Tackling Paper Clutter

This morning I am catching up on some of my own paper clutter using these techniques, originally posted in September 2012. 

Speaking at Multiple Births Canada National Conference, Oct. 2011

Since founding Simply Organized Life in 2005, the question I am most asked is "What to do with all those pesky paper piles?"

After a busy summer filled with lots of activities outside the home, I found myself with some sizable paper piles in my office. I made the piles go away and am only left with my current project folders on my desk. Here's what I did: 

1) Set Aside the Time

Being a professional organizer, I know how to handle paperwork and (gasp) actually enjoy it. However, several rounds of house guests and our busy summer schedule kept me away from my home office where the paper piled up. At the first opportunity, I scheduled time in my calendar to deal with the paper on my desk. 

2) Just Do It

Paper piles can be pretty intimidating. It is much easier (and more fun) to check your e-mail, surf Facebook or do just about anything other than sorting through the papers. What I find works for me is to set a timer for a short amount of time (say 15 minutes) and just starting dealing with the paper pile top down. If a bill appears, I pay it. If project papers appear, I schedule time in my calendar or create a project file. Most people can handle those types of action papers, but what about those pesky papers that you *might* need to refer to in the future? 

3) Put it Away 

Everyone needs a system for those little bits of paper that we want to refer to in the future. The thing is that if we cannot retrieve those papers when we need them, what is the point of keeping them? 

I utilize a combination of paper files, like the family binder I referred to in my "Get Organized for Back to School" post, and am slowly shifting to a paperless system for other things. For my children's artwork I either take a photograph or scan the items. These things are stored by month and year with our digital photos. For other things, like interesting magazine articles or websites, I scan and save to Evernote, which I can then search at a later date.  

Source:  www.evernote.com

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Carolyn will be presenting "Spring Clean Your Clutter" at Ann Arbor Rec & Ed. on May 10, 2013. Register now with Ann Arbor Rec & Ed. Please note that Carolyn was not compensated by any vendors for this blog post. 

Seminar: "Spring Clean Your Clutter"

Archive Photo: Carolyn Speaking on Organization

The evening of Tuesday, April 9, 2013 I had the pleasure of speaking to one of the women's groups at Dexter United Methodist Church. This is a great bunch of ladies and I was honored to be asked for a return visit. I first spoke to this group in December of 2011.

Just in time for the church's spring rummage sale, I shared four simple steps to clear clutter anywhere in your home or office. If clutter is holding you back from reaching your goals, here's where to start:

Step 1: Pick Your Project
Write down the first area that comes to mind and your vision for this space. 
Please feel free to share your project area or ask questions in the comments!

Step 2: Break It Into Small Steps
Consistent small blocks of time yield amazing results and keep you organized. 

Step 3: Set Goals
Use a calendar to aid in making sure your goals are measurable and attainable.

Step 4: Get Going
Keep it if you use it, you love it and it makes you feel good. Everything else can go!

Would you like more details on how to "Spring Clean Your Clutter"? Check out my May 10, 2013 seminar with Ann Arbor Rec & Ed. 

Do you need a speaker for your group? Check out the seminars page on the Simply Organized Life website. 

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Do you need to conquer the clutter in your space? Carolyn will be presenting "Spring Clean Your Clutter" through Ann Arbor Rec and Ed on Friday, May 10, 2013. Register with Ann Arbor Rec and Ed. 

Spring Clean Clutter

Photo Credit:  Carolyn Anderson-Fermann

As a result of our long Michigan winters, the rebirth of spring seems so much sweeter. It's a fresh start. If you have been reading this blog or my newsletter for any length of time, you know that I love fresh starts.

Spring is a great time to give ourselves a fresh start when it comes to clutter. The thought of a traditional spring cleaning can be really overwhelming. These quick tips are intended to get you moving in the right direction without a major overhaul. 

Do you have "stuff" that is blocking your way both physically and mentally? Perhaps it is clutter on your bathroom counter that makes it difficult to clean? Or maybe those papers everywhere draining your energy? 

If you have clutter stopping you in your tracks, try these quick tips to help you spring clean your clutter:

1) Pick One Flat Surface

Select one flat surface in your home or office that really bothers you when cluttered. Now schedule time in your calendar to clear this clutter. Once you have a clear surface, declare this sacred space and set aside 5 to 10 minutes daily to maintain clarity.  

2) Shred the Old

If piles of old papers are bogging you down, do a little spring cleaning and sort out everything that needs to be shredded. From Saturday, April 13, 2013 Recycle Ann Arbor will once again be offering shredding services. The charge is $6 per banker box or $4 per grocery bag. Readers outside of the Ann Arbor area can check with their local recycling authority, credit union or bank to look for shredding events in their area.  

3) Dispose of Medicine Properly

Saturday, April 27, 2013 is National Take Back Drugs Day. Through the Drug Take Back Network, you can properly dispose of medicine on April 27th and on most days in many communities throughout the United States. Search (top left) the Simply Organized Life blog for more tips on organizing and disposing of medicine.

If you need a little extra help decluttering your home or office, please contact Carolyn to schedule a complementary telephone consultation and be your best in 2013. I work throughout Washtenaw County in person and also offer virtual services over the telephone, Skype or Facetime.

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. To receive a free copy of Carolyn's "Secrets of a Simply Organized Life" and a monthly subscription to the e-newsletter "Your Simply Organized Life" sign up here. 

Planning and Organizing Vacation Time

Photo Credit: Carolyn Anderson-Fermann

Most of us look forward to vacation time as a special time to explore new things and be with family. If we are not careful, planning and organizing a vacation can take on a life of its own. 

Here are some quick tips to help you plan and organize your limited vacation time:

1) Pull Out the Calendar

Take out your calendar (be it paper or electronic) and map out your vacation time, taking note of major holidays like Memorial Day and the 4th of July. If you have school age children, now is the time to figure out if your kids will attend some sort of summer camp. Many summer camps have already opened enrollment. 

2) Gather Information in One Place

Before you end up with one more paper pile, now is the time to set up a system for vacation related documents and articles. If you prefer paper, this can be a simple folder, hanging file or a three ring binder.

If you are trying to limit the paper in your life, an electronic application such as Evernote is a great repository for information. I started using Evernote over a year ago and find it really useful to scan in articles on places of interest. In planning our trip to Florida last year, I set up several notes in Evernote; including a packing list, theme park tips and links to recommended restaurants. This was much easier than lugging around a guidebook. 

3) Set a Budget and Start Booking

It is a fact of life that our vacation plans are limited by time and by money. Now is the time to set a vacation budget, start saving and start booking for the best rates. 

If you need a little extra help planning your time, please contact Carolyn to schedule a complementary telephone consultation and be your best in 2013. 

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Do you need to conquer the clutter in your closet? Carolyn will be presenting "Conquer Your Closet" through Ann Arbor Rec and Ed on Friday, March 15, 2013. Register with Ann Arbor Rec and Ed. 

Organizing Your Tax Papers

Tax time (and maybe spring) is right around the corner.

It is that time of year again, that many dread....tax time! 

This year you have until April 15, 2013 to file your taxes in the United States. Let's make 2013 the year that you do not have to file an extension.

For easy organizing of tax related paperwork, I recommend three basic files:

1) Annual Tax File

This can be as simple as a box or hanging file folder labeled "2012 Taxes". Employers and financial institutions are required to send financial statements (such as W2s and 1099s) by January 31st, while brokerage houses have a later deadline. While you are at it, make a file for 2013 as well, so you can place items inside (such as donation or property tax receipts) as they occur throughout the year.

2) Flexible Spending Account File

If you do not participate in a Flexible Spending Account (FSA) or similar program with your employer, skip ahead to item number 3. If you do participate in an FSA, be sure to organize and submit all of your claims before the grace period (typically 2.5 months) ends for your plan. This will prevent you from losing your pretax funds contributed to the account. 

3) Medical Expense File

This can be the most complex of the three tax files listed here, particularly if you have enough medical expenses to deduct from your taxes. There are many ways to organize a medical expense file. A three ring binder for each family member, organized by service date (i.e. the date you went to the doctor) is generally the easiest way. You can tally out of pocket expenses on paper in each binder or create an expense category using a computerized tool such as Microsoft Excel or Quicken.

If you have specific questions regarding taxes, always consult with a tax expert, such as a CPA. 

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Do you need to conquer the clutter in your closet? Carolyn will be presenting "Conquer Your Closet" through Ann Arbor Rec and Ed on Friday, March 15, 2013. Register with Ann Arbor Rec and Ed. 

Organize Paper Clutter

Who among us does not struggle to keep on top of paper clutter? An IDC survey from 2007 discovered that 95% of all information is still processed in paper form; with 45 sheets of paper being printed on average each day per employee (source: www.napo.net). 

It takes a great deal of determination and a few simple habits to conquer paper clutter at home and at work. Here are your new habits to implement:

1) Sort Daily

Take 5 to 10 minutes every day to sort through any paper that has come into your space. In the workplace, I recommend doing this at a set interval such as first thing in the morning, at lunch time or in your last hour at work. At home, I like to sort through the mail and the kids papers around dinner time. The idea here is to eliminate all the unnecessary items (i.e. junk) and deal with anything that takes two minutes or less. 

2) File Immediately

If your sort has resulted in items to file, such as monthly statements, go ahead and file those items immediately. This should take two minutes or less if you have the files set up already. If you do not have files set up, setting up a file should be part of your next habit, act weekly.

3) Act Weekly

This habit is primarily for the home, as work items will typically need to be acted upon according to deadline and priority. Set aside 30 minutes to 1 hour at least once a week to work on and eliminate your action items. If your schedule is flexible, you might opt for 15 minutes several times a week. Your action time might include paying bills, sending an RSVP or setting up files. 

If you need a little extra help getting a hold on paper clutter, please contact Carolyn to schedule a complementary telephone consultation and be your best in 2013. 

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Would you like to learn how to keep your family organized? Carolyn will be presenting "Organize Your Family" through Ann Arbor Rec and Ed on Friday, February 8, 2013. Register with Ann Arbor Rec and Ed. 

Clearing Kid Clutter

Telling Santa Christmas wishes. 

Back in February I provided some basic tips on the Simply Organized Life blog to Cut Kid Clutter. 

Here are some additional tips that are being employed in my household (see also last week's post) as we approach the holiday season.

1) Talk to Your Kids

For most kids, more is more. However, as parents or guardians, we know that a clean uncluttered environment is important to our kids' physical and mental well being.  

My children are quite young so we keep it simple. For example: "We need to let go of some stuff you no longer use to make room for new things." I hate to admit it, but we have also mentioned Santa in our conversations. 

2) Involve the Kids

Now that your children are aware of the fact that they cannot keep outgrown clothing or toys they no longer play with, involve them in the process in age appropriate ways. 

Because some items are sentimental to me too, I like to pick out things that I feel are ready to leave the home and give my kids a choice of what they want to sell or give away. They enjoy giving things to younger extended family members or earning some of the proceeds from the toys we sell. 

3) Set Clear Limits

Only you can decide how much is too much in your home. Setting clear limits (for both your kids and yourself) is a great way to keep clutter from taking over.

Most of us do well with some sort of container to limit our possessions. For example: Only own as many books as will fit in your bookcase or as many clothes as fit in your closet or dresser. Even very young children can understand that the toy box is full and there is not room for anything else. 

Sometimes kid clutter (and adult clutter) can be overwhelming. If you need help with the clutter in your life, please contact Carolyn to schedule a complementary telephone consultation. 

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. To receive a free copy of Carolyn's "Secrets of a Simply Organized Life"and a monthly subscription to the e-newsletter "Your Simply Organized Life" sign up here. 

Preparing for the Holidays

Bringing out the Christmas decorations. 

In my home, we are busy preparing for the Christmas holiday. This year we have chosen to take a slow and steady approach in order to involve the kids as much as possible. Every weekend, we pick a small decorating project and have one outing.  

Along with the traditional holiday preparations, I have been focused on clearing clutter in our home, particularly kid clutter. Last year, I was overwhelmed by the generosity of our family and friends toward our children. Even after taking care of holiday returns, we still had a lot of new stuff.

What does clearing clutter look like in a professional organizer's home? Any outgrown clothing or toys have been passed on to the younger child, given to extended family, taken to a local resale shop or donated to charity.

I have also been letting go of my unneeded clothing and household items, such as those blankets we never use and excess belongings stored in the basement. The website www.donatestuff.com is so easy to use that I have scheduled Purple Heart to come out twice in the last  three months.

All of this clutter clearing has been enriching my life, and I hope, that of my immediate family. 

If you are preparing for Christmas, in the midst of Hanukkah or celebrate another winter holiday, my wish is that these tips will help you be just a little more organized and a lot less stressed.

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. To receive a free copy of Carolyn's "Secrets of a Simply Organized Life"and a monthly subscription to the e-newsletter "Your Simply Organized Life" sign up here. 

Organizing Mish Mash

Carolyn Presenting at Hebrew Day School of Ann Arbor

Today's title is a bit of an oxymoron, but perfectly suits what I have been up to the last few weeks and why I missed posting to the blog in October 2012. 

Here's what has kept me busy in the last month and a half. I have included some tips for you to conquer your own organizing mish mash. 

Meeting with Clients:

Since founding Simply Organized Life in 2005, I always expect the month of September to be really busy with clients whose children are back in school. Realistically speaking, it takes folks a good month to get back into their new routines. Be aware of this trend when starting any new routine. 

As for the work accomplished with clients, we cleared out a long abandoned storage area, revamped a guest room full of clutter, tackled a shared girls' room and conquered lots of paper clutter. I also had the pleasure of visiting a client who hired me over a year ago as a consultant on her office remodel--before any demolition took place. The results were amazing!

Seminars and a New Product:

Preparing for and presenting several seminars also kept me busy this fall. My first on-line webinar titled "Tame the Paper Monster" took me outside of my comfort zone. In addition, I developed a unique routine worksheet for purchase and download on-line. For a replay of the webinar and to purchase the routine worksheet click here. 

On a Personal Note:

My life outside of Simply Organized Life is busy too. In October I chaperoned two field trips, one for each of my children. I have also been clearing some of my own clutter. My kids' art clutter all over the kitchen counter started to drive me crazy, so I cleared out two drawers in my kitchen for  their supplies. Habitat for Humanity's ReStore and Purple Heart came to take away some items  we no longer need. I organized my medicine cabinet, taking the expired items to our local pharmacy and went through my cleaning supplies. My unneeded cleaning supplies need to be taken to  the local home toxins collection center. 

Carolyn Anderson-Fermann is a public speaker, organizing expert and founder of Simply Organized Life. Carolyn will be presenting the hands on workshop "Tame the Paper Monster" at Ann Arbor Rec & Ed on December 7, 2012. Register with Ann Arbor Rec & Ed and bring your paper piles.