I’ve been reading articles about the promise of a paperless office my entire life, and for the most part, those articles have just created more paper.
For the first time in modern history, we now have the tools to go completely paperless. But before you go invest in a new gadget and hunker down to scan all of your paper, you can probably do a lot to reduce the amount of paper in your life.
If you really want to go paperless, start with these steps to have less paper in your life. You’ll find more space in your home.
Everyone hates to file papers and we all have piles of them on our desks, tables, and any other flat surface around. No one likes to deal with all the papers that we still have even in our modern “paperless” society. Today I offer an easy, simple system that is not overwhelming and will have you binging Netflix in no time. The best part of this solution is that it’s only two steps!!
Even as a professional organizer, my ADHD gets in the way of keeping my attention on sorting papers for any significant length of time. As everyone knows, dealing with papers is boring. It becomes overwhelming so we give up and give in to the piles. So, out of necessity, I created this quick and easy system for dealing with the paper piles.
Step 1: Get 2 containers – boxes, plastic bins, baskets etc. to hold your papers. They can be pretty or they can be from the liquor store. The look of the container is up to you.
Step 2: Answer one yes or no question for each paper: “Does this paper have anything to do with my money, property, legal identification, or taxes?” If the answer is yes, it goes in box #1. If the answer if no, then it goes into box #2.
That’s it, you’re done filing! Even if you never do anything else with either box, you will be able to find any important paper that you need, when you need it. Most papers that we think we need to keep are rarely, if ever, referenced again.
If you need to find an important legal document, receipt or tax info you only have to look in Box #1. You don’t need to be distracted by all the non-legal or non-financial papers to find what you need. Your stress level is greatly reduced or even eliminated. If there is ever an emergency, storm, fire, or other need to evacuate quickly, you just have to grab Box #1.
Now, a lot of people would just not feel completely comfortable with this simple system. If you fall into this category, then take the next step. Get a 3-ring binder and some sheet protectors. Place all of the most critical documents – your birth certificates, passports, Social Security cards, marriage and divorce documents, property deeds, college transcripts, etc. and put them into the page protectors in the binder. Keep this binder in or near Box #1 and let all household members know about it and where it is. Believe me, this will save you so much time and stress when you need to locate these documents.
I know that this system works well as I just completed the process of getting both my Real ID and my passport. It was so much easier knowing where all of the documents were and that they were all together.
Now that you paper piles are tackled, grab some ice cream and enjoy your favorite show or activity. Guilt free. Now you are organized…at least with your papers!
While helping clients organize their papers, they express concern that they’re doing something wrong when handling them more than once. What they’re unknowingly asking about is the OHIO (Only Handle it Once) rule.
Keep in mind, though, that OHIO is a guideline, not meant to always be applied. The intent is to Only Handle It Once, or as few times as necessary to completion.
We don’t stop to think about how many times we handle the same papers — and how much time we waste. A lot!
Here’s a favorite productivity tip from David Allen’s book, Getting Things Done. His Two-Minute Rule states that if it takes less than two minutes, do it now. That doesn’t mean two minutes exactly, but just a few minutes to complete quick tasks. Brilliant!
Contact a pro organizer if you want to learn how to get more done in less time.
© 2019 Adriane Weinberg. All rights reserved.
First, let me confess: I am NOT what you might call an “Early Adopter” when it comes to technology.
I need to know that an app/program has been around a long time, is secure and is fast and easy to learn and use.
Here are 5 tech tools that meet those requirements. Use them daily to free up mental clutter, to run on time with appointments and projects, and to help you access information quickly.
You will enjoy the benefits of a calmer daily routine and the ability to access information speedily if you take a little effort to use one or more of these tech tools!
As a kid, April 15 was a holiday in our house. It was the day my accountant mother could breathe again after over 3 long months of helping her clients. I may have learned a thing or two along the way, so I’m happy to share some tips on how to get organized before heading to your accountant’s office, or, if you’re one of those brave souls who tackles the task on your own, before you sit down at the kitchen table amid a sea of paperwork. In either case, the key is starting early… as in January 1 early.
Taxes can get pretty complicated depending on what kind of return you have to file. Do you have a business? Dependents? Itemized deductions? There are already a lot of great sources of information out there about which documents and information you need to gather. Instead, let’s focus on how to move through this year proactively so that when April 2020 rolls around, you won’t be scrambling to find all this documentation.
The first thing you should do is have a dedicated folder where you can file any paperwork that you may need come next April.
Know which documents you need to keep in each folder and make lists. If you need help with this, your tax preparer should be able to help you create a customized list based on how you file and the specifics of your financial architecture. Otherwise, here’s a great general resource: https://www.rgbrenner.com/resources/what-do-i-bring-to-my-tax-appointment/
Attach these lists to the front of each folder. Cross off items as they go into the folder.
Documents come in all year, so this is a great way to keep yourself informed at a glance. A few notes:
Now that you’re filing, try to stay ahead of the record-keeping by doing it monthly. This effort will help both you and your accountant simplify the process come March or April, so you don’t have to scramble to collect all the information and dollar amounts in a last-minute rush.
Pick your poison to start an electronic or written file for keeping records of expenses. I’m a lover of Excel, but some folks prefer Word or even handwritten lists. If you’re in the latter camp, I recommend buying a dedicated ledger book to record line items. Keep separate files for personal and business. Once a month, go through your saved receipts and enter them into your record. Remember to categorize the type of expense for each receipt.
As you can see, it’s all about establishing a system that you can easily maintain throughout the year with minimal effort. It’s so easy to get behind with all the personal and professional obligations we balance. If we can stay aligned with the system and find an hour a month to maintain it, then when that April 15 holiday inevitably rolls around again, we can face it head-on with confidence and careful preparation.
While working with clients on managing their paperwork and filing systems, and/or time management/productivity we often come across very old (meaning over a year) TO DO lists.
Are YOU haunted by these? Know they are out there lurking to challenge and shame you? I AM!!!
Here are some thoughts to guide you as you contemplate your next move against these demons.
Option #1: Look at them
Option #2 Throw them out
Take an hour or two off and, armed with a legal pad or journal, bring those lists to a coffee shop/library or other secret hideaway. Review them in a loving, self-accepting way. Jot down any thoughts that arise.
Then, like you would with the old tub of cream cheese that is festering in the back of the frig, growing green and black molds, TOSS the old to do lists out.
Onward to what calls to you NOW!