How long should I keep this paper?
So what should you keep and how long should you keep it? Following is a list of documents and suggested retention times offered by the Better Business Bureau (BBB):
Filing System
This is the “after” picture of the files. As you can see, we broke the files down into sections using colored hanging folders, and we even put the filing tabs in a straight row for each section. This makes locating and returning files much quicker, and eventually without much thought at all.
Filing Fiasco
This is a before picture of the filing system of a very busy, overwhelmed executive client of ours. The problem she was struggling with is a very common problem with entrepreneurs, her business grew very quickly. Doesn’t sound like a problem, does it? Actually it’s a good problem to have, but it causes a great deal of everyday stress because there are no systems in place to track or complete the endless amounts of office work you have as a business owner.
Perfectly Productive
Look at the dramatic difference in this after picture from our Messiest Desk Contest. Imagine how much more productive the client will be now that they are organized and not distracted by all of the visual clutter.
Free Shredding
January is a great month to go through your existing home and business files and clear out those papers that are no longer relevant to your life or business. Not only does this help to clear out some clutter, but you will be able to find the papers that you need quickly and more efficiently. After you have gone through your files and piles of paper, bring them to the Community Shred Event so they can be destroyed and disposed of in a safe and responsible manner.
Let's find your desktop
If your resolution this year was to get organized, I want to be the one that helps you reach that goal. Taking the time and energy to get organized truly changes your life.
Simplify your pile of bills
I recently learned of a fantastic tool called Paytrust that helps you manage those out of control bill piles. You can receive, review, pay & organize all your bills online with their services. You can manage multiple checking accounts within your Paytrust account. The thing about this services that really stands out for me is that your bills are sent directly to them and they scan them for you. This way you don’t still have that paper pile of bills you would have when using other services, but you still have access to see any of your past bills with just a click. You can even print copies of any bill you might need a copy of. At the end of the year, you can get a copy of the entire years records on CD.
Break free from your paper piles.
Are you drowning in paper piles? Do you feel like you work hard all day and get nothing accomplished because you’re running in circles looking for things? Paper clutter and disorganization is a very real problem.
Keep It Simple
Being organized really is as simple as finding a home for everything, and then setting up systems to maintain it. An important part of getting, and staying organized is to keep your systems simple. Here are some examples of how to keep it simple:
- Too many files will slow you down. Rather than setting up individual files for each bill you pay, set up a file for bills you pay by month.
- Storing paperwork in hanging files is more effective than storing them in a binder. All you have to do is drop them into hanging files. With a binder, you have to hole punch them first and then take the time to place them in the binder. These small additional steps are enough to make you not do it.
- A paper action system without a lid is more likely to be used than one with a lid. Just having to remove the lid to use it is a big enough deterrent that it won’t get used.
Tired of searching for electronic files?
When you stop to think about how much time you waste (lose) searching for things, and the amount of stress it causes, you will understand the value of taking the time to get things organized. You will gain back the time you spent getting organized in no time, and you will save lots more time and stress on top of that!
SLS Chosen as Top Ten Websites by SocialYell.com
Simplified Living Solutions was chosen by SocialYell.com as one of the top ten websites for reducing and recycling your junk mail. I am a really big advocate for people making the time to take the steps necessary to reduce their junk mail. I have handed out the information with the necessary steps so many times that I finally posted it on our website. It will only take you 20-30 minutes, and $1 – $2 to complete the steps. And it will save you so much time and stress in the future dealing with junk mail. I promise! What are you waiting for?
Want to be more productive at work?
If you want to be more productive at work, it takes planning. What do I mean by planning to be more productive? That means taking the time in advance to:
- Determine every task, paper or project that comes across your desk.
- Establishing a home for each task, paper or project. This is where it will live until you have the time to work on it.
- Do like things with like things. Make all of your phone calls at once, pay all of your bills at once, etc.
- Create a schedule for when the work will be done. Normally tackling the biggest project, or the thing you dread the most, first thing in the morning when your energy level is at it’s highest, is best.
- Combine tasks. Is there a way to get two things completed at the same time?
- Clear your desk at the end of each day so that when you return in the morning you will start your day feeling inspired and motivated, rather than overwhelmed.
Paper, paper, everywhere!
I recently worked with a client that had 7-8 boxes of paperwork sort of scattered throughout her home. Dealing with the paperwork seemed daunting and overwhelming and so she just put it off. In reality though she was dealing with it every day by not dealing with it. She felt stressed, depressed, overwhelmed and out of control all of the time.
Simplify your office, increase your productivity
If you are a small business owner like myself, you probably started your business because you love the work you do. Unfortunately, running a small business requires much more than just doing the thing you love. You have financial records to keep, marketing to create, clerical work, customer service and much more that steals your time.
Free Freedom Filer Offer Ends Today
Are you tired of drowning in paper piles? Always searching for things but can’t find them? It’s not your fault if you feel frustrated by filing! Most filing systems take too much time to file, hide the papers you often need, and require unnecessary maintenance. It’s no wonder many of us resort to paper piles! The problem is not with you; it’s the filing system you’re using.
It's got to be easy to work
It’s imperative that whatever organizing system or container you set up is super easy to use or it won’t last. Here are some common mistakes people make:
- Leave room to grow. You buy a container that is the exact size for what you have and you don’t leave room for growth. Within no time, your stuff will be laying next to the container instead of in it.
- Too many files. Don’t make your filing system overly complicated or the filing just won’t get done. Rather than having a folder for each of your 3 cars, just have one folder for all of them together.
- Too far to go. If you recycle and the only place you have designated to hold your recycling is in the garage, chances are that the recycling will pile up in your living space because it’s too far to go to the garage each time you finish a can of soda. Invest in a second kitchen sized trash can to hold the recycling until you can take it all to the garage.
- Landing place. Designate a landing space just inside the door you use for your purse, keys, book bags and mail to land. If you choose another place that is more complicated, chances are things will just get set down wherever. This will add to your stress when you’re in a rush and can’t find these things.
Managing Your Mail
While I suggest going through your mail daily and at least discarding junk mail, if you’re not doing that, make it a point to go through your mail weekly. Mail management is a real issue in our world today and a problem that I see with clients daily. It can easily get out of control and leave you feeling overwhelmed if you don’t stay on top of it.
De-clutter your small business
As a small business owner myself, I understand the challenges other small business owners are faced with. More often than not paperwork, filing and electronic information are seen as the enemy. It is a struggle to keep everything in order, pay everything on time and keep up with the constant stream of incoming information.
Free Yourself From Paper Piles
Most people tend to lay all of their papers that require action or follow up on their desktop so that they don’t forget to take action on them. Because there aren’t any systems set up for handling the paperwork or tasks, and there is no rhyme or reason as to where they are placed on the desk, the papers and piles just get moved around on the desktop without getting much of anything accomplished.
Loss of a Loved One
Today marks the 7-year anniversary since my younger brother, Mike, died from leukemia. He had just celebrated his 39th birthday 2 weeks before he died. Before my family and I could even begin to deal with the emotional loss we were experiencing, we were faced with the physical task of sorting through Mike’s many belongings to find any legal, insurance or medical paperwork he had in order to prepare for his funeral. Mike had documented his final wishes in a Will but since he never got around to signing it, his Will was ignored and not considered legally binding. This problem only added to the overwhelming physical and mental burden we were already carrying because of his death.
FREE! FREE! FREE!
Are you tired of drowning in paper piles? Always searching for things but can’t find them? It’s not your fault if you feel frustrated by filing! Most filing systems take too much time to file, hide the papers you often need, and require unnecessary maintenance. It’s no wonder many of us resort to paper piles! The problem is not with you; it’s the filing system you’re using.
Conquer your paper clutter
If you have piles and piles (or boxes and boxes) of paper clutter and you attempt to tackle it the way we would automatically by making a decision on each paper you pick up, you will be mentally exhausted after the first pile. The best way to tackle this, or any other clutter, is to sort the paperwork out first. Without making any decisions at all, sort your paperwork into these categories:
- Action papers – These are any papers that require action. Even if that means to enter a phone number in your phone book, a party invitation, etc.
- Reference papers – These are papers that you have already taken action on and the information just needs to be saved for future reference.
- Toss – These are papers that you no longer need.
Do you dread filing?
One of my all time favorite products was showcased at the NAPO Conference again this year, the Freedom Filer. This filing system is so amazing that the majority of our clients struggling with paper opt to use it once we’ve introduced them to it. Seth Odam, the creator of Freedom Filer is a genius in my opinion. He spent years studying how and what people file. As well as the struggles people had with filing. He also developed the award winning personal organizer software known today as Palm Desktop for Macintosh.
About the Author
Sue Anderson, CPO®, Owner of Simplified Living Solutions, is an expert in the professional organizing field, specializing in paper management and messy, unproductive desks, offices, home offices and filing systems.
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