simply-org.com Blog

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!

Electronic Waste is now a part of our lives, but we are all concerned about the best and most responsible way to deal with it.  I have a great company who is now open in the East Bay that I want to share with everyone.

Green Citizen was introduced to me about three years ago through the local NAPO chapter (National Association of Professional Organizers).  James Koa, a former silicon valley executive who made his mark there then decided to follow his passion, founded Green Citizen in 2005.  James was concerned about the “e-cycling” that existed which really consisted of shipping our e-waste to third world countries, polluting their water sources and environment.  Our problem became their problem.  James developed a socially and environmentally responsible company whose mission is to “create a cleaner environment by addressing the growing electronic waste crisis.”

I encourage you to go the Green Citizen Website to learn more about their services which include:
IT Support
Repair Services
Reuse Services
Advanced Data Security Services
E Cycling Services
And Total Accountability

Here is a link to a listing of all the items Green Citizen addresses and any fees that may apply, which is very few.  (Scroll down the page to review the list).  Recycle item list

I hadn’t mentioned this phenomenal organization until now because they did not have an East Bay location.  NOW THEY DO.
1971 Shattuck Avenue
Berkeley, CA 94704
510-981-1900 x104

Many people (and companies) are concerned about security and their data on computers, cell phones and other electronics.  Discarded and donated computers and media disks are a principle source of identity theft.  Read more about this and what Green Citizen doe for their clients at Green Citizen Data Security.

This company works with both residential and commercial clients.  Please share their information with everyone you know and your work place too.  They have outlets in San Francisco, Palo Alto, Burlingame, and Now Berkeley.

Sometimes clutter and general messiness can seem to hold you back.  It is hard to get the day going on the right track when the mess is starring at you.  Here are two practical tips to get your day moving in the right direction.

Make Your Bed
It sounds really simple, but if you skip this step at the beginning of the day you are already setting a tone that it is OK to leave things undone.  A made bed shows you that little tasks that are completed will make an impact on your outlook.

Clean your sink
The same principle applies here too.  If the sink is full of dirty dishes it gives you permission to let other things go too.  Tidy up your sink, clean the dishes or load the dishwasher.  Wipe up the counters.  Now you have set a new tone with that little accomplishment.

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!

In general people are typically not very good at estimating the TRUE TIME a task will take.  Under-estimating can put you behind schedule and effect your entire day.  If you are stuck in this cycle more days then not you will find yourself constantly running behind, stressed and missing appointments.  Here are a few tips to learn to better plan your time.

Let me start with an example we can all relate to:  a Doctor appointment.  It doesn’t matter if it is a sick visit or a wellness check-up.  The appointment is at 1:00 and you block that on your calendar.

• What is the real time for this appointment?
• Do you need to prepare anything (find paperwork, forms, etc.)?
• How long does it typically take you to get out of your house or office?
• How long is the drive to the office and is parking easily available?
• Does your Doctor typically run on-time or late?
• How long do you anticipate being at the office?
• Will you run errands on the way home?

Ah…you get the idea.  Instead of blocking from 1-2:00, this appointment is more likely 12:20-2:45 (depending on the answers to the questions above).

Apply this same logic to meetings, lunches, projects, exercise, and just about everything in your day.  This will take some practice, but you will begin to learn what the TRUE TIME is for various items on your calendar and you will plan better.

This week I ask you to take a few basic actions to help make your home and loved ones safe in the event that you experience a natural disaster.

WATER:  Please do these two things this week

• Identify sources of water in your home or office for both hygiene and drinking. These may include the following:
  hot water heater
  toilet tanks
  hot tub
• Purchase water for drinking to store in your home and your car.  Do this on your weekly grocery shopping trip.
  Whatever style of water container you choose, get it done this week. You can do this on your weekly visit to the supermarket.
  If you are looking for emergency water that lasts for many years, try the Ace Hardware on Grand Ave. They have an Earthquake section with these packets.

FOOD:  Use what you have first.
1. Think of food in your home in this order:
* Fresh First
* Refrigerator second
* Freezer third
* non-perishables last.

2. Recognize that your pantry is a great source for non-perishable food. As long as you have access to your house you have a lot to work with.

3. Consider keeping some non-perishable foods in your car like granola bars and such.

Most services you are used to will be closed after an earthquake.  Plan ahead and you will be ready.

Car Gas Tank:  Don’t go below 1/2 tank

Cash:  Keep Small bills on hand

Prescriptions:  Keep extra necessary prescriptions on hand (rotate your supply to keep it fresh).