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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.

paper sorting

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!

Discovering Delight

January 3, 2023 by Heather Filed Under: Creative process, Inspiration & Education, Planning & Goals, Productivity, Uncategorized, Wellness & Mindset 4 Comments

Happy 2023! These days, when greeting people right after New Year, I find it’s not uncommon to exchange “words.” Selecting a word for the year (WOTY) has become common practice! It was a year that began with a lot of uncertainty. I had left my long-term corporate career as a textile designer, and though I was finding my way, I was still far from confident in my future. I began setting an intention for my year by selecting a word; that year, I needed clarity. By the end of the year, I had launched my business, firmly stepped away from my corporate career, and permitted myself to be with unknowing as things came into focus. The results of selecting a word was powerful, and the practice has stayed with me. 

In 2022, I began the year needing HOPE. Strangely, I selected the word before things started to get crazy in our lives. I just figured that after two years of being worn down by the pandemic and grad school, I needed hope. 

I needed to be in a mind state of hope.

I needed to act in hope. 

I learned to live in a state of hope, to remember to be hopeful, and to take actions that lead to hopeful outcomes! 

HOPE became a practice.

As I reflected on my capacity to carry hope with me, I realized that I wanted more. I wanted something more expansive, light, and inspiring. I thought about the word inspiration and realized that I was trying to get deeper to our source of inspiration and oftentimes, that is what delights us. 

I want to live in Delight! 

 

WOTY-2023 Delight

 

Having my 4-year-old nephew with me over the holidays was a wonderful reminder that the delight children live with (much of the time). I asked myself if I could just recapture some of that every day.

Yes, I believe I can live in delight! It’s a practice and my intention for 2023. I will spend the next year playing with, noticing, cultivating, discovering, and pursuing what is a delight. 

Delight is everywhere! It’s a matter of noticing and finding gratitude for what is delightful.

Reflecting on the past DECADE of my practice of selecting a WOTY, here are some of my previous words. I love how they connect and flow into one another.

2011: CLARITY
2012: SOAR
2013: RADIANT
2014: PLAY
2015: CHOICE
2016: HARMONY
2017: ACCEPTANCE
2018: FEARLESS
2019: INTENTION
2020: INTEGRATION
2021: POSSIBILITY
2022: HOPE
2023: DELIGHT



















Word Cloud Created with Thinkmap: https://www.visualthesaurus.com/

I would love to hear your thoughts on the word of the year process (WOTY). Hit reply and let me know your word (s).

2022-HOPE for what is possible

January 3, 2022 by Heather Filed Under: Creative process, Inspiration & Education, Planning & Goals, Productivity, Uncategorized, Wellness & Mindset Leave a Comment

The beginning of a new year fills me with HOPE for what is possible.

Hope

My word for 2021 was Possibility. In 2021, possibility felt like an opening, and an invitation to release my grip on expectations. There is no failure, there is only what is possible! 

Not everything I envisioned came to be, but I was conscious that I had and have a choice to pursue or release whatever possibilities come across my path. 

Possibilities are limitless.
Possibilities are an invitation.
Possibilities are the seed of the future.

Reflecting on the past DECADE of my practice of selecting a WOTY, here are some of my previous words. I love how they connect and flow into one another.

2011: CLARITY
2012: SOAR
2013: RADIANT
2014: PLAY
2015: CHOICE
2016: HARMONY
2017: ACCEPTANCE
2018: FEARLESS
2019: INTENTION
2020: INTEGRATION
2021: POSSIBILITY

2022: HOPE

Hope is one of the three ethical Christian virtues, along with faith and charity. Although this is not what drew me to the word, my choice for hope is an expansion of the possibilities of 2021. Hope is related to faith, and trust. It may for some, require those qualities, yet it is an expectation.

With hope, I envision something better-I give myself permission to dream again, to invite, to anticipate, to DESIRE.

Word Cloud Created with Thinkmap: https://www.visualthesaurus.com/

Hope is a Promise and an Invitation, an Outlook, and a State of Mind.


I would love to hear your thoughts on the word of the year process (WOTY). Hit reply and let me know your word (s)?

Essential Documents for Everyone

August 19, 2021 by Heather Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 2 Comments

Being prepared for the unexpected means having essential documents (and copies of them) in order and easy to find. Some people call these their Vital Documents. Whatever you call them they are really important! I recently learned that 98% of all South Carolina residents have no will! If that’s your situation and you don’t know where to start, let me know and I can guide you in the right direction!

Essential Documents

Absolutely Essential Documents-The Short List

[Read more…]

Do I need a Home Inventory?

August 9, 2021 by Heather Filed Under: Estate Planning, Kids & Family Organizing, Organize, Organizing Projects, Planning & Goals, Systems & Techniques, Tips & Resources, Uncategorized Leave a Comment

Do you have a disaster and or legacy plan? Wondering if you really need a home inventory? Whether you have one started or have nothing at all read on to learn why you need a home inventory and how to protect your personal property.

Almost all of us need a home inventory, whether we rent or own our homes or businesses. If you have insurance, you need an inventory to prove replacement value. If you are leaving things to family, donation, etc, you also may need an inventory.

Sadly, many people think that because they have insurance, they don’t need to worry about a home inventory.  Unfortunately, that’s not true. Insurance doesn’t guarantee you will get replacement value for your property. There are so many irreplaceable things, and all the little stuff really adds up. Having a home inventory will save you a huge potential headache, hours, or worse; pocket expenses lost down the drain. When trying to dig your way out of a disaster, or your family is grieving and trying to determine the value of your estate, this can add stress to an already hard situation. When I became a professional organizer, I learned all about the different home inventory systems and tools available. I also helped clients with creating inventory systems both before and after disasters, mostly flooding and some theft. Trust me when I say you don’t want to inventory your stuff after it’s been damaged or try to remember what’s missing! It’s not the insurance company’s responsibility (or your family’s) to know the value of your personal belongings, (and it’s not in their interest to help you with this). If you can’t prove you owned it (meaning tracking down receipts or charges, photos or other documentation), you may lose altogether.

What needs to be inventoried? The quick answer is everything! You are probably thinking this will take ages, and depending on how much detail you want to include, it could be a significant undertaking but really not so bad if you take it step-by-step and room-by-room.

Without an inventory, you could end up with a mess and thousands of dollars in lost assets! In the case of estate planning, your family may be left trying to figure out what is what. Don’t get stuck sorting toilet plungers from kitchen utensils, holiday decor, and more. Document the items in your home, including valuables and everyday items. This inventory should be updated every 2-5 years depending on your circumstances.

I’ve worked extensively on creating inventory for insurance claims and estates. Here’s what you need to know. Photos and videos are your friends! Spreadsheets are super helpful and may prevent you from having to fill out additional information in the event of an insurance claim. But there are other systems out there that are super helpful and can do more for you than just a home inventory.

As the well-known Sheryl Sandberg quote goes, “Done is better than perfect.” So true in the case of an inventory! Just having photos is better than nothing!

A home inventory Checklist can help you to understand what information will be most valuable in the case of an insurance claim. Most insurance companies would like to have the following. The more info you can provide, the more accurate your claim and reimbursement will be. Remember, the more complicated your assets and estate, the more details you will need.

It may not be necessary to have all the information below. Suppose you’re in a disaster situation and realize you don’t have anything. In that case, the short answer is to photograph every wall of every room, even opening cabinets and closets, and take photos of contents by shelf. Take notes on contents to help jog your memory, noting location and a general description. Photograph anything specifically valuable in each room. These photos and notes will prove invaluable if you have to evacuate quickly and lose the property.

Remember, “Done is better than perfect!” What follows is a more detailed guide of what your insurance company might request. Not having all of this does not mean you will not get reimbursed. The more you can provide, the quicker and more smoothly things will move along.

  • List items by room- This will help qualify content damage when structural damage has been done.
  • Include a basic description
  • Make/Model
  • Serial or ID number
  • Quantity
  • Assign value (replacement value will be paid based on current market value-ex. electronics that may have cost you $500 might be replaceable for $200 today)
  • Date purchased
  • Receipt if available
  • Reference photo’s

Home Zada is one of the most comprehensive home management tools out there and does everything from home maintenance reminders to home inventory. If you’re on the serious side of protecting your valuable assets, I can’t recommend a better way to manage it all in one place! This is a cloud-based option so you won’t lose it if you lose your computer!

Another great comprehensive but inexpensive system is Liberty Street Home Manage software (also cloud-based). It’s under $40 and allows you to enter all the important documentation and photos for all your assets (at multiple locations).

Several insurance companies have their systems, so ask your insurance agent what they offer! It will probably be free and give them everything needed if you ever have to make a claim.

Home Contents is a UK Based app that makes home inventory a snap with your digital camera in-phone. And finally, in the app department, My Stuff has several free and paid options with great features for adding items to folders, tagging, etc for easier sorting and organizing.

If you prefer to stick with a spreadsheet-style inventory, just do a quick search for Home Inventory Checklist to find quite a few good options for free. Most of these templates you can download and use on your computer/device.

Spreadsheet systems (I’ve used comprehensively with insurance agents to recover contents lost) can be clunky, and it’s difficult to see photos of items with their descriptions quickly. Another drawback is that unless you back up your computer or device, you risk losing your inventory (photos and checklist) and your contents in case of a disaster!

If a home inventory for disaster or estate planning is something you want help setting up, let me know, and I’d be glad to assist!

No matter what system you choose, I hope you make a plan, schedule it on your calendar, and start your home inventory today!

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