10 Easy Maintenance Tips vs Piling on the Chaos

Whether you are in your own business or an employee (or neither) -- if you have a family and a home you are in the business of having a life. I'm betting that none of you went into business to become hot at shuffling papers and reams of e-mail.

Eighty percent of the clutter at work and at home is a result of disorganization, not lack of space! So if it's going to keep coming in and piling up, you've got to have an exit strategy. Regular maintenance is the best way to keep your office tuned up, same as your vehicle.

The key 'success' habit is deciding immediately where each piece of paper or e-mail goes and what's the next action required from you. Setting anything aside in the 'decide later pile' just makes it worse. Every piece of clutter at work and at home is an unmade decision.

Use my Daily, Monthly and Yearly Maintenance tips to keep ahead of all that information --whether it's paper or computer. I guarantee you can manage your information more easily and successfully at work and at home when you do.

DAILY

Unlike some wines, no piece of information improves with age. Set a certain time each day to sort, toss and refile both paper and e-mail. I do mine after lunch while I get through my post meal 'slump'. Daily maintenance, like brushing your teeth, keeps you from collecting build-up in your systems.

Sort all your incoming materials daily; stand over the recycle bins and get rid of all the junk first. Sort into Action categories that make sense to you: to pay, to file, to review, etc. The daily sort is crucial just to keep your filing separate from Action items, and keep the discards moving.

At home, your 'To File' first sort can be separated into personal and business filing (try a combination sorter:vertical for action/ horizontal for filing). At work, separate client or product materials from company administrative files in your first sort. More filing category help under Monthly tips.

Set up magazine files for Reference items (catalogs, magazines). At home, make separate sort places to put receipts that refer to warranties, personal property records, or that you need to reconcile with monthly credit card and bank statements.

Use a compartment, or envelope in your briefcase or purse where you can easily stuff any receipts (especially if you travel). Then, use it. In the office, have a drop box or action file for the day-to- day expensed receipts from your briefcase or pockets.

MONTHLY

Calendar definite times to do Maintenance and stick to them. At home, try doing your paper filing only when you pay bills. As long as you schedule your maintenance every two weeks, you'll never miss a payment and you'll be up on your filing, too. In between bill paying time, simply do your daily sort: tossing, and putting bills, receipts, project materials in your Action area to be filed or paid when the time comes.

At work, try scheduling non-payday Fridays or before/after two different monthly meetings to keep it regular. Here are two suggestions on basic 'To File' systems you can use with your 'file piles' when you do your every day sort. No matter how you schedule it, you can cut your filing time in half by presorting your file piles into separate file trays in the following categories.

Pre-Sorted File Categories:

You can separate current business filing into three domains:

People; clients, staff, teams
Things; projects, programs, products
Administration; the business of doing business (financials, physical office).

You can separate current personal filing into three domains:

Personal/Family
Household
Finances/Insurance

If you don't have a 'business of having a life'filing system, check out the cost-effective Home and Small Business File Kits that I use in my own business, which makes it easy for me to guarantee your satisfaction. (www.organize.com)

YEARLY

Universal Archiving Rule: If they aren't this year's files and you don't use them regularly -- get them out of your office!

I recommend that every private individual and small business do an Office Blitz in April after you've filed taxes. Pull all the old financial, insurance and tax-related files out, and put them in an archive box. Put in a back-up disk of your accounting program and data for that tax year. Pick up a retention schedule from your CPA or the Internal Revenue Service.

I store my archives on shelves in the garage. Just remember to label the paper archive or waterproof plastic file boxes on the front, so you can keep a matching archive list in your file drawer with an index of box contents. Then, if you need something you can retrieve it easily.

For larger companies I recommend an Office Blitz at least twice a year. Plan a Friday afternoon where everyone participates in cleaning out their offices and cubicles. (Order extra dumpsters.) If the finance year runs July to June do your archiving blitz in end July for the prior year.

Archive administrative files, and completed project or program files. Toss records for which you have already been reimbursed, or which you no longer maintain as part of your job. Archive the rest to off-site storage after making an index.

Separate essential records into current or archive storage:

File in current year filing system (by category)
File into archival filing system (by past year)
OR Scan into electronic document storage (both)

Now, that you know how to manage your information more successfully at work and at home Peace of mind is just an Office Blitz plus Daily, Weekly and Monthly Maintenance away!

For more free time-saving tips, see http://www.organize.com

10 Easy Maintenance Tips vs Piling on the Chaos
By Eve Abbott, Excerpted from her new book,
How to Do Space Age Work with a Stone Age Brain TM

Copyright, Eve Abbott All Rights Reserved.

Eve Abbott's newest book is available online at http://www.organize.com. Remember to sign up for more of the Organizer Extraordinaire's time-saving tips. Enjoy free brain quizzes to help you work at your personal best!

In The News:


pen paper and inkwell


cat break through


The Five Ways To Ease The Process Of Eliminating Clutter

I recently had a conversation with a friend about clutter.... Read More

Are You Stuck In The Clutter Trap?

You arrived on earth without clutter. Your parents and doting... Read More

Memorabilia -- Use It or Lose It!

What do you do with those special items that have... Read More

7 Little Things That You Can Do to Organize the Kids Rooms

1. Sink to their level. Get on your knees in... Read More

The True Definition of an Organization

The true definition of an organization is one that is... Read More

Organized Living-Secrets About Your Lifes Hidden Power Revealed

An organized living lifestyle can cause you to weed out... Read More

Be More Productive at Work: Avoid These Eight Traps

Obviously, productivity involves producing. Producing widgets, events, reports, sales. The... Read More

Letting Go Of Your Excuses

At this point, you have probably run across some belongings... Read More

Six ADD Tips for Organizing Everyday Things

Life with ADD (Attention Deficit Disorder) can be a constant... Read More

10 Easy Tips for Digging Out Your Desk Today

Has your polished mahogany (or modular plastic) desk been buried... Read More

Home Organizing Tips & Gizmos

Staying organized can be a constant battle. The following organizing... Read More

Create A Working Mail Center

I talk about the mail a lot in my newsletter,... Read More

Declutter Your Home in 11 Easy Steps

Feeling overwhelmed at the thought of organizing your home? Start... Read More

Balance - And Other Things

The Mexican VillagerThe American investment banker was at the pier... Read More

Creative Storage Solutions

When the things in your home start crowding in around... Read More

Organize (and Decorate) Your Home on a Budget with Baskets

What's an item that can help you organize every room... Read More

Oh No, Not Another Interuption, How To Deal With Everyday Distractions

Every day I find junk mail waiting for me, whether... Read More

Organization Tips - How to Organise Your Computer Files

Everytime Mary had to find a file on her computer,... Read More

Five Simple Tips to Get Organized Today!

Take time to declutter this summer...Writing can certainly consume the... Read More

3 Simple Filing Guidelines

One of the most basic ways to find papers when... Read More

Get Organised Before Its Too Late

Last year I attended a presentation from Parenting Expert and... Read More

Organization and the Opposite Sex

In many of the companies I have worked in, there... Read More

Until We Go Paperless

From time to time I hear this question from an... Read More

Organize Your Desk ? Live Longer!

It may seem far-fetched, but by organizing your desk, your... Read More

Your Organizing DNA

Do you like storing your papers on top of your... Read More

Introducing the Power Hour Concept to Plough Through Mountainous Tasks

Have you ever been totally overwhelmed by a massive task... Read More

10 Tips on Color Coding Your Paper: From Chaos to Coherence

Color-There Is No SubstituteIn anatomical illustrations you see the brain's... Read More

Spring Clean Your Life

Spring is here and its time to sweep away the... Read More

Organizing for Today, Tomorrow and the Next Day

Getting organized is hard. If it weren't, we wouldn't put... Read More

Files vs Piles

I recently read an article that had some interesting but... Read More

5 Reasons to Organize Your Home Today

Home organization isn't just for neat-nicks or those drawn toward... Read More

Overcoming E-mail Overload Using Microsoft Outlook

Do you feel like you just get too much e-mail?... Read More

Managing Mealtime Madness

It is 5:00 pm and Cindy has no idea what... Read More