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Five Common Filing System Mistakes

January 9, 2017 by Heather Filed Under: Digital Organizing, Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources, Uncategorized 1 Comment

The first response I usually have when someone asks “what do you organize” is “Paperwork”. After working my way through hundreds of hours of paperwork these are the five common filing mistakes that I notice again and again.

common filing mistakes

If your files are digital you can apply the same process to your digital systems. 

The first mistake I notice is  have NO system at all, bags and/or boxes are a jumbled mess. There can be many reasons for not having a system, including lack of “office” space or some kind of interruption in physical health or home (moving, remodeling etc). Some people don’t need a whole filing cabinet but even the paperwork minimalist’s should have a small fire safe box of essential documents at minimum.

The second mistake (this one doesn’t apply to digital files so you can skip it!) some make because they don’t like the look of filing cabinets or don’t think they can afford the space in their homes. There are a ton of attractive file drawers, some made to look like furniture and in complete disguise. If you don’t end up needing a whole file cabinet, just a drawer or a box may do just fine. I did a round up of stylish filing cabinets here if you’re looking for some ideas.

The third mistake I see are overly complicated systems. Most people don’t need more than 10-20 over-arching categories (finance, vehicles, investments, medical, insurance etc) with sub-categories under each. In this way, it’ becomes easy to go to the “financial” section and find the specific bank or investment you’re looking for. Create a quick list of the paperwork you tend to keep and group them by category for an idea of what your system may need to include. This works equally well for digital files and sub-files.

The example below is beautifully labeled but the “Alphabetical” system is so detailed without broad categories that it may be impossible for anyone but the person who created it to find anything. That’s something to keep in mind, be sure other people using the system will also be able to understand it. Too much detail or too complicated=total frustration & a failed system!

common filing mistakes

The less you have, the less you have to maintain and the easier it is to find what you need when you need it.

The fourth mistake (similar to third) is systems that are too vague and don’t capture categories clearly. A box labeled “files” or paperwork is one such example, when you open it, you can’t find anything because there is no order to what you’re keeping. I go into more detail here about creating filing categories.

The fifth and final mistake I’ll mention is that some people may never become “filers”. For such folks, using a binder or other creative filing system may be the key. common filing mistakes

Striking the right balance when creating a filing system can be the key to maintaining it. There are a lot of different filing systems out there including tickler systems, the Freedom filer and more but in my experience, it’s finding the most simple system for the paperwork you need to keep that will work best for you. One category that everyone should keep on hand are vital documents. Check out my post that break’s down the essentials everyone needs to keep on hand and safe.

 

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Word of the Year::Acceptance

January 4, 2017 by Heather Filed Under: Inspiration & Education, Planning & Goals, Wellness & Mindset

The word that has discovered me for 2017 is Acceptance.

“Acceptance is a virtue that doesn’t require any form of doing in the “physical sense” of the word, it’s a chosen way of being.”–The Power of Acceptance

After quite a few years of selecting a word of the year, the process has become more fluid. I use some of the tools I listed at the bottom of this post but I’ve come to discover my word by taking a meandering path, jotting down words that stand out to me and letting them sit with me for some time until my word for the year reveals it’self like a beacon. Over the past two years, I have noticed this is especially true. I have chosen words that are on the periphery, I dance around the edges until I can simplify the feeling that I’m trying to get to the truth of and voila, my word pop’s out to me while reading or talking to others. I write the word down, near all the others and continue to let it sink in. But I usually know it when I discover it, or really…my word discovers me!

[Read more…]

Excellent Entertaining-6 Easy Steps

December 2, 2016 by Heather Filed Under: Organize, Productivity, Systems & Techniques, Tips & Resources Leave a Comment

Tips for Excellent Entertaining

tips for excellent entertainingParties are supposed to be fun, right? As hosts we often end up stressing over every detail in the weeks leading up to the party and before we know it the festivities have passed and a messy kitchen is all we have to show for it. The secret to success isn’t five-star catering or live entertainment. The key is thoughtful planning for a shin dig that doesn’t break the bank or sacrifice your sanity. Whether it’s your annual holiday bash or a small dinner party here are six tips for excellent entertaining to consider the next time you don the host hat.

  1. Start Early:: Procrastination pop-ups are not a thing. Stay organized by creating a plan early. Try using a template like this one from Real Simple to help you stay on top of your party planning game. Or, if you are feeling crafty, customize your own Evernote template.
  2. Pick (Or Don’t) A Theme:: Themes can be a great way to generate enthusiasm around your event whether it is by cuisine, costume, or otherwise. But keep it simple; a theme that is either too vague or too complicated will lead to disorganization in other areas of the planning process (e.i. decor, entertainment, etc). If you find yourself straddling themes this may be as sign to nix one altogether. Remember, a classic dinner party is tough to beat.
  3. Invitations:: This is where starting early is necessary. Aim to send invites out around 2 weeks in advance – possibly earlier if it’s the holiday season. There are a number of options here. You can handwrite and mail your own invites or look to online, paperless alternatives such as Evite or by creating an event through social media platforms like Facebook. For a personal touch, create your own graphics easily with free graphic design services such as Canva.
  4. Food:: Think about the guests – and number of them – when planning the menu. If cooking is not your forte, skip the six course meal. Go for finger foods or, alternatively, consider a pot luck and let your guests’ culinary skills shine. If you plan to serve alcohol providing both wine and beer is smarter than one or the other, or consider mixing up a signature cocktail for the evening.
  5. Ambiance:: Decorations like streamers and banners should be saved for special occasions. Whether or not you choose to decorate, lighting should always be addressed. Lighting that is either too dim or too bright can kill the mood. If dimmers are not an option, opt for more natural lighting and candles, votives, lanterns, etc… Fresh flowers are also a great way to not only add a bit of color, but also
  6. Entertainment:: Thanks to streaming music live music is not a necessity. Select a playlist or radio station that will complement the mood. Apps like Spotify and Pandora have number party playlist options. Worries about an extended silence? Check out these tips to keep the conversation flowing!

Most importantly, entertaining should be an opportunity to spend quality time with friends and family. If your guests feel welcome and comfortable the party is sure to be a success. Planning a party this holiday season? Share your tips for excellent entertaining with us!

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Workspace Hacks::How to Create Empowering Workspaces

October 3, 2016 by Heather Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources Leave a Comment

Can a TV Show help you be more productive? This episode of Crusher TV can!

Crusher TV::How to Create Empowering Workspaces

Alan invited me on Crusher TV back in September to share ideas on how to create empowering workspaces including evidence- based solutions and creative hacks. Because I was his guest, you get to view this episode for FREE below!

In this episode Alan shares 12 simple evidence -based solutions you can use to make adjustments  for a more productive and empowering workspace, including the following:

  • Eliminating Clutter
  • Choosing Colors
  • Activating Aromas
  • Controlling your Temperature

Download the full checklist when you subscribe to Crusher TV. Even if you only adjusted a couple of the items above, you would see benefits every single workday.

crushertvcapture

Along with these great solutions, I share how “image based” organizing can be a dangerous pitfall. Much like body image, when we think we should try to make something look a certain way we can set ourselves up for failure, disappointment, and feelings of shame. It’s not always about how a space looks, it’s about how it functions for you! But you don’t have to sacrifice form for function, you can learn to create both. Watch the full episode to see what action steps you can take to Crush It! At Work!

If you like what you learned in this episode, go check out more great ways to Crush It! at www.CrusherTV.com.

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No Filing Cabinet? Enter—> The stylish, functional file cabinet

July 5, 2016 by Heather Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 3 Comments

There is a trend lately to have no filing cabinet and sometimes even no desk space!

Time after time I go to a client assessment or am talking with someone about paperwork and they say they don’t have a system for storing papers. I get that lifestyles have changed. Most people work on their laptops on the sofa or at a table. Lots of us are trying to go paperless, but realistically we will probably always have certain papers to keep.

Yes, there is such thing as a stylish and funcitonal filing cabinet!

One very common complaint I hear is that “file cabinets are ugly.” “If I could just find one that looks like a piece of furniture”…well folks I’m here to help!  Here is a beautiful round up of a variety of stylish and functional file cabinet.  Not baskets, boxes, binders or bins…we’ll get to those another day because if there is more than one of you with papers in your household, most likely you need a filing cabinet!

Luckily some great companies are bringing stylish filing systems in as furniture so you don’t have to forgo the style for the function! Some, like the cabinet below by Iannone Design is truly a work of art!

filing cabinet

Horchow collection has some beauties. I love these two mirror file boxes. They’re not filing cabinets but would work for a specific category or one person with minimal papers.

filing cabinets

filing cabinets

Wayfair has a lot of options from this more rustic wood, one drawer cabinet filing cabinet to more utilitarian ones.

File Cabinet-Wayfair

The Container Store has clean contemporary cabinets in fun colors!

File cabinets

Poppin Filing Cabinet

Ikea has basic affordable two drawer cabinets.

There are tons of great DIY options for painting and making over your cabinet with fun colors, chalk board paint (image below from hometalk.com), decorative papers and more! filing cabinetLoads of popular furniture and home brands have great options as well like the white credenza-style cabinet by Crate and Barrel below.

credenza filing cabinet

With all these stylish and functional options there’s no reason to be keeping your paper in piles or bags anymore! I’ve shared lots of great tips for filing systems on the blog, (search filing, or paper organizing). I hope this stylish filing cabinet roundup inspires you to get your paperwork in order. For more inspiration check out my Pinterest Office Board or my Houzz Stylish Filing Cabinets Idea book.

 

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