Tag Archives: office

The Chaos of Business Card Collections

We’ve all been guilty of it – hanging onto business cards that somehow end up on dresser tops, stashed in drawers, or floating around on counters. We sort of know we probably don’t need them but there’s a nagging sense of importance about them that makes them seem valuable. So, we neaten the pile or shove them back in the drawer and forget about them for a while.

Why are you keeping them?

Managing clutter is all about making conscious choices.  The first step to getting a handle on those stacks is to take a clear look at your motivations for hanging onto them:

  • You may want to use that person’s services
  • Something you want to do someday
  • Somebody you want to network with
  • Neighborhood services
  • Cards of services you use regularly
  • Nostalgia – cards of family members, cards of your past careers
  • Cards whose designs you like

Figuring out why you’re keeping them helps you get clarity on how relevant the info actually is. That informs whether you really want to continue to keep them and how you store them. Part of what makes business cards a less precious resource than we think is there are so many ways other ways to find services and people – Facebook, Yelp, list serves, LinkedIn, Google… put in bits of information into a search tool and have that person show up.

After you do a serious purge of the stacks its time to decide how to store the keepers.

Store for easy retrieval

Ways to store them

  • Electronically – scan or enter into your favorite digital address book tool
  • In a mini-file box
  • Rubber-banded in a drawer or on a shelf
  • In a rolodex
  • Binder sleeves designed for business cards
  • File in a resource section of your filing system (can attach card to larger piece of paper)

Make them useful

If you are keeping cards, it can also be helpful to jot a few notes of relevant info to help you remember why you have the card.  Write on back (have a sharpie close by):

  • Next actions/promises you made to them
    • Where you met them
    • Your follow-up plan
  • Interesting fact about the person (their dog’s name, for example)
  • What you have in common with them
  • Who you both know
  • Key words (name and date of event, category of contact)

business card boxes - 1

It’s perfectly fine to hang onto cards you may not actually need or use — so long as the stacks of cards don’t stress you out and don’t impact your usable space. If they impact your peace of mind or are getting in the way – take action to clear the clutter.

When you browse through your business card hoard, what is the wackiest card you find?

 

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Filed under Business Organizing, Decluttering, Memorabilia, Office, organizing, Paper, Products, Strategies

Untangling Electronic Cable Clutter

cable salad

Who hasn’t opened a desk drawer to see a snarled rats nest of cables and electronic devices from the past? An intimidating and unappealing cable and device salad?

We live in a time of amazing technological advances but one of the drawbacks is that devices quickly become obsolete. Our consumer culture pressures us to keep replacing things, which creates a constant stream of electronic litter in our homes.

The charging and connecting cords that go with these items create an extra layer of frustration and confusion around the issue. Hot tip: when you get a new device, take the time to wrap the cables! Purging old electronics becomes so much simpler when you can quickly grab the device and all it’s parts and cables.

bundled cables

Many people get rid of the electronics but don’t search for the cables (and even the CDs that that go with them) to dispose of at the same time. They’re left with a box of cables they are afraid to get rid of.  There might actually be a useful one in there for a device they still have. The box of chaos becomes a project for that mythical weekend when you’re going to organize your garage, sort your photos and finally deal with that box of cables. Yeah, right.

The simplest way to bundle cables is using twist ties. You can use the grocery store variety or a heavier duty kind – silicone twist ties, which are sturdy and easy to use. Ziploc bags work well to group accessories and software with the cables making it even easier to dispose of the group when the time comes.

It sounds like such a straightforward solution, but sometimes the simplest solutions are the most elegant.  And they can save you from future frustration. Your time is precious, invest a little bit up front to save yourself hours later.

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Filed under Decluttering, disorganization, Garage, General Organizing, home organizing, Office, organizing, Products, Reduce/Recyle/Reuse, Technology, Time Management

Dedicating Space for Household Management

homeoffice

Do you find your household paperwork doesn’t have a home? Is your bedroom getting used for stashing unmanaged mail? Do you have papers and mail all over the house? Are you frustrated that your home never looks tidy? Many people use a large portion of their kitchen counter to manage notes and mail…and it spills over from there. But the kitchen counter space often doesn’t provide enough room for a tidy work space.

All these scenarios point to the importance of dedicating a space for a household management center.

Location

The ideal location for a household management center is close to where this work usually gets done. Kitchen, dining room, living room are very common areas. Look where your paper is accumulating and see if you can dedicate a bit of space to make it an “official” work area. Active projects need to be out and accessible where you will really work on them. Where does the work actually get done?

If you have a more remote home office but don’t find yourself staging the mail and active projects there, you might find paper clutter creeping into the living space. It would be appropriate to create an active work station more centrally and store overflow and permanent files in the office. For example, if you find yourself most often sitting on your couch paying bills online, can you create a space there to catch incoming bills?

The Critical Bits:

  • Active projects: to-do’s and bills to pay
  • Active reference: family schedules and phone lists
  • Basic office supplies (stamps, envelopes, paperclips, post its)
  • Dedicated containers to get the recycling and shredding out of the way and off the countertop

Nice to Have Nearby:

  • Printer – can be hidden or made wireless so it can be stored in a back room or closet
  • Main household filing system – including past years taxes and permanent records
  • Overstock office supplies
  • Kids’ art portfolios

Instead of berating yourself for being messy, embrace the idea that household management needs dedicated space. And give yourself the gift of organization.

 

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Filed under Decluttering, home organizing, homework, Kitchen, Living Room, Office, organizing, Paper, paper organizing, Perspective, Storage, Work

The A.R.T. of Clearing Paper Piles

messy-desk-1

Does this dining room table look inviting?

Have you ever your faced dining room table or kitchen counter covered in paper, taken one look and turned around to find something else to do? Planning to host Thanksgiving dinner by shoving the piles into bags and sticking it in the closet to deal with “later?”

Despite the appearance of being hundreds of items, all paper piles boil down to only 3 types of items: action, reference, or trash.

Action

These are items that need actual action – the “To-Dos.” Bills to pay, calls to make, items to research, forms to return. There are many ways to store this kind of paper but generally they need to be very accessible and fairly visible. For many folks storing them in a filing cabinet is too “out of sight, out of mind.”

Reference

These are items that are purely informational that you want to keep for reference either short or long term:

  • Insurance policies, medical records, financial, tax related, legal, etc.
  • Travel, art, leisure, self growth, parenting, job ideas, etc.

These can take the form of clippings, articles, printouts, and statements, mailed documents, books or magazines. Books and magazines are best stored on a bookshelf, loose papers are best stored in a filing cabinet. Freedom Filer created this concept of “Simplify With The Art Of Filing™” which is a great option for handling all of your reference files.

Trash

Self-explanatory! Shredding, recycling, garbage. It can be helpful to sort your incoming mail while standing over recycling & shredding bags. The quicker it goes out, the less pile-up of true junk happens.

Not being sure if you need to keep something often creates stress, anxiety, and confusion. Check out our prior post: Paper: to Keep or Toss? Problem Solved.

Try This!

Set the timer for 15 minutes and see how far you get with this method.  Enjoy the leftovers from your family meal rather than the aftermath from a hasty clean-up.

 

 

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Filed under Decluttering, home organizing, homework, Office, organizing, Paper, paper organizing, Products, Strategies

“Products We Love” Series – Cable Keeper

cable keeper by NEET
The options for cord and cable management are many and tangled. We’ve tried many over the years and all have some useful features and some drawbacks. Often, I see clients going back to the old stand-by – the trashbag twist-tie!

The Cable Keeper is a new twist on the old problem. I can’t say it’s going to solve every cord issue but it’s definitely worth a mention.

Basically it’s a colored fabric sleeve with sewn in wire that you slide the cord into. The flexible wire allows you to fold and manage the cord anyway necessary to create a solid bundle instead of a tangle or sloppy mess. Multiple cords can fit in one sleeve if desired.

Cable Keeper 2  Cable Keeper 3

The color varieties give you the option to use color to identify different types of devices or whose cords are who’s in a family.

Pros:

  • Wire structure gives all kind of folding flexibility
  • Lots of colors available for color-coding
  • Simple to load and use

Cons

  • Adds a fair bit of bulk to the cord
  • Folded cord isn’t as compact as with some other management tools

Gotta product you want to see reviewed by us?  Let us know?

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Filed under General Organizing, Office, organizing, Products

Easy Organizing for Tax Time

Getting Ready for Taxes Can Be This Simple

Getting Ready for Taxes Can Be This Simple

Have you broken out in your usual sweat anticipating tax time? Do you find yourself dreading the hours it’s going to take to round up the papers you’ll need to complete your tax planner? Being ready for tax time is all about keeping certain paperwork separate from others.

The most simple way to keep your tax paperwork separate from other papers is to create a box labeled “TAXES.”  If you want to get fancy, subdivide to create homes for:

  • charitable donations
  • childcare expenses
  • medical expenses
  • proof of income: W-2s, 1099s
  • tax documents

The home can be a file folder, envelope, or even a dedicated box. Anything that is easy to drop things into throughout the year.

If you’re keeping every single receipt and account statement, it’s worth asking your tax preparer to give you a list of documents you actually need to keep. Typically these are receipts and statements that prove expenses you claim as deductions on your taxes.

For paper organizing, it’s important to understand the difference between a general living expense and an expense you can claim as a tax deduction. For example, gas station receipts are a general expense, but if you use your car for business they could become a tax-deductible expense. There may be other reasons you want to keep every gas receipt – budgeting, MPG tracking, etc. but you may not need them for taxes.

If you want to take your organizing to the next level, consider the following:

  • use a money management tool such as Mint.com or Quicken® to categorize your expenses automatically so you just need to run a report at the end of the year (still need to keep your original deductible receipts)
  • use FreedomFiler® to manage your filing
  • have a professional organizer or bookkeeper come in monthly or quarterly to keep things straight

 If you can’t get it together for 2013, it’s not too late to set up a system for 2014!

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Filed under Decluttering, General Organizing, Office, Paper, Strategies

Overwhelmed with Paper?

Check out our YouTube video!

Check out our YouTube video!

The start of a new year is the perfect time to set up a new way to handle the constant flow of incoming paper. If you often feel frustrated or overwhelmed with paper and wonder where to put things, you aren’t alone!

For years now we’ve been using FreedomFiler® with clients. We love this system because it really teaches clients what they  need to keep and for how long.

The beauty of the FreedomFiler® system is that it does the work of making these decisions for you. It is designed to cycle papers OUT of the files – forever eliminating the need to set aside time to “purge the filing cabinet”.

FreedomFiler® is made up of 4 color-coded sections:

  • GREEN for monthly miscellaneous transactions
  • BLUE for tax-related transactions
  • RED for permanent family and property records
  • ORANGE/YELLOW for current policies, agreements
  • You may set up an optional fifth section in PURPLE, for saving literature, articles, and notes

When filing papers with FreedomFiler®, you only have to figure out what kind of paper you are holding; that determines which color group it gets filed in and the color group will determine how long it’s kept.

To use the system ask 4 simple questions

  1. Does this paper require immediate action or follow-up?
  2. Can I use this paper for taxes?
  3. Is this a vital record belonging to a person or an asset?
  4. Is this a newer version of an existing document?

Click the graphic below to see how it works:

Freedom Filer makes filing easy

Could it be that easy?  YES! Check out our short video intro to give you a taste.

If you use FreedomFiler® share your experience.  If you have a question, share that too!

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Filed under General Organizing, Office, Paper, Work