I was working in my office the other day and I went to look for a receipt from a file folder and before I knew it I was going through the whole file getting rid of the old receipts!  Remember the “One Year Organizing Rule?”  We just talked about it on Monday.. Well this rule certainly applies to PAPER!

Did you know we only retrieve 20% of the paper we file…… that means 80% of the paper we file just sits there!

We are coming to the end of the year and there is no better time than now to go through file drawers and PURGE!  Take out the legal and tax documents you need for your taxes and start looking at the rest!

Top Three Questions to ask when going through your files:

1)  Is this paper important?  Do you need it anymore?

2)  What’s the worst thing that could happen if I got rid of this paper?

3)  Are there tax or legal reasons to keep the paper?

Extra Tip: Place a paper shredder nearby your file cabinet….. As you purge ….  you shred!

This is the first of many steps in getting your paper organized!

If you would like to learn more about the TCO Paper Management Plan for your home or office, send me an email @ nikki@takecontrolorganizing.com.

Happy Organizing!

I am guilty!  I do this and I find I do this often!

I’ll get a free day to get some things done around the house, and all the sudden I have a list of 10 things to do, but by lunch time I am tired and only half, if that is done!

Does this sound familiar to anyone?  I really hope it’s not just me!

Time goes by fast, no doubt, and things usually take longer than you expect.  I get interrupted a lot!  I have 2 kids and remember our new puppy?  He takes up a lot of time too!  Potty breaks are a constant around the clock event right now!

In the last week, I signed up for the free trial of OmniFocus.  OmniFocus is a great product, there will probably be a blog post about in the future.  My point for this post is to talk about a revelation I learned as I was watching one of the tutorials.

Is your “To Do” list filled with tasks or goals? If it’s filled with goals, it’s actually going to be almost impossible to get your to do, done!  It becomes unreachable! Uh… I never really thought about it before.

Goals are what we want to achieve, the end result, but they do not clarify the how to do it part… That’s where the tasks come in.  To reach your goal, break it down into tasks. It will certainly make your “To Do” list more organized and hopefully more productive!  We can all tackle something big in small chunks, but to tackle it all at once can be extremely overwhelming!

I am a work in progress, but with this new awareness, I hope to be more effective!

I hope it helps you too!

Happy Organizing!

Between work, clients, family, and home, there is a lot to be done!  It’s not always easy to capture everything in your head.  Yes, “to do” lists certainly help and can effectively organize the tasks for the day, but what about for the whole project you are working on? Are you able to capture your thoughts and ideas effectively with a list?

Have you ever considered Mind Mapping?

What is Mind Mapping?

Mind Mapping is a creative way in putting your ideas, thoughts, and concepts onto paper.  It is a visual thinking tool which helps you organize your thoughts and processes. Mind Mapping is a great alternative to the traditional “to do” list. It’s a closer representation of how your brain actually works.  It’s creative and it’s fun! If you are finding your traditional “to do” is not working well, I highly suggest you try this method in capturing and organizing your thoughts!

You can use mind maps for many reasons. It’s not just limited to project planning.  Say you are having a difficult decision to make, use a mind map to capture your ideas and thoughts, the pros and the cons.  You are planning a trip, this is a great way to capture what needs to be done, what you want to do, and the basic planning of the trip.

There are so many uses and reasons why you may use a mind map.  The options are unlimited and the complexity of each map is up to you!

How does Mind Mapping work?

It’s actually very simple.  You start in the middle of a blank page and write the project or central idea you are developing.  From the edges of the circle you draw lines for your subtopics.  Your subtopics may have branches leading off them too.  Again, it can be as complex or simple as you need it be.

To get started in Mind Mapping, you can just use a simple piece of paper.

I just recently started to explore the different Mind Maps available for your computer, iPhone and iPad. I have been using some of the trials to get a feel of what I like best. Google, “Mind Maps“, and you will be surprised of all the different options!  You can dress up the mind maps to be very colorful or if you prefer, very simple.

I suggest you try a couple and get the one that feels right to you… I just recently bought the iThoughts version for the iPad and iPhone, and I have been really happy with it!

If you are already using mind maps, let us know what you like and recommend! We are always wanting to hear feedback from others!

Happy Organizing!

Depending on the grade of our child, there is a good possibly they will have homework from day one!  The best thing you can do is to be prepared and make sure you child has everything they need, when they need it. It will save time and keep them focused on the homework and not trying to find their pencils and erasers!

You can set up a homework station in a variety of ways.  The student could have their own desk in their room or in a common area in the home.  If they like to do their homework in different rooms around the house, a portable desk may be a good option.  The study space should be a place where the student can think, focus, brainstorm, and if set up correctly, should make doing homework a little less painful!

These are the essentials you need no matter how the work station is set up:

• Kids will not work in a station if it’s not user friendly.  You must get their opinions and thoughts about how to best set up a workspace.
• You want the station to have storage space and surface space, they need to have enough space to store all of their supplies, printer, computer, paper etc.  You need to have the surface area to write, cut, paste etc.
• Good lighting- It’s hard to do your best work if you can’t see what you are doing!
• Make sure the student is comfortable- if they don’t like their desk chair, they will never sit it in.
• Let me them put personal touches around their workspace – just like if you were working in a cubicle, you want around you the things that make you happy.
• Include a bulletin board and calendar to the workspace – they need to see deadlines and bulletin boards are a great way to post reminders and other information your student may need. (Teach the child to go through the bulletin board on a weekly basis, so it doesn’t fill up with paper clutter)
• Make sure the station is stocked with everything they need!  Nothing is worse than finding out you used the last staple.  Keep up on the inventory of supplies!

Happy Organizing!

Back to School!

Ready or not, school is just around the corner!  For some of you around the country, it may have already begun!  If you have any lessons learned this season, please share your wealth of information! We are always looking for tips to make our lives easier!

I will be the first to admit I am not ready to let go of summer.  However, I do know it’s better to be prepared and plan for this upcoming season change.  If you are not organized during this time, it can easily turn into chaos with a lot of frustration and stress!

So what can we do to make this time less stressful?  Organized.com is one way for sure!  The Back to Campus webpage is a great resource for great products and information all of us can learn from…

Here are just a few of my favorite articles and products:

How to Prepare for the First Day of Preschool

How to Pack the Perfect Lunch

Locker Organization

The Dorm Store

The Dorm Checklist

More Back to School Posts our on the way.. Visit our Back to School Central Link… This will take you to all the blog posts related to Back to School plus more products I recommend to get your season off right!

Happy Organizing!

Here is a quick tip to prevent the paper pile up….

Do everything you can not to place more than two pieces of paper on top of each other… I said it’s a quick tip, I never said it would be easy!

A small stack of paper can easily turn into a large mountain of paper, if you are not aware that you keep stacking and stacking… I go back to the organizing rule of “touch it once”.. it’s hard, but the more you are aware of it the better you will get at it.

Ask yourself to really identify what the paper is, can it be filed, does it need some kind of action?  What better system can you build to prevent these pile ups? (If you don’t know, call a Professional!  This is what we do!)

Think before you pile!

Happy Organizing!

How you answer this question, will most likely determine how organized you really are! If the answer is Yes… Well kudos to you my friend! My guess is for most people the answer is yes, sort of, maybe, sometimes, or no, not at all.

David Allen in Getting Things Done, talks about having clear edges between your reference files and action files.  What does this mean? Having clear edges between your files means only reference paper goes into the reference file, and only action papers go into the action file.  Clear edges means there is no grey area, it should be very clear what is in the file.

You are making a promise to yourself and making a commitment to maintain your system the way you set it up.  You trust that when you are looking for a reference file, it will be in the reference file.

The files and therefore the system must be clear and well defined!  You can not be sort of be organized or organized half of the time.  When doing so, we are breaking the promise you made…. You are breaking the trust in the system.

What happens when we don’t trust our systems? We become numb to them!  We say, they no longer work for us.  We get frustrated and we can easily go back to our old habits and before we know it, the paper pile is back!  We have to trust our systems in order to make them work! We have to keep the promise we made.

Here is an example of a trusted system, which is not about paper, but everyday items you would find in a home:

I was working with a client the other day and we were talking about underneath their bathroom sinks.  Both sinks had a variety of different medicines, first aid, extra supplies etc, basically to the point where it was overflowing.  They were buying duplicates of items because they thought they were out.  So we created a new system… one they could trust! We decided to clear out the sinks and go through the organizing process by placing like items with like items.  After deciding what was needed to stay under the sinks, we labeled a clear bin for the excess supplies.  We placed the clear bin in their closet where there was plenty of room and easy access.  So going forward, if they were out of something from under the sink, they would go to the extra bin, if it was not in the bin, then they knew they could trust it was no where else in the home and they could add it to their errand list.   They now have a trusted system in place.

Do you trust your organizing system?

If the answer is no, what actions can you do to fix it?

In order to stay organized, in order to live an organized lifestyle, you must trust your systems!

Happy Organizing!

There is no getting around it, there is no easy way out of this… To create change, you have to change! We recently had a podcast show dedicated to just building new habits. This got me to also think about routines.  What is different about a routine and a habit? Essentially it is the same thing.  However, a habit is usually done unconsciously, most likely we are not even aware we are doing the action.  Like biting our nails when we are nervous or using our hands when we speak.

A routine can certainly be habit, it’s usually a list of tasks we do to prepare for something.  Many parents use nightly routines for their kids, sort of like a checklist of things to do before we go to bed.  Some of us have morning routines, where we check our email and voicemail first thing in the morning, etc.

So if we are trying a new organizing system, we need to build a new routine for our day.  We need to change our thinking and the way we do things.  But when it’s new, its too easy to forget!  Which is the reason many systems fall apart on us.

So how do we stop forgetting, and just do?

When you are first getting started with a new routine, may it be a new filing system, or a new way to schedule your daily to do’s, whatever the tasks may be, create a checklist!  Write down all of the action steps that need to be completed and check them off as you go.

Practice, over and over again, until the routine becomes a habit! You no longer have to think about what happens next. You no longer have to worry about your system breaking down, because you are doing the work…

You are getting things done!

Happy Organizing!

In the podcast this week, Pete and I talked about the process and the important key elements in making it work.  I have started to implement some of the ideas into my own system and really have seen a difference in the way I look at my work.

For this post, I would like to share with you TWO FILES TO AVOID!

The Misc. File and The To File file….

The Misc. File: This is something I have talked about before in blog posts and with my clients.  I am a big believer that the Misc. File is a dumping ground file! As David Allen would say it’s a place to put items where you do not want to make decisions.  This is true.  You don’t want to think about what to do with the paper, so it goes into the Misc. File, that’s the easy solution.  If you have a lot of misc. files you may also have a lot of misc. paper piles around the office.

The best thing you can do is a make a decision right away when a piece of paper comes your way.  If it really does not belong in an existing category you already have, then I suggest you make a new file just for this kind of paper, or better yet, really think about if the paper is worth saving!

On average, we only retrieve 20% of what we file, the other 80% is left in filing cabinets until we decide to purge them!

The To File file:  I admit, I have one of these!  I never really thought twice about it.  I figure if I had items that needed to file, I would put them into this file and then later when I had time or the folder got to full, which was a visual reminder, I would do my filing.  I started to think twice about my strategy after I started studying the GTD Method… (Getting Things Done!) David Allen actually recommends not to have a To File file.  My take on this recommendation is because you should have a filing system set up which is easy enough to file any paper within a minute or so.  There shouldn’t be a need to wait.  If you are done with the paper, file it. It seems so simple, right?

The key is to have an easy system, one which you understand and one with easy access.  If you have to get out of your chair to file, the likelihood of you doing it drops a significant amount.  Which could be why you are having the paper pile up in the first place!

I admit, I still have my To File file, it is empty, but I still held on to it.  I plan to practice the theory and see if it eliminates the filing paper pile.  My guess is if I am committed to making this change, then the file really will become obsolete and will be taken out of my action files.

If your system is easy then you really are better off to just take care of the paper now and not later!

There are many great concepts I could share with you about this book, and you will see more posts this week on the ones that really stood out to me.

So for today, think about your Misc. and To File Files, and ask yourself, are they really necessary?  Or are they adding more work and stress to your day?

If so, give it try and eliminate them all together!

Happy Organizing!

I believe there are some categories of paper that are actually better off not being filed in a cabinet.  Why? Because out of sight means out of mind for many of us.  If we don’t remember the information is there, we don’t do anything with the information.

My suggestion is to create binders! All you need is a good quality 3 ring binder, a quality hole punch, tab dividers, page protector sheets and you are ready to go! Binders make it easier for us to swift through what we need.  They are great for creative papers like home decorating ideas, scrapbooking ideas, and recipe organization.  It is also a great alternative for other categories of information from product manuals to having one place to document doctors appointments.

The point of the binder is the same as any filing system, to have all of your information about that specific category of paper in one place.  Organized in a fashion where it is easy for you to retrieve the information  you need, when you need it.  The tab dividers help separate the sub categories, which makes the paper easy to return.

Here are my favorite categories in creating a binder vs. a traditional filing system:

• Product Manuals and Warranties -Everything we buy such as an appliance or toy has a product manual and some carry warranites.  Instead of bulking up a file, choose a binder.  Use the plastic sleeves to house each manual or warranty, with the receipt attached.  Label the sub categories by: Appliances, Electronics, Lawn & Garden, Tools, Toys, Other.

• School / Artwork Binder-  Keep the very best of the best of children’s artwork and school work, organize the binder by year, month, grade, or age.  This is a great alternative if you do not scrapbook, it gives you one place to put everything and easy to give as a gift later on.

• Doctors Binder- This is a great way to keep track of appointments, medications, symptoms, important phone numbers, website resources, research, etc.  Organize the binder in which makes most sense to you, such as bills, specialists, lab results, appointment history, etc.

• Recipe Binder- If you are holding on to magazines because of the recipe, this is a great alternative. Instead of keeping the entire maganize, cut out the recipe and place it in your recipe to try binder. Organize it just a like a cookbook – entrees, side dishes, salads, etc. Once you have tried the recipe and you like it, create another binder for your favorite recipes.

• Events Binder- It can be very confusing and hectic to plan for a large event like a birthday party or holiday meal.  You can organize your binder by months (when you expect the event to occur), by actual event, checklists, ideas and inspirations, there are many options as long it makes sense to you. The best part in having an events binder is you do not have to recreate the wheel when planning for future events, you already have all of your information in this binder!

• Home / Decorating Ideas- This is a great way to organize clippings of magazines, articles about decorating, inspiration, etc.  Organize the tabs by room, bathroom, kitchen, etc.  Then when you are ready to do some shopping you have a head start.  You may also want to create a tab for things to do in your home, an ongoing list of projects, to keep track of your intentions.

• Scrapbooking / Hobby Ideas- If you scrapbook or have a hobby like knitting, quilting, etc, this is a great way to organize your ideas, magazine tear outs, and inspiration all in one place.  Your tabs could be separated by holiday, seasons, months, whatever you will remember.

All week we have been talking about Paper Management, this is a real concern for many of us.  I hope you have found the tips and suggestions helpful and a good start in getting your paper organized.

If you feel you may need further assistance in creating the right Paper Management System for you, please contact TCO about our services.  We would be happy to talk with you about your needs and create the right plan for you.  You do not have to be in the Eugene / Springfield Oregon area to take advantage of this service. We can help you on a virtual level, through phone coaching, Skype and email.

Until Next Time…..

Happy Organizing!

No matter how hard we try to avoid it, we can’t!  Although society is making a good effort to go paperless, we are not there yet.  In the Getting Control of Paper Clutter Podcast, it’s important to understand where our paper is coming from, and go from there on developing a filing system that works!

Ideally, you want to create a system where you can find the papers you need, when you need them, without wasting any time! Remember to file the right papers, only 20% of the papers we file ever get retrieved!

If we ignore the piles of paper, the piles will only get bigger!  Here are some tips on how to make your filing system conquer the paper clutter rather than adding to it!

Filing Tips To Contain The Paper Clutter:

Sort through existing files – Get rid of the old stuff.. If you don’t need, shred it!  You will have less to organize if you have less paper.

Keep it simple - Don’t have such a complicated system that you fail to ever file at all.  Instead of having several files for all of your Credit Card accounts, consider just One Credit Card file and put all of the statements into this one file.  Label the files with the first word that comes to mind, this is most likely how you look for the item.

NO Misc. Files –  If it doesn’t need to have its own file, then it probably does not need to be filed at all.  Misc. files become dumping grounds which become paper piles just in file form.

Add new items to the front of the file –  Most recent is always in the front, so if you need to retrieve a paper, it will take less time.

Do not overstuff – You want to leave around 1/4 empty to easily retrieve files and place new paper in.  If a file is overstuffed, add a second file.

Online Bill Payer - Sign up as many of your bills as possible online.

Extra Supplies – Keep extra file folders, hanging folders, tabs, etc in the back of the filing cabinet, so they are easy and accessible when needed.

Don’t file with paperclips or rubber bands - They can ruin the quality of the paper, get snagged and destroy the paper.

File each day – At the end of each day, take a few minutes to file.  In just a few minutes you could get 10 pieces of paper filed.

Purge your paper every year – To maintain your filing system, you have to consistently go through it and get rid of the old stuff!  Tax time is a great reminder to get this done!  If you are unsure of what papers to get rid of, ask your Tax Consultant or Financial Advisor, they will have the best advice on what is right for you.

Take back your time, your space, and your control!

Happy Organizing!

Well not exactly brand new.. It’s been in the download section now for a couple of weeks… But this is first outside of the Podcast where we introduced it that I have gotten a chance to talk about the form!

When I have busy days, the ones where you have to be at 5 different places in a day, do everything, and don’t forget anything in between.. Sound familiar?  Well, I used to write my schedule down by the hour on a piece of paper and take it with me for the day.  As each hour passed and I got done what I needed to do, I would cross it off the list. This worked for the most part, but it still looked a bit unorganized and I wasn’t really feeling in as much control of my time as I would like…

So I came up with a new form….

The Daily Schedule!

This form is to be used on those days where you are so busy and every hour is accounted for.. You are not sure how you are going to fit everything in.. Maybe your feeling a bit overwhelmed and definitely stressed.

The form is set up to account for each hour in the day.  So you can clearly see where you need to be and at what time you need to be there.   You can account for travel time and any mini stops in between that need to be accounted for… I am a visual person and I love to see the whole glimpse of the day right in front of me.

Two sections of the form are set up for; Daily Projects & Priorities and Daily Tasks.  I use these two sections in two different ways.

The Daily Priorities are things you can not forget.  It may not be a place you have to go, but it could be something like not forgetting to call your mom because it’s her birthday or it could be not to forget to pay dance class tuition. Things that have to be done that day without exception!

The Daily Tasks are made more for the things you need to do and would like to do, but it wouldn’t be the end of the world if you didn’t get them done today!

On the bottom of the form is section for Notes and Numbers.  This is really helpful if you need to call someone on the road and need the phone number.

We also included a section for the Dinner Plan for the day… This has been so helpful in planning ahead of time what is for dinner, it gives you one less thing to worry about during your busy day!

Here is a comment I received from one of my readers about the planner:  “My husband gave me a copy of your daily planner form to organize my day last week, and I loved it!  Today, I have a bunch of unstructured hours and a gazillion tasks – and the first thing I’m looking for is that day organizer!”

It’s a great tool and has really eased those busy days!  To get your Free copy of the Daily Schedule, visit our Resources Page, and download yours today!

Happy Organizing!

It comes daily in our mailboxes, on our front doors, our kids bring it home everyday…

It’s so easy to get overwhelmed!  If you have piles of paper hanging around… Believe me you are not the only one!  It can sometimes be so overwhelming you just do not know where to begin…

Here are a few tips to get you started in tackling the paper!

• Just start! You have to go through it to eliminate it! 80% of what we file, we never look at again, so before you file something away, make sure you really need to save it!
• Take just a few minutes a day to tackle a small stack. Don’t worry about the big picture – start small but again you have to start!
• Tackle the easy stuff, expired coupons, trash, old notes etc.  Things you know you no longer need.
• When you have a pile in hand, turn it over and start sorting through the bottom of the stack.  These will most likely be the oldest papers which will be the easiest to get rid of.
• Get into the habit of recycling or shredding your junk mail immediately.  This is will prevent unnecessary paper from piling up.
• Be proud of what you accomplish!  Doing something is better than doing nothing.
• Once you have sorted through your paper and you know what is staying it’s important to set up solid filing and mail systems that work best for you and your lifestyle.  This is where hiring a Professional Organizer can really help you!  TCO has an extensive paper management program we set up specifically to meet your needs!  Give us a call for more information!

Happy Organizing!

You know the ones… they’re square and come in so many bright and fun colors!

Maybe they’re lurking on your computer as reminders to call someone or on the kitchen table to remind you of something that needs to get done… They seem to be handy and can be a useful tool to bookmark a page in a magazine or a book.

But are they a really good organizing tool?

How many times have you lost the very important information you put on the sticky note, because now you no longer know where the sticky note is? Or maybe you are wasting time going through the several you have around the house and then 10 minutes later you finally found it! Not only is it wasting your time to have these notes, but don’t they also add visual clutter to your computer, desk or counters?

Does any of this sound familiar?  If so, then this tip is for you!

Eliminate the sticky note all together! Instead invest in a spiral notebook.  Place the notebook by the phone, on your desk, wherever you may be tempted to use a sticky note.  And instead of having several sticky notes everywhere, you have one, central place where you can write messages, phone numbers, important tasks etc. As you complete the item or transfer the phone number to your directory, simply cross it off!  It’s that easy! Now you know where to find the information when you need it without the excess paper clutter and without wasting your time!

Happy Organizing!

I am so excited to announce,  Taking Control- The Organizing Podcast!

We have been working on this idea for some time now and it is finally a reality!  In today’s busy world we don’t always have time to read a blog post or do the research necessary to do to tackle a project. Now there’s a different way to get the same great information!  Subscribe to TCO’s podcast through iTunes and all you have to do is listen to your iPod!  At your convenience, put on the ear phones and take a listen while your doing the dishes, the laundry, or when your stuck in traffic!

Every week you will get a new episode tackling some kind of project or question!  The best news yet…. I want to gear these podcasts to what you need! So if you have an idea for a show, or need some tips on a project, email me, and let me know… Who knows, it may just be the next topic!

What to expect from Taking Control:

• A lively conversation with Pete Wright and myself… Who is Pete Wright? Pete is the Producer of the show and more importantly the face behind my website. I consider him a partner in my business and a huge influence in developing and telling the story of Take Control Organizing!
• Tips, tricks, and solutions to your everyday organizing issues
• One new episode per week
• Each episode will range anywhere from 10 minutes to 25 minutes (I know you don’t have a lot of time and I want to use it wisely)
• You get an insider look at how I work with clients and get to know me!
• A whole lot of fun mixed in with great education!

I hope you join me in my journey into podcast land!  It should be a lot of fun and I look forward to tackling your issues.  If you have an idea, send me a note on my contact page, or email – nikki@takecontrolorganizing.com.

You can catch the first episode now… The Office Closet!

iTunes Audio RSS Audio
Happy Organizing!

TCO Spring Cleaning and Organizing Checklist - Check

It’s Spring – Check

Overwhelmed - Check

You have the list, and yes it can seem a bit overwhelming.  How do you get all of it done, and get it done within Spring!  They do call it Spring Cleaning not Summer Cleaning right!  The best advice I can give you is- set up a plan!  Knowing when and how you are going to do something helps you achieve your wanted results in more efficient way!

Here are some simple steps in organizing your checklist:

1) Set your priorities-  Using the TCO checklist as a guideline, go from room to room and decide on your priorities.  What needs to be done first?  What can be done quickly?  Every home is different and some of the items on the TCO checklist may not apply to you.  As well as you may need to add items for your own home.  The object here is to write down on your list what is going to happen first, second, and so on.

2) Schedule and set deadlines- In order to get your projects done, you have to schedule the time to do them.  Look at your schedule and plan ahead.  For example; Saturday, March 20th from 12:00 p.m.-5:00 p.m., working in garage, sorting, categorizing and making one trip to Goodwill. You are being clear of when you are working and what you will be doing during that time.

3)  Delegate- You do not have to do everything!  Have a family meeting and delegate cleaning and organizing tasks that are age appropriate to your family members.  When there are more hands involved, the work will get done faster.  If you can, consider hiring outside help.  There are lots of handyman and other services that can help clean out gutters, landscaping etc.

4)  Do a little each day- We’re on a timeline and not every weekend is going to be free for household projects.  So take a few minutes everyday, to do something!  The minutes will accumulate and eventually everything will be completed… and hopefully before summer starts!

5)  Make It Fun- I realize organizing is probably not on your top 10 things to don on a sunny spring day! However, you can make it fun!  Open your windows and put on your favorite music!  Make a game out of it.  Limit your distractions and make the most out of the time you have set aside.  When you have completed a project, celebrate and treat the family to something special like an ice cream date!

Happy Spring Organizing!

The article, Get Your Home Office Organized, is about giving your desk a makeover.  Something we all should do from time to time!  Just this past weekend, my husband and I cleared our office and recycled 2 bags of paper! No matter how organized you are, you always need to do a purging session every now and then!

When you get busy, and in our case we both share the same space, you must maintain the organization by taking time to file, purge, and rework your system.  It makes a difference.  It felt so good to get the office back to working for us and not against us!

Happy Organizing!

Until now…

Shortly after I had written that post, I was reading a blog post ( Helping You Get “To Do” Done Better: Free Applications Every Small Business Must Have!) from my dear friend, Megan Strand.  In her post she references Pete Wright.. Another dear friend of mine and the mastermind behind this website!  Megan and Pete introduced me to The Hit List!

Wow… What a fantastic tool!  Anyone who has a list of things to do, which we all do, can use this!  It’s a fantastic way of organizing your to do’s by projects with sublists, due dates, everything you might need.  I really like the feature of having a folder for things you want to do but are on hold right now.  It’s a great way to keep your thoughts, ideas, and tasks all in one place!  You can focus on what’s due today or work ahead on other projects.  There are different kinds of tags and smart folders, which I am still trying to figure out.  But so far … so good!  I absolutely love this tool!

The best part it is FREE to download in its beta edition.

I highly encourage you to check it out.. and if you have any tips on the tags and smart folders, please share… I am still trying to figure that part out!

Happy Organizing!

Being sick really puts a damper on things.  For me-  the world stops!  (I watch reruns of Friends and Everyone Loves Raymond!) Luckily I have a great husband who will pick up the duties of the kids and dinner, granted it was pizza, but I didn’t have to go get it!

Yesterday I made the mistake of taking Nighttime Tylenol medicine in the morning!  Of course I did not realize this until it was time to go to bed and I was looking for the nighttime medicine and found what I had taken earlier!  Ooops…. No wonder I slept so much yesterday!!

OK, so today, I am feeling a bit better and I have my medicines corrected!  Although I still do not have a ton of energy, I was thinking of ways that I could feel better about all of this sickness stuff… So what I decided to do is a write a Master To Do List... Of everything I want to accomplish between now and New Years Day… I love lists! They help me organize my thoughts, my priorities, and I can visually see what has to happen!

If I am realistic in my list and write it all down, I will have more control of this situation!  I may not get it all done, but at least I have a place to check off the things I do accomplish, and feel good about that!  I think just getting it on paper rather than in my head will really clarify my goals and prioritize!

And hey… look I can check off – Write Next Blog Post!  I would say that is a good start!

Happy Organizing!

Here are some simple solutions in getting this paper under control!

1.  Have a plan for paper- decide up front where  the paper is going.  For every piece of paper needs to have a home. You can use a banker box, clear or colored storage containers for each child.  As paper and artwork come in, this is where it lands.  Of course for the special projects and assignments those are posted for everyone to see.  But even these items need to be rotated as new ones come in. When they have had their turn on the refrigerator, place in your box.

2.  Set guidelines on what is going to be saved and what is not. In order to eliminate paper clutter you can not save everything. Save the items that mean the most to you and your children.  You can purge the paper as it comes in, in 2 weeks, 6 months, or at the end of the year.  Whatever works best for you, just make sure you do it!  For items you don’t necessarily want to keep but do not want to forget, take a picture of the item with your child.

3.  Make sure to have a spot designated in your home for important school papers- for example permission slips, upcoming events, calendar, etc.  This paper can be tacked on a bulletin board, ( Just make sure to not clutter the bulletin board!  Recycle paper as it as expired) I keep a manilla folder on my desk labeled – School Info.  Another idea is to have a binder in your kitchen or main area that is just for school papers, you could use tabs to separate the papers by month.  It doesn’t matter exactly what it looks like – just make sure to have spot!

4.  Have a Memorabilia Box for each child. These are the things you want to keep forever, or at least for awhile!  Separate the papers & artwork by grade level and school year.  If you scrapbook- use some of the pieces as part of your pages- showcasing your child’s best work.

5.  Establish a daily routine to clean out the backpack! Make sure any excess papers are filed and put away.

Happy Organizing!

There is no doubt the backpack can become a “dumping ground” for everything and anything… It’s easy for a student to grab and throw whatever is in their way into this thing! Finding your homework can become a disorganized mess!

Here are some great tips in helping students organize their backpacks, so next time when the teacher says bring out your homework.. Your child will be able to do so and on time!

1.  Make sure you have the “Right” backpack for your child’s needs.  Make a list of everything they will need to carry with them.  What has to stay in the backpack and what can go into a locker or cubby at school.  This will determine the size of backpack you need.

2. Teach your child how to use the backpack.  You and the child should designate each pocket to have a purpose.  Separate your things by type.  For example all books and binders go in the big section, calculators, pens, etc. go into one section, water bottle on the side. etc. etc.  Make sure important information like emergency phone numbers is located in an easy spot for the child to always find.  I suggest not having your home address in the backpack, in case it is lost and you have house keys in it.  Better to be safe than sorry.  Teach your child for everything there is a place.  If each item has a home within the backpack then each item will be easy to find and easy to return!

3.  Do you need more than one bag? It may be useful to have a smaller bag inside the backpack for gym clothes or after school activities things.  Keeping these items separated from the other things pertaining to school.

4.  Have a designated spot in your home where the backpack is always suppose to go. Every night, go through the backpack and do a quick unload, sort, and toss.  File any loose papers that need to go into the binder.  If you do this daily, the backpack will stay maintained and will not look like a paper bomb went off in it!

5.  Be prepared- pack your backpack the night before.  Make sure all homework is completed and anything that needs to go to school the next day is already in the backpack.  The more you can prepare the night before, the easier your morning will be!

Happy Organizing!

We all have busy schedules, and when we throw our kids schedules in the mix, things can become chaotic!  How can you stay organized and still feel in control of your schedule. You want to be the one running your day not the other way around!  Here are some simple steps to get you going with some recommendations of books to read for your reference!

First of all you need to choose what kind of planner you would like to use. The one to the left is a basic dry erase board which I have seen work very well for families.  You can also choose a written daily planner, your computer, or your phone / palm pilot. There are also different kinds of calendars that gear specifically to the Mom and to Families that may be worth a try.  The important thing is that it works for your family!

Once you have chosen your calendar, you need to make sure all of your appointments are in one place.  If you are a visual person, this is going to be very important to you.  You want to be able to see everything in one place rather than having 2 or 3 different calendars.  You are taking the steps to ensure there is no overlapping in schedules.

Color code for each member of the family.  This is making it clear who needs to be where at what time.

Prepare! Look at your schedule every Sunday with your family and discuss who is going where and how they are getting there.  This is a visual snapshot of what is ahead.

Prepare! Look at your schedule every night before the next day!  Do as much as you can the night before to make the mornings less chaotic.  Get clothes picked out and ready to go, lunches packed, bags packed.  Anything you can do the night before will HELP you in the morning!

Remember to block out enough time for travel if  it takes you more than 10 minutes to get somewhere.  Sometimes we are in a rush because we don’t take this into account.

Books I recommend on Time Management include:  Getting Things Done, by David Allen and Time Management from the Inside Out, by Julie Morgenstern.

Do you look at it and feel panic?  You think you know where everything is but in reality, you wonder!  If you want to feel more productive, more creative and more in control, follow these steps!

1.  Remove-  First step is to remove your things from your desk and give it a good spring cleaning.  Clean the phone, the keyboard, the computer, etc.

2.  Plan-  Zone your desk into sections, for example; desktop, drawers, shelves, etc.  Analyze the space you have and start thinking about how you use your desk.  What is most important, what can be stored somewhere else.

3.  Sort –  Start getting rid of items you no longer need, pens that no longer work.  Recycle old files and papers.  Look for duplicate information and information you can find online.  Save your space.  80% of what we file, we never look at again… Remember this when going through your paperwork.  Is it really necessary?

4.  Organize –  Organize your papers from most important to least important.  This will determine if items should be placed on the desktop vs. a drawer.  Evaluate your current filing systems, is it currently working?  It must be easy and simple to maintain.  When creating tabs, use categories and subcategories that make the most sense to you.  Keep extra manila folders and labels available for paper that does not have a home.  Avoid the MISC. File – it can be a clutter zone!  Set up a system for active files- have the files be clearly labeled with action items, for example; to do, to consider, to read, to sign and return.

Extra Tips

1.  Keep a spiral notebook by the phone for messages and phone numbers – do not use anything else.  This way the next time you are looking for a phone number, you know it will be in this notebook, not a sticky note.

2.  Resist the urge to pile paper – take care of it immediately.

3.  Keep your work surface clear except for essentials and your current project.

4.  Take 10 minutes at the end of the day to keep your desk organized.  Clean it up!  Plan for your day tomorrow, know your schedule, start your to do list.   The more you know and prepare, the more control you have.

1.  When you get your mail, make sure to place your bills separate from the rest of the mail.  Put them in the same place all the time.  It can be a basket or a file with a label that says Bills to Pay, it doesn’t matter what it looks like, it just has to work for you.  

2.  You want to set up some kind of box, bin, maybe the same basket you are putting your bills into, that has all of the supplies you need to pay your bills.  These items include: stamps, envelopes, pens, calculators, monthly budget, etc.  The idea is to have all of your supplies in one place, so you do not have go searching for a pen that works.

3.  It helps some people to set a schedule when paying for bills.  It prevents paper pileup, and you will know if you miss anything.  If you get paid twice a month, know what bills are due during those time periods.  Also account for any bills that come up that are not monthly, for example- car insurance or property taxes.  

4.  I recently had a speaking presentation with the employees of a non-profit group in Eugene, Oregon, and one of the attendees had a great solution on filing your bills.  She said instead of having separate categories for each bill, for example; utility, cable, phone, etc.  They have one filing category for the month of January, February, and so on.  So every bill that comes in for the month of March, goes into the March folder.  I think this is a fantastic solution for those of you that may be looking for ways to eliminate steps in your filing!  

5.  Consider Online Bill Paying.  Many Banks, Credit Unions, and other companies offer this to their customers.  It saves you paper, stamps, and your time!

Is this a familiar picture?  All of this work piled up on your desk?  It can be a little overwhelming and frustrating when you can’t find the phone number you need or the paper that needs to be sent TODAY!  To get back in control of your space and time, follow these 10 steps, they will provide you with a more organized system and some relief!

1.  Take everything off of your desk, and clean it.  It’s simple, you want to start with a clean slate!  Clean your keyboard, phones, dust your shelves, vacuum if you need too.

2.  Sort your belongings into piles.  Decide what to keep, what to recycle, and what is trash.  Check your pens and make sure they still work!  80% of what we file, we never look at again, check for duplicate information.

3.  Prioritize- what is most important?  And decide where it should go in your desk.  Most important files in the front.  Are there items you do not use frequently that could be place elsewhere in the office?

4.  Set up a filing system that is easy to maintain and makes sense to you.  Every piece of paper you have should have a home.

5.  Set up a system for active files- Manila folders that are labeled:  to do, waiting for an answer, current project, to read, to file, etc.  This allows paper a place to go to temporarily.

6.  Resist the urge to pile up, “touch it once” and make a decision where it should go.

7.  Keep office supplies in one drawer.

8.  Keep a spiral notebook by the phone for messages and phone numbers, this is only place you will have phone numbers, no more looking for the sticky notes!

9.  Keep your work surface clear – only with your current project.  Limit your pictures and personal belongings.  A clear desk will look less cluttered.

10.  Take 10 minutes at the end of the day to organize- look at your schedule for the next day, write your top 3 to do’s.  This will allow to stay on top on your organizing system and but will allow you to feel more in control of your schedule.  Rather than you schedule being in control of you!