Challenges with Organizing Paperwork

In our Boot Camp Giveaway this week, we're asking folks to write in with their paperwork challenges. Gabrey writes,

My absolutely biggest challenge (and there are many) with paperwork is the garage full of my dad's papers, films, videos, audio tapes, artwork, books and artifacts from his 50+ year career. There are 28 boxes of papers alone. I finally began the sort... but it will take SO MUCH TIME! Meanwhile, my own meagre system goes wanting... I hope I win the bootcamp so you can help me with this mess!

Gabrey--That's a lot to deal with. On one hand, the volume of stuff to go through is overwhelming and stressful. On the other hand, wading through your dad's belongings is emotional--and can prove difficult to sort through. My advice would be to first determine what your end goal is. If you could make it happen in a snap, would dad's stuff disappear (keeping only the truly important stuff) or Is your ultimate goal to have your dad's belongings catalogued neatly (almost like a museum)? Would your dad's work benefit from being shared with others (schools, family members, etc)? After determining what the desired result, your job going through his items will be much easier.

If you are keeping a lot of the belongings--are there family members to help you sort through it all? If it is just you processing everything, always put yourself on a timer and organize like you're on a mission for your predetermined time period. Ignore phone calls and emails until your time is up. Whittling away at it, a little at a time (without distractions) will add up. When I'm working on a project, I always like to determine (realistically) how long it will take--and work backwards. Say it will take you 30 total hours to process the contents of the garage. Get out a master calendar and break it down. Every weekend for the next 8 weeks, spend one hour organizing your dad's paperwork. That way, you have an end date in sight (which makes any project more doable).

(Image from Flickr member Umpqua used under Creative Commons License)

Table of Contents

I wrote about this concept for Apartment Therapy last year, but just in case you didn't catch it--it's what I like to call, a Table of Contents for your filing cabinet. You know when you go to do your filing and you open your filing cabinet? The havoc starts when you grab your first piece of paper to file. It's regarding a financial summary statement only you can't find the file you're looking for. You could have sworn you called the file "financial statements" but you aren't finding it anywhere. In order to prevent this frustrating scenario--type out a table of contents and tape to the top or side of your filing cabinet. Now, before you even open up the file drawer, you'll just run down your list of file tab names. Then open the drawer, locate the file and your filing will be a breeze. I also listed the file tab names to resemble your files as you open your file drawer (so instead of A-Z it's Z-A )--kapish?

Accordion File for Organizing Receipts

The following is an excerpt from the post, Organizing Receipts:

4. Your active storage spot might be a small drawer or an accordion file folder. Each week (or as often as needed) go through your active file spot and recycle or shred receipts that you no longer need.

Then, yesterday, I was working with a client.  She showed me her accordion file folder that she was using to store business receipts, only she never got around to making the tabs and using it effectively.  In less than 20 minutes, we sorted, filed and tabbed our way to a new system.  When we were done, she couldn't stop looking at the neat accordion file folder (and that made me very happy).

File Folders... In Color

Say goodbye to boring manilla file folders. I like to use colorful file folders to identify filing categories.  That way, when you pick up a red file folder, you know right away that it relates to something important, like financial stuff (at least in my world).  Using color to represent categories is also great for the visual learner--not to mention it makes filing more fun.

(Image: See Jane Work)

Bneato Organizing Boot Camp Deets

Click on the newsletter above for Bneato Organizing Boot Camp details. If you live in Los Angeles and need help with filing, organizing paperwork, handling receipts or just need some accountability--sign up.  I can't wait.  Boot Camp drops August 8th!

Letter Openers Rule!

Dude! Letter openers rule. You probably will not believe me until you've tried it for yourself but I swear by them. And I'm not talking about using a dull knife or a rusty one that you've had since college. I suggest picking up a brand-spanking-new one from Staples (or get a batch custom made to give away to clients). Mine are made from corn plastic which is environmentally friendly.

If you have been putting off a giant stack of unopened mail, grab a letter opener and get 'er done!

You Should Know About This

When I'm making file folders for clients (or for myself) I love using the 3 1/2 inch file tabs. If you use the smaller file tabs, there is never enough room for the printed label from the label maker. Unfortunately, hanging file folders come with the 2 inch tabs standard. For my entire organizing career, I've been purchasing the 3 1/2 inch file tabs separately (they run $5.29 for a pack of 50 in the Staples store). In order to save money for my clients (and for myself, I went online in search for a cheaper alternative (and boy did I find one).
Apparently at Staples online, you can pick up a pack of 100 for $1.79 WT%$#^&. Oh well--at least I know now!

(Images: Staples and Beth Zeigler)

Keeping Track of Important Paperwork

These wall pockets are on the wall right next to my desk. I open bills, pay bills and have a printer at my desk so I need a spot close by to put my important paperwork and receipts. Because I'm a visual person, paperwork must be in view (or be in a container with labels) so I don't forget where it is. Even though my office space is teeny, you'd be surprised how easily you can forget where you put something. My upcoming bills go on the bottom wall pocket (paper clipped to the outside) with the date written in large font. I also put the due date in my calendar. Furthermore, for bills that are automatically debited, I do the same thing. In my experience, you can never be too safe when it comes to making a credit card payment (late fees are the pits)! In addition to keeping bills in the outermost pocket, I keep movie and dodger tickets and coupons that I don't want to forget to use.

Additional file folders that I have close by are "TO FILE", "PENDING", and "QUICKEN." I hate filing on a daily basis, so after a week or two, I take my "TO FILE" folder and file all of my important paperwork. "PENDING" is for things like my passport renewal form, photos I've ordered to give as gifts for upcoming birthdays and confirmation numbers for traveling. "QUICKEN" is where I store all of my business receipts. Like filing, I dislike updating my books day to day, so I save that task for the end of the week.

Rock Steady!

A few weeks ago, my car insurance company mailed me my new premium. When I opened up the bill, I noticed something fishy--the premium was much higher than the previous year. Although I did get one traffic ticket, I completed online traffic school (so I knew that was not the reason for the rate hike). So I called my insurance company to get to the bottom of the matter. They explained to me that their records had me driving 25,000 miles last year--holy $%^&@##~!! Not only did I not drive that many miles (true mileage b/w 10,000-12,000 for 2008) I also had to prove it to them. I didn't panic because I knew my paperwork was organized (and easy to locate) but I was frustrated. I mean really frustrated. But once the matter was finally cleared up, I ended up saving myself $335 big ones (rock steady for being organized!!).

Organizing Receipts

Having a simple way to handle receipts will save you tons of time
1. Just say no. Grocery store receipts are rarely needed so just say no at the check out line and decline the receipt.
2. If you use your credit/debit card at Target, they're able to pull up your receipt (so again--you can feel confident declining the receipt at the register).
3. Have a place for your receipts to go in your purse or wallet. Go through them when you get home and transfer them to an active storage spot.
4. Your active storage spot might be a small drawer or an accordion file folder. Each week (or as often as needed) go through your active file spot and recycle or shred receipts that you no longer need.
5. If you're going to hang onto your receipts long-term, think about scanning them in. Most receipts are printed on thermal paper (which fades over time). Plus, the IRS prefers scanned in paperwork (which means less clutter)!
6. Fijitsu SnapScan and Neat Receipts are great products to invest in for scanning paperwork.