Organized for Life » Paper Management

Tools: Digitize Your Paper Piles

Martha — Tue, 04 May 2010 12:00:59 +0000

If you are ready to move into the digital age with your paper records, the Neat Company can help.

The Neat Receipts portable scanner can handle receipts and invoices, business cards, and full page scanning. The accompanying software allows you to both organize the information and search for key words for quick retrieval.

“NeatWorks software uses OCR and patented parsing technology to identify and capture key information from scanned documents. On receipts, it looks for the date, vendor, amount and sales tax. On business cards, it captures all of the contact information: name, company, title, address, phone, email, website and fax.”

Watch a demonstration of this product to see its capabilities.

Empty your file cabinets onto a thumb drive or your computer’s hard drive to save space and for searchable digital files. How neat!

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Maybe Not Paperless, Definitely Less Paper

Martha — Fri, 19 Mar 2010 12:34:10 +0000

As a professional organizer, I want to communicate how organizing makes life simpler. I often speak at community events in libraries, Mom’s groups, and civic organizations. Most often I am asked to talk about organizing home or office spaces. However, during the closing Q&A portion, someone inevitably chimes in with, “What am I supposed to do with all the paper I am bombarded with?”

I have to laugh. Never do I say what I am thinking, “I could have spent the last hour giving you a system to help with that.” Instead I ask for one specific area where paper is a problem and try to give a tip or two.

We all struggle with the ubiquitous paper piles.

The piles pop up everywhere – in the kitchen, on the dining room table, on our desk in the office or at home. These are some startling facts about paper that do not even surprise us anymore:

The world consumes five times more paper now than in 1950.
Each person in the United States uses approximately 750 pounds of paper each year. This equals approximately 187 billion pounds per year.
The average American receives 49,060 pieces of mail in their lifetime; 1/3 of it is junk mail.
The United States annually consumes 4 million tons of copy paper, 2 billion books, 350 million magazines and 25 billion newspapers.

Perhaps the most telling statistics about the proliferation of paper are those describing the meteoric rise of the paper shredding industry.

In 1982 there were about two dozen document shredding companies. That number grew to between 500 and 600 in 2002 according to the Petersburg Times, Feb 2002.

As of 2008, the National Association for Information Destruction (NAID) reported that document shredding was a $1.2 billion a year industry in the U.S. and is growing at a rate of 35 percent per year. NAID membership grew from 150 to more than 1,000 in the span of five years. (Sacramento Bee, May 2008)

What does this rise in paper generation mean on a day-to-day basis?

The average desk worker has 36 hours of work on his or her desk and spends 3 hours per week sorting piles trying to find the project to work on next. (Richard Swanson, The Overload Syndrome)

The paper piling problem is not limited to the average Joe or Jill.

Studies have shown that some executives will pick up a single piece of paper from their desk thirty or forty times before acting on it. “Don’t use your desk as a storage place for items awaiting action. If you can’t dispense with it immediately, at least keep a follow-up pile.” (Michael Woolery, Seize the Day)

Without a plan, paper will win.

We can be overwhelmed, finding ourselves debating which information to act on first, crippled by visual and mental clutter. The best defense is a good offense. These are three strategies every office and household must plan and carry out to eliminate paper piles.

Establish a paper flow system with standard operating procedures (SOP) for the three main categories: reference, action, and junk. When you make decisions ahead of time on how to deal with incoming information, you don’t have to think so hard or reinvent what to do with that everyday-the-same-old-stuff paperwork.
Get more in depth instruction and a step-by-step system to get the mountain of paper under control with the e-Book 7 Must Have Tools to Conquer Paper Piles Forever!
Schedule regular times for follow-up activities. Some actions are never ending: to phone, to write, to email, to delegate, to discuss. Make standing appointments with yourself to “bundle” like actions into one time slot for completion. This approach can save you a bundle of time!
Reduce the volume of incoming paper as much as possible. Let friends and colleagues know you much prefer an email to a written note or a phone call (where you have to take notes.) Cancel magazines and newspapers you do not read.
Use these websites to cut down on unsolicited advertising and credit offers:
- Reduce Unwanted Mail – (1) http://www.catalogchoice.org/, (2) http://www.reduce.org [junk mail]
- Stop Unwanted Credit Offers – http://www.optoutprescreen.com

The information age has changed the way we think and live. Like any tool, ready access to information can be a good thing when we are careful to wisely regulate its use. Take steps now to implement these three strategies to be more productive… and to maintain your sanity!

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Jill’s Story, Behind the Scenes Coaching on De-Cluttering

Martha — Sat, 13 Mar 2010 00:52:38 +0000

You want to soar, stuff gets in the way (neoliminal/Flickr)

Over the last month or so, Jill and I have been emailing back and forth. She shared that she is finally motivated to let go of all the paper she has been storing with her business. I hope you will be encouraged by her story. I asked Jill if I could share our email correspondence. She was surprised that I thought she could be of help to someone else, but agreed graciously. I will post her “Before” pictures soon. Jill has promised to show us her “After” pictures when she gets more work done. I think she has come a very long way already!

Hello Martha:
I have enjoyed reading your 60 tips. Nice to know that I am on the right track and not as bad as I thought!!!
I have my own business as a graphic designer/marketer/printier and I am a paper hoarder. I save samples of my work, sayings, books, reference materials, magazines, business journals, catalogs, postcards, etc. I have the thought of “just in case”
In my office, I have 5 file cabinets with 15 drawers, book shelves, cabinets, etc. with these items stored. I even have the paper piles on the floor in my office which I can’t seem to get through and is driving me crazy….I know it is a bit of OCD. …but I am trying to plow through.
Here is my Serious question: How do you deal with samples, catalogs, etc.? I have had them on file for their information and use as photos of an item, like a magnet, shirt, signage, etc. Do I input all of the info about the catalog/company in a database and pitch the catalogs? Keep them? ETC? I was just trying to make room in my files for other info and to reduce the weight on my floor!
Help! I could really use your advice. Thank you so much.
Jill

Hi Jill!

I am so glad you found the report helpful. Yay! You have systems in place already!

It sounds like you have a filing system for your work-related papers. Before I answer your question of “How do you deal with samples, catalogs, etc?” I want to get a little clarification:

How often do you use what is in the files in your present projects?
Are you able to find what you need when you go to look for it?
Do you replace the old catalogs with the latest version when it comes?

In principle, you probably use only 20% of what you have. The only trick will be to figure out what that percentage represents in your mix.

I may be able to get some hints from your answers to the questions.

You are brave to ask the questions, Jill. Kudos!

Martha Clouse
Professional Organizer and Speaker

Martha:
Thanks for responding. I so need your direction…..My comments are in red below.
Hi Jill!
I am so glad you found the report helpful. Yay! You have systems in place already!
Yes, believe it or not, I am pretty well organized. My home is not cluttered and everything has its place. I can find most anything at a moment’s notice. It’s the paper I have aproblem with in my office.
By the way, the first page is what I kept to go by for reference from the 60 Tips. I have it out in front of me as I clean up and sort out.
It sounds like you have a filing system for your work-related papers. Before I answer your question of, “How do you deal with samples, catalogs, etc?”
Yes, I have a filing system that is in my office. I work out of the home.
There are 3 file cabinets with 5 drawers each (15 total). Being a graphic designer/marketer/ printer, I accumulate a lot of paper. Especially catalogs, flyers, postcards, samples, etc. from vendors. I file these under their proper categories like “calenders”, “Ad Specialty Items”,”Printers who Emboss”, ETC. in the file cabinets. I keep these on file for reference should I need that particular item or service.
The Ad Specialty Item catalogs (pens, mugs, clothing, etc.) are nice to have in case I am looking for something a client is searching for. Then again, they may not carry that item anymore or the pricing is no longer current.
So, here is my dilemma, do I keep the catalogs, which are heavy, bulky, and put a lot of weight on the floor, yet I can actually look through them?
Or do I set up a computerized file system of the vendors and go onto their website?
I also must keep paper swatch cabinets…..those sit on top of the files. Paper weighs a lot. The paper swatch books measure approximately 6″ X 9″ each and about 1/2″ thick. I need to actually keep these books in order to spec a job.
AS you can see, I’m not sure what to do.
Possibly I need to take the time to make a computerized inventory reference file(s) instead of keeping all of the paper “clutter”?
I want to get a little clarification:
How often do you use what is in the files in your present projects?
Since my work is so diversified, I may use the catalog once in a year, if that. In case you are not familiar, a graphic designer can create artwork to place on just about anything you see……t-shirts, billboards, trucks, pens, cereal boxes, etc.
Are you able to find what you need when you go to look for it?
Oh yes. I have the files set up in categories, nice and labeled, color coded, etc.
Do you replace the old catalogs with the latest version when it comes?
Yes, I do.
In principle, you probably use only 20% of what you have. The only trick will be tofigure out what that percentage represents in your mix.
True. That I could not say. It just all depends on the project. I don’t work on anything more than another.
I may be able to get some hints from your answers to the questions.
My trouble is with keeping information I think might be important “just in case”. Or reference, as I stated above.
I think maybe I should just computerize the information to reference when I need it and then go on the website? I am not just not sure what is best. I just know that I feel like I am drowning in paper. I need to let go of the paper for I can’t possibly use or remember all of the information. I can always find fresh info later, I guess.
You are brave to ask the questions, Jill. Kudos!
I guess I am finally facing the fact that I have a problem and I am just sick of it. Why do I have this problem and others don’t seem to suffer from this affliction?
Well, I do know that is it a characteristic of being a right brain thinker.
A really terrific book for the creative right brain is, “Organizing for the Creative Person” by Dorothy Lehmkuhl & Dolories Cotter Lamping, CSW. It would really help you in your profession to understand the mind of a creative. I re-read the highlights from my previous read of the book this past weekend. It put some things intoperspective that I had fogotten about.
Well, I guess it comes down to being really strict in throwing things away and not developing a “relationship” with it. Try to remember I can find the information again at the library or on the web. Yet I still do not know what I should do with the catalogs and samples.
From what I told you, do you have any insight as to what I should do?
Thanks. Jill

Hi Jill,

You are a right brained thinker. Are you a tactile learner as well? I want to read the book you suggested. Sounds great!

I am left brained – your total opposite, supposedly – probably why I am in this profession. But, I love to write on paper, to feel fabric before I buy it. I would want to keep the catalogs, too. :) Ha!

It sounds like the online ad specialty catalogs are more complete and up-to-date pricewise, though. If web version is easy to navigate with good searches, I think that might be more time and space efficient. How much space would that free up?

To go through the loaded file cabinets you have would take too long and be a waste of time. The only way to find out what you are using (the 20%) is to have a new place for those things to go.

What I’m suggesting is that you start a parallel universe (new file) for the articles, flyers, samples as you actually use them. Your system is working – you can find things – so no reason to reinvent anything. Make the new files the same headings as in the old. All you really do is to file new items and refile old ones you USE in your new universe.

This sounds like a pain, but you don’t need to make all new files to start this.

Simply as you use something or deem it “worthy”, make the same file heading and put that file in the new area. Remember that you may have saved too much in the past, so ask yourself “when will I need this, is it definitely something I see my current customer base using?”

What will happen over time is that you will find yourself not searching the old files. At a specific time deadline that you will set after you see this happening for several months, it will be safe to purge the old files without regret.

Just remember that too much visual clutter can rob you of your creative focus, Jill.

My wishes for your continued success!

Martha

P.S. One more question – is space an issue, or can your paper swatch cabinets find a home in another corner of your office? At waist height would be optimal. At least that would even out some of excess weight.

Jill, you are making some GREAT progress!

Hello Martha!
Hi Jill,
You are a right brained thinker. Are you a tactile learner as well? I want
to read the book you suggested. Sounds great!
Yes, all right brain. I love the visual all around. Plus the feel, I guess.
I’m sure you are wonderfully creative!
I am left brained – your total opposite, supposedly – probably why I am in
this profession. But, I love to write on paper, to feel fabric before I buy it.
I would want to keep the catalogs, too. :) Ha!
Sounds to me like you have a balance of the 2 sides of the brain. Those are creative traits.
When I have time I quilt, but choose geometric patterns and tessellations.
I went on line yesterday and just looked up several of the companies I have catalogs for. All of the catalog content was online with some really good photos. So, I will be throwing those catalogs away…..I feel good about it.
I am so glad that you can let those go AND feel good about your decision!
It sounds like the online ad specialty catalogs are more complete and up-to-
date pricewise, though. If web version is easy to navigate with good searches,
I think that might be more time and space efficient. How much space would
that free up?
You will never guess what I did yesterday……I emptied an entire file cabinet! In one drawer, I had samples of monthly promotional campaigns. Instead, I keep the Idea Sheets for that campaign. That freed up an entire drawer alone and the sheets can fit into 1 file folder. I can always order samples if I need them.
WOW! Way to go, Jill!
To go through the loaded file cabinets you have would take too long and be a waste of time. The only way to find out what you are using (the 20%) is to have a new place for those things to go.
What I’m suggesting is that you start a parallel universe (new file) for the articles, flyers, samples as you actually use them. Your system is working – you can find things – so no reason to reinvent anything. Make the new files the same headings as in the old. All you really do is to file new items and refile old ones you USE in your new universe.
This sounds like a pain, but you don’t need to make all new files to start this. Simply as you use something or deem it “worthy”, make the same file heading and put that file in the new area. Remember that you may have saved too much in the past, so ask yourself “when will I need this, is it definitely something I see my current customer base using?”
True. I probably have saved too much in the past. That is the ultimate question. When will I actually use this if ever.I”ve had samples for years….I opened the business in 1992. I”m sure I can start anew with more current samples.
The more I think about it, the more I “pitch” the freer I feel. I guess that is the point.
Amazing how that works… When my husband and I moved to a condo 3 years ago at first we had a hard time letting go – for me it was craft supplies, for him it was tools. Then after a while we realized how much more time and space we would have without the “stuff”. We love it!
What will happen over time is that you will find yourself not searching the old files.
At a specific time deadline that you will set after you see this happening for several
months, it will be safe to purge the old files without regret.
Sounds like a good plan
Just remember that too much visual clutter can rob you of your creative focus, Jill.
That is exactly what I have been suffering from! Too much chaos and stimulation in the negative sense. I agree! I”ve gotten to the point where I am mad and don’t want to live this way anymore. Anger is a great motivator sometimes. I just want to walk into my office and see a clean room. No boxes of papers, notebooks,magazines articles, etc. that I “must” get to someday.
Someday never comes. I am beginning to realize that. I am really going to have to train myself tobe focused in order to keep it clean and tidy. Not only do I have tendencies for OCD (saver), but I suffer from a touch of ADD (no focus)
My wishes for your continued success!
I need it!
You have so much going for you, Jill. You are emotionally ready (mad enough) to do the work of de-cluttering. You know yourself (OCD/ADD tendencies) so can design your office around your personality.
Congratulations on doing this work. You are paying yourself your hourly rate to make your business more productive and profitable!
Martha
P.S. One more question – is space an issue, or can your paper swatch cabinets find a home in another corner of your office? At waist height would be optimal. At least that would even out some of excess weight.
I have turned my dining room into my office. It measures 12 ft x 12 ft. I was thinking that if I am able to remove enough of the catalogs/paper in the file cabinets, I can place the swatch cabinet contents into the file drawers. Since I have/will throw so much away, the weight will be reduced. That’s what I have been thinking. There really is no other place I can put them.
That is a small space. Glad you are able to reduce a bit!
Martha, thanks for corresponding. I really appreciate it. You are a great help. Someone to bounce ideas off of and have guidance for the right direction. I feel I am making progress. I just have to stay focused and”pitch”!
My pleasure, because you are making decisions and taking action. That is the kind of motivated person I like working with!
Hope to talk soon. Jill

Hello Martha!
My story is very moving? Really? Well, if that is the case, then you are more than welcome to use my story. I would love to be able to help someone for I know how frustrating this “affliction” can be. If there is anything that I can do to help, please let me know.
Would you need photos for your blog or website? Glad to send them. That might even help me to have the visual of “before” and “after” to keep me on track.
I am far from finished, but I am still “mad”! Now I will have to continue into a spare room where I have cleaned out a desk. I sold the desk but still have i’s contents in multiple bags. Can’t remember what are in the bags really.
I know that’s a good sign!
Then I need to move into my basement in the office storage area. Years of past files must be pitched. The files are from one time clients or old accounting info.
I know it is time to purge. It’s time. I need the newly purged areas for new projects to come into my life.
I’ve had a “break-through” and I am making progress, but I do know that I really have to put the work into maintaining what I have been able to accomplish. That will be the challenge.
Talk to you soon!
Jill

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Pretty Post-its – New Organizing Solutions

Martha — Fri, 29 Jan 2010 14:45:49 +0000

Some days it pays to be a National Association of Professional Organizer (NAPO) member. This week I received a packet from 3M with samples of the new Post-it offerings we have been seeing on commercials lately. The not so subtle hint read, “6 Great Blog Topics for 2010.”

OK, I will share the love. These are my 3 favorites.

1. Durable Filing Tabs – 2″ square tabs that attach securely to any file folder, can be used for creating subcategories in hanging files. At Office Max, four assorted colors, 24 total tabs, $2.99.

2. Removable label pads- have full adhesive backs, are repositionable, and remove cleanly. Use these to label any size storage container. My favorite is the 225 piece neon assortment from Amazon at $9.40.

3. Post-it pockets – Lightweight plastic sleeves that peel and stick on the wall. These are pretty, antique floral prints in three sizes- receipt, bill, and letter. I want the letter size pockets, 1 pink and 1 blue, $6.99.

It always helps to have more options for paper management and labeling storage. Thanks 3M for the presents.

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Ask NOT What Organizing Can Do For You…, Better Yet DO Ask!

Martha — Mon, 18 Jan 2010 15:31:06 +0000

Perhaps intelligence can lessen the consequences of ADD tendencies? Maybe, maybe not. My father labeled me a “scatterbrain”, but I was able to excel in school and in my first jobs. The real challenge in my life began when I became a military wife and eventually a mom of four. To survive, I was forced to develop systems that would guide our home life as well as our packing and moving 11 times in 20 years.

Just when I thought I had it all figured out, my family began to experience the added turmoil of cancer diagnosis and treatment, anorexia, mental illness, and death of parents. I trust in a big God, but had to tell Him, “This is really too much, Lord!”

Although I was not thrilled with these situations , they have stretched me and given me an added measure of compassion. I know what it is like to feel buffeted by situations you can’t control, to feel helpless and hopeless. I also know that to do what I can no matter how little that is, is all that is required of me. Small actions taken consistently can produce extraordinary results!

My desire for you is that you…

Get clear about what you really want. What is that? Do you want to be able to find what you need when you need it, to have only furniture sitting on the floor, to enjoy a calm retreat at the end of a busy day, or to finally get rid of paper piles… what is it? In other words, why are you reading a post about organizing?
Know why you want it. Be specific. How will that result improve your life? What will it allow you to do? How would that feel?
Stop allowing the past to dictate your future.
Eliminate the physical and mental clutter that is holding you back.
Make room for something new in your life – a new vocation, volunteer effort, or creative pursuit.
Be realistic about where you are now.
Dare to dream about where you want to be. Expand your possibilities.
Do not be a victim, or a survivor, but be ready to thrive.
Let go of those things and attitudes that are blocking your success.

Once you have taken an honest look at where you are and have decided you don’t want to stay there, allow me to be a part of the solution. On my home page, you can request the F.R.E.E. 60 Tips to Organize Your Life. Use that as a quick guide to de-clutter, take control of your time, and save an hour a day.

You will find that taking those small positive steps will increase your self confidence. That begins a ripple effect that makes you want to take the next step and the next – rather like painting your living room and then seeing that your old ratty couch doesn’t fit anymore.

Let me know what tips you decided to take action on first. I want to be able to cheer you on. As the L’Oreal commercial says, “You are worth it!”

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Drowning in Paper? Do the Perennial Paper Purge!

Martha — Fri, 18 Dec 2009 17:10:39 +0000

Most small businesses and family units use the calendar year as their fiscal year for tax purposes. That makes December the wrap-it-up month (no pun intended) of the fiscal year.

Whether you celebrate Hanukah, Christmas or another holy day, the pace at the office and at home slows that last week of December. Perhaps it is because your colleagues take vacation, school activities are on hold, and the kids are busy playing with new toys. As of this writing that week will be here in 8 days!

Take advantage of the slow down to shake out files from 2009. Here are a few ideas to get your reduction juices going.

Weed out articles you thought you would read, but never got around to.
Finish recording new addresses and recycle the holiday cards.
Enter automobile expenses into a spreadsheet and ditch the gas receipts and repair bills.
Make files for your hobbies and fill with those good ideas that you have floating around.
Donate any magazines you have not read to a doctor, dentist, or senior center.
Take all newspaper piles to your nearest animal shelter.
Print out record retention guidelines and write in bold letters next to each category the earliest month and year that should be kept. (Ex. Pay stubs - January 2009, until verified with W-2, birth certificate – PERMANENTLY)
The ABC’s of Important Papers – Julie Morgenstern
What Financial Records to Keep and How Long to Keep Them – Bankrate.com
Shred documents in each category that are have dates prior to your cut off.
Get a head start on tax preparation by pulling together all of your charitable receipts and business expenses. A couple of hours of work now can mean a speedy refund by March. Be aware that your accountant has the last word on which documents you need to complete tax forms. When in doubt, do NOT throw it out!

Have your paper shredder handy for sensitive documents, along with a box or black trash bag for papers you can’t recycle.

Paper purging is best done with a refreshing drink in front of those Bowl games, while watching the kids play on the floor, or with soothing music in the background. Think of it as a “paper purging party!” You will be that much ahead going into the New Year!

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