Paper management Archives

Planner Roundup and Review

September 20, 2017 by Heather Filed Under: Paper management, Productivity, Systems & Techniques, Tips & Resources, Uncategorized 1 Comment

I have used so many types of planners that I thought it might be helpful for me to share my planner roundup and review of what I’ve learned over the years. This is only a review of planners I have personally used or used with clients. Each of us needs to use a system that supports productivity and keeping track of scheduled appointments and sometimes tasks. If you have tried and failed or are not sure what to try, this will give you some ideas of where to start. And remember, if you’re not using a planner of some sort you’re using your brain as a storage device.

Your Brain is Not a Storage Device!I use my planner for appointments, tasks and goals. Some of you may only use a planner for appointments or may use a combination of two systems. Using more than one planner system can work for some people, just like using a paper planner may be best for some and digital works better for others. There are a lot of options to choose from so hang in there as I run through some of my favorite Planners in review here.

Paper vs Digital, I’ve used both and still do to some degree. I am finding a return to paper planners all over these days. There are a lot of tech savvy people who love paper planners and there are others who don’t want to carry anything additional around with them. Making a decision about paper or digital is personal and should be based on several factors including:

How tech savvy are you?
What’s your lifestyle and schedule…do you forget things easily?
Do you love the feel of a paper book and love writing by hand?
Who do you need to share events with (family members, work team etc)?
Did you learn any planner techniques that have stuck with you? If so can you build on those systems?

My Planner Use Timeline…A Planner Roundup and Review of 6 Systems

I started using the Franklin Covey system when I was in High School and learned some pretty awesome skills for productivity, setting goals and planning my time. The Franklin system was developed by Stephen Covey author of The 7 Habits of Highly Effective People. I primarily used this system in my later years of High School and college in an effort to become a better student and develop leadership skills and many of these skills and techniques have stuck with me! There are several sizes and styles of Franklin planners and they are beautifully made and can be specifically tailored to your needs. Take the quiz to learn your Franklin planner style here. I honestly think all planners in a way were born from the Franklin system…but that’s not based on scientific study:)

I eventually downsized from the Franklin system (I found it a bit too bulky) and incorporated a more simplified and some may say Sexy version of goal setting and time management with my Filofax. I confess that a good part of my choice to switch had to do with the aesthetics of the simple and sophisticated looking Filofax. I used this system from college into early professional years and this system, like the Franklin predated digital calendars and planners. I incorporated some of the goal setting skills and time management skills I learned from Franklin Covey into my Filofax use…I had a good foundation in place and felt I could easily create my own goals without as many specific prompts.

Along comes the digital world…I flirted with, tried and used Outlook, Google Calendars and other calendars for awhile (probably a good 10 year period) but found that with digital calendar systems I was not capturing my goals as well as I did when I used a paper planner. What I love about digital systems is that they can be entered and shared via multiple devices or people and are available anywhere via access to that digital account. I still use Google calendars for certain things…I’ll explain in more detail below.

I finally returned to a paper planner in the past 7 or so years because I felt the need to see my goals broken down into specific measurable tasks that I could assign daily, weekly, monthly alongside my appointments…on paper. I tried to use the Filofax system but didn’t like how bulky it felt, it was more than I needed. I downsized to a small Moleskine and started learning about Bullet Journaling since there is little structure to the Moleskine system. I don’t feel the need for as much guided structure now since I have years of experience using more other systems.

A few years ago I decided to try Danielle LaPorte’s Desire Map Planner which at that time was similar in size and structure to a medium size Moleskine but with some of her wisdom about Core Desired Feelings and Truth Bombs sprinkled through to keep my goals focused on the bigger picture of how I want to live my life with intention. I eventually went back to the Moleskine system two years ago and will probably stick with that again next year BUT I will be giving away two Desire Map Planners between October and December! Her new planners are beautiful, spiral bound, full of inspiring and motivating prompts and a wonderful tool for anyone who doesn’t need to take their planner everywhere or doesn’t mind something a bit more bulky (the primary reasons I won’t be using them but wish I could!). Follow me over on my Facebook Page and Instagram to learn more about the planner giveaway and share with your friends!

A hybrid system that works for me…I am currently and plan to continue to use a bit of a hybrid system with both my Moleskine (week at a glance medium size) and Google Calendars. I use digital calendars for shared and recurring events and I use my paper planner, with PENCIL-always pencil, for appointments and personal/business goals. I incorporate some Bullet Journal techniques (some of the symbols and color coding) because I like the creative aspect of the system. Some people create works of art with their Bullet Journals! I don’t quite go that far:)

A last note about using digital calendars. I love the color coding and sharing features of Google Calendars and have pretty much used this digital system exclusively. I use the digital format whenever I purchase event tickets and want the info to be available on my device. I also jot a note of the time in my paper calendar-some people might not want to do this duplication! I use color coding to keep track of larger goals for my business like blog themes, newsletter publication and recurring volunteer/meetings. The format is pretty intuitive to use, there are lots of tutorials available and it’s an app that can be downloaded to almost any device. It’s also compatible with iCal (which has some similar features). I’ve worked with clients to use iCal but in my opinion it’s not the best tool for goal setting or tasks, only for setting appointments and events.

So, currently a hybrid system (mostly paper with recurring events digtal) is what works for me! I have shared this technique with others and they have adopted their own variation of a hybrid system. I’ve long wished that someone would come out with a paper calendar that captures everything digitally and it seems that Moleskin will be doing this in 2018, I’ll be giving that a try!

What planner systems have you used, what’s worked and what has not? Please tell me your favorites and don’t forget to follow me on Facebook and Instagram to learn more about the Desire Map Planner Giveaway’s!

A Household Binder can be a portable command center

August 18, 2017 by Heather Filed Under: Kids & Family Organizing, Organize, Organizing Projects, Paper management, Productivity, Systems & Techniques, Tips & Resources 1 Comment

Using a household binder is a great way to keep lots of miscellaneous and commonly referenced loose papers in one place. It can be used anywhere you need, taken with you from room to room (or when you leave home) and is an easy way share information with babysitters, family members etc.

What to Include in your Household Binder

Emergency contacts such as doctors, family members and neighbors.
Vital household information-wifi code, alarm and utility company info etc.
Important personal and medical information such as allergies and medications
Schedules including school year, holiday’s, sports and after school activities etc
Invitations
Takeout food menu’s
Meal Planning
Grocery lists
To Do list
Action items-bills to be paid
Chore charts/Goal Charts etc
Pet Info
House Rules (for guests etc)

How to Set up your household binder

Gather supplies including binder, clear sheet protectors, section dividers with tabs, labels (label maker) & markers , pens or pencils
Print blank forms for any of the information above
Type out or hand write contact info, personal /household info
Gather menu’s, mail, lists, invitations and schedules
Create sections for Contact &/or Emergency Information, household member, Schedules, Chore charts, pet info. meals, To-Do etc.

This is a great system for households that don’t’ have a lot of space for a command center but it can also be used along with a more “Visual” command center.

Photo Organizing Old-School Style

August 7, 2017 by Heather Filed Under: Kids & Family Organizing, Organize, Organizing Projects, Paper management, Systems & Techniques, Tips & Resources, Uncategorized 2 Comments

I had someone ask me to cover the topic of Photo Organizing this month so here we go! I have never gone too far into this subject here on my blog because it’s quite a HEFTY topic to cover in one post. Here are the basic’s for paper photo organizing systems, I’ll return to cover digital photo organizing another time. It’s helpful to know before you begin if you will be doing this yourself or hiring help. There is an entire trade organization, APPO, dedicated to Photo Organizing!Most of us want to keep at least some photo’s to look at in frames, albums or loosely. But we don’t get to enjoy the photo’s we love because they are in a big jumble with the one’s we don’t care about, the duplicates, damaged photo’s and photos of people you have no clue about!

Chances are that at some point you will be inheriting old photo’s if you haven’t already.

To Digitize or Not? Since many of us don’t print photo’s anymore, at least we know the quantity of printed photo’s isn’t growing exponentially! If you’re someone who still prints photo’s, stop doing that until you have a great system in place. You may also want to digitize your photo’s but it’s best to sort and purge what you don’t want first, deciding what you want digitized as you go. If you’re beginning this process with the thought of digitizing, you may want to buy a package for this service. Companies like Legacy Box send you a box that you can fill, return and have scanned. The box is returned within 1-3weeks with original photo’s as well as your digital photo’s (on a CD).

Gather all your photo’s into one area to work on. This can be a fun project to work on when your Binge watching a favorite series:) Before you begin, have a method to sort photos into such as file folders, shoe boxes, large envelopes, plastic bags etc.Label with temporary labels to keep track of what you have sorted, eventually permanent labels will be attached to bins or albums.

Handling…if you have very old, fragile or valuable photo’s you may want to wear lint free cotton gloves while working on photo’s to keep oils and moisture from damaging them. You can also wipe the photo’s gently as you go. If you find photo’s stuck in albums, don’t force them. Try prying up a corner with something like a flat spatula and dental floss! The floss can be used to “saw” the under side of the photo from the adhesive backing. If you still can’t get it, set it aside and get professional help. Don’t write directly on the backs of photo’s with anything other than an archival pen, I like these.Sort photo’s chronologically and/or by event or person. Your system may be some combination of these. As you start the process of sorting and purging, think about other family members or friends who you might want to send photo’s to and set them aside (labeled) to give them when you’re done. If you’re not sure who someone is, snap photo’s of the photo’s as you go and text or email someone who might be able to help you ID them. It can be fun to share “vintage” photo’s with family and friends as you go! Keep track of what size the majority of your photo’s are and if you plan to organize into albums or boxes, this will be important to know.

Storage can be decided on once you have finished sorting and you know what size collection you have. If you plan to digitize, send the photo’s off at this point. Do your research before you buy storage containers. Look for Archival quality boxes and albums. If your photo’s are standard 4×6 or 5×7 you will have a lot of options to choose from. Remember that larger boxes will get very heavy. Use archival paper dividers to further separate photo’s by category or date and label the cards with detailed information about events, family members etc. Don’t use sticky notes or clips that can damage the surface of original photo’s. If you have negatives that correspond to the photo’s you are keeping, label the plastic sleeves they come in to correspond to the storage system you are creating and store negatives separately. Keep your photo’s in climate controlled, low humidity and light conditions to best preserve them.Cross reference storage-Note in your photo box what negatives and digital photo’s you have copies of and where they are stored (on CD’s, cloud, external hard drive, separate bins etc).

Maintain your system on a regular basis if you are adding to your paper photo collection or if you inherit photo’s. I’ll share tips for organizing your digital photo’s in a later post. This is a great time of year to work on photo organizing and perhaps create some beautiful books with some of the old and new photo’s you come across. Have fun traveling down memory lane!

Organizing using the 5S Methodology

March 28, 2017 by Heather Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 1 Comment

Long before the Kondo Method came along…the Japanese were using the 5 S Methodology

Learn how it can help you Get Organized! It’s so simple it’s brilliant!

The 5 S Methodology

This post was originally published Oct 19, 2011. I recently learned about a fascinating methodology used in Japan for organizing the workplace. I found this long before the currently popular Kondo Technique and books came along. Perhaps she had read and learned something of this technique too! I have a love of most things Japanese and this methodology is one I feel could be effectively implemented by many business’s or individuals even though it’s primary application seems to be in the manufacturing sector (Toyota and Canon are examples of Japanese companies that have implemented this system).

I tend to better remember systems that employ a simple name mnemonic‘s. I think the Japanese agree!

The 5 S Methodology works by sorting, straightening, systematic cleaning, standardizing and sustaining.

Seiri or Sorting
Seiton or Straightening (setting in order / stabilize)
Seiso or Systematic cleaning
Seiketsu or Standardizing
Shitsuke or Sustaining (sustaining the discipline or self-discipline)

It’s so simple it’s brilliant!

The main objectives in the 5S methodology include improve productivity and quality.

Another benefit is that this system encourages each person to take ownership of every item and their surroundings.

This is where personal creative participation should be encouraged (whether it be getting the children involved or the employees!) Health and safety improvements can be included as additional benefits. As with all systematic changes that individuals or companies may choose to adopt, they must be clearly understood by all and there should be clear goals associated with the implementation of such a system for it to be effective. If you would like to learn more about this methodology check out

If you’d like to learn more about this methodology check out Wikipedia to start with. From there you can find many other informative articles related to “lean principles“.

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Creative Filing Systems

January 19, 2017 by Heather Filed Under: Digital Organizing, Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources Leave a Comment

Is your filing system in total chaos?

These creative filing systems may be just what you need to transform your paperwork (and digital files)!

“Filed Away” by Allison Koch (Charleston, SC- Installed at Artfields, 2016)

You’ve identified your filing mistakes, you’ve whittled down your paperwork to keep only what you need and your ready to set up your new creative filing system. Not every filing system has to be the same. Use your creativity to create a system that you’re more likely to maintain. If your files are digital rather than paper, many of these ideas will still work!

Get a handle on volume! How much paperwork do you need to keep versus toss?

Do you have just the essentials or a whole cabinet full of paperwork? The first step is to find storage to suit your style and space needs. There are tons of beautiful and creative filing cabinets, boxes and more to choose from. Here’s my latest roundup.

In the organizing industry, we refer to “filers” and “pilers”.

If your not into a re-purposed or disguised file cabinet and are looking for something different, a binder filing system might be right for you. Some people can’t stand filing papers!

Someone who tends to “pile” papers might be more suited to a binder system. nstead of a drawers you use a series of binders. I’ve created lots of these systems, some color-coded (by pereson or category), others with all the same color and labels.

Broad filing categories should be broken down further by accounts, dates or sub-categories.

For example, “Investments 2016” might include several brokerage accounts.
Determine the volume you have for each category (this post might be helpful) and what you need to keep before purchasing and setting up your system.
Three-hole punch the paperwork individually or use clear sheet protectors to keep papers in place.
Use binders for visual things you reference but don’t need as often.
It’s a great system to use for files that need to be transported frequently or referenced by many! I recently learned about the Trio (3 in 1) Organizer by Samsill (while attending NAPO Conference) and love the idea of a binder and loose accordion pockets all in one. There are 7 sections which you could use as a modified “tickler” system (more below). It’s a new product and I really like it, just wish it was a hardcover instead of the more flimsy plastic outer.

Have you ever heard of the tickler system? You’ve probably seen in use somewhere (& I don’t mean in the bedroom…;).

The original and most well-known is the 43-folders system includes 31 numbered “day” folders and 12 folders for the months of the year. This system is based on getting things done on time or at least on target.
A great system for someone working with projects, on deadlines or managing productivity and finances more tightly.
Simplified versions use 4 folders, one for each week of the month-use to keep on top of tasks that need to “get done”.
This system doesn’t really work for “archive” or files that need to be kept but not handled but it’s a great productivity system!
Think of it as a daily (weekly or monthly) “inbox” for all your to-do items.
As more and more of us get away from handling “paperwork” you might want to consider setting up a “digital tickler” system for your inbox. More can be found about the tickler system at Life Hack.

I can’t do a post on Creative filing systems without mentioning color coding!

Colors might be by category, person, project, date or any classification to help you to quickly identify what you’re looking for. I like to ask what colors people use to identify with each category. For example, if your home is yellow, you might use yellow folders for anything related to household. Likewise, financial papers might be in green folders or binders. You get the idea if your visual, color matters!

“We are all primarily visual, color is first, symbols second, numbers are third… and words last.” Graphic Design USA

Using file indexes is another great creative tip that I don’t see a lot of people using these to their advantage. Indexes can be for either folders or binders and can include color coding, categories, sub-categories and more. It’s helpful to have an index with binders or file drawers (in the front). Keep a backup index with your essential documents so that you have a record of everything in case you ever need to recreate what you lost. I hope these creative ideas help you tackle your filing with renewed enthusiasm!