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Finding Electronic Files

November 9, 2012 by Heather Filed Under: Digital Organizing, Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 1 Comment

In my previous life as a Designer and Project manager, I witnessed a lot of different filing systems both electronic and paper.  Some of these were quite effective but many were very cumbersome and way too complicated.  Below, my take away is a system that I created based upon the best of everything I learned. I use this system across the board for all my files (on my computer, on paper and in the cloud- design-business-personal).

Having one simplified filing system that applies to all categories makes it simple to locate what you need wherever you need it.

Inside Level 1:: Broad Hierarchy based categories

You can see I have less than 12 folders that are logically divided by category.  These live in my main documents folder (which is where everything goes).

Simplified Filing Structure

Inside Level-2:: Sub Categories-Business folder (similar sub folders for other categories)

…again not many folders and I’m keeping categories broad but specific to help me quickly locate files.

Simplified Filing Structure

Inside Level 3::Detailed Categories (Year- ‘Clients’ folder)

This is where all client folders are kept by year.  I happen to keep my client folders alphabetically by last name but a numbering or other type of system would work equally well.

Simplified Filing Structure

Inside Level 4:: Sub-folders or loose files

These are the specific files I need to keep for each category, they could be monthly accounting based or whatever I may need for working files.

I use a very similar Hierarchy system for my email files.

In this case I keep emails (when needed) in Outlook folders. Level 1-Broad, Level 2-Sub Categories, Level 3-Detailed categories

Simplified Filing Structure

I hope this filing system overview gives you a few ideas of how you can simplify or re-arrange your computer filing systems.

What kind of computer filing systems do you? Are they simple or more complex than this?  I’d love to hear about them.

 

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Living like Gypsies

July 2, 2012 by Heather Filed Under: Organize, Organizing Projects, Systems & Techniques, Tips & Resources Leave a Comment

I haven’t said a whole lot about our move for several months now because we have been in a holding pattern.

We have been living like Gypsies, going from place to place…and were settled into a lovely furnished home temporarily for a couple more months.

We found it too difficult to search the real estate market and make the necessary new connections in a new city living an hour away so being in a temporary furnished place for a short period really allowed us to make the  get to know the city and get down to business.  Our time there came to an end yesterday and I will always have fond memories since it’s time spent really getting to know the city on foot and in person.

Living like Gypsies

Onward we move though and we packed it all up over the last few days for our final temporary stay before we settle into the new home we’ve found.  After looking for several months and at over 30 places (the rental market right now is extremely competitive!) we are VERY excited about this home, it has everything we are looking for and it’s in a fantastic location.  We are renting and we found a real estate agent who was super helpful but we also put the word out to anyone and everyone we know and scoured the papers and craigslist.  In the end, we found something through word of mouth. I’m now in the process of setting up all the utilities, TV, internet etc.  Next we will line up a truck for moving day and try to enlist whatever help we can get…it feels like we are down to the final stretch!

I have to admit that we have been lugging around so much (i.e. too much) stuff over the past 8 months living in various locations and taking trips back and forth to here and there…I have had my moments where I just wanted to toss it all out for a more simple life but I didn’t because as organized as I am, I love my stuff! 

After moving so much around for so long, I have learned to edit more quickly and more often.  I have many hobbies that require stuff like knitting, sewing, cooking, gardening, reading and more so I doubt I will ever be living like a superstar minimalist.

If you’ve ever lived somewhere temporarily with the majority of  your stuff in storage you probably know the feeling and you will have learned some valuable things about yourself before it’s all over.

  • I’ve learned how essential it is to keep things sorted and separated by category (in bags, boxes and bins).
  • I rely on keeping a somewhat regular routine and get good rest (because all this moving is exhausting).
  • I edit often and a bit more ruthlessly than I use to.
  • Most importantly I have learned to be flexible and make due with what I have where I am.
  • I also make a lot of lists and check and double check where I’ve put things, especially if its a very important item.
  • We travel with a portable file box and our fireproof safe box for certain important documents and valuables which gives me peace of mind (it’s really a scaled down version of my normal system).

Have you ever lived like a gypsy?  If so did you love it and what did you learn?

Home office remodel makeover

March 5, 2012 by Heather Filed Under: Organize, Organizing Projects, Systems & Techniques, Tips & Resources Leave a Comment

This client recently began working from a home office and although the design of the room and built in desk are beautiful there were some issues with the functionality. The clients punch list included one part design and remodel and one part organization and efficiency.  At our first meeting I took an assessment that included the following: [Read more…]

Moving Monday::New Routines

December 5, 2011 by Heather Filed Under: Organize, Systems & Techniques, Tips & Resources Leave a Comment

We’ve been here for about 3 weeks now and it’s funny how some new routines have already been established and some old one’s have maintained.  One routine I’m having a hard time re-establishing here is blogging so bear with me in my absence please!

We are now officially residents of South Carolina having made multiple trips to the DMV, courthouse and Social Security administration.  You wouldn’t believe all the documentation required to prove you are who you say you are here!   Anyways, that’s behind us and I’m looking to plant my feet as firmly in the sand as I can now.  Hum, sand shifts around a lot and that’s a perfect analogy for how I’m feeling about settling in here.  I’m not quite there yet!

I miss my three times a week yoga class, my monthly meetings for volunteering and organizing, my regular client appointments and visits with friends and my local food/farm sources.  I’m loving my new routine of going to the beach in the morning to watch the sunrise, write in my journal and walk.  I’m not doing this daily but a few times a week so far.  I also love going to watch the sunset on the Waccamaw river.

I’ve scouted out a few sources for locally grown food, one road side stand is just a few minutes from our house.  I’ve already got my local library card and checked out a stack of books.  I’ve made contact with the local NAPO Charleston chapter and plan to attend my first meeting next week.  I’m also currently working on getting involved with the local Master Gardener program.

I think it’s funny how easy it is for some routines to follow you wherever you go and other routines are more difficult to re-establish.  I’m looking forward to both establishing new routines and carrying on with the best of the old ones.

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Moving Monday::Where to Begin with Packing

October 3, 2011 by Heather Filed Under: Organize, Organizing Projects, Systems & Techniques, Tips & Resources 2 Comments

Okay, it’s time for my weekly check in on our moving progress.  I’m excited to share that the house is on the market and has shown a few times.  It’s got to be kept spic and span which is a challenge in this state of affairs but it’s kind of nice!  I’m enjoying having things looking neat and clean for our last amount of time here.

A few more items have made their way onto Craigslist and the flea market is behind us now.  It was a wash out but we made a little money before it started pouring and the remaining non valuables went directly to donation.  So, what’s the next step?  Packing of course!  When it comes to packing I wanted to share a little of my strategy. I have a list week by week of what I will be packing by category.  I’m sure there will be a little overlap but it’s a plan and it creates weekly goals for our packing which will help keep us on track and feeling less overwhelmed.

  • Pictures and artwork, especially personal photo’s (those came down before we started to show the house).  Next, all the small artwork come off the walls.  I pack smaller photo’s and artwork in medium size boxes with newsprint wrapped around each and bubble wrap or cardboard between them.
  • Small decorative non function items. Otherwise known as Nicknacks:)
  • Formal china, stemware, crystal and serving pieces.  I’m not planning to do any formal entertaining before we leave so these things won’t be needed.  We don’t have a lot of it but what there is will go in boxes this week.
  • Any books I know I won’t be referring to.

By next week it will begin looking a bit more bare around here.  This is the part I don’t like very much but I’m hoping to embrace the empty space and enjoy the simplicity of living with less.

Related articles
  • Moving Monday::6 Week Countdown (hkpowerstudio.wordpress.com)
  • Moving Monday::House Tour (hkpowerstudio.wordpress.com)
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