Tag: storage

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!

Spiders, Mice, Many-legged Things and Christmas Decor (a.k.a., Our Crawl Space)

We tackled the crawl space this weekend.  Yes, the organizer dives into weekend organizing rubbermaidprojects!  The crawl space is under the addition to our home  (both were here before we got here).   It is great storage space, but gets a little grubby and needs our attention about once a year, and this was the weekend!

We can all learn from every experience, so what lessons do I want to share with all of you from this project?

We often spend more time and energy dreading or avoiding a project than the chore actually takes to complete.
For a month, I’ve been thinking that we needed to get to the crawl space, and I would get frustrated whenever I thought about going in there for something.  And then,  we completed the project in under an hour.  So silly to worry so much!

Relatedly, Bugs and creepy crawlies aren’t really that creepy.  
Come on, people, they’re not that big of a deal.

Working on and completing projects often create more ideas or tasks to complete, though small ones in this case.
Keep a notebook with you, as you work, to jot down ideas.   As we cleaned out the crawl space, I realized a number of further tasks needed to be added to my to-do list:

  • As of October 1, I will list the extra Halloween Costumes on Facebook;
  • As of October 1, if the baby items we found have not been picked up, I will drop them off at the Courage Program at St. Germaine Parish in  Oak Lawn;
  • As of November 1, I will check the Christmas light sales, as we need new ones this year; and
  • As of January 1, we need to review and purge excess Christmas decorations!
  • All of these were added to my to-do list, and I’m pondering a few more ideas, too!

Keep your smartphone with you.
We texted a family member about some baby items we were still storing, plus I posted on Facebook that we had free baby items to be picked up (the bassinet is already gone!)

Sometimes, it’s just really helpful to remind yourself of what you have.
The crawl space wasn’t actually disorganized, we just needed to review things and make sure they were stored well.  We pulled the often-accessed items to the front, made sure everything was well labeled and grouped, and cleaned out the spiderwebs, dead bugs and mice droppings. (another note, put out more mice bait).

Completing Organizing Projects feels Great!
Maybe it’s just me, but I don’t think so.  I am so glad we spent time on the crawl space, definitely a worthwhile investment for my Peace of Mind. Now, on to the garage!

“Cleanse Your Power Center”: I organized my office, not my chakras.

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work shelf photoI received an email last week entitled “Cleanse Your Power Center”.

I thought “Great idea!  My ‘power center’ sounds like my office, and it does need cleansing.”  Upon actually reading the article, I realized the writer had a more spiritual intention, and I was supposed to be cleansing my chakras.  I organized my office instead. My chakras will have to wait.  And for the record, I did the deep breathing recommended while reviewing papers!

A few years ago, I had a work space custom-built, including a flat work space, a shelf above my work space and closed cabinets above the shelf, and 3 drawers for supplies and things.  I also have a file cabinet, though after this weekend only ¾ of one drawer contains files.

So how to get started?  Set aside a few hours and focus on your space.  As with any project, focus your efforts on small spaces to start.  Attacking the office all at once can feel overwhelming!  And imagine if I tear apart my office and then have to stop organizing to go somewhere or do Work – I’m left with a torn-up mess and no place to work.

1.  Start with the Easy Stuff.  I removed a small table because it just collects stuff.  I took out the trash and recycling, emptied the shredder and took some old electronics to the car to be recycled this week.  Whew, better already!

2.  Organize Your Horizontal Work Space.  Your office will look better immediately!  I intentionally built a not-too-big work space.  I don’t store papers on it, and I am dedicated to putting stuff away at the end of every day.  The work space is  comfortable, well-lit, welcoming (to me), and typically clear.  This is actually the easiest place for me to start, requiring 5 minutes to clean out pens, clear off my bulletin board, and wipe everything down.  My Power Center is looking cleansed!

3.  Tackle Valuable and Visible Storage Space.  This is where you should store really important, active papers.  Perhaps this is on your desk top.  In my office, it’s the shelf above my desk.  The items on it are physical reminders of projects and responsibilities I need to tend to.  It is literally and figuratively Work hanging over my work space and head.  If it starts to look overcrowded, I start to feel stress!  So maintaining a clean and streamlined appearance on the shelf helps me feel positive and motivated about work!  In addition, this shelf is visible to everyone walking by, so it’s important that it looks nice.  This shelf, too, needed just a little work.  I cleared out my reading pile, re-labeled some items, and set aside a few binders that hold in-active materials.

4.  Tackle Valuable but Closed Storage Space next, like the cabinets above my desk. I cleared out old books (donate pile), obsolete organizing and tech products and manuals (recycle!), and Cub Scout resources that I can store in our scout storage room at our program location.  Clearing out just these three types of materials opened up space for the binders of in-active materials from the open shelf.

5. Drawers:  I took a quick glance through my drawers next, but they, too, are pretty tidy.  Mostly, I dumped some old marketing materials and more dead electronics, and cleared some space.   It’s easy to waste lots of energy organizing these little spaces, so don’t fall into that trap.  Spend just a little time on the desk drawers and supplies, then move on.

6. Files:  My last stop was my File Cabinet.  I am slowly moving towards a paperless      office, but I am not there yet!  And my challenge, just like everyone else, is finding the time for maintenance.  I file papers in my files, expecting to refer back to them some day.  But I rarely do go back to them, and there they sit.  I cleared out almost every paper that was more than 2 years old, and re-titled files to find important stuff more quickly.  I even went the extra step, grabbed my label maker and made all the tabs consistent and snazzy.

For a couple of hours of work, my “Power Center” is “cleansed”, my office runs more smoothly and feels better, and the ideas are flowing freely.  I feel better, and I’m pretty sure the “power center” article writer would approve.  What one or two ideas can you take from this article to work on your office this week? Let me know!

The Day the Decorations Come Down!

It’s that time of year again, When the Christmas decorations come down!  Do yourself a favor for next year, and try these 5 ideas today:

  1. Permanently purge the stuff you did not use this year. We have a pile of items we have not used for a couple of years, and most will go away permanently, via donations or recycling.
  2. Invest in quality storage containers. Stackable, sturdy plastic, bug proof.  A client had pests in her storage area over the summer, and her boxes and favorite decorations were destroyed.  Water and moisture, mice and termites are just some of the threats to your treasures.  We use 18 gal. Rubbermaid or Sterilite containers.  Clear containers are great, too, and allow us to see what is inside, but clear ones can be more expensive than comparably sized containers.  Also available are containers made specifically to store ornaments.
  3. Tag your ornaments.  We received an ornament from a friend tagged with a label listing the date, her name and a wish for us. I love that idea, and will tag a few more this year myself!  Next year and for years to come, we can remember where our favorite ornaments came from and appreciate our friends anew.  This will also help on that day far in the future when I distribute ornaments to my sons as they start their own homes and families.
  4. Last-In First-Out Box.  In a recent blog, I mentioned my Last-In First-Out box, and a few of you asked me about that.  Here is the explanation:  In one well-labeled container, I place all the things that I use for the duration of the Christmas Season.  For example, around December 1, we put up just a few things, like our nativity scene, heirloom advent calendars and table runners.  Those are the first-out decorations, and the extent of our decorations until mid-December.  They are also the last items to go back into storage.  So we keep those few things that we use for all 6 weeks in their own container.  That way, I only have to grab one container to get us started, that same one stays open in the laundry room (the entrance to the crawl space) as we put things away, too,  and is placed on top of the pile until next December.
  5. Make some notes about this year to review next year. Here are a few of mine:
    1. More Christmas cards next years.  I underestimated our numbers, and had to reorder cards and buy more stamps before I could mail my business New Years cards.
    2. I noted our menu for the various meals we hosted, and party ideas that worked or not.
    3. I listed gift giving challenges and successes.
    4. I added “Christmas photos” to my October list, to print them sooner.  I love the collage photo cards now available.  I can use great parts of a number of photos instead of relying / waiting for one perfect (yeah, right) family photo.
    5. I have a spreadsheet, too, for my holiday planning, but I make these Christmas notes in a notebook, and they are personal and reflective, more like a journal to keep from year to year.

So, while your memories are still fresh, take a few minutes now to reflect on and savor your holiday season.  And take a few more to make next year’s holiday season even better!