space to maximize your child’s study routine.

If you want to raise successfully organized students, you must give them the tools they need to succeed. A proper study space, that is both comfortable and fully stocked with school supplies, is essential to get kids motivated for after-school studying.

Start by deciding where your kids will do homework. Involve them – ask where they prefer to study, considering their age and independence level. Do they like the privacy and quiet of a desk in their bedroom? Or do they want to be near you in a centrally located area such as the kitchen or family room? It’s also important to consider your child’s learning style and ability to focus. Given the choice, my daughter would study in front of the TV, but I know that doesn’t work for her with all the added distractions. Whether she likes it or not, I know that for her to be successful, she needs to do her schoolwork in a quiet area with minimal distractions. Students need to understand that although parents will consider their preferences, the parent may make the final decision on the most effective study space.

Once you decide on the best study space for your child’s learning style, maturity level and routine, make sure it’s well stocked with supplies. If your child has a desk, you may choose to organize supplies inside the drawers or in containers on top of it.  Make sure to categorize, containerize and label items (such as writing utensils in one area, paper in another) so the desktop and drawers don’t become chaotic catch-alls.

For those that study outside their bedrooms, create a portable office. This will allow them to work anywhere inside (or even outside) your home. A tackle box or any type of small storage box (even a shoebox) will do. For storing school papers, like graded tests, handouts, etc. I like small desktop file boxes like the Show Off by Sterilite. Notice the lid with handle that allows for easy mobility.

Fill the portable supply box with supplies such as pens, pencils, sharpeners, crayons markers, highlighters, colored pencils, glue sticks, scissors, tape stapler, paper clips, ruler, calculator, sticky notes, paper, and any other supplies that your child frequently uses. Keep an age-appropriate dictionary and Thesaurus handy. Also consider keeping small stock of rarely needed but important project accessories, such as report covers and poster board.

At the end of each study session, remind your students to put away any home supplies they used and pack up their school materials so they’re ready for the next day’s use. Teach them to make a list of items that need replenishing. Maintain consistency but allow for flexibility for happy and confident kids!

Suggested tools:

Task clips:

Informative File Folders:

To Do Notepad:

Originally posted 2009-09-04 16:29:10. Republished by Blog Post Promoter

Think in systems to organize your home and life

When I worked in the corporate world as a business analyst it wasn’t a stretch for me to think in systems.  In an office environment processes and procedures are established to create order and and establish habits.  Often office systems are documented in a Procedure Manual for all to follow.  We are also accustomed to having the supplies needed in our work space in order for us to perform our job and to follow the company’s systems. 

When I became a Professional Organizer in 2003, it occurred to me that we can transfer this same ‘systems theory’ to managing our home. You manage your home in systems as well.

So what do I mean by a a home management system?  It is a set of procedures and processes, or a routine/habit that is put in place in your home to manage five key variables:

·   Space

·   Your stuff

·   Information flow

·   Your time

·   Relationships – with those for whom you share your space 

 

Develop systems to manage these variables and you have designed solutions to calm the chaos of your daily life. A system can be as simple as a labeled folder to a specific organizing product designed to hold all your personal information, like those available in our e-store The Simplified Home.  The important thing is that you establish a consistent routine or process for yourself and your family for the repetitive tasks you perform regularly. These routines/processes done consistently become habits.  One of my favorite quotes, by Ben Franklin, is …

 

 “To change a habit begin immediately and let no single exception to occur.”

 

Consistency is the key to establishing a habit.  

When I work personally with clients, I assess the systems they have in place and those that are missing. So what systems should you consider to simplify your home?  Here’s a list of home organization systems I suggest that my  clients consider.  

 

• System for keeping track of your daily schedule

• System for processing incoming mail – from the mailbox and from children’s bookbags

• System (or consistent home) for finding car keys, purse/wallet, cel-phone, laptop, etc.

• System for paying bills on time

• System for teaching and delegating household chores within the family

• System for food shopping (grocery list and organizing coupons)

• System for keeping track of daily and weekly To Dos (actions)

• System for regular decluttering / weeding

• System for tracking birthdays, anniversaries

• System for the home laundry process

• System (routine) for getting out of the house on time for work, appointments, meetings

• System for staying focused and productive (i.e., timer, alarm)

• System for processing children’s school papers

• System for keeping track of home information (warranties, operations manuals, room dimensions, carpet samples, etc.)

• System for family communication

• System for merchandise returns, errand-running

• System for weeding out no longer needed clothing

• System for filing and retrieving vital family records

 

I call this a ‘Home Systems Checklist’ and I give this checklist to new clients so they can evaluate and analyze their own household. 

 

So how about you? I invite you to use this list to do the same in your home. Also think about the supplies you need to establish these systems.

 

You too can get organized by thinking in systems.  I’d love to hear your feedback – please leave a comment about home systems that have worked well for you and if you can think of a system that I didn’t include. Also, if you’d like to hear more detail about any of these systems, leave a comment about your greatest challenge and I’ll do a future post about specific systems you want to learn more about.

 

I also invite you to visit The Simplified Home for many ready-made home organization systems and solutions so you don’t have to reinvent the wheel.

Originally posted 2008-10-24 21:27:45. Republished by Blog Post Promoter

Say Goodbye to Greeting Card Clutter

In every home that I visit, unused greeting cards abound. Here’s what happens. You try to plan ahead and buy cards for loved ones who have a special day coming up. You take the card home and throw it in a pile until you need to send it. Then when that time comes you can’t find the card amidst the clutter and have to go buy another.  So when the first greeting card reappears, the need for that card no longer exists, so it either stays in a clutter pile or goes into the dark hole of unused greeting cards and is soon forgotten. Add to this disorganization the embarrassment of forgetting to mail the card at all. Does this sound familiar? 

What is lacking here is an organized system for remembering to buy the card, actually buying it, storing it until it needs to be sent and then sending the greeting card. There is a better way.  

Sending greeting cards is a process just like any other, like bill paying or any work process. In order to eliminate the greeting card clutter and avoid the embarrassment of missing an important occasion, and last minute trips to the store or post office, is to develop a greeting card sending system. You can be prepared for any card occasion with a just a little organization planning.

The Greeting Card Organizer is the answer to stress free card sending. This sturdy 3-ring binder provides categories for the storage of up to 240 cards. The binder gives you easy to use sections to organize your cards for every occasion and makes it easy for you to see when you are low on cards for a specific occasion.  

 

 A feature that I really like about this organizer is its undated perpetual calendar for recording important occasions by month and day.

I recommend keeping the Greeting Card Organizer in close proximity to where you enter your home with purchases, so that the card can make it into the organizer as soon as it comes in the door. The binder can easily be stored on a shelf or cabinet for easy access when it’s time to retrieve and mail the right card. Be sure to keep stamps, return labels, notecards, pen and calendar close by so you can do the action of card mailing all in one sitting (or action), rather than running all over the house to find the supplies needed.

With a system in place, you will be able to shop when you can find the best selection of cards for your loved ones. The Greeting Card Organizer is the home for incoming greeting cards that you are waiting to be sent. So when the next special occasion rolls around and you need to send a card, all that you’ll need to do is to reach for the Greeting Card Organizer. You will never be a last minute card shopper again.

To learn more visit The Simplified Home.

Originally posted 2009-08-06 22:33:33. Republished by Blog Post Promoter

Who Can Resist a Dancing Snuggle Bear?

I was contacted by a rep. from Snuggle Creme last week who asked if I would let my visitors know about this new product. Who can pass up offering a $2.00 coupon and the cute dancing Snuggle Bear. I just had to pop him on my blog. CLICK on the dancing Snuggle Bear to get your coupon.

Snuggle Creme, a new product on a mission for upliftment, just released two new fabric softeners to their lineup:

Are you in need of a little ‘me’ time? Pamper your senses with the luxurious texture and delicate fragrance of new Snuggle Crème. It leaves your clothes feeling smooth, soft, and delightfully fresh to wear. Go ahead, treat yourself and your clothes.

Available in two indulgent scents – Sweet Almond and Jojoba Essence – rich, creamy textures and delicate fragrance designed to leave your clothes feeling smooth.

Sweet Almond Essence

Liquid concentrate in 32, 50, 150 load bottles
Now in sheets! 70 count and 105 count

Jojoba Essence

Liquid concentrate in 32, 50, 150 load bottles
Now in sheets! 70 count and 105 count

Indulge your senses. New Snuggle Crème fabric softener treats you and your clothes to luxurious fragrance and softness.

Originally posted 2009-03-28 11:49:17. Republished by Blog Post Promoter

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