Filing is For Retrieval, Not For Storage

I gave two presentations yesterday – well the same presentation to two different audiences – and I think I said this phrase a dozen times each. Filing is for retrieval, not for storage.

It is one of the first statements I make in my Clear the Clutter presentation, and I actually broke it down word by word for one of the groups. What can I say, I was inspired!

It can be a guiding phrase for us as we clear clutter from our home. Consider it a mantra! And here is a summary of all those 7 words can mean for you and me!

Filing.

Filing = putting things way.

Filing can be putting ANYTHING away, and not just papers. AWAY is the goal for organizing and clearing clutter. Putting clean laundry away is filing. Emptying the dishwasher and putting the dishes away is filing. Hanging up your coat when you come in the house is filing.

Filing is putting things away so you can expect to easily find them again.

Filing is for Retrieval, not for storage.

Retrieval = using again.

We put things away where they belong so we can find them again the next time we need them.

We expect to use things again, and we expect to use certain things together. We store related items together. We can ask ourselves “In what context will I need this item again?”

Sure, we could file our credit cards in a desk drawer, but that is not where we are going to use them, to retrieve them, again.

In our house, we store shoes in our closets, but we also keep a few pairs by the door because we use shoes when we leave the house. We use them all the time, and place them by the door for easy retrieval.

Not For Storage.

Not for Storage = Use your stuff, don’t just store your stuff

Most of us do not have unlimited storage.

I mean, hey – if you do, Good on you, we’re all just jealous. But most of us do not. And because storage is not limitless, we need to put limits on the stuff that we might store in our homes or businesses.

We should only be putting away the things that we actually expect to use again.

Now, sometimes we put something away, like a paid bill for reference, that we feasibly do expect to retrieve again. However, as the bill lingers, it becomes obsolete and grows less likely to be retrieved. We need to add in maintenance steps to our systems to purge those obsolete resources – papers, clothes, books, etc., once we no longer need them.

Next time you’re pondering a pile of clutter, and considering just tucking it in a drawer or in a bin, first remind yourself that “Filing is for retrieval, not for storage”. Maybe that pile of clutter just needs to GO instead of stay!

To-Do List: What Is It? What’s On It? and How To Choose For Yourself?

(Click here to hear / see this article in a Facebook Live post!)

Productivity and Progress flourish with a clear vision of what DOES and DOES NOT need to be done right now. And this clear vision starts with a good To-Do List!

As we get started, I need to share a few truths:

Yes, you need a to-do list, and not just one in your head. No, you will not remember.

If you won’t keep one for yourself, do it for others as other people rely on you to get things done, too.

I know how I use my To-Do lists but I was curious about how other people use theirs. I asked my Facebook community last week to share their insight around tasks and to-do lists. I know AMAZING people and they were forthcoming with their answers to these questions:

  • Do you keep a to-do list?
  • How do you track your tasks-to-do?
  • Are you a paper person or electronic person, or a mix?
  • Anything else you’d like to add, of note?

It turns out, people have strong thoughts about To-Do lists! My questions were mostly answered by folks who embrace to-do lists.  I did not receive any “No” responses, so either my FB tribe generally keeps to-do lists, or anyone who does not didn’t respond.

I quickly realized that this topic would take multiple articles to cover adequately! This week, let’s talk about what is ON a to-do list, and what is the right way to keep your to-do list (spoiler alert, there is no one “right way”!)

What IS a To-Do List? And WHAT is on it?

  • A To-Do List is a physical or digital list of tasks and errands you need to complete, often sorted by date, time or priority.
  • A To-Do List is a component of a productive day and of an effective planner. 
    • A planner is the composite pieces of a calendar, to-do list, contact information, goals, routines, etc.
    • Appointments are scheduled events.
    • Routines can be part of your To-Do Lists, or not. You can add your daily routine to your to-do list if you like, or if you are working on establishing new habits.  But you will have to decide for yourself if “Get Up” or “eat breakfast” need to be on your to-do list.  
  • An important feature of a good to-do list is the option to keep track of future tasks.
    • Keeping a long-term to-do list helps to turn ideas into actions (I should buy new deck furniture in the Spring”, or “next Christmas I would really like host a party”) and
    • Gives our brains a break from the pressure of remembering ALL THE DETAILS ALL THE TIME. (exhausting!)
  • I spoke recently about to-do lists with a client. He defined them as “the tasks that need to be jotted down for the in-between times.” Meaning, he won’t forget to get up, eat breakfast or walk the dog.  He also won’t forget to go to work or complete his work.  But he might need to remember to make a hair cut appointment, pick up a birthday gift for his mom or take in his truck for an oil change.  

How Do I Choose The Right Way To Keep My To-Do List?

The question is often “Tech or Paper?” when it comes to To-Do lists. However, reviewing the responses this past week, I am happy to report most people use a blend of platforms and tools for different situations and outcomes.

The choice between Paper or Tech does not determine success. MAKING the choice and USING the tools determines success. Don’t be afraid to be wrong! The Best To-Do List is the one you will actually use.

I’ve been asked recently to recommend a planner for a reader starting their own business. Regrettably, that isn’t something I can do. A planner, or for today’s article, a platform for a To-Do list, is a very personal choice. I can coach around determining necessary features or talk through the pros and cons of different types, but I can’t tell someone what kind of planner to use.

Consider a Blend!

  • If you are choosing your paper planner, consider:
    • Some popular paper planner brands are Happy Planner, Purple Planner, Franklin Planner and Bullet Journal.
  • If you choose tech:
  • (For both, I will share more paper or tech tools as I find them! )
  • Or Consider the Blend!
    • Some people prefer to see their entire month at once so they prefer paper. You may run out of room, though, if your schedule is complicated or your daily to-do list is too itemized for a small block.
    • There is pleasure and feeling of accomplishment that some say only come from a pen-and-paper to do list!
    • Work versus home: One person mentioned that her personal to-do list was digital (and more portable that way) but that her daily work to-do list is comprised of sticky notes and those are client specific and stay at work!
    • I like the portability that comes from a digital list – I use Evernote and can call up and update a list on my phone, tablet or laptop and it stays current. Plus, I can share the list with others as needed.
    • On the other hand, I use a Bullet Journal for jotting down notes on the fly or for the pleasure of writing by hand lists, ideas or journal entries (then I copy them over to my digital to-do list).
    • What I really appreciate is how my FB community blended methods, like jotting down notes on paper (anything from old envelopes to a beautiful notebook with heavy paper) and then supporting those tasks with audible reminders or alarms on their tech. Clever!

As you plot your productivity and progress, consider what tools will help you set-up your To-Do list! Have a great week!

The Second Best Thing You Can Do With Your Stuff Is To Put It Away.

THE SECOND BEST THING YOU CAN DO WITH YOUR STUFF IS TO PUT IT AWAY. The best thing to do with your stuff is to use it, of course. And if you never use it, the third best thing to do would be to purge it / donate it / sell it, etc.

The Power of Away.

I spend time with clients putting things away. If they are new clients, perhaps we are establishing an “Away” or home for their stuff.

We are naming a dresser drawer the sock drawer. We are naming a shelf the coffee mug shelf. We are naming a cabinet the office supply cabinet. We are naming a closet My Clothes Closet. And that is where those items live.

If they are existing clients, perhaps we just need to maintain the organizing we completed before. Stuff migrates out with use, and that’s ok.

We are SUPPOSED to use our stuff. Otherwise, why do we have it?

We know, though, that when we use our stuff, it doesn’t (ever!) automatically put itself away and let’s face it, we can get distracted or forgetful and then our space is filled up with stuff. And it looks messy and we feel overwhelmed and out of control. I spent an appointment last week just putting summer things away. Simple really. Stuff needs a home, and stuff needs to be put away in its home if you ever hope to find it again.

Notice how I have not called the stuff we used and need to put away Clutter? Your stuff that you used and now needs to be put away is probably not clutter. Clutter is unused, unneeded or unloved. Your stuff that has been used is not clutter. They’re your belongings and you need to take care of them.

Establishing an “Away” for an item means that item is important. It means you plan to use it again some time in the future. That item is not clutter because you need it or use it or love it. And you put it away because… YOU WANT TO FIND IT AGAIN.

And there, right there, is the Power of Away. Being able to find your stuff again when you need it.

Your space looks better when your stuff is Away.

Your space is safer, with fewer things to trip over, when things are AWAY.

Your items last longer and stay in better condition when they are put AWAY.

Small pieces stay put, stuff doesn’t get dusty or dirty or sun-faded. Delicate items are protected. Sets are kept with sets. Shoes, socks and mittens stay with their mates.

AWAY doesn’t take long. Once you establish a home for your stuff, putting stuff away gets a lot easier. Doing it regularly means the piles don’t spread or get tall. Cleaning off your surfaces once a day or a couple times a week, and just putting clothes and books and papers and things way goes a long way to maintaining order.

As we talk about National Preparedness Month in September, the best way to prepare for any possibility is to set yourself up to act and react quickly and confidently. To find your stuff when you need it, should the need arise and a wildfire or hurricane comes or maybe you’re just called out of town and need to pack a quick bag. And putting your stuff AWAY so you can find it again is one of the best ways to prepare for ANYTHING life may toss your way.

Commit this week to just putting stuff away. A few extra moments when you finish using something, or a couple times a week to catch up. Small bits of time really add up when your stuff is maintained and your space is clear!

Plan Ahead: Find Your Personal Vital Records NOW, Before You Need Them.

It has been a crazy 6 months.

Pandemic? Sure.


But there’s more. A friend in West Hollywood shares early morning FB posts every time there is an earthquake. Many of us know folks affected by the wild fires – even our sky here in Illinois is gray with their smoke this week! And those are just the things we know about right now!

Talking to a friend today here in Chicago, she was thinking about what that would actually look like – having only a few moments, if any, to prepare to evacuate. What would we take?

That packing list would vary from person to person or situation to situation. But there are a few items that should be on that list, no matter what. Let’s talk about your Personal Vital Records.

This is one of those tough topics and some of you may feel a little uncomfortable – I’ll apologize in advance! But since I’ve been talking about National Preparedness Month, I need to spend a little time talking about our Personal Vital Records (PVR). If we are working on Being Prepared, we need to think about them and more importantly, be able to put our hands on them when we need them.

So, what are our Personal Vital Records? Wikipedia says:

Vital records are records of life events kept under governmental authority, including birth certificates, marriage licenses (or marriage certificates), and death certificates. In some jurisdictions, vital records may also include records of civil unions or domestic partnerships.

I would include additional items like social security cards, Baptismal certificates, copies of your Will and Durable Power of Attorney for Health Care, Finance, etc., your mortgage papers, titles to your cars, etc. Your pile of PVR is probably not big, but it is precious and important.

Very often, in terms of preparedness, we don’t know exactly what we are preparing for, but we know that some papers are really important to be able to produce in case of accident or illness or insurance, etc. And while replacing PVRs is not impossible, it can be a long and complicated process, so let’s just collect and protect them now while there isn’t an emergency, shall we?

Be Prepared by collecting and protecting your Personal Vital Records. Here’s how:

  • Establish a home for your PVR, even temporarily. If you have them tucked in various places (dresser drawers, jewelry boxes, desk drawers, file cabinets – any of these sound familiar?), collect them into one central location.
  • Label that location, and tell at least one other person know where the records are!
  • Invest in a portable fire-proof safe. Portable so you can take it with you if you need to leave in a hurry. Fire-proof because, well, yes, Fire. And a safe because it can be that one central location and can also protect your items. We received a safe and a fire extinguisher from a friend as a wedding gift. Brilliant! Safes are not very expensive and are an excellent investment.
  • And, again, as you establish a place or a safe to hold your PVR, make sure at least one other person (maybe even one outside of your home) knows where the safe and keys (separate) are.
  • As you go through your day to day life, if you run across one of these PVRs, be sure to put it in its’ established home. For example, maybe you pulled a birth certificate out recently to copy and hand in to school for your student’s enrollment – pull it out of the random school papers on the counter and tuck it into your newly established Personal Vital Records folder or safe.

Take this simple step this week, and add to Personal Vital Records as you find them. When the time comes that you DO need to put your hands on one of them, you’ll be grateful you took the step!

An Organized Person… Keeps the “Office” in “Home Office”

Today, the second Tuesday in March, is National Organize Your Home Office Day!

When working with clients, I have never heard the complaint that folks are TOO productive in their home offices, or that their home office is TOO much like an office.

Nope.

I am more likely to hear that a home office isn’t set up to actually get work done, that perhaps it has too much “home” and not enough “office”.

So, this week, let’s work on finding the balance between Home and Office in your home office.

 

Let’ get started!

(15 minutes) Set up those monthly Completed Papers files for your receipts, statements, paid bills and other completed paperwork for 2019, if you haven’t already.

(30 minutes) Clean out your in box.  Toss anything that is expired, redundant or just not important anymore.

(30-45 minutes) Using your monthly Completed Papers files, put away those papers that have been floating around your home office work space.  You know the ones.

(30 minutes) Decide once and for all what to do with all that miscellaneous tech floating around your home office.  The bowl on the desk of dead and dying IPods (oh, is that just us?), smart Phones and tablets.  You know, the ones that are too old to even have updates available, or that no longer hold a charge?  Sell, recycle, pass them along.  Just let them go if they have outlived their usefulness.  Same goes for those miscellaneous and unassigned cords cluttering up your drawers.

(As you go along) Set aside all the actual items that require further action, add the actions to your To Do list and make time this week to take those actions.  Items to be returned, books to go back to a friend or the library, forms to be returned to school, cookies to be mailed – ok, those are the items in my action pile for tomorrow!

 

What belongs in your Home Office?

Keep only your current work in your office and on your work space.  The work you need to do today, tomorrow and this week.  If you have files or papers that you need but NOT RIGHT NOW?  Those need to go away so that you can focus on the work that does need your attention right now.  Keep visible only that which serves you.

 

What does not belong in your Home Office?

Remove any unnecessary clutter.  Anything that is too much Home and not enough Office needs to go.  Deliver the non work items to the other places where they belong in your home.

Embrace National Organize Your Home Office Day, and spend a little time this week making your space more productive!

Things We Adults Have To Do Sometimes: The Ultimate “What-If?”

A conversation about life insurance turned to a serious statement for me and my husband – we needed to update our wills.  Our sons are older, our needs have changed.  It’s time.

Regardless of age or situation, organized people get their affairs in order.  We needed to make that happen.

But who wants to tackle the tough subjects, right? Either for our self or with a loved one? It can be difficult, uncomfortable, upsetting and even depressing. But we have to do it, for the Ultimate What If.

These are tough topics, I know.  But I also know that making decisions for yourself and your stuff can be a positive experience, bringing peace of mind, comfort, clarity and relief.  Here are some ideas about the process.

Make sure someone knows where your vital information is.  You don’t have to share it all, but a trusted friend should know where it is.  Your vital information might include:

  • Password info for your online information
  • Banking, tax and financial highlights
  • Your Will and Powers of Attorney for Health Care, Financial or Legal Matters, etc.
  • Anything else you would like someone to know about you, should you no longer be able to speak for yourself.

Find and Utilize Your Expert.  Last week, we met with our lawyer Eileen (http://kerlinwalshlaw.com/) to complete our Will and Powers of Attorney.

I wish I could take credit for the hard work, but our attorney took care of that.  We delivered our information and answered questions, then she and her wonderful office turned our information and decisions into the finished product.  We explained our needs – in the event of a tragedy, we need to provide guardianship for our youngest plus for the educational needs of all three sons. Beyond that, we also talked about health care decisions and planning for the future.  And since she is our expert, she was able to explain different strategies and options to us to meet our goals.  Find your own expert (or contact Kerlin Walsh Law), and make the call.

Make Decisions About Your Health:

  • One of the documents we signed was our Power of Attorney for Health care.
  • A few years back, a client asked me if I would sit and read through her own Power of Attorney for Health Care and Finances, plus her End of Life directives with her.  The topic upset her children too much to talk it through with them, and she really wanted closure with the process.  Conveniently, I’m a notary public, so I could notarize her signature while we were working.   She also recommended “5 Wishes”, https://fivewishes.org/, as a guide to help with these tough decisions.

Make Decisions About Your Stuff:

  • If you have specific items to share, write a note now about who should get the item, but more importantly – write a note about Why?  Why do you want the crystal vase to go to your niece, and what makes it important to you?  Tell your story, and the story of your gifts.  I would even suggest  – if you are downsizing or just in a mood to purge, give the treasure to your loved one now, while you can share a story in person.

Make Decisions About Your Service: 

  • The Dress.  Early in my career, I cleaned out a closet with a dear client.  There was a dress hung in the back of the closet, with the dry cleaner bag still on it.  The client was active and healthy at the time, but she told me that was The Dress, and if her family asked, that was The Dress she wanted to be buried in.  I respected her wishes, and we talked a little more about her plans, and then moved on.  She had many more good years.  Last summer, at her wake, seeing her in The Dress made me cry and smile at the same time, I was so glad she had shared her wishes with her family.
  • You may not know this, but in addition to a certified professional organizer,  I am also a liturgical musician and have sung for dozens of funerals.  If you have a favorite song or scripture reading, let someone know now.

This is a weighty topic, I know. But taking a calm and organized approach to getting your affairs in order now will save everyone stress or heartache later.  Just do it!

Get Rid Of Mail Before It Arrives!

At a presentation last week, I promised to share some tips about purging paper clutter.  Specifically, how to cut down on mail before it even hits your mail box! 

Wouldn’t it be better for mail to just not even arrive?!  We can make that happen!  Drastically reduce your new mail and have less paper to manage!

Check out the Direct Marketing Association website at https://thedma.org/accountability/dma-choice/, and for $2, sign up for DMA  Choice.  Here, you can choose to remove your name from mailing lists, cutting down on your unsolicited mail.  I have a couple of derivations to my name – Colleen and Mary Colleen, for example – so I can list all the different ways my name appears and remove it from unsolicited mailing lists.

Rest assured, the DMA will only remove you from unsolicited mailing lists (from organizations and companies you don’t already have a relationship with), so the mail you want to receive will be unaffected.

File this under “learn something new every day”, the DMA also offers the option to remove deceased family members from mailing lists, to help eliminate the sometimes painful exercise of returning mail or having to call organizations and talk about a death.

 

Next, on to Catalogs.  Tear off the back page and recycle the rest.  Then, with your back pages in hand, head over to CatalogChoice.org, to eliminate unwanted catalogs.  Catalog Choice will ask for the name of the catalog, your name and address, and the key code and source codes on the catalog.  It may take up to a month to see a difference, but your mail box will thank you!  If you have a catalog not listed on CatalogChoice.org, try calling the 800# to cancel it.

 

Also, receive as much of your mail via email as possible.  Magazines, newsletters, banking and financial statements, bills – all can be recieved via email or logging in!  Save your statements to PDF on your computer, and eliminate the need for paper (Making sure you back up your data, of course).

 

And… if the mail does still arrive, as some, no doubt, will…

  • Set up a recycling bin next to the door and toss immediately anything that can be recycled.
  • Keep a shredder close at hand, too.  There will be unsolicited mail that arrives that may contain personal information or offers, and these items should be shred immediately.
  • Tackle these quick steps regularly, so mail and paper clutter doesn’t have a chance to pile up

Keep the mail from piling up, and give your mail box a break!

Nat’l Organize Your Home Office Day: Your Papers Need a Home

The second Tuesday of March is National Organize Your Home Office Day.

I have posted dozens of articles about paper management and office organizing.  Just last week, I was reminded of the importance of having a Home for Your Papers, and wanted to share!

Think about the idea of “Home”.  If a person has a home, you can typically find them there.  They start and end their day there.  If you need to send them something, you send it to their home so it’s waiting for them when they arrive.  A person’s home is their default, their normal resting place.

Our important papers need the same thing. Our papers need a home so we can find them again, pair them with related papers, and keep them safe.

(A word about technology:  Any of these suggestions also work if you keep only digital records of your information instead of actual paper!)

There are three main categories of important papers.

  1. Active papers:  Papers that require a further action soon.  Bills to pay, coupons for an upcoming purchase, forms to complete and return.  The most important thing about Active Papers is to take action on them, so their HOME needs to be convenient and close at hand.
    For example, when I finished opening mail with a client recently, we had just a few small piles of papers to deal with.  After I filed some passive papers, we set up her bills to pay, and she tucked into her purse the village vehicle sticker info and some coupons for her errands later in the day.
  2. Passive Papers: Passive papers are papers we need to keep for a certain amount of time, like paid bills or bank statements or tax returns.  We need to keep them  for a certain amount of time, and then we need to make sure we purge / recycle / shred them once in a while, so they don’t pile up and we end up with 20 years of paid utility bills in a file drawer, or grocery receipts from 6 years ago in a shoebox.  The most important thing to remember about Passive Papers is to put them away instead of leaving them pile here and there, and to regularly purge them, like once a month or once a year, so that they don’t accumulate.
    For example, today I went through bank statements with a client to prepare to do her taxes.  It was easy to find the necessary statements since ONLY 2017 and a few 2018 statements were in the file – all the others are bundled up with previous year taxes and cleared out of the drawer!
  3. Archival Papers are Papers that we need to keep for the long term.  Birth / marriage / sacramental certificates, social security cards and pass ports, house purchase papers, car or boat titles, wills, etc.  The most important thing to remember about Archival Papers is to protect them, so their HOME needs to offer protection (a safe or a bank safety deposit box) and may be a little less convenient to access.  But that’s OK, since we don’t need to access Archival Papers often.  For example, I registered my youngest for high school last Saturday and his birth certificate and social security number were both required.  Grabbing both took all of 10 seconds, since we have one and only one very safe and specific place for such vital documents.  And of course, I PUT THEM BACK when I was done with them!
  4. There are probably more than 3 types of papers, if we add in memorabilia or photos, but those will be a discussion for another day!

So, as we think about organizing our Home Office on National Organize Your Home Office Day, make sure to have HOMES for these three types of papers.

  • Active work space and open storage for tackling your to-do pile, and time set aside in your schedule to take care of business.
  • Closed storage, perhaps a file cabinet drawer or a desk drawer, for your passive papers.  Plus, a regular habit to regularly (weekly or monthly) file passive papers, and every month or year to purge your outdated passive papers.  And
  • Safe storage, perhaps a portable safe or a locking file cabinet drawer, for your important archival records and vital documents, so you can always find them when you need them.
To:

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Please contact me.

Call / text 708.790.1940
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“What Do I Do With All Those Magazine Articles?”

“What Do I Do With All Those Magazine Articles?”

This question came up at a Paper Management class a few weeks ago, and it comes up often in my work!

 

I understand the challenge!  Personally, my magazine reading consists of:

  • Stash new magazines into a holder above my desk as they arrive in the mail;
  • Grab the magazines as we head out the door for a road trip (I read when it’s my husband’s turn to drive);
  • Read magazines cover to cover, pulling out only the articles that interest me;
  • Recycle the used magazines;
  • (Eventually) Process the handful of articles and information I have pulled out when I get home.

So, most of those steps are pretty straightforward, right?

  • Create a spot to keep your un-read magazines.
  • Create time and a routine around actually reading them.
  • Keep the important info, and recycle the rest.

But…. then what?  How do we store them? What should we DO with them?  Here is my answer for the class participant (let’s call her Patty) and the rest of us with the same question!

CATEGORIES:  My first question to Patty was “What are the categories for your articles?  She answered:

  • Health articles
  • Books to read
  • Diet & Exercise tips
  • Great Household Tips
  • List of Good Wines
  • Sentimental Greeting cards given to me
  • Beauty/Makeup Products
  • Easy Craft Projects
  • Decorating Ideas

For my own categories, I might add:

  • Items to share with others
  • Recipes
  • Business ideas / marketing ideas
  • Blog article ideas

 

HOW TO USE THE INFO?

Once you have established your categories, consider how you want to use each category’s information.   For example –

Let’s say you save an article with “work out moves for cold weather”.  You probably want to post that article where you can see it as you work out.

What about an article regarding a new treatment that you want to discuss with your doctor?  You probably want to keep that article close at hand but portable, so you can take it with you to your next doctor appointment.

What about recipes?  The logical place for recipes is in the kitchen, of course, where they will be used.

HOW TO STORE THEM:

Low-Tech Solutions:

Consider 3-ring binders for articles you want to keep and read again.  Binders work if you want to read your information like a book, or if you want your information to stay portable.

I personally use a 3 ring binder for recipes.  I have done away with most of my cookbooks over the years, and keep only the recipes I use often.  When I tear out a new recipe from a magazine, I will tuck it in to the front pocket of my recipe binder.  When I am looking for dinner inspiration, I will head to that front pocket!  I’ll only keep recipes that my family and I actually have tried and like – those go in page protectors in the same binder, filed by category.

I have a client with multiple health challenges, and she keeps a binder for articles and ideas to take to appointments and discuss with her different medical professionals.

I also recommend standing file holders with hanging files tabbed with the name of each category.   As you collect the articles, filing becomes so easy!  Then, when you’re ready to review the file, you can pull out all the similar articles at once.

 

 

Consider high tech solutions, too.  I asked Facebook friends for their magazine article suggestions:

MHD: “I scan the articles and store in a file on my computer” or

MTO: “I take photos of recipes that I want to save and keep a file on my PC. For longer articles, I will sometimes scan them to my PC and save them based on topic. (Meaning, a marketing article would go into the Marketing folder on my PC, a sales article would go into a Sales folder, etc.)”

Snap a picture with your phone or tablet, save articles and ideas on Evernote or Pinterest. Better yet, consider receiving your subscription electronically on your tablet or kindle.

 

HOW TO USE THE INFO BETTER!

The most important thing to remember about these magazine articles you are keeping is that you actually want to USE the information they contain.

Read your periodicals differently.
  • Keep only the pages you want, and recycle the rest.
  • Read with a pen and notebook nearby.  Sometimes, an article only contains one idea or reminder that we need to keep (circle it or highlight it!!), or generates one idea or task to add to our to-do list. (“Oh, reading this article reminds me I want to ask my doctor about vitamin D supplements.”)
  • Make sure that you make time to actually ACT on the ideas from the articles!
  • What can you take care of right now?  Add ideas to your lists, bookmark the website referenced in an article or subscribe to the newsletter or blog, then toss the paper!
  • What can you get rid of for good?  Are there certain magazines that always seem to pile up?  That you never seem to want to read? Or that don’t have articles that you keep?  Time to let that subscription go!
To:

Receive more ideas and suggestions like these;
Book time with me in person or virtually;
Arrange a presentation for your upcoming event; or
Discover the benefits of Organizational Coaching;

Please contact me.

Call / text 708.790.1940
Online at  http://peaceofmindpo.com
www.Facebook.com/MColleenKlimczakCPO
Via Twitter, @ColleenCPO

Organized People… Don’t Pay Late Fees! 4 Tips to Organize Your Bill Paying

Organizing Your Bill Paying Process ensures successful and consistent Bill Paying!  Try these 4 tips to Streamline Your Process!

Set An Appointment.  

Client Study:  A client I first met many years ago admitted that deadlines and due dates would often slip past her and her husband, costing lots of money in late fees, not to mention frustration! She did not have a set time to regularly sit down and pay her bills, so as life got busy, they would both forget to pay bills.

Tip: Set aside time every week or every other week to pay your bills.  For example, if you get paid every other Friday, make an appointment with your computer / check book for every other Thursday evening to pay your bills and manage your money.  If it’s on the calendar, it’s more likely to happen!

 

Do the Job Until It’s Done.   

Client Study:  I worked with a couple, and I could tell that the husband was very nervous about having an organizer in the house! He was very happy when I told him I wanted him to spend LESS time on his papers every week!

Here is the rest of that statement: “Carve out an hour every week (they chose Saturday morning) to open all the mail, pay all the bills, respond to any other correspondence and shred / recycle whatever needed to go.”  They agreed an hour should be enough. They could worry less throughout the week, but they had to tackle all their money management tasks, start to finish, when they DID work on their bills.

Tip: Spend less time on your bill paying, but complete the job from start to finish when you sit down.

 

Dedicate Space for Paying Bills.

Client Study: I worked with a lovely couple just last week.  They took turns explaining how they used their shared work space.  One person had a place to always tuck the bills to be paid. The other person had no idea that was the system in place!

Just that one piece of information, a dedicated place to put the Bills-To-Pay, made a huge difference in how each uses the space!

If you pay bills on line, consider creating an email subfolder or maybe even an email account just for bill-paying and financial information, and make sure everyone who needs to know about it has access!

In addition, set yourself up to succeed with your necessary supplies in that space (pens, notepad, post its, computer if you pay on-line, envelopes and stamps, etc.).

Tip: Dedicate Space for bill-paying, and let all involved parties know the plan!

 

Make  Filing Easier, Too!

Client Study: Me.  For both our personal and my business bill paying, we have done away with individual vendor files and just have monthly folders for all income and banking info.  Any paid bills, receipts, bank statements, etc., get added to those monthly files.  Finding info is so easy, as is filing!

Tip: Create Monthly Folders for all things Income / Banking related and make filing easy!  And if you like this idea, apply it to your on-line bill paying as well!  Same idea around your directories on your computer or google drive!

Pick a Tip, and Give it a Try!
To:

Receive more ideas and suggestions like these;
Book time with me in person or virtually;
Arrange a presentation for your upcoming event; or
Discover the benefits of Organizational Coaching;

Please contact me.

Call / text 708.790.1940
Online at  http://peaceofmindpo.com
www.Facebook.com/MColleenKlimczakCPO
Via Twitter, @ColleenCPO