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The Dollar Stretcher

Conquering The Paper Piles In Your Home

by Janet M. Taylor
TOrganized@aol.com



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Getting Started

1) Make an assessment of the room that is accumulating paper clutter. This will help you set goals.

2) Write your goal and be specific. I want to eliminate the clutter in the _________________.

3) Set a deadline. I would like to conquer my clutter by Christmas/ Thanksgiving.

4) List what is needed to achieve your goal.

Basic Needs
  • desk/table/writing surface( make sure you have enough surface space to write and spread out materials.
  • filing cabinet 2/4 purchase one that will grow with you.(good quality) - waste basket
  • caddy or basket for supplies
  • file folders and/or hanging file folders(frames) Other Supplies
  • Bulletin Board
  • Shelving units/bookcase. ( books/ magazines) - Desktop organizers for supplies and paperwork Set-up/Layout
  • Spare Room, Corner of a room
  • Placement of equipment(left handed, right handed) -Extension Cords Equipment
  • Phone(speaker phone)
  • Fax
  • Computer
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.

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/p>

  • 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.

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.

Totally Organized is a professional organizing firm founded by Janet Taylor, Professional Organizer and Personal/Professional Coach. Totally Organized provides organizing, one-on-one coaching, seminars and products all devoted to help you organize your life. FREE monthly electronic newsletter. Send an email to list_TotallyOrganized-subscribe@topica.com to subscribe. Totally Organized, P.O. Box 54091, Philadelphia, PA 19105-4091, (888)321-8263. email- TOrganized@aol.com.

Do you have a time or money saving idea that wasn't included in this article? Please send it to tips@stretcher.com. We get the best ideas from our readers!

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