I love paper and love my files!!! I am not afraid to say that out loud, but that’s because they are organized and I can find things easily.
Over the years, I came to recognize two common issues with paper: it comes into our homes or offices in droves, and we have no idea what to do with it once it arrives. Where do you put it? How long do you keep it? I get these questions daily. And what about the computer, wasn’t that supposed to help with paper clutter? Not really – the computer age has increased paper use by 60% over the last ten years.
We will be tackling many of these common questions on our next teleclass on January 27, 2010, called Manage the Paper Crisis. This teleclass is for both professional organizers and clients who struggle with paper organizing.
But from now until then, I want to pose a challenge to you. SORT and TOSS one small pile each night between now and January 27th. The problem with paper is we don’t know where to start and so we never do. Start small. Look at the counter, the dining room table or your desktop. SORT and TOSS one small pile from one location each night and you will be blown away at how much you can get done. SORT like items together and let go of any paper you don’t need or plan to use. If you don’t know what to toss, attend Manage the Paper Crisis.
Back in March we had a contest called Vancouver’s Ugliest Office Contest. I partnered with Suze Interiors and we “made over” the Ugliest Office in Vancouver. Our winner, Elyssa McKee lives in a two bedroom apartment with her husband Ryan. They have lived in their home for four years and Elyssa uses her home for work and study. Elyssa was great to work with and Ryan was amazing as he helped us while Elyssa was out of town at the end of the trip. The photos speak for themselves……
Suze and I met with the client and assessed the situation, developed goals and prioritized. Elyssa’s overall goal was an office that could be used for working, studying and reading. She also wanted a calm, yet motivating space that she wanted to use. Before the makeover, she didn’t even want to enter the room so she certainly wasn’t using it. I went in with a team of three organizers and we started by sorting the contents of the room. There was so much stuff and box by box we sorted like items together. Once we had everything sorted, we went through each pile and Elyssa released anything she no longer used, needed or loved. This was tough for her as it can be for most people. But with our help, she let go of anything that did not have a purpose in the office. Then we decided where things would go in the new office.
After
From there Suze went in and talked furniture, color and accessories. The client’s budget was $1,000. Until this point the couple had really made due with what they had and it was time for a major furniture face lift. So Suze and I went shopping and pulled it all together. We purchased a desk, a file cabinet, a bookshelf, a rug, baskets and containers, closet organizing tools, hanging file folders and a FreedomFiler. You can see the results were amazing and the client is thrilled.
So what can you learn from all this?
Elyssa and Ryan had plenty of space, but it was not being used effectively.
They had too much stuff in one room that was supporting the needs of that room.
They were holding onto things they no longer had a use for.
They had old broken furniture that was hurting, not helping
The room had gotten so out of control, it was too overwhelming to manage on their own.
They need to get back to basic organizing principles; one in, one out, for example.
Good thing Suze and I had the contest. Learn from Elyssa and Ryan and make a change in your home today or contact us to help you turn your ugliest room into a relaxing, practical and gorgeous space.
I founded Savvy Solutions in the year 2004 because I had a dream of owning my own business. In the beginning I worked with clients throughout their homes, but then I realized nearly all of my clients were challenged by paper. That was when I decided to focus my attention on paper, filing and offices; specifically through speaking engagements and writing. I love paper and love my files, but that’s because they are organized and I can find things easily. Over the years, I’ve come to realize two common challenges with paper: it comes into our homes or offices in droves, and we have no idea what to do with it once it arrives. Where do you put it? How long do you keep it?
Managing your paper is not difficult, but it does take a few minutes each day and understanding a few basic principles shared in this booklet. I know how overwhelming working with paper can be and by having a better understanding of your choices with paper; you will be in a significantly better place.
We have worked with hundreds of clients teaching them The ART of Filing. To be able to help even more people with paper, I have created a line of products focused on organizing paper. One of these is a small booklet called The ART of Filing: How to Conquer Paper in 3 Simple Steps. The booklet will be available on our website later this week and we could not be more thrilled. Use this booklet to have a better understanding how to manage your paper and start to conquer your paper clutter.
“The FreedomFiler® is the only self-purging filing system available today.
Once you begin using FreedomFiler, you will never again have to take time
out of your life for cleaning out or reorganizing files!”
If you read our posts, you will find many of them on the FreedomFiler. It’s a fantastic filing system we use with nearly every single client. We get so many emails about this product which is why you will find a lot of FreedomFiler posts.
Recently, I was talking to my good friend, Debbie Rosemont of Simply Placed, based in Sammamish, WA. We were talking about the FreedomFiler and how we can best use this tool with our clients. We both have been using the product for years and many people want us to help them implement the system, but others have different needs. Here are some ways we can help you with the FreedomFiler.
Ala Carte: You can purchase a FreedomFiler on the website or thru Savvy Solutions.
FreedomFiler eBook: Since we get so many inquires about this product, we decided to write an eBook with the How To’s and Common Questions. Contact us to purchase at info@savvysolutionsorganizing.com.
Pre-Made FreedomFiler kit: We can put your FreedomFiler together for you. We don’t want to see this product become another product that sits on your counter. Let us put it together for you and you will have functioning files with minimal investment.
FreedomFiler Workshop: We offer workshops where you can build your Freedomfiler in a group setting. Check our website for our next File Yourself to Freedom Workshop.
FreedomFiler Consultation: In just a few hours, we can show you how to use the product, how to implement and build your system. You will have files you will never have to organize again in less than 3 hours.
FreedomFiler File Overhaul: This is when you have a lot of paper and we need to dedicate time to building your system as well as reviewing your paper. It takes some times to get thru, but you will love how much lighter you feel in the end.
We love the FreedomFiler and you will too! Check out their website and do yourself a favor and invest in this system. If I had one wish for every home, it would be to have a FreedomFiler. Hang in there, a cure to your paper blues is coming.
For the last four weeks we (Suze Interiors and Savvy Solutions) have been talking about our Ugliest Office Contest and we are so excited to announce our winner. Not only did our winner submit an application, but her husband also did on her behalf. He recorded a video that showed us exactly what was going on their home office and we could see exactly why they needed our help.
And the winner is….. Elyssa McKee. Elyssa and her husband live in a two bedroom suite. The second room is her office and she “feels it’s so disorganized and cluttered she can’t even use it.” Elyssa says “If my office was organized, I would gain my sanity back and my husband could breathe again!” Elyssa is an Intervention Team Supervisor and she contracts to agencies and families providing behavior intervention for children who have autism. Additionally, she is starting a masters program in September and desires a quiet, non-anxiety provoking space to work. We wanted Elyssa to have a motivated and inspiring environment to do this important work.
Thank you Elyssa for submitting your office and thanks to all those who submitted their offices to the contest. Now, it’s time to roll up our sleeves and get started.
Description: Without a doubt the most common organizing challenge we see, with businesses, is dealing with the overwhelming amount of paper that arrives each day. Learn how to manage your paper and piles to maximize space, productivity and effectiveness.
Oct 25, 2008, 9:00 AM
Money Wi$e Business Women Conference
North Seattle Community College
Seattle, WA
In the process of sorting household paper, many of our clients are unclear as to what receipts are considered home improvements, and what are considered home maintenance. So I asked my bookkeeper – who is registered with the IRS which means she is extremely qualified to answer tax related questions such as these. I thought the examples she gave were very helpful in classifying between the two categories.
Home improvements are structural repairs or additions that will add value to the house, such as adding a new roof, putting a deck on, new kitchen cabinets, etc. These “improvements” are usually pretty spendy. If they are paid for your principal residence, there is no tax deduction until the house is sold, at which time they increase your basis in the house and reduce your gain. If they are paid for a rental property that brings in income for you, they must be capitalized and depreciated, resulting in a portion being deducted each year.
Home maintenance is just your normal upkeep – - replacing leaky faucets, painting a room, having your lawn mowed, etc. Maintenance is generally things you do to keep the home from needing expensive “improvements.” If these items are paid for your principal residence there is normally no tax deduction available. One exception to that is if you are preparing your home to put it on the market for sale. “Fixing up” expenses (paid within a window surrounding the sale of the home) can be added to the basis of your home and reduce your gain on the sale of the house. If the expenses are paid for rental income producing property, they are deductible against those rents received.
FILING TIP USING THE FREEDOMFILER: If you qualify to deduct home maintenance from your taxes (see above if you aren’t sure), then these receipts should be filled under the current tax year. If you don’t qualify, simply file them by month purchased. That way, if your tax status changes in the next few years, you can still go back and retrieve them from the monthly files. Home improvements are only tax related if you sold your house that year. If you are using the FreedomFiler system (and you really should!), home improvements are filled in the permanent section, but put a little tickler blue tax sticker on the label so you know when you sell your home that those files are then supporting your taxes for that year.
To order a FreedomFiler, go to www.freedomfiler.com and use our coupon code with our compliments. Contact us to get our coupon code for a discount!
Savvy Solutions is holding a workshop in Vancouver, BC, on Oct 16th. Details below; mark your calendar and register today!
Topic: How to Free Yourself From Filing
Description: There is more paper coming into our homes and offices than going out. The big question is what to do with all this paper, where to put it and how long to keep it. In this 2 hour seminar, How to Free Yourself from Filing, attendees will learn how to sort and evaluate their paper, learn to file their paper according to use and fully understand how long to keep their paper.
By attending our workshop, you will greatly reduce the amount of paper in your home or office.
Oct 16, 2008, 5:00 PM
1681 Chestnut St, Suite 400, Vancouver BC
Conveniently located one block from Burrard and 1st
The only way to keep paper under control is to let go of anything that is not needed or you will not use. If you’re not sure if you’ll use it, think about your habits and if you’ve used something in the past. Like coupons for example, if you have never used a coupon then why are you keeping the ValPak each week? Every situation is different, so confirm with your accountant regarding your vital or tax papers, but here is a general list of paper you can let go of:
Toss ATM, bank deposit slips and receipts for everyday and minor purchases after you’ve checked them against your bank statement.
Product solicitations for things you aren’t ready to buy.
Old magazines, books, and articles you haven’t referred to in the last twelve months.
Old research materials and literature.
Duplicates of documents.
Previous drafts of letters and proposals.
Information you already know.
Business stationery you no longer use. (Keep one or two sheets in a history file and toss the rest.)
Early drafts of creative writing (unless you really do refer back to them).
Newspapers. If they are more than a week old, they are ancient history.
Junk mail.
Expired coupons.
Coupons you won’t use.
Outdated schedules or planners.
Old greeting cards (unless they contain a very special message, select your absolute favorites).
Invitations to past events.
Expired warranties and service contracts.
Instructions for items you no longer own.
Expired insurance policies.
Investment and banking brochures that are available online.
Business cards from people whose names you don’t recognize.
Old tourist brochures from past vacations.
Road maps you haven’t referred to in ten years.
Solicitations from charities you don’t intend to give to.
Recipes you haven’t tried in three years.
College notebooks and textbooks. (If you can’t part with them all, keep a box of your best papers and reports and let the rest go.)
* Savvy Solutions is not responsible to lost, misplaced or discarded information.
Why does paper perplex us? It’s as if it’s magnetic and once you sit it down more paper is compelled to join it. Paper flow and file management is by far the largest issue we face and this was supposed to be the paperless age. Fact is, we are dealing with more paper than ever and even though we feel we can’t live without it, nearly 80% is never referenced again.
There are very few papers we need to keep forever, but to deal with you paper you need to decide should you FILE, ACT or TOSS.
To avoid paper heaps have an incoming mail container in the place you drop your mail. No, I don’t mean plopping it down on the dining room table or kitchen counter, but perhaps a basket on your entryway table or an attractive box on the desk in your kitchen. Here are steps for successful paper flow in your home or office.
FILE: Open your mail each day and place items needed to be filed into a “To File” folder. Schedule time to file these papers weekly to avoid back-up.
ACT: Place all papers requiring action or your attention in a folder called “Action”. (Don’t be alarmed, but you now have action files which we recommend you store vertically.) For more information on action files see our previous posting, Secrets To Managing Action Papers.
TOSS: Everything else; the credit card applications, coupons you will never use, magazines you have no time to read, etc. fall into the Toss category and should be recycled or shredded immediately.
An important step in managing paper is to reduce the amount that comes in. Start with your mail. Remove your name from mailing lists, avoid signing up at events and just be aware of who you give you address to. Always opt out of mailers when possible. A second step is to take the time to open and sort your mail each day. Use act, file or toss, every day, and you will dramatically see less visible paper clutter in your home or office.
