Beware of Digital Photo Copy Machines
Check out this 5 minute video from CBS news that’s definitely worth watching. It shares the rarely known fact that most digital photo copy machines made since 2002 have a hard drive that stores copies of everything copied on that machine. It even goes a step further to shows how easy it is for those confidential document copies to get in the wrong hands.
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):
Free Shredding Event
If your filing system consists of piles of paper on the kitchen counter, or bulging file folders in an unlocked drawer, you could be setting yourself up for identity theft, the Better Business Bureau (BBB) warns.
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.
Where's my desktop?
One of our areas of expertise, and an area we love to coach people on is paper management and workflow. So many people struggle in this area. It’s a real joy to be able to teach someone how simple it really can be to be more productive if you take the time to set up systems and processes for your paperwork, tasks and stuff.
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.
A Little Planning Goes A Long Way
It’s not too early to start getting the paperwork together that you need for taxes. If you have been using a FreedomFiler, your tax papers are already together for you.
Got paperwork issues?
I don’t think I’ve met anyone that doesn’t have at least one, or more, boxes or bags of paperwork they need to get rid of, but they are afraid to because their personal information is on those papers.
Where is that gift card?
Do you have gift cards, coupons and frequent buyer cards scatterred throughout your home or office? Do you miss great deals and savings by never having them with you when you need them? If so, here’s the solution; the Card Cubby.
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.
Business Cards
What do I do with all of these business cards? That’s a question we hear alot. Here’s my suggestions:
- Purge cards from people you don’t even remember.
- Purge duplicates.
- Spend a moment on each card, and decide if you really want, or need, that person’s contact information. Purge those that you don’t need.
- The top 3 suggestions will probably weed out at least 1/2 of the business cards you have, if not more. Enter the remainder into a contact management database such as Outlook or ACT!.
- Toss the cards after they have been entered into the database.
FREE Shredding Event
Southwest Bank will hold a Shredfest on October 17th from 9:00 a.m. to 12:00 p.m. at 1060 Jeffco Blvd, Arnold, MO 63010. All documents will be shredded by a commercial shredding company, Cintas Service Partners. US Postal inspectors will be providing information about protecting your identity. Limit two boxes or bags per person or company. For more information, call 636-282-9949.
Free Shredding Event
Once again, the Better Business Bureau is hosting a free shredding event. Protect yourself from identity theft. Shred-It, a Security Company is allowing free shredding of up to 3 boxes of papers. This event will be held October 17, 2009 from 9:00 a.m. – 12:00 p.m. at Schucks Market, 2222 Troy Rd, Edwardsville, IL. For more info, please call 314-645-0606.
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.
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.
A Place For Mom
I had the great fortune of meeting Tom Ponche last week. Tom, an eldercare advisor, works for A Place For Mom which is a free online service for seniors and their families. They offer free eldercare advice and referrals. Since assisting seniors and their families is one of our specialties, Tom will be using our team as a resource when seniors need help downsizing, de-cluttering and preparing their home for sale, getting their paperwork in order and to assist families with the physical mess that is left behind after the loss of a loved one when their emotions are already running high.
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.
Increase productivity in the office
Taking the time up-front to get organized in the office results in a large number of benefits including increased productivity, reduced stress and more time to work on what really matters.
Power through Procrastination
Part of helping people unclutter and organize their home, office and life is coaching them through their procrastination to make decisions or take actions that they have been putting off. I’ve said it over and over, but clutter is delayed decisions. So the only way to unclutter is to make those decisions.
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.
Why is de-cluttering so hard?
Did you know that clutter represents delayed decisions? Once you know that, it makes the thought of de-cluttering seem less overwhelming. You think to yourself All I have to do is make decisions on everything. That can’t be that hard. While de-cluttering is extremely empowering, it is also mentally and emotionally draining.
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.
Managing Your Medical Information
I happened to catch a quick interview on Great Day St Louis this week with Reality Check author, Nancy Doering. The book was written to assist patients in making good choices when selecting physicans and/or maintaining open communication with those already in place. What really caught my attention though was the Medical Organizer that they discussed. The vinyl organizer holds all pertinent information for doctor office visits, emergency room visits, hospital stays, etc. There are sleeves for your doctors’ business cards, medical insurance cards, upcoming appointments, medical history and medicine lists, your medical directive and power of atttorney documents. This seemed like a must have item for both patients and their caregivers. Are you prepared for a medical emergency?
Grieving Mother
I worked with a grieving mother last week who tragically lost her young son 6 weeks ago. Because the death was so unexpected, the family was not prepared for the financial burden of a funeral. There was a enormous outpouring of support, both financially and otherwise. This mother had been facing a gigantic pile of cards, scribbled notes of who gave what, jumbled notes of people’s addresses, etc. Everytime she would attempt to sit down and write thank you notes she was overwhelmed by the task because of this completely disorganized pile. We worked together to sort through the notes and piles so that she could begin writing the thank you notes. By working together I was able to keep her focused on writing one card at a time while I attempted to make sense of her notes. Granted we spent 3 hours together, she had completed 23 cards by the time I left and has a system set up to finish the rest. The piles are under control and she was amazed at how simple the task looks now. I love my job!
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.
Relief is in Sight for You Recipe Lovers
Is your recipe collection an unsightly pile of folders, piles, binders and boxes? If so, I found the perfect product for you at the NAPO conference. Recipe Nest combines the best features of a binder and a box, and adds a clipboard and an easel for even greater functionality. Joan Chamberlain, Recipe Nest’s creator, developed the product to solve her own problems storing and using recipes. Recipe Nest stores full-page recipes and magazine clippings without the headaches of punching holes or cutting out recipe cards. It is the perfect solution! So, are you ready for a change?
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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