Fun Paper Organizing Stories!

Wondering if you should bother organizing your paperwork? Here are a few true stories…and some tips to keep this from happening to you.
Getting organized could save your house
I was sorting through a (huge) pile of unopened mail on a client’s kitchen counter and found a notice of a lien on their property due to unpaid real estate taxes. The real estate tax bills were also in the unopened pile of mail. Tip: Open your mail.
Found money
I found a check for $13,600 in a box of unopened mail that had been shoved in my client’s basement. I showed it to him and he told me he had been waiting for that check for over a year, had accused the sender of never sending it, and was in the process of taking legal action over it. Tip: Deal with paperwork as it comes in. It can save you time, money, and embarrassment.
1951 was a good year…
So good, that in 2007, I came across a client’s tax returns from that year, and every year in between. You wouldn’t believe how simple the form was back then…and all done in pencil. Tip: You only need to keep personal tax records for seven years.
The desk drawer
In 1994 my uncle took over my grandfather’s company. On his first day there he sat down at my grandfather’s desk and opened the top, right drawer to find invoices dated 1955. Tip: Purge regularly (definitely more often than once every 50 years).

How to Catch up on Paperwork

We all slack off a little in the summer. I am guilty of it myself. It’s nice outside; we go on vacation and ignore the mail. Yet, it still keeps coming! The most common call I get this time of year is for help in the home office. The papers have piled up all summer and now it’s time to tackle them!
Start with a quick sort
Grab a pile of papers and quickly sort it into four piles: To Do, To Pay, To Read, To File. I know that some organizers urge you to “only handle it once”, but I find this approach to be more effective.
Deal with the paper
First, pay your bills.
Second, do your To Dos. Go through each piece of paper and take action on it. Is there a call to be made? Make it. Is there an address to be entered? Enter it. This is the most time consuming part of the process, so if you are limited on time, you may want to do a quick sort through and pick the most immediate items to do first. However, don’t let the rest of the pile remain for long. Put time in your calendar to tackle it all.
Third, file. This won’t take long if you have a simple and effective filing system (see below).
Finally, prepare your reading. Create a folder for your To Read pile and put it in your bag or car. This way, you can pull them out and read through them whenever you have a few moments to spare.

Recycling Single-Use Batteries

I was cleaning out my kitchen drawer today when I came across a few single-use batteries. I can't remember the last time I used a device that required a single-use battery. My camera, cell phone, I-pod, etc., all have rechargeable batteries. I didn't know what to do with these, so I went to my favorite recycling site: http://earth911.com/ and searched for battery recycling in my area. Turns out, there are lots of places to recycle batteries. If you have a few you don't know what to do with, please don't throw them away...look up battery recycling in your area.

Email and the Environment

The dream of a paperless office hasn't turned out quite the way we thought. If anything, technology has created more paperwork. Through technology, we are inundated with information and neat ideas that we want to hold on to. So, we print out a web page or email and put it in our pile, or file. Stop! Think before you print! Do you really need a hard copy of that information, or can it be easily found again online by bookmarking it, or saving into a folder on your computer? If you do have to print it, only print the pages you need. Often when you print an email, you'll get extra pages with one or two words or graphics on them. What a waste! Make sure you select the print mode in your email program, so you are not printing everything, or cut and paste the information you need into a word document and print just that.

Travel Organizing Tips

Be Prepared
Check the Weather
You may be going to a tropical island, but is it rainy season? Check the weather a day or two in advance and pack accordingly.
Bring Comfortable Shoes
So, you look like a tourist. Well, you are a tourist! And you'll be a much happier tourist if your feet aren't killing you.

Driving?
Upgrade to the AAA Plus Membership, which offers 100 miles of free towing, free fuel delivery, emergency lock service and lots of other handy road-side benefits. You can also get trip planners, maps, and discounts on travel and lodging.

Pack Smart
1. Make a List
Make a list of all items that you need for your trip. Pick a spot to lay things out. Pre-sort by category. Check off items as you pack them. Keep a copy of your list

2. Pack Lightly
Think about the steps you will have to take in order to reach your destination. You may have to carry your luggage up and down stairs, through train stations, airports, etc.

3. Roll instead of Fold
To add extra clothing space, roll your clothes instead of folding. Use tissue paper when rolling clothes to minimize wrinkles.

4. "Containerize" your Clothes
Use packing cubes, packing folders, Ziploc bags, or other simple containers to keep like-items together and in order.

Going Far and Away?
If you don't know the language, use pictures. If you are traveling to a country where you don't know the language, use your camera or camera phone to take photos of basic needs such as bottled water, toilet, taxi, etc. If you don't know the word for it, just show the picture.

Money
Contact your credit card company to let them know you will be traveling, so they do not put a hold on your card. Use ATMs to get cash in the local currency. This will also allow you to get the best exchange rate of the day. Check with your bank to find out if they have international partners to avoid fees.

Traveling by Air?
Use 3-1-1 for carry-on toiletries. 3.4 ounce bottle or less (by volume) ; 1 quart-sized, clear, plastic, zip-top bag; 1 bag per passenger placed in screening bin.

Want to Hear More?
Please join us for a free telephone seminar on Tuesday, June 23rd from 4-5pm
We are offering a free telephone seminar on summer travel tips. We will provide tips to help you pack lightly and efficiently. There will also be time to answer any specific questions you may have.
Space is limited, please email us at organizingboston@yahoo.com or call 617-699-1263 to reserve your spot now!

A Simple Way to Stop Junk Mail

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Go to http://www.41pounds.org/ and stop getting junk mail today!

Upcoming Event!

On Thursday, May 14th, I will be giving a free talk and demonstration on organizing your home office at the Thos. Moser Boston Showroom.
A reception will follow.
The event is from 5pm to 8pm at 19 Arlington St. in Boston.
Please RSVP by contacting the Thos. Moser Boston Showroom
http://www.thosmoser.com/showroom.detail.php?click=677233&showroom_id=25