Archive for the ‘Papers’ Category

Papers – What to Keep & Toss

Friday, April 26th, 2013

Below are some generic standards – good but generic – for what papers to keep and get rid of for your papers.

In all instances, your own accountant or financial planner has the final say, i.e., overrides these reference sheets. Everyone’s particular situation and history is different, so please err on the conservative side and listen to their advice.

 

Several helpful resources:

From Bankrate.com – the reference sheet I most often use

Financial Files You Can Toss – Kiplinger article

IRS records advice

 

In the “Papers” category of my blog, you’ll find articles about how to organize and manage what you DO keep.

As always, if it’s all too much, or generic advice just doesn’t do it for you, just email or call to talk about how we might collaborate.

Tax Papers Organizing

Tuesday, January 29th, 2013

Small businesses & taxes – The documents are arriving in the mail, along with our tax organizer packages. This article is step by step advice for keeping track of these papers, particularly for your small business. I’ve included links to other articles I’ve written about papers at home and in our businesses, at the bottom of this blog entry.

Smead Organomics expanding file is in use at many home offices and here’s how.

Smead SuperTab Expanding File

  1. Keep this portfolio nearby, so it’s easy to simply “drop in” receipts for purchases, education, car maintenance and such.
  2. Use a front pocket to have a holding place for papers you bring into the office.
  3. Set up the tabs to correspond to the business tax categories (schedule C, for example).
  4. Update your accounting software weekly (ish). Then drop the paper into one of the tab files.
  5. When the year is over, pull the large elastic around the folder, and you’re off to visit your accountant. (Probably saving you money since you’re organized.)
  6. File away the year’s documents altogether, along with a pc file copy of digital paperwork – or just a note with file locations. Put these somewhere where you don’t run into them everyday. They don’t need to be in your everyday space.
  7. If you have ideas for making your process easier next year, write them down now, while the ideas are fresh. Keep the ideas list somewhere that’s intuitive for you. Suggestions include: on your paper/pc calendar, in January of next year; in a file folder on your pc where you collect all your tax information; in your new expanding file you’re about to go buy so you can start this year with a home for papers you collect during the year.

ALWAYS keep tax backup documents based on what your own accountant says; his/her needs override any generic advice you may read, because only your accountant knows your particular situation.

More papers to deal with than just the financials? Paper-related blog articles are below with a link.

And if you find you need side-by-side assistance, a private organizing/coaching meeting, to help with creating or updating your home and home office systems, please email or call 603.554.1948 to see how that works with me. I work in person and I also work virtually, because sometimes it’s not about the papers; it’s more about your own thought processes, habits, motivation or creating a system that works for how you’re wired.

Declutter Your Finances

What Business Files Does a Solopreneur Need?

Going Back to School as an Adult

Organizing Papers at Home – the Paper “Flow”

Bouncing Back with a Butterflies Box!

Going Back to School – As An Adult

Thursday, August 30th, 2012

Most of my clients are mid life and beyond and they are embarking on new chapters in life – exciting, daunting, refreshing and uncomfortable – all at once!

A way to feel more comfortable is to take a little bit of control over what you can impact since new chapters often happen organically.

When you find the “thing” you want to do next, you’ll want to make space in your home and also space in your schedule for this new found passion, whether it’s a hobby, your own business or new job, or school.

Just in the last few weeks, it seems most of my coaching and organizing clients are going back to school or starting their own businesses.

Where to start? Today, I’m talking about making space for school.

For your school and studying space:

Create a “school only” space for yourself. A closet, the corner of a room, adding a desk or table in your home office or creative space  – These can all work. Even the dining room table is a possibility and quite common (picture at right). 

If you can’t make a permanent space, e.g., dining room table, there’s still hope! When you buy products (or shop at home!), here are a couple of tips.

  • Look for products are attractive, perhaps match the décor if you can find them; you’re in the dining room, so this is important for when guests are around.
  • Hide your work, e.g., into paper boxes which stack, a movable file cart or file boxes which fit in your dining room buffet. (Yes, you may need to move some less often-used items out of the room or out of your house, but what’s more important to use the space for — the few times you eat at this table or the daily school studying you require now?)

If you take over a room, such as your grown child’s bedroom, your dining room or a basement/lower level spot, start by changing the layout or the paint colors. Change the energy in the room and its look; it helps you to think differently about the space (now as a student!)

What supplies and papers will you need frequently? Deciding this allows you to keep those in your main office space, but use another room for less often used items. A good solution if you have small spaces or don’t want much out and visible.

For example, one woman’s school desk is in the den, but her school papers, books and past classes are on a bookshelf in a different room. Older files, books, trade show supplies can all be in a less often-used space as well.

This is a new Smead Product, which we used to store current and past classes; this was for a woman returning to school for a virtual Master’s Degree program. Although the classes are virtual, sometimes it’s just easier to see the syllabi and class materials all laid out on paper in front of you. This was how the papers were stored – beautiful, compact, mobile and easy to find what’s needed, class by class.

Smead’s MO product.

Filer or piler? Some people like to set up their current papers in folders; this is a desk drawer within arm’s reach, with another neat Smead product.

Others prefer more of a rough sort  into larger categories. This is the Smead box above, turned on its side, and then some portfolio folders on top. They differentiate which class is current versus past.

 

Create the space first to get you into a  “fresh start” frame of mind.

Trying to figure out how to manage your time for school?

Check out our “time management” category of blog posts or simply post a question here. Happy to answer it.

 

Inspiration –

Anyone who stops learning is old, whether at twenty or eighty. Anyone who keeps learning stays young. The greatest thing in life is to keep your mind young.
Henry Ford

 

Develop a passion for learning. If you do, you will never cease to grow.
Anthony J. D’Angelo

 

 

 

 

 

What Business Files Does a Solopreneur Need?

Wednesday, May 30th, 2012

I like a lot of Smead’s products because the company often thinks of us, the users and how to make all this organization easier on us.  Papers aren’t going away so if you can think of them as part of the documentation of your business or personal  life, then these filing tasks are a bit easier.

I’ve written about papers before; the blog links are at the bottom of this post.

Today, I have a list of typical business files you’ll want if you’re a solo business owner, and this Smead product fits right in. This blog post is not about maintaining your files, but about setting up for quick and easy access and limiting the visual clutter which is so distracting.

The Product(s)

We all need some paper files. How much you keep in paper versus on your computer is your choice.

This product makes paper filing so easy. You can even skip the interior folders and just use these to make it super simple. Write on the tabs or buy some file folder labels. I’d rather spend my time on photography, with my family, eating out or many other things than spending too much time on keeping and filing papers.

So whatever makes papers easier – whether they are mine or we’re working at a client’s, I’m all for that. Saves time on setup and saves time when you can find things more easily.

Keep a small supply right at your desk so it’s super easy to set up a new file. I set up a file when I have just a couple of pieces of paper because … my cluttered desk will mean my mind is also cluttered.

While we’re talking products, I also like these Viewables. A bit harder to set up, but if your desk drawer’s at an angle, these labels are just the thing. I wrote more here.

The Process & The Person Behind It

  • Group your papers by how you think about them. If you have a lot to go through, take an inch at a time. Or take 15 minutes at a time. Not a whole box; most people will get overwhelmed.
  • Particularly as a solo business owner, go wild; name the files in a way that will help you when you say, “Now where did I file that?”
  • Make a connection between the paper and other papers, so you have a keyword in your brain of what these papers have in common and why they are being  put into the same folder.
  • If you want, you can make those super large categories: CEU’s, My Talks/Presentations …
  • …OR, you can skip the super large categories and use a simple, alphabetical system: NAPO presentations, Author Talks;
  • …or even simpler, NAPO Virtual Chapter Presentation,  NAPO Baltimore presentation, Fairfield Author Talk.
  • Experiment and see which way your brain recalls a particular topic; do you group by presentations, where you gave them, or the topic? Or no groups at all, just alphabetical, regardless of what the thing is.

Suggested filing topics – meaning the kinds of information you’ll want to have – but you name the files.

  • These are the ones for your file drawer, not the ones you need on your desktop for daily use.
  • These absolutely can be PC files instead of paper; the choices is yours, but do one or the other, so you know the one place to go find what you need.
  • Think about what you do every day; which facets of your business do you need reference files for.

Alliances, Articles, Clients, Education/CEU’s, Financial (receipts, year-to-year tracking), Forms for my business, Ideas, Marketing,  Media/Press, Networking Groups, Newsletter/Blog Ideas, Product Development, Systems, Website, Workshops I give. And a whole other category of “Archives.”

My best advice? Listen to your intuition: when you pick up a piece of paper, what do you think about? What’s the connection? THAT is a great file  name, for you. Maybe not for the next person, but listening to your intuition will make paper management easier and faster for you.

And something to think about: It’s quite often that  if you’re having paper overwhelm challenges, there’ s usually another issue at work as well. Perhaps there’s a time management issue. You’re keeping out all those papers to remind yourself of things to do. Or a fear of not having what’s needed when it’s needed – that’s partly a system that’s not working for you and so it’s harder to trust it.

 

More of my blogs on papers:

Keeping Track of the Fun Stuff in Life

On family/household/ personal papers- products
On family/household papers – setting up your files

I also coach on this topic and, in New Hampshire and Massachusetts, work side-by-side in your office to get you started.

Organizing Papers at Home

Monday, February 13th, 2012

There are three categories of papers to think about — and this is often the key to managing papers at home: (1) “Archives:”  Those you need to keep (tax records) (2) “Reference:” Keep – not using now – reference you want to save and  (3) most important – “current:” the files you  need access to often because they are about current activities – your life, today.

General tips & guidelines

  • One drawer should suffice for current records.
  • The more you keep, the more you have to file and weed out over time. Think green, time savings, and when you  need access.
  • Also consider if you love using the pc or you’re really more of a paper person.
  • Consider which groups of information you really need on paper and which could be pc.
  • The more you use your pc, the more you need to get  serious about having automatic backups of your files.
  • Past years’ files: for those you must  keep, put these in a box or another file cabinet, in a different part of the house. They should be accessible but not take up current office space.
  • Next time you add a paper to your files, take a minute and leaf through just one file, discarding old papers. You’ll keep up with filing painlessly.
    Organize your PC files similarly to your paper files so you have only one organizational system to remember.
  • Use file names – paper or pc – which are intuitive, which make sense to you. Think about when you would use this information again  — that’s a clue to how you’d name the file.

Desktop or counter top are folders are kept on your desk or in the message center/incoming mail organizer. These are used on a daily basis.

  • Bills to pay
  • Events, invitations
  • Lists (birthday, address) for easy access
  • Coupons for online use (store coupons and gift certificates go right in your wallet so you’ll be sure to use them. Wrap the coupon around the credit card you use.
  • One folder for each child (items they need to take to school that week)
  • One folder for each activity YOU are involved in
  •  “To be filed” – last week’s papers

 Reference: Key Files to Have in Your File Cabinet

  • Group like files together by using tabbed, hanging file folders. Within each hanging file, you’ll have multiple  folders. Example: a hanging file for “house” may include folders for insurance, mortgage, property taxes, other legal documents. Or, thinking of how you would use the documents, you may want a file called “all insurance.”
  • Some of these may be documents you’d prefer to keep in a safe deposit or fire-proof box.
  • Here are folder suggestions. How you order or group the folders in the drawer is up to you. Make sure you can easily find what you’re looking for.
  • Some people keep a list of files and general contents; they find an index easier to use.

Sample File Folders List

Health

Household bills

Mortgage, property taxes

Job/company-related

One folder per child (for school, sports, health records, art, awards). Some people keep a plastic bin separately for artwork and best homework papers.

One per pet (health records, licensing)

One per property you own

One per organization: church, newcomers, professional, charitable, museums – or group together if not a lot of paperwork

One per vehicle

Taxes: for this year, a folder to capture incoming receipts, 1099’s

Legal: wills, health care proxy, marriage and birth certificates

Vacation and travel: plans, passports

Insurance: keep all policies together, or keep the policy in the house or vehicle folder the policy belongs to

Investments: one per fund or investment firm

Bank statements: keep in a box, in a corner of the office (due to bulk). Elasticize by year. Pull out statements which have checks for key tax documents, such as property tax, and keep in the ‘taxes’ folder.

Warranties, appliance or equipment documents: Keep nearby to the item they belong to or all together in one home.