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The following tips for filing apply to both electronic and paper systems.

So many people lose their information because they make lots of dupliate files which just causes a mess.  “Where’s the car insurance poilcy?  I think I have a file for that, but I don’t know where it is.  I’ll just make another one for this new policy.”  Ugh it is a mess.

• Consistency is the key.

Here is a reminder about naming files.

• The name of the folder is the headline. Think of the way you will look for the item later…that is the headline.
• Use as few words as possible:  Simple is better.
• Nouns are best
• Words are better than numbers (unless you have an elaborate numbering system)

Now you need a plan to store the files.  Again the point of filing is to put away information so that you can find it later.

Using either a filing cabinet or an electronic filing system….start with the big headlines.  Common items in a household would include:
Banks
Credit Cards
Monthly Bills or Utilities
Insurance
Health
Autos

Next, within those big headlines  list your sub-categories:
individual bank names
credit card companies
types of insurance, etc.

Use clear labels that are really easy to see…why challenge your brain, which is already full of other things, to have to remember things by memory instead by a simple label.

Remember…consistency is the key.  Once you have set up a system that makes sense to you USE IT.  Practice makes perfect and you will be able to find your nicely filed papers later!

The following tips for filing apply to both electronic and paper systems.

So many people lose their information because they make lots of dupliate files which just causes a mess.  “Where’s the car insurance poilcy?  I think I have a file for that, but I don’t know where it is.  I’ll just make another one for this new policy.”  Ugh it is a mess.

• Consistency is the key.

Here is a reminder about naming files.

• The name of the folder is the headline. Think of the way you will look for the item later…that is the headline.
• Use as few words as possible:  Simple is better.
• Nouns are best
• Words are better than numbers (unless you have an elaborate numbering system)

Now you need a plan to store the files.  Again the point of filing is to put away information so that you can find it later.

Using either a filing cabinet or an electronic filing system….start with the big headlines.  Common items in a household would include:
Banks
Credit Cards
Monthly Bills or Utilities
Insurance
Health
Autos

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.