Organizing your paperwork is not rocket science and I have found that most businesses make it much more complicated than it needs to be.  Before the first quarter of 2012 passes you by, make sure that you fine-tune your paperwork filing system and avoid the chaos and stress of years past.  Here are some quick and easy tools that can save you time:

First – Go through your files and purge, purge, purge!  Really, if you haven’t used it in years – get rid of it.  (Except your tax paperwork if you are a business owner).

Second – Look at what area caused you the most stress and how you can fix your problem.  Your solution doesn’t have to be complicated and have a ton of steps involved.  Keep your solution simple to ensure success.

Third – Take a second look at your filing system and find the missing piece or pieces that keep you from being totally organized. 

Fourth – What files do you use the most?  Keep them front and center on the top of your desk – or at least somewhere close by.  This will save you time from having to get up and down and into a filing cabinet.

Fifth – Only print out information that you absolutely need to print!  If it is something that you would like to refer to later file it away in an appropriate file on your computer.  Not only does printing everything out cause an abundance of paperwork that you may not be sure how to handle, but it is also costing you a ton of money in paper and ink every month!

It is 2012.  Now is the perfect time to get your act together and find systems that work for you and your personality.  There is no right or wrong way to organize your files.  Really!  The three basic systems are to file: Alphabetical order, Numerical Order or by Month.  None of these systems may be the right system for you though.  The decision about how to file and find your paperwork is very personal.  That is what I absolutely love about working with home-based businesses. 

Another thing to consider is that if you are having your taxes prepared by a CPA and you don’t have your paperwork organized, you are costing yourself and your business a ton of money every year!  I understand that as a business owner, it is imperative that you have a responsible and credible person take care of your taxes every year.  You don’t however, have to pay more than necessary.  When you hand over your files, paperwork and documentation in an orderly manner it will do three things:  make their job easier; save them time and, most importantly, save you money! 

Invest in yourself and your business this year.  Organize Your Paperwork now.                  

Linda Clevenger, Organization Direct     www.organizationdirect.com

Don’t Agonize – Organize

You live it, so do I!  You left your 9-5 daily grind because your schedule is packed with work, school, family, activities, business and appointments.  You wanted more freedom and flexibility.  You have the talent, education, experience and passion so you start your own business.  You are rolling along, business is growing and then something totally unexpected comes up and you Have to find time for it.  How will you fit it into your schedule? 

I’m sharing my personal story with you.  A medical issue has surfaced and I was told that I would need physical therapy (2-3 times a week for at least 1 hour each time).  Each appointment – besides the hour – will also require an hour of travel time from my schedule.  My calendar is already tight – where will I find an additional 4-6 hours a week?  Will I just freak out about the situation and allow myself to shut down totally?  I didn’t do either.

I didn’t realize it back then but 7 years ago, the time wasn’t such an issue – because I was still working in Corporate America.  And, I could take my sick time, vacation time, personal time – or just work a little extra during the week to make sure that I could make my appointments.  No problem.  It is an easy adjustment.

But having your own home-based business makes it a bit more challenging.  It can easily become a stressful situation.  Trying to fit your schedule around the doctor’s schedule is crazy enough but what I have found is that the “9-5ers” office staff aren’t very understanding that we have appointments on our calendar too and that we aren’t just available when it is the most convenient for them.

Breathe!

When I was pushed into this situation, I made the conscious decision that there was no need to panic.  I decided to fine-tune my office systems even further so that I could ensure that my schedule would allow time to take care of me.  So what did I do? 

1.  Looked at my prospect and client list and fine-tuned my follow-up process.  Which prospects and/or clients needed to be scheduled and rescheduled?  I got them booked.

2.  Got absolutely everything out of my head and put it on paper/computer.  I had already made the decision to add a new Profit Center to my list of services and products and I refused to let anything get in the way of completing my goal. 

3.  Mind-Mapped my Projects and Profit Centers in order to ensure that I considered every detail of the process.  Again, nothing is going to get in my way!

4.  Refused to give myself a pity party or give in to (what could be) yet another set-back.  I changed my outlook and determined that yes, this was another obstacle to overcome.  And yes, it could be difficult.  However, if having a home-based business was easy everyone would be doing it right? 

I look a challenge in the face and say, “Bring it On”.  I’m ready for the next challenge and the next challenge.  Are you?  All it takes is:  systems, processes, mindset, consistency, desire, time management and of course….organization! 

Embrace every challenge that you are given and remember….Don’t Agonize – Organize!

 Paperwork is a topic that seems to be on everyone’s mind.  We get so much paper and then don’t know what to do with it.  It piles up and gets even more out of control in January when tax season comes around.

 One of the biggest questions that I hear around tax time is:  Where is all of my tax information?  It is usually scattered throughout several drawers and possibly even several rooms.  Charity receipts are a good example of deductions that can easily be lost throughout the year. 

We are all well aware that from mid-December through January 31, we will receive a piece of mail, just about daily, that says “Important Tax Return Documents Enclosed”.  What I love about this organizer is that you can begin using it right now to gather for your 2012 tax information.  It is compact enough that it will easily fit into your filing cabinet or can even be left and available wherever you open your mail or bring in your receipts.  I think it is a perfect file to keep with all of your original paperwork when you file your taxes each year.  No matter what or how you organize your tax paperwork, remember to be consistent throughout the year and develop the habit of using your system for 12 months. 

Smead Income Tax Organizer gives you everything you need to keep all of your paperwork neat and organized for your tax preparer.  It gives you pre-printed labels and labels that you can personalize to easily identify all of your tax categories and even gives you a checklist to make sure that you don’t forget anything. 

The most important thing to remember about If you do your own taxes this year, and have any questions, make sure that you go to the website www.irs.gov to find your answer and Don’t Agonize – Organize!

Anyone who has had a storage unit knows it can be a lifesaver and a huge pain at the same time. Storage units are good because   there are times when you just don’t have enough room in a temporary space or you can’t take everything with you when you downsize.   A storage unit gives you the space you need to organize your home  and office.   However, they can also create problems if you aren’t smart about your storage. If you use your storage unit as a dumping ground for the stuff you’re taking out then you’re just creating a new issue to deal with. There are two main strategies for taking the inventory of your storage unit—depending on your situation.

 Ideally, you will think about the organization problems your unit could cause and do your inventory in the beginning. In this case, a simple and easy documentation of everything you store in the locker is perfect.  Your documentation should include when it was put there, and some information about the location of the item. For example, you could write that your extra desk was put into storage on December 12 and that it is located in the back left corner of the unit. This way, you have all the information you need about your locker and what’s in it. You can take the inventory by hand, but a spreadsheet program such as Excel or Google Docs will allow you to keep a digital copy in multiple places so you don’t lose it.

 This process is the best one to follow because it gives you a real-time inventory of your stuff and how to find it. It also allows you to pack the unit more efficiently. You won’t load the items into storage faster with an inventory, but you can make the space more manageable for the future if you do it right. For example, all of the items you don’t expect to need for a long time should go toward the back of the unit. Typically, this includes large or heavy items that only need to be moved in special circumstances. Then you can save the front of the unit for smaller items that you might need to retrieve in the future. If you follow the process above, you’ll be able to get in and remove just the right item in no time.

 The second option isn’t as appealing as the first. In this situation, you’ve already moved a bunch of stuff into storage but you have no idea what’s there or where it might be. In this case, you’re going to need to start from scratch. Remove all the items from the unit and take stock of what you have. As before, start packing the unit with the least likely to be needed items toward the back. Take note of the same information as before so you can use your inventory in the future. You should budget in some extra time for unpacking the unit if you need to take this route.

If you are technical and use QR Codes, you can easily document everything by using Box-Me-Up.  It makes labeling boxes easy and hassle free! 

Whether you’re taking inventory as you fill your unit or after it’s already full, you should be meticulous and thorough in the process. You’ll thank yourself later when finding your stuff is a breeze.

Working with self storage users all over the United States, Mike James helps customers store their stuff in places like the Cincinnati self storage facility on Hamilton Avenue and in the self storage unit in Cincinnati on Glencrossing Way. When Mike is away from the office, you can find him playing with his kids, hiking or working on the current home improvement project.

February…already, really?  Getting your act together in 2012 and organizing your office was a promise that you made to yourself.  You know that there are so many opportunities that you are missing, clients that you are losing and sleep that you are depriving yourself of just because you are wasting too much time in your office.  The reason you haven’t started making a change is???

Everything that we do is a process.  It is like the old saying:  “Putting the cart before the Horse”.  When you try to do the 3rd step of a process before the first and second, you end up spending (and wasting time).  Think about the process that you use when you brush your teeth, and get ready for work in the morning.  We do it every morning with our children, right?  Why not have specific processes that we follow in the home office. 

Road Mapping your systems and processes will help you fine-tune your processes and allow you to get more done – in less time.

Let’s look at three parts of your business that can be more productive by having a Road Map. 

• Paperwork and Filing
• Client follow-ups
• Calendar

Your paperwork system should allow you to handle your paperwork effectively and quickly.  The system can be as easy as:

• Having a dedicated and responsible person for mail pick-up.
• Immediately eliminate unneeded and unwanted paperwork.  There isn’t a reason to let it stick around and pile-up if you know that you won’t use it or need it.  Shred it or rip it up and put it into the recycling bin. 
• If it is a bill have a dedicated place to file them until it is time for them to be paid or (better yet), pay them immediately and file them away
• Paperwork that requires your attention within the near future should be filed away in a “Hot” or “Warm” file so that you can find them and handle them in a timely manner (for more information check out my File It, Find It…FAST filing system.) 

So much business is lost in the client follow-ups.  Do you have prospects that ask you to follow-up with them next month – if only you could remember?  Here are some simple steps to make sure that you don’t lose those potential clients:

• Identify the best way for you to remember to make those follow-ups.  Are you a “techy” person?  If you are then immediately make a note on your phone, Evernote, Google Calendar or whatever system you use (that works for you) to make that follow-up. 
• Dedicate several times a week for follow-ups.  My experience is that Friday’s are not the best day to do follow-ups.  You stand a better chance of reaching your potential client earlier in the week.
• Stop avoiding the obvious….call during a time that you know you have a better chance to reach them.  If your follow-up is with a stay-at-home mom, don’t call her during her busiest time of day. 
• Know what your best method of follow-up.  More business is closed when follow-ups are done via the phone.  However, with today’s busy schedules, you may be able to schedule appointments via instant messaging through Facebook or even your Smart Phones (I have in the past). 
• Don’t give up on your follow-ups.  Keep a running list (preferably in some sort of Client Management System).  Until they ask you not to call back, you have permission to politely keep in touch.

Your Calendar system should:

• Be with you all the time.  Identify whether you work better with a paper system or an electronic system.  While just about everyone has the ability to keep their calendar on their iphone or another device, our recent Article in the Washington Post noted that 75% of the working force still carry a paper calendar. 
• Have scheduled office days to ensure that you give yourself the opportunity to get your work done.
• Have scheduled days off – mental health days are allowed!  Being an entrepreneur or small business owner can mean long days…don’t forget to take care of yourself.
• Be a system that you can easily work in.  Your calendar should be big enough for you to be able to schedule appointments, make notes and track items, if needed (such as mileage).  Avoid a small calendar that requires you to write tiny so that you can’t understand what you write.
• Schedule your appointments in pencil – this will allow for changes.

Follow your system and watch time reappear!

It’s time for you to gather everything that you need to either do your taxes yourself or hand them over to your Bookkeeper and/or CPA to make it happen for you.  Does just the thought of this stress you out? 

In these times, you want to be sure that you have counted every legitimate deduction possible.  This can mean bits and pieces of paper that could be found in places such as: the desk drawer, a mirage of file folders, some of them may be found on the computer or maybe they are even on the kitchen table stacked in one of those never-ending piles.

Developing a system to track your paperwork is even more important in 2012.  If you are getting a lot of your papers emailed to you…Great!  However, a computer is just a filing system too!  Papers can get just as lost in your computer as they can on the desk of your home office.  The job of quickly and easily finding paperwork requires a system that is simple and flexible.  Is this possible?  Absolutely!

Of course, managing your paperwork is all about having a system to do it!  There are several things that need to be considered whether you are filing on the computer or filing paperwork:

1.  The name of the file.  Keep it general.  Get too specific and you will find up with a ton of files that you will never look in again.  Try keeping a “car” file that has three simple subcategories.  The first category is original paperwork; the second is all of the car maintenance records and the third is your insurance policy.  Quick and easy….everything you need to find is under “Car”.  Not Auto or Honda or State Farm.

2.  Make your 2012 tax file now.  Designate a specific place to put all of your tax paperwork now.  There isn’t a better time than now to start your new habit.

3.  Assess yourself.  Is your current paperwork and/or computer filing system working?  If it isn’t working, figure out why.  It could be one of several reasons:  your system isn’t conducive to how you think (if you aren’t able to wrap your head around the concept then it won’t work for you).  Or, you just get too overwhelmed because you haven’t touched your paperwork in weeks and now you just want to toss it all.  This means that you should work on developing some specific habits – first, that you open your mail every day!  Lastly, whether you are handling physical papers or computer papers, it is called “paperwork”.  The word “work” is the reality. 

Even if you are using one of those handy-dandy scanner systems that you have spent over $400 on, it is only a very expensive paperweight if you aren’t using it to eliminate your paperwork.  They sound great on television but it requires you knowing how and where to place your files.  Wouldn’t it be nice if it were so easy that all you had to do is put the papers into the scanner?  Nothing is that easy.

Make the decision now to start handling your paperwork.  Develop a system that will give you peace of mind.  Take the time, develop the habit and reap the results….more time!

Linda Clevenger, Organzation Direct                                                                                                                                                 www.organizationdirect.com                                                                                                         

What is Your “P” that keeps you focused?                     

It’s now three weeks into your “P”romise to yourself to make a change in 2012.  You may be doing ok with your goal to do whatever you have decided to change.  You may not.  So I thought I’d share with you these five “P’s” to help rejuvenate you into achieving your goals.

Passion — How bad do you want it?  Is that space driving you crazy enough to begin the process to get it organized , or, are you willing to be satisfied to live with it just the way that it is?  You’ve got to want the goal badly enough to see results.  Don’t get discouraged – recharge your passion to change. 

Persistence — Nothing happens until something happens!  And sometimes, it takes longer than expected so don’t give up.  Something will step in the way of your progress, get back on the horse and try again, and again if needed.  If you give up…nothing will change.

Planning — If the road to defeat is paved with good intentions, the road to success is smoothed with actual planning. Successful Goals begin with a well-thought out plan.

Each plan should include:

• Ways to break the main goal into smaller, easier-to-accomplish parts
• A realistic timetable
• Strategies and resources (including mentors) you can utilize
• A system for tracking your progress
• Fallback positions for when you encounter potholes and detours

People — Your family, friends and coworkers can be your biggest supporters.  Whether they work with you hands-on, cheer you from the sidelines or offer good advice and support, they can drastically make a difference in your success to reach your Goals.  They can give you the boost that you need to stay motivated and get the job done. 

Positivity — Mental attitude can carry you forward even when circumstances aren’t breaking your way. If you have waited way too long to make this your goal, (no matter what it is),  it can easily seem like a burden, a responsibility, a sacrifice, even a punishment?  It can be, if you decide to think of it that way. But you can also picture your path as an adventure, an opportunity, a competition, and a growth experience. The task is the same regardless of how you view it. The outcome, however, is far more likely to be positive if you remain upbeat and optimistic at each step along the way.

Remember that you don’t have to do it all at once.  Sometimes we view a lack of substantial progress as failure.  This is not true at all.  Progress is progress  no matter how small.  Make sure that you give yourself credit for a job well done.  And, if a project takes longer than anticipated it doesn’t mean that you should give up.  Keep on task, take the next step to reach your goal and don’t let yourself down.   Taking charge of your Goals and keeping a positive attitude is the key to success.   

Some of this material was taken from Harry Che, Goals on Track, weekly Newsletter.

Does it fit?

If you are holding on to baby toys or an exersaucer because you really think you might need it again in the near future, sure, keep it. But if your baby days are done, it is time to let go. If your child outgrew his Thomas trains years ago and you are reluctant to donate them, try selling them on eBay or Craiglist. Take a look around and if your kids haven’t played with something in the past year, sell or donate. If you plan to sell on Craigslist read this article for tips http://moneysavingmom.com/2009/03/guest-post-successfully-selling-on-craigslist.html.

Is it in good shape?

If you have puzzles missing pieces or broken robots, it may be time to toss them, but try Freecyling them first. http://www.freecycle.org/ is a free online community where people offer unwanted items to keep them out of the landfill. It is not needs-based, and you can choose who you give the items to. Crafters often use broken toys and puzzle pieces, so before you toss, try to find a taker! Do not donate items to charity that are broken or missing pieces, that is a big no-no and the IRS only allows a deduction for items in good condition. You can also ask for items on Freecycle! If you have toys in good condition to donate, check out these articles http://www.cbsnews.com/8301-505144_162-37043554/old-toys-4-tips-when-donating-them-to-charity/ and http://www.ehow.com/how_2042415_donate-childrens-toys.html for some donation tips. 

Do you still use it?

Perhaps you have friends with younger kids and babies that come visit. By all means, save some baby toys for them. The Slip n’ Slide isn’t used year-round but if you do use it in warm weather then hang on to it. Don’t overpurge!

How do you begin your purge? I begin mine when the children are otherwise occupied. Our toys are stored in baskets and buckets, so I go through one at a time looking for items they don’t play with. This is also a great time to put all the Legos back in one place, since they tend to end up everywhere! This year I purged a large Hot Wheels track, lots of Happy Meal Toys, stuffed animals, and a box of baby clothes.

And in case you need tips or products to get organized, check out the following links:

http://organizedhome.com/get-organized/tips-organize-kids-rooms

www.clevercontainer.com/getorganizednow

 There are always things that we can improve on – in our life and business – and a New Year just seems the logical date and time to make a change.  But, with everything else that we change – resolutions don’t work unless we commit ourselves to changing a habit.  The habits of choice are:  exercise, organizing and to quit smoking.

 As we finish the first 2 weeks of 2012 – Don’t Give Up!  Let’s re-evaluate your New Year Resolutions and Goals.

 First – Don’t expect that you should have reached your goal 100% already.  Developing habits takes time.  If habits were quick and easy resolutions not be a concern. 

Second – Every goal takes multiple steps to accomplish.  No matter how small, there is usually a list of things that have to happen in order to reach your goal.  Think about it…everything that we do takes multiple steps.  Keep it simple and specific. 

Just the simple act of brushing your teeth requires at least 6 steps (pick up the toothbrush, unscrew the cap of the toothpaste, put the toothpaste onto your toothbrush, brush your teeth, rinse the toothbrush, rinse your mouth and then put the cap back onto the toothpaste).  It just comes natural to you because you have been doing it the same way…forever.  Think about what individual steps you can take to help you achieve your goals and habits for 2012.

Third – After you have written down the first step of your goal – put it on your calendar.  Mark the date and time that you will work on your first habit.  No matter how simple this may seem, you are the person who will be held responsible for getting it done.  Hold yourself accountable.

Fourth – Keep everything positive.  Positive thoughts will make your goals achievable, rather than impossible. 

Fifth – Celebrate all of your success.  No matter how small it may seem. 

Reaching your goal takes planning and preparation.  Before you jump back into your Resolution, think about the steps required to make it happen.  Break things down into smaller pieces – make the steps doable, achievable and reachable (D.A.R.).

Post these steps into your calendar, on the refrigerator, in a place in your office that you have to look at frequently – the bathroom mirror is also a great place to post them.  Make sure that you keep them front and center of you every day.

As you reach each portion of your goal, Celebrate!  Give yourself credit for a job well done…and then add the next step onto your list – and continue until you have reached your goal 100%.  

Realize when you have just had a bad day and don’t beat yourself up over it!  You can’t change yesterday – but you can change today and tomorrow.  Remember that every day is a new beginning.  Routines and habits take time to develop and everything worth doing requires an investment that will change your future forever. 

So how do you ensure that you reach your goals this year?  Your mindset and habits will dictate your success, no matter what your goals are.  Just like starting a diet, getting your space and mind organized takes dedication, obligation and accountability.  It takes making a change in your daily habits and this isn’t always easy.

Think about what areas you find the hardest to keep organized.  Is it your paperwork – mail and filing; client follow-up; systems; or maybe your daily schedule?  Or, maybe it is that your time is drained by interruptions through email or phone.  Everything that we do every day is a choice.  (Of course, I’m realistic…emergencies can come up that require your attention).  But when you have your daily course of action laid out, interruptions are easily handled and the ability to refocus comes easy.

The key to keeping yourself on task is developing a habit/system to handle every part of your day.  It seems odd to think about something that something as simple as opening the mail should have a system but it makes such a difference.  Let’s just take the example of opening the mail.  I meet with so many people and home-based businesses that just find it “simpler” to open the mail wherever the happen to be at the time.  Because of this, there are receipts and paperwork in the office, kitchen, bedroom, car, in their pants pockets or purse,   And then…it just becomes too overwhelming to be able to get it all organized.  The thought of sorting, organizing and filing all of the paperwork causes stress and anxiety.  And now there just isn’t enough time to catch up.    

One of the best habits that you can develop as a homeowner and business owner is to schedule some office time for yourself.  It doesn’t take much time to get everything filed away, if you do it on a regularly scheduled basis.  Organizing and filing your paperwork on a weekly basis can take you a matter of minutes so stop procrastination now.

Another good habit to get into to help you stay organized is to identify your distractions and avoid them!  Disconnect yourself from your electronic gadgets.  Don’t allow yourself to become side-tracked by emails and phone calls.  Keep your attention on your project and goal.  Your intentions of having a quick 5 minute conversation can easily become a 45 minute catch-up session and not only cause you to lose time, but also change your attitude toward your goal.  When you are “in the zone” and working diligently on a project, another person’s concerns and/or issues can cause you to become totally distracted and cost you time, money and take your schedule off track.  Call your friend back when it is convenient for you.    Developing habits will help you get organized and stay organized – and save a ton of time too!