I haven’t done a Tool Tuesday feature in a while, so here ya go!  I helped a client in her home office last week and introduced this product to her. She is a local realtor and although she had been in business for years, she felt that she needed to get “re-booted” in her office.  She felt it was cluttered, the work process didn’t flow, and her files were a mess (her words, not mine).

While we worked together for a couple of days on all aspects of her office environment, I want to tell you about the tool we used to revamp her filing system.  Based on my clients existing files, personality, and needs I recommended the FreedomFiler®.

FreedomFiler® is best known for being a self-purging file system. This system goes a long way in keeping your files organized and is very user friendly. It uses color coding to categorize odd year versus even year files as well as separating your active and yearly files from your permanent, or archive, files.

When you hear the word “file”, what do you think of?  What image pops in your head?

There is actually more than one way to file your papers.  The traditional method of file folders and file drawers is only one option. You don’t have to file the way your mother did.  Choose what works for you! Here are just two other options:

1.              PileSmart® – a Pendaflex® product

Remember the Pilot from my other blog post, Three Personality Types of Paper Mania?  Well this is the product for that person.  The PileSmart® Organizer features a clear lucite tray that is open on two side.  There are 6 plastic dividers, with end and side tabs that are easily seen as you stack things vertically. The dividers are very sturdy so you can lift up a stack by the divider tab and retrieve papers when needed.  In addition to allowing you to color code your stacks, the labels on each divider are durable and are “write-and erase”, which means you can use re-use them after a stack is purged. Nifty product, huh?  You can get it online at Amazon.

2.              Binders

Yes, binders!  They are not just for school anymore… You can use binders with dividers to keep categories of paperwork manageable.  Don’t relish the thought of hole punching and/or pinched finger accidents?  That’s okay; use plastic pockets in the binders.  This will enable you to quickly “file” your papers away.  Binders can be stored on shelves, in file drawers, or archived in boxes.  You can also color code your binder, if that’s what you like to do or purchase colors that match your office décor, looking sleek and orderly on a bookcase or credenza.

These are just two options for filing the papers you keep.  Would love to hear how you manage your papers, please leave a comment.

Do you have a ton of paper staring at you in your office or on your kitchen counter? Most of the time this is a big complaint.

Are some of those papers your monthly bills?

Many of us have files we’ve labeled “Telephone”, “Utilities”, “Water/Garbage”, “Cell Phone”,  ”Credit Cars”… Sound familiar? We’ve set up these folders because that’s how our parents used to do it. So when we moved out of their home we did the same thing. Only, we hate to file them. Do you really need to keep those bills?

Probably not. While what I am going to say may make you feel a bit queasy or uncomfortable, I say it to help you eliminate the paper monster in your life.  No, I am not recommending that everyone go paperless, don’t worry.  I am recommending, however, that you embrace technology. Create passwords to your utilities, phone, and credit card accounts so you can access your information online at any time. Get comfortable with their websites so you begin to use this valuable resource.  You can look up past bills, see recent statements at the touch of a button. If you are reading this blog then you have access to the internet so use it and eliminate the need to keep all those paper bills.

It’s okay if you still want to get your paper statement (or your can request that they be sent to your email in box).  The point here is that you don’t need to file or keep those bills. After you pay a bill, shred it. The information’s still there online any time you need it.

So get comfortable and let go (if you haven’t already) – I double dare ya!

2. Give gift receipts with your gifts and toss the original receipts.

3. Reduce junk mail by registering with DMAChoice.org.

4. Throw away those small-dollar-amount cash receipts before you even get home.

5. Call the charities you no longer support and request to be removed from their mailing list.

6. Put your magazine subscriptions on a diet.

7. Scan your recipes and get rid of the sheets of paper and recipe cards.

8. Shred your medical explanation of benefit statements after you review them.

9. Throw away those investment prospectus reports if you’ve never read them then request online copies only.

10. Eliminate the other language portions of your product manuals.

I know… most of us hate to file. That’s one reason so many of us are battling with paper in our homes and offices. Most file cabinets are relegated to the back of closets, under the stairs or out in the garage. Some file cabinets are so full they can’t be opened, while others date back to the time of the dinosaurs and need excavation! You might even experience a genuine filing phobia every time you open a file drawer.  It’s difficult to find things when you need them and then you have no idea where to put new papers to be filed.

The first step to overcome your phobia is to re-work your filing system by understanding the types of files and how they are used.  Here’s a chart of the 3 types of files for any home or office.

Now that you have read about these 3 file type, it’s time to take the steps needed to get your file cabinet organized. What I’m about to say is not rocket science or some new age technique…

Use the K.I.S.S. method – Keep it Super Simple!

K eep the 3 types of files separate

I s it worth keeping?  Ask yourself the trigger questions and purge, purge, purge as much as possible  

S implified your categories   Re-think how you have your files labeled; using broad categories will make things easier to find and put away!

S chedule regular maintenance   This is imperative. If you’re not willing to do this step, then all the other steps won’t work! Set up yearly dates to purge files, toss papers, move files from reference to archive, and to re-evaluate your current systems.

Here are a few trigger questions to ask yourself as you sort through and purge your file cabinet.

• Is this information useful?
• Can I get this information again?
• Is this information on the internet?
• Is this information needed for tax or legal reasons?
• What’s the worst thing that would happen if I threw this away?

While there are many ways to organize, I have found that my clients who feel disorganized handle their “stuff” in one of three ways.  These are names for the kinds of disorganization that I often encounter.

The Pilot

This person loves to “pile it” (that’s why I call them a pilot). In their home or office you will find things stacked vertically. It may be papers, books, or clothes; they may be stacked neatly or haphazardly but they are piles nonetheless. These pilots will often say that they know exactly where everything is and they’re right… it’s in a pile!  How are they comfortable organizing this way? Are they really comfortable organizing this way? The answer is yes.  In Lanna Nakone’ s book, Organizing for your Brain Type, she states that this type of person should embrace their stacking preference but limit the number of piles, save less stuff to begin with, and use clear containers.

The Flight Attendant

Visualize the flight attendant on a plane – you walk onto a plane, they have everything neat as a pin and are smiling brightly. But they have a secret place, a closet of sorts. There, all of the tools for their job are hidden away – the beverage cart, coffee carafes, garbage bins, magazines, coats, and who knows what else.  A person who organizes like a flight attendant has a neat and orderly appearance on the outside but don’t dare look in their closets, laundry room or desk drawers! In fact, many of us have been quasi flight attendants in our lives – company rings the doorbell and with one swoosh we clear the papers off the kitchen counter into a bag and throw it in the pantry. Many people become flight attendants in their attempts to organize because they never get around to actually organizing and use closets, boxes or any close-able area to stash things when they want a sense of [eace in their environment.

Crop Duster

This person has it all spread out.  Just like a little crop duster, making sure to cover every nook and cranny. Every horizontal surface is covered with dishes, papers, projects, etc.  When the crop duster person begins to think about getting organized, they are instantly overwhelmed because they do not know where to start. They are paralyzed and cannot take action. Barbara Hemphill, author of Taming the Paper Tiger at Home, says that clutter is postponed decisions.  This person just cannot make a decision about what to do with the “stuff”.

The benefits of Planner Pad:

• Monthly view
• 2 pages weekly view
• Different sizes calendars to choose from
• Space for roles, tasks, and appointments
• Room on the weekly pages to capture bits of information
• Designed to make all aspects of your life funnel into each week, in one place

Click here to See the Planner Pad video

I recommend revamping your filing system, when you have time. Although this is not a high priority activity, revamping your file systems will help you save time in the long run. Many times we do not file things because:
o The drawer is jam packed with files and there’s no room.
o Once filed, you are not sure you can find it again.
o You don’t know what to name the file.
o The file cabinet itself is ancient and the drawers do not operate properly. READ MORE

I spoke to a business associate of mine today and she made an interesting remark. She said that she hates to file. When I asked her why she started to say she didn’t have time, was afraid she’d never find it again, and that it wasn’t a priority. But she finally admitted. She didn’t like filing because she didn’t know how to do it. What a revelation! What an easy thing to fix!

If you can relate to my associate, click the link below and hear filing tips that may point you in the right direction:
Filing

For quicktime click here: http://brightfarm.com/bvi/20080109_FantasticFriday.mov

Did you know…... 80% of what we file, we never reference again?!!

First, there are 3 types of files: Action – Reference – Archive . Most people hate filing and I suspect it is because all of your files are grouped together and not separated by type.

Action files are those files that you reference all the time or at least weekly. They contain information that is needed to do your job or work at your desk. Therefore these should be the files that are located in the file drawer attached to your desk. If you do not have a file drawer in your desk, then these files should go in the file drawer closest to where you sit and work.

Reference files are files that you need to reference occasionally, usually monthly or annually. A good example is your auto insurance policy. It expires either annually or semi annually. Can you think of any other files that may be reference files at home or at work? Because these files are used less frequently, they can be housed in another file cabinet, located elsewhere in your office.

Archive files. These are the files that my clients rarely have segregated. Archive means that this information is being kept for retention purposes. This is information, like your tax returns, that you must keep for a specific period of time or indefinitely. These files can be boxed and labeled and stored outside your immediate office. File cabinets in the store room or garage are good locations for the archive documents.

It is also important to maintain your files. Set aside some time every 6 months to go through your file drawers and purge files and documents that are no longer needed. The first time you purge your files, it may be labor intensive since it has never been done before, but keep doing this every 6 months and its goes more quickly.

If you want to roll up your sleeves and organize your office, , go to my website and check out the Organize Your Office Day- virtually! On Jan 19th ……. Listen to the f*ree preview call on Jan. 12th to hear the format of the day and start your first assignment. To register for this f*ree call go to http://www.organizedhabits.eventbrite.com/.

Keeping your financial paperwork organized will help with your budget and your peace of mind! First, it is important to have a central location for your monthly financial papers. This doesn’t always have to be at a desk, it can be created in the kitchen, it can be portable.

The key is that it is accessible and convenient.I like to recommend that my customers create a bill paying center. This can be a tray or basket on the desk, a file in the filing cabinet, or an accordion file that can be used in any space. In your bill paying center you will have monthly bills, checkbook, stamps, pens, envelopes, ATM and EFT receipts and any other items you need to use.

Additional bill paying tips:

• when the mail arrives, put the bills in the bill pay center immediately
• use a computer bill paying program (i.e. Quickbooks, Microsoft Money)
• use bank autodrafts and online bill paying when possible
• balance your checkbook monthly
• organize your incoming bills with your paydays (i.e. pay on 1st .. 15th)
• write out your bills on the eve of your payday
• create a bill pay fact sheet (what paydays which bills are paid, which credit cards you are trying to pay off first, web page addresses for bill pay and banking, or any information that you can refer back to each month)

Having a bill paying center in place will help you streamline your monthly financial duties and save you time and money!