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Author: Annie Amoon RichardChallenging Disorganization Clutter Document Management Emergencies Filing Paper Receipts Tips

EZ File Your Paper Piles

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.

Are you ready to change your paper filing system forever?  Here goes. Two steps. Two easy steps.

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!

Author: Geri Chark FrankelDigital Apps Document Management Electronic Organizing Home Office Lists Organizing Productivity Project Management Receipts Tips

Quick and Easy Ways to Let Tech Help You

Photo by Oleg Magni on Unsplash

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.

  1. Alarms on your smartphone: In the morning, as you review your plan/to do list for the day, set an alarm to ring at the point you need to gather yourself in order to leave on time NOT for an appointment time itself. You can add an additional alarm for when you need to be heading out your door.
  2. Calendar app on your smartphone: As you enter an appointment, meeting, occasion, etc., in your calendar, remember to use both alert options as reminders and set them at appropriate intervals.  For example, if the event is a party or birthday, you may want to set the first alert a week before, to allow yourself time to purchase a card and/or gift. The second alert can be for the morning of the event. 
  3. Evernote: Use it to do a brain dump of your things to do; record receipt; store your vital documents, medications list and other medical records, prepare for tax time, file client/business information, tame recipes, organize your clippings from magazines, and journal.  The possibilities are endless. You can keep photos, video, and audio files in it. This program synchs beautifully across your devices so you have this information at your fingertips.
  4. CamScanner (or Scannable): Snap photos of documents, receipts, clippings and other paperwork/labels et. al.  that you can then save as PDF files. You can send these directly into Google Docs, Dropbox, Evernote, a text message and/or an email etc. 
  5. Contacts:  The minute you get a new person’s details, take a moment and set up a contact!  Add key descriptions to help you locate that newbie at a later date. For example, if a friend tells you about the BEST landscaper in the area, after you enter the person’s name and company,  and mobile number and email address, add “Landscaper Recommended by (friend’s name) in the area where you recorded the company’s name. That way you will still be able to get that information should you forget the company’s actual name.  Use Contacts to enter usernames and passwords for accounts. (NOTE: make sure you have a 6-digit lock on your phone, as 4-digit locks are not secure enough.)

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!

Author: Janet BernsteinClutter Document Management Filing General Home Office Medical Move Management Organizing Paper Productivity Project Management Receipts Shopping Tax Prep

How Evernote Changed My Life (And How It Can Change Yours)

My Evernote conversion occurred about five years ago. Stuffed in the back of my junk drawer (yes, I also have one) for several years, lay a handwritten recipe for the best maple balsamic salad dressing obtained from a restaurant in Vermont. Frustrated with my lack of organization for something so valuable, I downloaded Evernote and my life was forever changed.

I created a notebook in the Evernote app and titled it “Recipes,” took a photo of the recipe within the Evernote app et voila! Wherever I am, on my phone, tablet or laptop I have a screenshot of the recipe. I quickly saw how transformational this would be in both my personal and professional life. When a friend recommends a great restaurant, it goes into the notebook I created titled “Recommended Restaurants”. I also do this for movies, books, wine, travel destinations, decorating ideas. All those great details we scribble on the back of napkins never to find again.

If I’m surfing the web, I can use Evernote webclipper to clip an article or page and put it into the notebook of my choice. I can also dictate notes into Evernote and draw using the Skitch app.

I also have a notebook for each of my kids. I have a screenshot of their health insurance cards, health records, photos of their artwork from Kindergarten so I could get rid of those large poster-size monstrosities, er, I mean works of art. The list goes on.

For my business, I’m able to share notebooks with my team and with our clients. We often take notes during an organizing session and share these with our clients. Evernote also eliminates the need to email documents back and forth. Instead, the whole team can collaborate and has access whether they are working remotely or in the office to notes, documents, photos, etc.

I’m barely scratching the surface of Evernote’s endless possibilities. For more information and to create your free online account check out www.evernote.com

Author: Darla PompilioDocument Management Paper Receipts Tax Prep

Tax Documents & the Challenge of Receipts

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One of the most confusing parts of getting ready for tax time is knowing what documents you need to prepare your taxes. Basically, the documents break down into three categories:  Income statements, deductions, and receipts.

 

The Challenge of Receipts

Receipts are the most challenging documents to store and organize. This is especially true if you are a small business owner. Receipts are your main protection if the IRS decides to audit and details are critical. It’s imperative to keep all receipts pertaining to business and a very good idea to get into the habit of making notes on entertainment and dining expense receipts.

Consider Scanning for Added Protection

Scanning your receipts can help solve two problems. First, if the IRS comes knocking, they won’t care that your receipts from four years ago have faded; so scanning receipts is a great way to give you that added layer of protection. Secondly, if you set up a system to scan as you go, then you won’t have to wonder where all your receipts are stored, and you won’t have to deal with that shoebox full of papers come tax time. There are many smartphone apps dedicated to receipt scanning that are easy to use and can save you hours of searching, sorting, and organizing papers during tax time.

Income Statements:

W-2 – wages and salary
W-2G – gambling winnings
Form 1099-R – retirement income
Form 1099-INT – interest
Form 1099-DIV – dividends
Form 1099-MISC – miscellaneous income, including self-employment
Form 1099-G – government payments
Form 1099-SA – MSA or HSA distributions
Form 1099-B – broker or barter exchanges
Form SSA-1099 – Social Security benefits
Form RRB-1099 – railroad retirement
Schedule K-1 – partnership income or loss

Deductions:

Form 1098 – mortgage interest
Form 1098-T – tuition
Form 1098-E – student loan interest

Receipts & Records:

Unreimbursed mileage related to work or volunteering
Charitable donations
Contributions to retirement plans
Healthcare expenses
Self-employment income and expenses, including any:
-Home-office expenses
-Health-insurance premiums paid
-Transportation costs
-Advertising fees
Rental property
Moving expenses, if you moved for a new job
Expenses for energy-efficient home improvements
Tuition or fees paid for education for you, spouse, or dependents
Retirement account rollovers
Child care and dependent care expenses, including the employer identification number (EIN) or SSN of the care provider

Additional Documents:

Your Social Security number (SSN) or taxpayer identification number (ITIN) and SSN’s or ITIN’s for spouse and dependents (if any)
Your birth date and birth date for spouse and dependents (if any)
A copy of last year’s return

Documents List Source:  H&R Block

Author: Anna SicalidesDocument Management Donating Family Filing General Goal Setting Home Office Organizing Productivity Receipts Tax Prep

I Love the End of the Year!

I look at the last week of the year as a super productive week since I am not scheduled to work, and I can spend time getting myself ready for the new year. I want to be as organized as possible before January 5, 2015, which is my first day back to work! Below is a list of suggestions that may help you start your new year off a bit more organized.

Donations Donation-Tips 1
-If you want to maximize your donations for the 2014 tax year, take one more look through your closets, bookshelves, cabinets, attics, basements and garages to pull anything out that needs to be donated. Children’s toys and books are usually a gold mine for most donation establishments.
-After the holidays, as you integrate your new gifts, take stock of your duplicates, triplicates or otherwise unwanted things that can be better utilized by others.
-Keep in mind that you shouldn’t wait until December 31 to drop off your donations, because if the center hits their capacity level, they may stop accepting donations.
-Some donation centers will pick up your unwanted goods as long as you are on their schedule. Some donation center choices are GreenDrop, Vietnam Veterans of America, The Salvation Army, and Impact Thrift Stores.
-Make your final online cash donations as soon as possible since you don’t want to get stuck with slow or crashing websites at the last minute.

Files Files
-Assuming that you have them, the end of the year is a great time to purge your old files and create new ones.  If you need help creating a filing system, a professional organizer can help. You can go to the ‘Find an Organizer’ tab at the top of this page.
-Go through your 2014 bills, pull them out of their files, and clip or band them together if you are going to need them for your taxes. If you don’t need them for your taxes, I would suggest shredding anything that has personal information or account numbers. Most of my clients shred their department store bills and hold onto some of their utility bills for another year (I think they just want the security of having them…just in case).
– A filing cabinet or file box are both great choices to keep your files organized and accessible.
-If you scan your bills and receipts, remember to create new files on your computer.

Hopefully, there is something here that will help you start 2015 off with a little more organization in your world.

Author: Suzanne KuhnClutter Document Management Donating Estates Executors Family Filing General Project Management Receipts Tax Prep

All About Executors

A picture of a Will for Suzanne Kuhn's postIf you are reading this, chances are that you will need an executor and/or will be an executor at some point in your life. An executor is the person named in a will to administrate the estate of the person who died leaving that will. The job of the executor is to make sure that the deceased person’s wishes, as described in the will, are carried out.
Here are some of the tasks executors perform:

  • Inventorying the assets of the deceased: cash money, financial investments, real estate, collections of valuable objects, the contents of a home, as well as personal articles such as clothing and jewelry (this collection of assets is known as “the estate”).
  • Obtaining contact information for far-flung beneficiaries and heirs named in the will, as well as notifying them.
  • Identifying any outstanding debts of the deceased person and paying them off. Working with banks and other financial institutions to transfer money from living accounts to estate accounts.
  • Calculating the taxes due on the estate, filing the estate tax return, and paying those taxes on time.
  • Assisting an attorney, accountant, or other professional associated with the will.
  • Distributing the estate to the beneficiaries and heirs after all the above has been completed, and disposing of what remains.

These tasks can be complex, full of “red tape” and frustrating, so it is important to choose the right person for the job.

A good executor is:

  • Detail-oriented
  • Comfortable with numbers
  • A good problem-solver
  • Willing to make decisions
  • Patient when faced with frustration
  • Able to be fair and impartial with family members and other heirs
  • Available to spend the considerable time it can take to administer an estate

Too often, people making a will choose their executor based on family dynamics or out of a wish to bestow an ‘honor’ on a special person in their life. They give little consideration to the personal traits and skills needed by the executor, with disastrous results. As a professional organizer specializing in finances and paperwork, I have witnessed these horror stories when the wrong person was chosen for the job of executor:

  • The sibling who was emotionally closest to the parent was chosen as executor. The executor was impatient and unable to be impartial; emotional blowups were frequent during the distribution of the estate, and assets were distributed first to the executor and then to the ‘squeaky wheel’ among the heirs.
  • The will-maker chose the child who had pursued the same career, believing this ensured the necessary qualifications to be an executor. But this executor lacked the time to administer the estate and was easily frustrated when faced with red tape. The will-maker died five years ago and the estate is still not wrapped up.
  • An executor with a lifelong fear of math procrastinated with the numbers and details of the estate, potentially missing tax deadlines and paying penalties and interest as a result.

The key take-away from this post is to choose your executor carefully, based on the skills needed to do the job. But perhaps, you have already chosen an executor who lacks some of these skills, and you don’t want to make waves by changing. Or maybe, you have been named as someone’s executor and feel unqualified for the job. In either case, don’t despair, because help is available. Professional organizers can help inventory the deceased person’s possessions, and can help sell and/or donate possessions not inherited by a specific individual. Some organizers specialize in the organizing of finances, paperwork and information, and can help with these aspects of the executor’s job. A good place to find an organizer to help with the administration of an estate is the ‘Find an Organizer’ link at www.napo-gpc.org.