Systems & Techniques Archives

Tried & True, Travel Planning Tools

June 30, 2023 by Heather Filed Under: Organize, Organizing Projects, Systems & Techniques, Tips & Resources

Having missed traveling over the past year? This year, I’ve gotten to hone my travel organizing skills again with a lot of travel for work and pleasure.

Some things get easier when you do them more often and a little rusty when you get out of your routine. I’ve noticed a lot of people who haven’t traveled as much since the pandemic are jumping back in with both feet!

I’ve been on the road a lot with things opening back up, visiting friends and family, and traveling regularly for business (at least 1 week a month), so I’m sharing a few of my favorite, tried, true, and new products, tips, and tools for day to day travels and longer trips.

Luggage Select pieces appropriately sized to your travel time and needs and what type able to physically manage. If you don’t want to mess with checking luggage during air travel, make sure it will fit in the overhead bins (20″). If you check a (larger) bag, keep it underweight and ship stuff home (or be prepared to pay the hefty fees)! 4-way wheels make any luggage more manageable and some even come with portable batteries that can be used to recharge phones etc. Be sure your carry-on luggage is comfortable to lift and maneuver if you are traveling alone. Pack a spare shirt, undergarments, and essentials in my carry-on for any trip you check luggage! I evenly spent a night without my luggage because of a flight cancelation. Most of the time, you will not be able to get checked bags back if your flight is rerouted. A cross-body bag, like a messenger or long-handled purse, can leave your hands free and distribute weight more evenly while keeping important things more secure (there is some debate about this, use your personal discretion).

Have a variety of bags and pouches in sizes for all sorts of things from accessories, cables, cords, my camera, toiletries, etc. Consider packing all clothes in a series of Eagle Creek expandable pouches sorted by type of clothing; undergarments, tops, bottoms, etc. I also like Ikea family bags. Hanging toiletry bag with clear pockets on the interior allow you to see things easily and preventyou having to unpack everythingonto bathroom counters. I also like to use a variety of smaller zip pouches, like this zippered mesh pouch one I take everywhere for anything I want to keep dry and undamaged, including papers, magazines, files, etc! What are your favorite small bags?

To keep technology in order I use a combination of bags (above), cord wrap accessories, and a favorite, the Grid-It by Cocoon!

Wardrobe Pack captsule style in a single color theme (think Black, white and purple or brown, orange and tan, etc). Keep it simple and add a few easy accents you can layer Build your travel wardrobe around a couple of comfortable and favorite pieces and you can’t go wrong.

Layout your outfits and add accessories and undergarments before packing or hang on a hanging rack if available. Add mix and match separates if needed once your basic outfits have been planned. I usually try to bring no more than 3 shoes, 3-4 bottoms, and more tops depending on the amount of time I’ll be away and the climate I’m visiting. This combination gives me almost endless varieties of outfits without the bulk of separate pants and shoes for every outfit.

At Home Be sure you have backup documents of all necessary and important paperwork (vaccination proof, itinerary, passport, ID, financial doc’s, etc) somewhere that someone you trust can access if you need them and bring along copies (bring a photo via your smartphone if you’re comfortable) of important numbers (accounts, phone #’s for financial institutions and emergency contacts, etc) for easy access.

Some people never have to check a bag…I’m not one of these people, are you? I envy them:) I bring too much stuff wherever I go, but it’s organized and I’m prepared!

For more ideas check out my Pinterest board Ideas for [Travel] and here are a couple of my new favorite travel pins…

I’m sure you have your own favorite travel tips and tools and hopefully, I’ve shared a few new things to consider for your next trip. What are your favorite Travel Tips and Tools?

The perceived value of your life

February 7, 2023 by Heather Filed Under: Estate Planning, Organize, Systems & Techniques, Tips & Resources, Uncategorized, Wellness & Mindset 4 Comments

This post is not about contraception or family planning, but it is about reflecting upon life and its perceived value. We each place value on our own lives and others, including the lives of family members as they age. Anyone at a crossroads in life facing the prospect of estate planning knows how stressful it can be. It can be emotionally and physically exhausting to face your legacy and the perceived value of your life. Maybe you’ve been a collector or have family heirlooms that have been passed down to you. The process of legacy planning can trigger loads of personal and family distress. I encourage you and my clients to take on the task of legacy and estate planning a little at a time. The sooner, the better.

It’s never too early to consider personal and family legacy planning. Whether the time to downsize comes when family members are alive or after a death, please start talking about this subject.

I hate to bring it up because it’s culturally taboo, but the fact is that we will all die.

What you will leave behind, you’ve probably grown attached to, or you wouldn’t have kept it around. But honestly, we often keep things for sentimental, practical reasons or because it’s a habit to have them around. For some people, legacy may include a lot of physical stuff; for others, that isn’t what matters. Either way, if we can start thinking about what is important for us to leave behind, it makes the process less overwhelming.

The Gentle Art of Swedish Death Cleaning is an excellent resource for anyone downsizing. It’s become a popular book, partially because of its darkly humorous title but mainly because there is currently a large generation of people in the process of downsizing (baby boomers). The author, Margareta Magnusson, recently published a new book, The Swedish Art of Aging Exuberantly: Life Wisdom from Someone Who Will (Probably) Die Before You, which I haven’t read yet. This book addresses more about the aging process from the author’s perspective. Since I’m aging (and we all are), I am looking forward to her perspective (both culturally and experientially).

One of the big challenges facing us when legacy planning is what to do with our stuff.

We can’t take our stuff with us…what we leave behind is part of our legacy.

Have you ever thought about what your legacy is? What have you enjoyed or done throughout your life that others might remember of you? This might be something you want to sit down and take notes on. Quickly journaling or taking a mental inventory of your life journey might include memorable moments, special people, collections and objects, and more. Here are some questions that will help you consider not just the stuff but what’s been most valuable to you over your lifetime.

Did you write, keep scrapbooks or take photos?

Do you collect something special (I collect things with a “Bee theme” but try not to overdo it)?

Are you a maker or artist (quilt, knit, or paint)?

Have you been a Gardener or Cook with records of these hobbies?

My Grandfathers Scottish accessories

Were you recognized for significant accomplishments in your career?

Did you invent something?

Were you an avid reader?

You might ask yourself and your family members some of these questions before it comes time to decide what to keep or get rid of. It may not be an easy conversation. Not talking about it could cause more pain in the long run. Keep it lighthearted and take it a little bit at a time.

Honor your loved one’s legacy by talking with your family members about what they are passionate about and how they want to be remembered.

Record your family stories to share with future generations. These conversations will help with future decision-making.

We all want our loved ones to remember us, and for some people, things are beautiful tributes. Keeping a handful of meaningful items can help you remember and honor their legacy.

Of course, there will be family and friends who will choose to honor and remember their loved ones without the stuff! Maybe they have vivid or photographic memories of events and connect to that person through other means (spiritual, oral, or written history). Sharing your story (via a letter, video, voice recording, or conversation) may be enough!

If your loved ones don’t want your things, don’t feel hurt!

Locate groups or organizations with similar interests where you can donate part of your estate. Be prepared to release your attachment to the outcome. Your family and some organizations will not want everything you’re leaving behind. That’s not a reflection of how they feel about you or the value of your life.

Others cannot fully understand the perceived value of your life; it’s your unique human experience, after all! How you communicate your life experiences is inherent in what you leave behind through the people you touch, the lessons you’ve shared, your human connections, and your creations. Coming to peace with your legacy is an inside job. Your inner peace can help you adjust your expectations about how others will pay tribute to your life.

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Simple paper sorting

January 9, 2023 by Heather Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 1 Comment

Is your desktop often covered in piles of paper? After the holiday hiatus, many people return to work with new enthusiasm, but possibly also to a desktop covered in papers and projects that have been lingering. In another post, we identified three steps to get paper piles under control, but today, my focus is on helping you create a simple paper sorting system to get your desktop clutter under control! If you missed that post, please go back and spend about 30 min’s preparing for these next steps.

Here is how we will create a simple and successful paper sorting system.

First, we will identify what overwhelms us about paper piles (the how or why things are feeling out of control). In accounting for our mental state, it might be helpful to journal about what comes up for you! Next, we list the categories of files and papers we need to keep. Finally, we create a working space or staging area to spread our supplies and create a new system.

Many people suggest the first step to paper sorting is to gather all your papers in one place. I don’t start with this because I believe before we dive into paper sorting, we need to identify how we got here and where we want to be! I’ve written about setting intentions in several past posts. and I believe this is one of the most important steps to creating lasting changes. This step can be easy to overlook and seem unimportant, but it can make all the difference.

Setting our intention is a valuable part of creating successful and lasting change.

After we identify what is holding us back and intend to change things, we are ready to gather all our papers in our work area. This might be just your desktop to start with (baby steps are BIG steps).

Before you begin, consider how you want to organize your newly sorted papers. In a prior post, I go through several filing systems, including the Tickler, binders, and color coding. Before you commit to one filing system, take a look at some alternatives. This paper sorting process will work for any type of filing system! It also helps to think about how you store your digital files, mirroring systems can save you time when retrieving (or trying to remember) things.

*A quick note about shredding and sensitive papers. If you have a lot of papers to process at once, hold off on shredding and put papers to be shredded into a LABELED bag or box. If a piece of paper only has your name and address, you might want one of these excellent ID Blocker stamps to mark out your info and recycle it.

With all your supplies and your staging area set up, let’s begin sorting!

Gathering papers is like a treasure hunt. Don’t forget to look in the kitchen, bedroom (nightstand drawers or surfaces), dining room, office or den, and car!
Before sorting stacks (files or bags) into categories, list the categories you know you need. Your categories might be different than mine. The most important thing is to create a system that is easy to remember. Common filing mistakes I see are overly complicated or very vague systems. See this post to review your categories.
With your list of categories nearby, put each of your categories on a sticky note. If you come across a category you don’t have, just add another sticky note! If you come across papers and are unsure if they need a separate category, set them into an “undecided” area to review later. Don’t forget an “Action or To-Do” category and a “Delegate or refer to someone else” category if those will be helpful.
Pick up your first stack and sort it into recycle, shred, or one of your categories. If you have a lot of categories, set up hanging folders in an empty box or file drawer. I prefer to start with a blank slate and sort everything into a new filing system.

Sort for a set amount of time, and use time-blocking and an alarm. Remember to take breaks every 30-60 mins. Though I can’t advise on what specific papers you need to keep, a helpful retention guide is available on the IRS website. For anything related to taxes and finances, check with your accountant.

Consider going digital for information you can access online. If you’re not comfortable but want to try it out, pick one category like “Utilities” and convert each account to paperless and see how that goes! If you like it, convert additional categories, such as banking, investments, and insurance.

Once you’re through sorting paper piles, don’t forget to label your categories. You can get fancy with printed labels, use erasable labels, or just a sharpie. If your new files don’t fit into your existing drawers, you may want to set up additional file boxes for items you don’t need regularly (such as tax or other archive papers). There are some downright gorgeous file cabinets in various styles; check out my previous round-up here. Now that you have a fantastic system in place, maintain it daily or weekly so you don’t end up with a backload of piles again!

Piles of Paper and no system in sight?

January 27, 2022 by Heather Filed Under: Organize, Organizing Projects, Paper management, Systems & Techniques, Tips & Resources, Uncategorized Leave a Comment

Does paperwork pile around you at home and office? Piles of Paper might mean unopened mail, and papers can lead to cluttered horizontal surfaces. There are many reasons for paperwork to pile up. Getting to the cause can help you create a functional solution. Conquoring these piles can be overwhelming or totally rewarding! In this post, I share an easy first step to Purge the Paper Piles.

Piles of Paper might feel beyond our control but they don’t have to

Many organizers, including Marie Kondo, recommend gathering everything by category. In this case papers. Instead, we are going to start differently. Before you gather all your paper piles its helpful to consider and identify how you got to into this situation. I don’t have those answers for you. I can share what I’ve learned from my working observations with clients, friends and family.

A “Trigger Event” such as an injury, death, move or birth put you off course. This event caused you to go totally off track and loose your system or maintenance of it.
Maybe you had a system started, but that system wasn’t a good fit and you were unable to maintain it. This is often the case when people feel they “should do” something a certain way or learned a system on the job, from a family member or friend. This can be incredibly frustrating and lead to feelings of shame.
Or maybe you never learned how to create or maintain a paperwork system, it’s certainly not taught in school or even at home (in most cases)!

We all have our breaking points. There are more urgent, fun and important things than dealing with a paper piles that seem so unimportant. We push them aside and make a lot of excuses for not getting around to them. Day after day, week after week and sometimes for years. When you get to this point, it’s easy to see how overwhelm creeps in and we don’t where to begin.

When we fall behind we tend to ignore what is present because we are worried about what is past.

Instead of going back through everything in the past, start where you are. In my experience if you lost every single paper in your house, there is very little that can’t be fairly easily replaced. Just ask almost any millennial, they live with very few papers. Most of what we need to keep can be replaced with a few phone calls and emails.

Before gathering everything in your home/office, sit down and open your most current paper pile of mail, receipts etc. Consider what mail and papers you have coming in. What categories do they fit in? Here are some general and sub categories.

Household-Utilities, improvements, reciepts, insurance etc
Medical-You & your family members
Vehicles-loans, DMV/MVA info, insurance
Financial-Banking, credit cards, investments, taxes
Professional-continuing education, employment, resume etc

Make a list of YOUR categories. Don’t think about what you had in the past or what you “should have,” start simple. As you sort, consider going paperless with utilities, insurance, bank statements or anything you can easily access online. Consolodate sub categories into one general category. For example, one file for all utilities (to keep track of account numbers etc). Simplifying your incoming mail and filing will help create a system that’s easier to maintain.

Simple systems work best. Over-organized systems are cumbersome to maintain.

Before you purg past paperwork, create a “staging” area and gather your supplies:

A file box or two depending on how much you have. I prefer any that hold hanging folders and still close, like these. Bankers boxes will work, just don’t use the hanging files
File folders-new or used, different colors or one color. Don’t buy them unless you need to.
Hanging folders are optional but they do make the job easier (recycled is fine)
Sticky notes for temporarily labeling categories
Pens or pencils (pencils for starting, sharpies or labels for permanent labels)
Labels or a Label maker

Now pick up and begin to sort through a pile to see how it fits into your new simple system. Depending on how long this first step took, you can estimate how much time you will need to sort and purge all your Paper Piles! If you don’t have a good system for your mail when it comes in the house, check out this post on Creating a Practical Command Center. Looking for a stylish, yet practical file cabinet or container? Check out my inspiring round up here.

*Some people may prefer a flat filing system like the drawers below or binders, but for the purpose of purging I will focus on file boxes of some sort.

Paperless organizing; Going digital

January 10, 2022 by Heather Filed Under: Digital Organizing, Organize, Paper management, Systems & Techniques, Tips & Resources, Uncategorized 1 Comment

Are you digital with some, or all of your “paperwork”? Get started with paperless organizing; going digital might help you cut down on paper clutter. For example, some people try to be totally digital and do almost everything on their computer, phone etc. Others are totally uncomfortable and will never go paperless. Most of us fall somewhere in between.

Ready to go digital?

You might still be a little tentative, that’s okay. Dip your toes in the water and acclimate as you go.

8 Questions to assess if your ready to go paperless (less paper)

Answer these questions to learn how comfortable you are with technology. Keep track of how many of the following you answer yes to.

I read books on my kindle or another electronic reader.
More of my shopping is done online than in stores.
I access account like my banks, utilities and others I use frequently.
Paperwork is piling up everywhere!
My calendar is digital (on my phone, computer or both).
I check my emails regularly (more than once a day).
I’m on social media like Facebook, Twitter etc.
I read blogs or other media online to stay informed and connected.

Digital Novice or Paperless Pro? Where do you fall in the Tech Savvy Spectrum?

If you answered yes to 3-5 of these then you are definitely ready to go digital, at least partially!

The most frequent concern I hear is the issue of security. Your personal information could be stolen via many online sources. Assessing your adversity to risk will help you determine which accounts you are more comfortable with going digital. Large financial institutions and municipal utility companies have comprehensive systems in place to protect your identity, but nothing is fullproof! The great thing about going digital is that if you do encounter a problem with your account security, you will be able to respond to it more quickly. Which’s often the best defense!

Where to start? Based on your answers to the questions above, pick one or two areas to add to your “digital” workspace.

Getting started with digital organizing:

Go to the business website, create an online account and save your username and password in a secure location.
Go through a “tutorial” or just click around until you are familiar with the basic layout of the pages. Look for “tabs” or hyperlinks that will help you navigate the different menus and tools.
Find your profile and settings. Often they are near one another and settings sometimes look like a little gear wheel. Check your personal information in your profile to be sure it’s all correct.
“Go paperless”-this is usually under settings and you can choose all or nothing depending on the company.
Check your email and “verify” your account (sometimes you must do this before you can even log in and navigate around).
Check your account regularly and download statements or pay bills online. In some cases you can set up a bank account to do this, in other cases (financial institutions) you can link utilities and other bills to be paid to your checking or savings accounts.

Site specific resources are usually available for setting up varius online accounts, such as tutorials or videos. In general, most banks, financial firms, utilities and phone companies have probably sent you “go paperless” inserts in your snail mail. If you have one of those handy, that’s a great place to start! This simple guide to paperless organizing will help you to determine if your ready to go digital. Try setting up a digital account or two to reduce the paper clutter in your home or office. Once you’ve transformed your paper clutter to digital, keep you digital files organized with my helpful guide to creating a digital file structure.