It's the Official "Organize Your Files Week"... Let's Celebrate!

We're in the third week of April, known as Organize Your Files Week, and it's a great time for this project, especially since Tax Day has passed, you've filed your tax return (or an extension) and you may have moved last year's financial documents.

Step One... Determine what needs to be kept for how long. Although a quick Internet search of "record retention" or "what to keep for how long in office" produces a wide variety of websites to help, it is always advised to check with your accountant for current requirements, too. A little bit of homework can go a long way for making the purging and sorting process much easier.

Step Two... Purge what doesn't need to be kept. My clients like using separate bins for TO KEEP, TO RECYCLE, TO SHRED and TO OTHERS when working through the purging process, but the particular categories you use would be unique to your specific needs. As you review each item, determine what's the worst possible result if you get rid of it; then, determine if you can replace it should the need arise.

Step Three... Sort items from the TO KEEP bin into categories. Group like with like into appropriate yet general categories that will aid in correctly labeling contents to remain in your space. You want to have enough files to contain all items that will remain, but you don't want to have too many files. If you have to wonder in which file a document should be added when filing that document, chances are good you'll wonder about the same thing when going to retrieve that document, which goes back to the need for limiting the number of files as available options when originally creating those file folder options.

Step Four... Color-code your system. Color is fantastic, and creating appropriate yet general categories limits the number that you use, allowing you to assign a different color to each category. File folders now come in such fabulous colors, including ones that are lighter inside than out so you know for certain when you are putting papers inside the file rather than in between files in the same drawer. Furthermore, colors drive action: you can see at a glance to which topic the file is related and a topic you dislike in a file that's your favorite color is less likely to be avoided.

Step Five... Assign a "home" to each category's items. Make sure to account for what you already have as well as what will be added. Then, when creating sub-categories, utilize the same tab position. For example, for the TAXES category, you may use the same, far-left tab position for TAXES 2010, TAXES 2009, etc. For the THINGS OWNED category, you may use middle tabbed files for STOCKS, BOAT, AUTOMOBILE, HOUSE, INSURED JEWELS, etc.

The goal is to know where to quickly locate what is needed when you need it... Can you put your hands on any piece of paper in 30 seconds or less when you determine that you need it? What paper management tactics do you use for your file drawers, and what's working best? Do you mirror those tactics for your electronic files? Please share in the Comments below.

Using One Calendar to Organize for Success

Whether it's paper or electronic, a single solution enables tracking all commitments (personal & professional) in one place, making it less likely that appointments will be forgotten or that you will double-book. However, how do you make a calendar really operate as a tool to encourage your great success? Here are tips to best utilize a calendar:

1. Use what works for you. Test options to see if your personality meshes best with daily, weekly or monthly and whether paper or electronic is best for you. Find more about the process at http://bit.ly/fkOMOO.

• Electronic calendars give you the option of setting alerts for upcoming events, which is ideal if you tend to forget birthdays, anniversaries or leaving for meetings and appointments. Look for repeat features that let you input daily, weekly, monthly or annual data only once.
• Paper calendars often allow for more easily viewing the entire month at one glance, and the fact that you can write in whatever size you choose enables you to decide how much information fits within each date's box.

2. Color-code your calendar. To have one calendar tool for all facets of your life, use different colors for each (work vs family vs friends vs fitness vs self). Or use a different color for each project being completed, role you fill, person for whom you are responsible or different area of responsibility within your job. Visual cues, like colors, are great for driving action, particularly so you can tell what needs to be done by simply glancing at your calendar solution.

3. Include all pertinent details for each entry. When adding an appointment to your calendar tool, insert the phone number next to the name of the person you are meeting so, if you're running late, you can easily call. Plus, make sure to include the who, what, when, where and why beside each appointment being scheduled on your calendar.

4. Track to-do items amidst appointments. A calendar solution can be so much more than just a place to track appointments. To use your tool most effectively, assign a "when" for each "what" on your to-do list. I have yet to find a "someday" on any calendar, but I have seen how tasks with times scheduled for getting done are completed more regularly.

5. Always expect the unexpected. If you know precisely how long something should take, schedule it in your calendar with a 15-minute or greater buffer. You never know when traffic or another hurdle will delay your plans so approach proactively.

What techniques do you use to maximize your calendar's effectiveness? Please share in the Comments section below.

Looking For a Little Inspiration?

Did you know that organizing your space can help to lower or eliminate your stress? As we move towards April, which is National Stress Awareness Month, could you use a little inspiration for organizing your space? In the Photos section of The Container Store's Facebook fan page, which can be found at http://www.facebook.com/containerstore#!/containerstore?v=photos, there is a section of Fan Photos. This is an area where customers can upload images of how they've utilized The Container Store's products for bringing calm and order to their home and office spaces. I just love the utilization of color in these spaces, whether to add a little sunshine or to group like with like or to help locate important items as they are needed. Enjoy all the great work spaces interspersed throughout, and feel free to contact Organize for Success at 919-981-6397 or eparks@organizeforsuccess.biz if you need a helping hand in converting your space into something similar.