Getting Organized

Establishing a system

• Keep is simple and easy to understand.
  

• Make it easily accessible to family members.
  

• Invest in a good filing cabinet or file storage boxes.
  

• Alphabetize, Color-code, categorize-financial( green), health(yellow), school(red), work(purple) Paper Management- Always remember piles are created because we delay in making a decision on the paper we receive.
  

• Have a waste basket by your side-we never use 80% of the papers we collect.
  

• Decide what is current information and what can be stored elsewhere.
  

• Working File (Bills, Action)
  

• Retention Schedule( how long will you keep information).

  While working through the papers ask yourself- - Did I ask for this information?
  

• Is this the only place the information is available?
  

• Is this information recent enough to be current?
  

• Can I identify the specific circumstances when I would want information?
  

• What is the worst possible thing that could happen if I trashed this paper?

  Items To Discard-Duplicates, Dated, Have no time to read - Salary statements after checking w-2 forms at year end.
  

• Canceled checks for cash or non-deductions & warranty items.
  

• Expired warranties and those manuals to equipment you no longer have.
  

• Coupons after expiration date.
  

• Other records no longer needed.

  Dead Storage
  

• Previous active files over 3 years old.

  5 Things that can reduce your paper clutter - Get off mailing list.
  

• Open mail near wastebasket.
  

• Consolidate credit cards.
  

• Instruct companies not to sell or rent your address.
  

• Don't order magazines you don't read.

  Preventing paper clutter
  

• Schedule time 1-2 hours a week to eliminate clutter.
  

• Keep the trash can handy.
  

• Always evaluate, categorize, file and throw out papers.

   

  Categorizing/Grouping Files and other related paperwork

  Health Records
  

• Create a chart or use 5 X 8 index cards to keep track of:

   

• visits to the doctors

   

• reason for medication

   

• reaction

   

• immunizations
  

• File bills, medical insurance information in your health section.

  Financial records
  

• Place canceled checks in folder or box.
  

• File statements once you have checked them for accuracy.
  

• File tax information together.
  

• Create a filing system with your accountant to keep track of financial information.
  

• If you are selling your house within a year you may want to keep utility bills for potential buyers.

  Kitchen Clutter
  

• Organize recipes in recipe boxes or photo albums with dividers.
  

• Create an office center using a storage box or caddy for scissors, tape, stamps, etc. paper
  

• Organize coupons in accordion pouches or boxes

  Travel & Papers
  

• Organize your maps, brochures and travel information.
  

• Create a packing checklist for your trips to remind you what to pack.
  

• While on your trip take a file folder or large envelop to place all paper you accumulate while traveling.
  

• After each trip set aside time to go through paperwork, file information and receipts you need for tax or reimbursement purposes.

  The Mail
  

• Choose a specific time and place to process your mail, and have a large waste basket handy.
  

• Sort mail according to family members.
  

• Establish a set spot for leaving each person's mail( bedroom, home-office).
  

• If a family member is out of town store his or her mail in a box or manila envelop.

  Sorting Mail
  

• Dump-throw it out.
  

• Action-to pay, write, or call.
  

• To-Read-catalogs or magazines
  

• Filing-spend time once a week filing.

  Helpful Tips For Sorting Your Mail
  

• A reminder for a 6 month check-up( mark calendar).
  

• Upcoming event tickets( create an event folder).
  

• Remove from mailing list-create a form letter and make several copies.
  

• New catalog -scan.
  

• Magazines-rip and read

  Keeping Track of the Bills, Bill, Bills - Create 1 pile.
  

• File receipts.
  

• Open bills and write the due date on the envelop - Make a note to yourself on your calendar when bill is due.
  

• Create a list to keep track of all bills.

  Conquering Your Reading Material
  

• Be selective and set limits on what you read.
  

• Incorporate reading into your daily life.
  

• Prioritize your reading materials.
  

  High priority-letters
  

  Low priority-catalogs

  Maintaining Your Files
  

• File regularly.
  

• Keep files lean & current by moving out information.
  

• Shift through papers every time you pull it out.
  

• Once every 6 months go through papers.
  

• Retention Schedule

   

  Final Tips

   

• Process each piece of paper as it comes in.
  

• Refile things.
  

• Put loose papers in clearly marked files.
  

• Use a bulletin boards to post flyers or information about events.
  

• Create a location to pay bills, write letters, make calls.
  

• Set aside time to work on paperwork weekly.
  

• Clear work space each time you are done.