simply-org.com Blog

We were told that computers would eliminate paper from our lives.  HA!  That’s not true.  We are all still swimming in paper….BUT it is possible now more than ever to reduce the amount of paper we have by using the electronic world more efficiently.  Now, let me preface this:  I am not a super computer user.  However, I use my computer effectively as a filing cabinet for more of what used to be in paper than ever…and I add more and more to this paperless system every year.  Here are a few ideas you can incorporate into your filing systems.

With the goal to reduce paper, consider what paper you can eliminate up front.

• Contact banks and other financial institutions to send statements electronically.
• Contact investing institutions to send statements, prospectuses, and other required information electronically.
• Change as many regular bills to electronic statements including utilities, credit cards and more.  (You many already be doing this if you pay bills on-line).

That is a huge chunk of paper you just eliminated.

On your computer or in your email program set up folders for each of the items that will now come to you electronically.  When the email comes in DON”T PRINT IT!  Instead, open it, read it, close it, and drag it the folder you made for it.

As you add more items to electronic statements each month you are going to dramatically reduce the amount of paper coming into your home/office.  With simple folders on your computer you will be able to find anything you need, or trace the information back to the institutions website.

Is your work space, kitchen cabinet doors or refrigerator filled with slips of paper and Post-Its with little notes to yourself?  And yet, you are still losing track of things?

These papers are actually more of that “Visual Clutter” I mentioned a few months ago.  Random pieces of paper stuck to random places…Ugh.  How can you possibly find anything?

It is time to kick the Post-It habit and work from a more organized system for managing your little notes.

I would like to suggest a notebook. Yes, One Notebook.  It needs to be contained or bound (spiral works well).   It can be paper or electronic.  This is the place to capture your little notes, phone messages, to do’s and more.

The notebook works because it is one item, as opposed to many little pieces of paper.  Your notes and lists are contained in one place.

Which notebook?

• For Manual Writers, one that easily fits in to your purse or work bag.  So it may be on the smaller side.
• For Electronic Users, try using a notepad on your computer or phone.

Both of these are great because it means the lists are always with you.

How do you manage this?

• Use the notebook as a resource center to capture all that information you used to jot on the little slips of paper.
• You can transfer information from the notebook to its primary home later when you have time, or are in the right place.  For example all phone numbers go in your phone book, cell phone, or computer contact system.  Another example is to capture notes from a meeting or phone call (especially if you are mobile at the time) and then tear them out or transfer them to the place you store the rest of the information on that subject, client, meeting, etc.

It should be with you constantly from your desk, kitchen counter, purse, work, car, where ever.  Give it a try and break the Post-It habit!

Are you drowning in magazines?  Piles everywhere? stacks on tables and the floor?  Maybe many are categorized by date or content, but still there are a lot.  Here are a few ideas to get control over your magazines.

First, let’s remember the real point of magazines from the publishers point of view.  These are printed and sold to consumers to make a profit.  They sell advertising to increase their profits.  Many feature products and services offered by their advertisers.  So while some of the content is truly informational, most is just plain old advertising which is enticing you to part with more of your money.

OK, confession.  I like magazines.  My favorites are home, cooking and fashion.  But I read them with an awareness that they really are marketing vehicles.  So, enjoy, but be aware of what you are reading.  Just set some limits.
How many magazines should you receive?

• Decide how many magazines you truly want to receive each month and start to either cancel or let subscriptions run out of the ones that you are willing to give up.
• Just say “no” to friends and kids who are selling magazines to raise money for some organization.  (Hey that includes my kid).  Just write a check if you want to contribute.

What to do with the stacks you already own?

• Based on the type of the magazine, get a really clear perspective of the content.  Is it current? Relevant to your life today?  Lots of ads? or Lots of interesting and useful informational articles? It is time to make the hard decision to let go of those that don’t fit your life anymore.
• If there are articles you like, tear them out and toss the rest of the book.
• If the publication is useful for long periods of time check and see if there are master indexes for a year or more.
• Set a time limit for certain titles so that you only keep the current month or at most three issues at a time.  Even if you haven’t read it it goes out at the end of that time.

What to do with articles you tear out?

• If you are keeping articles to refer to later, develop a filing system for them.  Hanging files and binders are both useful tools for this.
• If you tear something out because you want to look into it further, put it at your computer to do the follow up and toss when you are done.

What to do with the discard magazines?

• Recycle.
• Ask a pre-school, senior home or Doctor’s office if they want them.
• Recycle.
• Did I mention recycle?

Enjoy your magazines, but don’t let them take over your life and your space.  You decide what stays…not the magazines!

• Pull together all the manuals throughout the house and garage.
• Purge what you don’t need….honestly, this won’t take very long at all.
  • Toss any manuals for items you no longer own.
  • Check the remaining manuals to see if any of these are on-line.  The newer the item, the greater the chance you will find the manual on-line.  If it is on the web, feel free to toss out the paper.
• Sort the remaining manuals into categories.
  • Use broad headings like software, tools, kitchen electrics, phones, large appliances, etc..
• Store the manuals according to those broad headings.  There are several methods for storage that I have seen used and all of them can work.  You decide what works best for you.
  • hanging files with tabs.
  • three ring binders with pocketed sleeve inserts.
  • three ring binders with clear sleeve inserts.
  • shallow office boxes (from office supply stores or The Container Store).

Now, when you need to find some information from a manual, you will be able to put your hands on it quickly!

How is 2011 going so far? Are you making some headway with your organizing goals? I hope so, but if not, don’t fret. Maybe you are zigging and zagging too much.

A definite hazard of getting things done, be they cleaning out the linen closet or a major project at work is the zig zag. You know what I mean. Instead to pursuing a project in a methodical, straight forward manner you meander. This can be physical or mental (or a little bit of both).

Let’s take the linen closet as an example. You begin the project by pulling things out of the closet. Some of the items should go to the laundry which is in another room. You wander over there and get distracted by the pile on the floor, turn the washer knob, fill the soap, load the machine, and then notice a clean towel folded on top of the dryer which leads you to walk to the bathroom to hang it up…and there the blow dryer is sitting on the counter, so you put it away under the sink where you see the silver cleaner which would be useful to shine up the bracelet you are wearing tonight, which reminds you to confirm the reservation. Now you are at your desk…EMAIL. Need I say more.

Yup, that is the zig zag. Once you are caught up in it it is really hard to get focused back to the original project. The linen closet is torn up and mess and you are frustrated.

How do you avoid the zig zag? Try this.

* Prepare for your organizing task by bringing supplies to the area where you are going to work. (bags, paper for lists and other notes, markers to write on the bags, etc).
* Bring bags or totes to fill for items that will move to other areas of the house.
* DON’T LEAVE THE AREA OF THE PROJECT.

By physically staying at the place you are cleaning (in this case the linen closet) you are staying clear of all the other distractions that will pull you away.

* Fill a bag with items for other rooms. Don’t go the other room while you are working. Instead, do a sweep of room to room later.

Have bags for donations, recycling, and trash all nearby. That will keep you in one place so you can focus on the task at hand.

I like this idea…that you can make an impact on your space quickly. Try some of these ideas this week.

Recycle some third class mail that is lying on your dining room table.
Pick up 5 items and put them away.
Remove all the empty hangers from a clothes closet.
Unpack the non-perishable groceries and put them away (because all the perishable are already in the refrigerator).
Put a “to donate” bag in your closet.
Recycle all the magazines and catalogs from last fall.
Toss out 3 items from your refrigerator.

You get the idea. Little actions that take a little time will add up in the course of a week and give you results. Give it a try this week.

What are you really looking for when you say you want to get organized? Generally the answer boils down to three things:

Being Organized is having the Right Amount of Stuff, put away in a manner that you can find it later.
(I love this sentence)

1. Right amount: What is the right amount? There is no one answer to this. It is the right amount for you and you only. But start de-cluttering and you will be surprised that it is likely less than you first thought.
2. Put away…once again it is a “Place for Everything and Everything in its place.” Save this step for AFTER you get to the right amount.
3. So you can find it later. At the end of the day the only reason you need some tax related documentation is in case the IRS calls for an audit. Put it AWAY, and I mean away, with that in mind. Make sure it is clearly labeled.
The only reason you need more paper clips is for when you use up the few you keep at your desk. Put it AWAY with that in mind…get the picture? AWAY is the key word.

These three elements, when executed, will give you the space you crave….give it a try.

You have made the decision to de-clutter and get control over your things and your space. That is a great start.
But now the practical part comes into play and you are wondering how to actually get started.

1. Stop talking about it: All my clients want to talk, talk, talk. And nothing gets done.
2. Grab the first thing in front of you. The top thing, anything.
3. Make a decision if you need it, love it, want it, use it. Does it stay or go.
4. Don’t worry about where it will go if it is a “keep” item. This is called a rough sort and the decision is ONLY keep or go…not where. That comes later.
5. Have a recycling bag, donate bag and shred bag available.

This Rough Sort is the first step to get you going.
Are you having a really tough time making these initial decisions? Consider getting an organizing buddy. This can be a friend or relative who will be patient and will support you. If an outside third party might be less emotional and a less judgmental situation, consider hiring a Professional Organizer. Was that a shameless plug? Not really. An Organizing Buddy is a great idea, but sometimes it is to hard with someone you know.

Big jobs, focus on perfectionism, over-commitments, dreaming. These are just a few of the reasons we procrastinate. It is important to recognize that you are putting things off to a point where they are effecting yourself or others. Raising your awareness about your procrastination habit is the first step to conquering this habit. Here are a few tips to help you overcome the “putting it off until later” syndrome.

1. Start the task: don’t get held up by how to start. Start in any way that you can. It doesn’t have to be at the beginning. Any progress will encourage you to continue.
2. Adopt a “do it now” frame of mind. This phrase can be very powerful and give you the kick start you need.
3. Set clear goals. It is easier to get something going when you have a clear picture of where the project is headed.
4. Eliminate the clutter. The clutter may consist of things or time wasters. Either way set up a clear space. Your brain will appreciate the space and will be more willing to get going.
5. Focus on the outcome which may be relief, a sense of accomplishment, pride or some other gain.
6. Set a time line with accountable milestones. Make them realistic and work to stick to them.

These are a few ideas to get you to started to overcome the procrastination habit. As you contemplate a project and find yourself saying that you will start later or tomorrow, challenge yourself to do something NOW. It’s a big step, but it will give you great rewards.