Organizing your Office

December 27, 2008 · Filed Under Home Office Ideas · Comments Off on Organizing your Office 

When you have a home office, whether it’s for a home based business or a home office for a corporation, you need to be organized. This is the only way you will be able to have success and work efficiently. When you work efficiently, you are more productive.

There are many things you can do to have an organized home office. Here are a few things that you can do to be more organized.

•    Desk

Find an area in the house that is good for your desk. You will need a place that will give you privacy. You want a room that is big enough for everything you have for your business. You don’t want to feel cramped. If you have an office or space that is too small, you run the risk of having a cluttered desk. When your desk is cluttered, you might find yourself searching for things you need and that is a waste of your time.

Most desks come with a few drawers for filing and those should be used for your current work. Hanging file folders work great in these drawers. You should also get a file cabinet for files you may not use on a day to day basis. If you don’t have a file drawer in your desk or you need more room, you will want to have the file cabinet within good reach.

•    Email

Email is one of the most important tools in business. It’s a means of communication between you and your employees, employer, customers, or clients. It’s one of the easiest ways to communicate and it’s one of the best ways. It’s also one of the hardest tools to keep under control. There are several ways you can keep it under control. Some of these tips will work with certain programs while others will work with any program.

File folders within your email program are a great way to keep emails regarding a certain project or from a specific person in one place. Some email programs will allow you to put in a rule and the email will go to a specific folder. While this is a great way to keep your emails filed where they go, it may be difficult to remember to check them. That’s why I feel it’s better to have them go to your inbox and then you move them manually when you are done reading them.

•    Calendar

Setting appointments and scheduling tasks for your business is important. It’s the only way you will be able to keep track of everything. Using an online calendar is a good way to keep track using your computer. If you have a Blackberry or other device, you can link the two or access it from your phone. Another good reason to use an online calendar is to share with your Virtual Assistant. Your VA can schedule appointments for you, she can add appointments for you, and she can set up reminders for you.

Using these three organizational tips, you will have more success with your business. Organized people get more accomplished in a day than those that are not organized and always looking for things or over booking themselves.

Sometimes being organized is hard to accomplish. When you find something that works, you need to stick with it. You also need to schedule time to clean your desk, file, organize and go through your email, and calendar your time. When you do this at the same time on a regular basis, you will find yourself remembering to do it and it will become a habit for you.

Organize Your Home Office

December 13, 2008 · Filed Under Home Office Ideas · Comments Off on Organize Your Home Office 

Working from home is very rewarding and a wonderful thing for your family. When you work out of your home, you are there for your children, you don’t have a commute, and you save money in the long run.

Working at home can be a huge challenge because you don’t have a boss telling you what to do and making sure you complete it. You are the boss so you have to do this yourself.

One of the biggest problems people face is their office. It doesn’t matter if you have a room to yourself or if your office is in the family room. You need to keep it organized or you will spend more time than it’s worth looking for things.

This article will give you tips that will help you get organized and stay that way. When you are organized, you will be able to work more efficiently and you will get more done in a day which means you will be able to spend more time with the family.

• File cabinet

Get yourself a two drawer or four drawer file cabinet that is dedicated to your business. You will to get hanging file folders and possibly manila folders to go inside the hanging file folders.

Now you need to create folders or files for your things that can be filed. You will need to figure out what will work best for you and your business. Once you get your folders or files created, start filing your things away. It’s better if you can file things as you finish with them or once a day, but once a week will work.

• Your desk

Keeping your desk clean and organized will help tremendously. You will have a clean space to work and you will be able to find things. When you file all the papers away that will help, but what do you do if you need to keep referring to a paper for a few days. How do you keep it off of your desk so it’s still clean? One way is to get a metal basket or plastic tray to put them in. You can also use these if you plan on filing at the end of the day or one time a week.

One thing that will help you keep your desk organized is to get a desk organizer. These have a place for your stapler, tape, paper clips, notepads, etc. They keep everything in one place and off of your desk. You will find it’s very handy to have one of those because you won’t be searching your desk for them if your desk is a little messy or full of papers you are working on.

If you spend a little time each day or week filing and cleaning your desk, you will be more efficient and you will work better. When you do this on a regular basis, you will be able to add more to your business and you will be able to spend more time with your family. It’s a win-win situation for you.

Overcoming Paper Clutter

October 30, 2008 · Filed Under Home Office Ideas · Comments Off on Overcoming Paper Clutter 

Even with all the technological advances in the world I don’t think our society will ever truly be paperless. In fact, the recent technological advances seem to have created more paper to deal with in many cases.

We have receipts, bills, insurance policies, certificates, investment statements, health records, and more. Then added to that is the daily influx of junk mail- magazines, catalogs, sweepstakes entry forms, etc.

Today we will learn how to overcome paper clutter once and for all.

Mail

Your mail needs to have a designated spot. When you pick it up from the mailbox each day, bring it into the house and put it in the same spot. This can be a basket, a designated space on the kitchen counter, or on your desk in your home office.

Your goal should be to handle mail as soon as it enters your home. But at the very least try to have a set time each day that you go through the mail and deal with it, so you don’t end up with piles of mail and magazines spread throughout the house.

  • Magazines– only keep the current month’s issue.If there are articles that you want to keep for future reference or for a recipe, etc. then invest in a 3-ring binder with plastic page protectors. Tear out the article that you like and throw away the rest of the magazine.
  • Catalogs– When a catalog arrives at your home and it is not one that your regularly order from call the 800 customer service number on the back and request to be taken off the mailing list.
  • Junk Mail– this should be immediately thrown away. If you like the coupons from the ValuPak, etc then clip the ones you like and throw the rest away. This will cut down on the amount of paper clutter laying around the house. To stop unwanted credit card offers call 1-888-567-8688 or write to Direct Mail Association Mail Preference Service at PO Box 643 Carmel, NY 10512. Include your name, complete address, zip code and a request to “activate the preference service”. This means you will only receive those catalogs, offers, etc that you personally request. The Direct Marketing Association estimates that this will stop 75% of the junk mail that comes to your home!
  • Bills– have a place for all the bills that need paid to be filed until it is time to pay them. This can be a plastic shelf divider, a basket, a file folder, an accordion file, etc. Whatever works for you is the best system to have.
  • Invitations, fliers, etc.- We all get the invitations to weddings, special events at the senior center and family goings on. Have a place that you put all these and weekly go through and sort out what has already happened and throw it away. As soon as you receive any type of invitation or reminder with a date in the mail you should check your calendar and if you plan to attend go ahead and write it on the calendar so that you don’t forget in the future.

Paper, in general:

  • Newspapers– If you use the internet all major newspapers including the local papers are available (in their entirety) on line. If you are not computer savvy or prefer to hold the newspaper than be sure to recycle or toss newspapers at least weekly. Piles of old newspapers are untidy and create a fire hazard as well!
  • Important Personal Papers– These include your will, birth certificate, social security card, passport, etc. Keeping these in a fireproof box is safest or use a safe deposit box at the bank. Other files you may have include 401k statements, bank statements, mortgage statements, stock/bond/IRA statements, warranties/instruction manuals, car information including car insurance and title. Keep your files organized and accessible according to how often you access them. If you only access certain papers once a year at tax time than file them in a banker’s box in the attic. Keep files you need on hand in the file cabinet.

How Long Should I Keep It?

We are often asked by clients how long they should keep various types of paper. These are general guidelines that we use when working with people. But remember it is always important to check with your accountant or tax advisor about your individual situation before shredding any documents.

  • Auto Records– keep these as long as you own the vehicle
  • Appointment Books– some people like to keep these as a type of journal, I keep them for a few years as back-up for mileage purposes. Keep them up to ten years for this type of reason.
  • ATM slips– Keep them six years for tax related purchases. Store them with your bank statements.
  • Credit Card statements– six years for tax related purchases (such as owning your own business) Otherwise keep until you receive the interest statement issued with by the company annually. Then you can shred them.
  • Dividend Payment Records– Until you receive your annual statement
  • Health Records– permanently
  • Home Improvements– as long as you own the home. Store these with your tax records
  • Household Inventory and Appraisal– As long as they are current. Update them annually (we will talk more about this next week when we talk about organizing for a transition)
  • Insurance Policies– (auto, homeowner’s, liability) through the statute of limitations. (disability, medical, life, personal property, umbrella) keep for the life of the policy
  • Investment Purchase Records– As long as you own the investments
  • Investment Sales Records– six years for tax purposes
  • Mortgage or Loan Discharge– as long as you own the home or six years after the discharge
  • Pay Stubs– until they are verified by your W-2 statement
  • Property Bill of Purchase– as long as you own the property
  • Receipts– as long as they are current, or as determined by your accountant
  • Safe- Deposit Box Key and Inventory– as long as they are current
  • Tax Records– current year plus six years prior (can be filed away in a bankers box)
  • Utility Bills, etc.- Until they are paid (your canceled check is proof you paid and the company keeps records as well)
  • Vital Records and Documents– birth, marriage, divorce, death certificates: permanently
  • Wills, Trusts, Estate Plans– permanently

Other tips to keep in mind when dealing with paper:

Papers should be filed so that you can access or retrieve them in less than a minute.
Some people are convinced they have a good system for filing but then wonder why there are papers on the coffee table, end tables, etc. It is because you do not have an adequate filing system. An adequate filing system works!

Filing cabinets or portable file baskets/containers should be stored within reach of where you deal with paper. File cabinets in the basement are of no help to you if you can’t go down to the basement anymore.
Two important questions to ask when handling paper- What is this?, Why am I saving it?

Avoid keeping paper for sentimental reasons, keep it only for necessity. This will drastically reduce the amount of paper in your home.

Dealing with paper clutter is not only about appearances and organization. It is also about safety. The more paper you have lying around your home or apartment is the more “kindling” a fire has if one were to develop in your home. Consider that as motivation to deal with the clutter in your home.

Happy Organizing!

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