Create Order with Files

You've created a system for incoming paper!! (You've Got Mail! ) You've gone through piles of old paper!! (Extreme Mailage Intervention) Now you have a bunch of stuff you need to file. It's time for the really fun part---creating files and putting it all away!

From: The Container Store

      Well, o.k., it's not exactly fun in the usual sense of the word, but this step will make you feel like you're the boss of this stuff once and for all.  The process is sort of...not fascinating, and may take awhile, but you've come such a long way and you're almost there!!!!

     This is where some people get bogged down.  They look at all of the paper and think: " You mean I have to go through all of this  @#$% (expletive deleted) paper??"  The bad news is, yes, you do.  The good news: you only have to do it ONE PIECE AT A TIME.

     If you're easily distracted by that big pile of

Source

unsorted paper, put it in one room, and take it to a different room to sort.  Then you can grab just a small number of papers and take them with you to be
sorted.  This tricks your mind into thinking you only have a little to do, and it's not as overwhelming.  Sometimes, clients work well when I hold the stack in my lap under the table and hand it to them one piece at a time.  (tip: maybe you can bribe one of the kids or a friend to do this for you).

STEP ONE:  SORT BY YEAR
     Put the papers in stacks by year, pull out any permanent or current documents such as birth certificates, mortgage documents, life insurance info, and so on.  The rest of the papers can be put in a folder, label with the year, and stored in a portable file box somewhere out of the way or in a file cabinet.

STEP TWO: SORT THIS YEAR
     You'll find that the paper naturally lends itself to different broad categories;  things like:  monthly bills, financial statements, house/mortgage, auto. It's not important how you label and arrange the files, but it is important that it makes sense to you, so you can find things when you need them.

      The broad categories are your hanging files, and file folders are subcategories.  For example: The hanging file is labeled Auto.  The folders inside could be: Insurance,  Registration, Repairs/Services.  Or, if you have more than one vehicle, the papers could be sorted by vehicle, as: Porsche, Ferrari, Jaguar.

If you're a visual person (or if you just want to impress yourself and others with your organizing skills), you can use colors for different categories. 

For many monthly statements that are not tax deductible, you can toss or shred the last statement, and keep only the current one.  (More information about creating home filing systems: here.)

Step 3: Put the files away.  
Files that you are currently using should be easily accessable.  You won't use them if they're difficult to get to!   Some people need to have these files clearly visible, out on a shelf or counter and in an open crate, a filing cabinet is fine for the rest of us.

Step 4: Use online banking services if you're not already doing so.  I was a late-comer to this, but once I started, I was amazed at how much more quickly and easily I was able to complete the task. Some people have security concerns about paying online, but in my opinion you're just as safe--if not safer--than when you put a piece of paper with your checking account number in the mail.  Just make sure you have a good password.

Congratulations!  Taking control of the paper monster is a HUGE step towards creating order in your life.  Remember, if you need help at any stage of the project, you can always call on your friendly home organizer to give you a helping hand and a high five when you've finished!

Resources for finding an organizer:

National Association of Professional Organizers (NAPO)

NAPO Wisconsin , click on "Find an Organizer"

NAPO: How to Hire an Organizer

NAPO Organizer Directory

Also: Find My Organizer

source

For solutions to your organizing challenges,

to schedule a free consultation,

or have a conversation about your organizing needs:

Call Linda Palmer
262-784-3957
createorder1@gmail.com

at Create Order

Home Organizing and De-materializing Service
"Say YES to less"

   

Extreme Mailage Intervention

Now that you've got a system for handling mail, it's time to attack those piles, bags, or boxes of old mail and paperwork that have piled up over the months or even years.

Why do all of those papers have the power to cause so much anxiety for many of us?  My theory:  in spite of technology, those of us who were born before the computer age have brains that are still wired to think printed material must be important, therefore, it shouldn't be thrown away.  A lot of us are perfectionists who are terrified we'll make a mistake, throw the wrong thing away, or put it in the wrong place and when some unknown scarey person demands that we come up with it, we'll lose everything because we can't find it.  Some of us have been traumatized by bad surprises (usually financial in nature) that have come in the mail.  So it piles up.

The truth is, most of this stuff won't ever be needed.  There are very few documents that can't be found or replicated.  Some of them might require a little more time or effort to recover, but it can be done.

The other truth is that if it's piled up or in boxes or bags, you won't be able to find what you need anyway.

Having said that, it is important that documents be kept in an orderly way, so you can find them IF you need them, thus making your life easier and more serene.  It's easier to grab your birth certificate from a file than to go through the process of getting another one.

So, the first thing you want to do when tackling that huge pile of backed up mail is to gather it all together on one spot.   If you have more than a year's worth, pull out the current year as best you can to get started. Take a deep breath and grab the recycling bin.  If you feel anxiety starting to tighten its grip on you, set a time for ten minutes and KEEP GOING ANYWAY.  I recommend three piles:  keep, recycle, shred. Those are the only decisions you're making right now...don't worry about sorting yet.

Get a good letter opener and open every piece.  ALL junk mail goes into the recycling or shred pile!   As do newspapers, (anything earlier than today) magazines (keep no more than the TWO latest issues), flyers, and newsletters.

 Even if you see something that interests you, something you want to donate to or buy, get rid of it!  You'll hear from these people again, and if you don't, you can find them online.  (Helpful article:   What to Shred and What to Keep.)  DON'T save envelopes the mail came in, don't save a flier for a place you may want to tell your friend about, or information you think your kids or friends will want: DON'T DO IT! You don't need to save any but the most recent of most monthly bills. If you think you want to use envelopes as note paper, there will be plenty more coming in.  Right now your goal is to get the stuff out of here!  If it's not a record of something you've actually done or paid, you don't need it.

I recycle all junk mail and only shred if it contains account numbers or other personal information. I figure anyone can find my name and address with just a couple of clicks, so I don't worry about it, but some people prefer to shred anything that has a name or address on it.

This process can take days, or even months.  You're not going to do it all at once, so get over the idea that it's going to go quickly.  Grab a batch to do while you're watching t.v. or bribe the kids to help you. If you can get in 30 or even 20 minutes a day, you can make some good progress.

When you're done getting rid of all the junk, you'll be left with a relatively small amount of stuff in the "keep" pile.  Next, you'll be setting up files.

And if you find yourself getting bogged down, remember, your friendly professional organizer is only a click away!

Resources for finding an organizer:
National Association of Professional Organizers (NAPO)
NAPO Wisconsin , click on "Find an Organizer"
NAPO: How to Hire an Organizer
NAPO Organizer Directory
Also: Find My Organizer

For solutions to your organizing challenges,

to schedule a free consultation,

or have a conversation about your organizing needs:

Call Linda Palmer
262-784-3957
createorder1@gmail.com

at Create Order

Home Organizing and De-materializing Service

You've Got Mail!

When people and businesses started using PCs, did you envision a paperless future?   I know I did.   That was many years ago, but paper clutter is still one of the top reasons people want to work with a professional organizer. For some reason, we still struggle with those piles, bags, bins and boxes of paper.

Most people think they have to organize all of the paper they have, sort it all out, set up files and THEN they're ready to be organized with what's coming in.   That thought alone can send us running for our favorite avoidance strategy (t.v., ice cream, Facebook, etc) .

The good news is that the backlog doesn't have to disappear before you can set up a system, if you start with today and think only about going forward for now.

The very FIRST step is to set up a system for handling the paper that's coming in today. You can even put all of the old stuff in a bin or box and set it aside for now. You could probably light a fire under it and never miss it, but I won't recommend it.

This is what has worked for many organizing clients:  You'll need three baskets or trays, or mail sized containers.  I use wire baskets because they're easy to move and things don't fall out of them easily.

OPEN AND TOSS (5 minutes)
When you get today's mail, IMMEDIATELY (today!)  recycle or add to the shredding pile any and all junk mail, brochures, catalogues, etc.  If it's not something you intend to act on NOW, it goes out.  Unless you're a really organized coupon person and you use them all the time, get rid of those too.  You can lose more money as a result of disorganization than you'll ever save with the coupons, and they won't be there to torment you about not using them.  Now the mail goes into the Holding Basket.  

THROW IN HOLDING BASKET AND FORGET IT FOR NOW (1 minute)  The holding basket might be in your kitchen or entryway, or wherever you normally put the mail down when you bring it in.

Basket #1 is your Holding Basket.  This one is kind of controversial.  Theoretically, you're supposed to sort your mail the minute you bring it in, but the problem is, no one does that!  I throw mine in this basket and then open and sort it every few days, or at least once a week.   I also put in receipts I need to keep or other information I have to deal with or file.

SORT AND TAKE ACTION ( 5-20 minutes at least once a week!) This is when you get everything out of the holding basket and put it where it belongs.  These baskets would be located in your office, or wherever you do your paperwork.

 If you can pick the same time each week to sort, it's so much easier to remember. When you sort ( at least once a week) everything goes into basket two or three.

Basket #2--Action Basket.  Doesn't that sound great?  You're going to take action!  These are things such as bills that need to be paid, classes you're going to sign up for, invitations to RSVP, permission slip forms that need to be signed, and anything else you have to take care of.

Anything that's due the following week should be taken care of at this time (at least once a week)  I pay bills once a month, so the bills stay here until bill-paying day.

Basket #3 --Reference Basket.  Here's where you keep information you're absolutely going to want to refer to IN THE NEAR FUTURE.  "Might want to use some day" doesn't fit into this category! "Can be found on the internet" doesn't fit into this category, either.   It might be schedule of community classes you want to sign up for, or store sales and coupon notices.   I recommend NO catalogues, unless you know for certain you're going to order something.  Each time you sort your mail, you'll get rid of outdated stuff in this basket.

To be filed--this can be a file folder.  In here you'll have things that should go in your yearly files, such as bills that you've paid, receipts, statements, etc.  You'll be filing these at least once a month.

(Note:  the HOLDING BASKET is now EMPTY.  Yes, you heard me correctly: empty!  No exceptions).

Yay!  Now that you have a system going, you've made a HUGE first step in dealing with all that paper. Watch this spot for strategies to deal with the backlog.

If you need help getting started, remember that your friendly home organizer is just a phone call (or email) away.

For solutions to your organizing challenges,

to schedule a free consultation,

or have a conversation about your organizing needs:

Call Linda Palmer
262-784-3957
createorder1@gmail.com

at Create Order

Home Organizing and De-materializing Service

  

Deck the Front Door

(From: Picture of a Perfect Christmas)

     I get a kick out of looking at magazine headlines this time of year.  Half of them are:  How To Have the Perfect Holiday in which Everyone is Joyous and Your House Looks Like a Magazine Photo Shoot.  The other half are:  How to Avoid Holiday Stress.

      I don't know about you, but there are times when I've knocked myself out trying to do both at the same time.  Now I'm convinced it just isn't possible. 

     It took me some time to figure out that NOTHING on my list of holiday have-tos is compulsory--not even being happy or having a good time.  It would be fun to have a house that looks like it's been decorated by Martha Stewart (who probably doesn't even do her own house by herself) but when I looked a little more closely at that desire, I realize it comes from a place of wanting to appear more capable than I actually am. 

I can't think of a more useless waste of time.  Why would anyone want to do that?  If people think I'm perfect I'd be under constant pressure to remain so, and anyway, let's face it, most of us sort of resent someone who seems perfect.  We secretly think they need to get a life.

I love having the the house decorated and the tree up, but I've stopped pretending I'm doing it for anyone but me.  I've let go of the timetables and the lists, and as a result I enjoy the process much more.  No one has ever come in to my home and asked, "Where are the festive garlands crafted out of used coffee filters?" (a true project from a magazine).

It's great to give the perfect gift that the recipient will treasure and remember always, but not when trying to do so results in a month-long frantic search right up to Christmas Eve, ending with the purchase of a gift card.  I decided to skip the shopping part and go right to the gift card or cash.  So far, no one has complained.  Eventually, most of us have decided that, since our gifts "cancel each other out", we'll just skip the whole thing and give each other a toast or a hug.   

Sometimes, the holiday stuff is magical and wondrous, and sometimes it's just something you think you have to do.  I've found that when I let go of my expectations and my need to make it so, the magic and wonder can sneak up on me at the most unpredictable moments without the least bit of effort.  

And, if I want a Norman Rockwell Christmas, I can always look at a Norman Rockwell print, because I'm pretty sure that's the only place it exists.

(From: Around the World in 110 Days)

To find solutions for your organizing challenges, 

schedule a free consultation, 

or have a conversation about your organizing needs:

Call Linda Palmer

at Create Order

Home Organizing and De-materializing Service
 In the Milwaukee, WI and surrounding areas

262-784-3957

createorder.org

email: createorder1@gmail.com

On Facebook:  Linda Palmer/ Create Order

True Confession

People often ask me if my own house is organized and I have to say that I  have a place for everything--even if everything isn't always in its place.  And I only have what I love, need, or use, and will fit in the space.  In that sense, I'm doing o.k.

But there is one area in which I'm just like most of my clients -- the computer!

The desktop is crammed with stuff, some of which I don't even recognize.  When I open up the download file, I take one look and quickly close it right back down. And those photos!  I have some files that I created about two years ago, but everything else is in a place labeled "misc".  I delete a bunch of emails every week, and tell myself I'll file the others "later", so they're piling up.  Don't even talk to me about backing things up on the cloud or anywhere else!

The only difference between my computer and a desk overflowing with piles of paper is that I can't see the computer mess when I walk in the room.  Otherwise, it's exactly the same, and I deal with it in exactly the same way that many people deal with their physical stuff:  I procrastinate.  I sit down to organize the computer and get sidetracked for about an hour and a half reading emails & catching up on networking. I feel overwhelmed, so I shut the thing down and walk away.  I try to put the niggling thought that I have to do it away, but I can feel the weight of it bogging my down in other areas of my life, just as physical clutter does.

Well, that stops now!  It's time to make an appointment with myself (my most challenging client) and  and start taking my own advice.  I'll break up the job into smaller tasks, set a time frame to work, and tell myself gently at first,and then a little more sternly, to stay on task.  I'll remind myself often of what it will be like to have a nicely organized, clutter-free computer where I can easily find everything I need.

If that doesn't work, I know lots of Professional Organizers who will be happy to assist me!  Wish me luck.

For more on this topic:  Organize Your E-Clutter Like a Pro

 For solutions to your organizing challenges,

to schedule a free consultation,

or have a conversation about your organizing needs:

Call Linda Palmer
262-784-3957

at Create Order

Home Organizing and De-materializing Service

                                  In Waukesha and Milwaukee WI counties, and surrounding area

on the web:  createorder.org

email: createorder1@gmail.com

facebook:  Linda Palmer/Create Order Organizing Service

Be Rich Without Money!

     Most of us think we have to have a lot of money in the bank to feel rich.  In truth, there are a lot of VERY wealthy people who are anxious and worried about money, and a lot of happy people who may or may not be rich.  The good news is: we can all be a part of the second group!  Here are some ways to trick yourself into feeling rich.

Give: whenever you get the chance.  Even if you're having trouble making ends meet, you might put 25 cents in the MACC fund can at the counter, a packet of spaghetti in the food collection bin at the store, or add a dollar at the register to support a cause.  You can do things for people--any people.   Over-tip whenever and whatever you can.  It makes you feel benevolent and generous, a vibe which some people (me)  believe will attract abundance.  And, it feels so much better to put something in that bell-ringer's bucket than trying to sneak past without making eye contact!

Pretend:  When I went through a period of feeling seriously cash-deprived, I would go to the mall and pretend I could have anything I wanted.  I surprised myself by being very picky in my choices, which made me realize I didn't want most of that stuff after all.  One time, a friend and I did this at an art fair, giving ourselves $50,000 to spend.  We were amazed at how attentive and helpful the artists were as soon as we started "shopping"!  Neither of us managed to spend the entire amount.

Practice Gratitude:  This can include a gratitude journal, counting blessings etc. but there are a few other fun things you can do. Say "Thank you" at every possible opportunity. Before I started paying everything online, I would write little notes on the bills when returning them with payment:  "Thanks for the electricity!  We really enjoyed it during this hot spell." or " I so appreciate you lending me the money for my car.  I don't know where I'd be without it." I know it sounds crazy, but it completely transformed the bill-paying experience for me.  I imagined that someone would open the envelope, see the note, and maybe have a good laugh with someone about it...or send the men in the white coats...but it was fun for me.

(fromhttp://www.buzzfeed.com/lukelewis/middle-class-problems?s)

Keep things in perspective:  Some time ago, I read a little piece on BuzzFeed called Middle Class Problems.  It made me laugh, but it also made me realize that the 80% of the world's population that doesn't have enough to eat, a place to sleep, or clean water, would love to have my problems.  When I find myself fretting or complaining about finances, I remind myself:  This is a middle class problem!  Instantly, it seems less problematic.

Last, but not least:  Get Rid of Stuff!  Letting go of extra stuff sends a subconscious message to your brain: "I have what I need, and I can get what I will need in the future."

When you realize you have plenty, you're less likely to acquire a lot of stuff you don't need. Which allows you to have more space, more order, and more of what you need and love in your life.  And who doesn't want that?

More reading on this topic:  How to Feel Rich and Wealthy

 For solutions to your organizing challenges,

to schedule a free consultation,

or have a conversation about your organizing needs:

Call Linda Palmer
262-784-3957

at Create Order

Home Organizing and De-materializing Service

                                  In Waukesha and Milwaukee WI counties, and surrounding area

on the web:  createorder.org

email: createorder1@gmail.com

facebook:  Linda Palmer/Create Order Organizing Service

 

How to Create Order in Any Space

If the thought of cleaning out your purse, never mind a closet or the garage, makes you want to RUN in the opposite direction and play hours of solitaire on the computer or watch a "Petticoat Junction" marathon on t.v., here are some simple steps to get you started in almost any space.

     Before you begin, be clear about your purpose for the space.  Is it going to hold cleaning supplies, winter coats, ex husbands? (Anecdote:  I have a friend who is very clear about the purpose of her handbag, which contains:  grooming and make up center, first aid station, wardrobe malfunction emergency kit, supplies and tools for possible mechanical breakdown, various record keeping items:  address, phone number, calendars, lists of various sorts, financial necessities and  hydration and nutrition items. All perfectly organized).

Allow yourself roughly twice the amount of time you think this project will take.  Hurrying is the enemy of organization!

 EXHIBIT A   (photo from houndrat.com)

Take EVERYTHING out of the space.  As you take it out, you can sort into 4 separate piles or bins.

     Bin #1:  I can't use it and neither can anyone else--toss!  Be ruthless!  I know you don't want to put extra stuff into landfills, and you shouldn't.  Resolve that in the future, you will be mindful of that when you're considering a purchase.  But also consider whether you want it hanging around your house for the rest of your life, only to go right into the landfill anyway once you are gone.

     Bin #2:   I don't use it, love it, or need it, but someone else might--donate. (Warning:  be careful of putting things aside to give to someone else.  Those items have a way of sticking around for a LONG time and sometimes forever!)

     Bin #3:   I use it, love it, or need it, but it doesn't belong in this space.  You don't have to figure out where it will go right this minute....this bin can be put aside to deal with later.

(photo: Jeri's Organizing & Decluttering News)

     Bin #4:   I use it, love it, or need it and it belongs in this space.  Keep in mind the purpose you've given the space, and the amount of space available.

     Now you can put the stuff from Bin #4 back into the space in an orderly way. Group similar items together, and use bins or labels as needed.  Throw the items from Bin #1 in the garbage,  box or bag items from Bin #2 to donate, and find homes for the items in Bin #3 (this could be a separate project).  Dust off your hands and give yourself a big pat on the back.

     You deserve it!  And remember, if you need help, your friendly home organizer is always ready!

   For solutions to your organizing challenges,

to schedule a free consultation,

or have a conversation about your organizing needs:

Call Linda Palmer
262-784-3957

at Create Order

Home Organizing and De-materializing Service

 

                                  In Waukesha and Milwaukee WI counties, and surrounding area

on the web:  createorder.org

email: createorder1@gmail.com

facebook:  Linda Palmer/Create Order Organizing Service