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Authors: Marilyn Bohn

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BOOK: Go Organize: Conquer Clutter in 3 Simple Steps
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If it is convenient to file every day, then do it. If you find it is not convenient for you, place your “to be filed papers” in a basket and schedule a time to file once a week or every two weeks at the most. It will take less than ten minutes if you file on a regular basis. If you choose to file once a week, contain all of your papers in a “to file” basket instead of scattering them around the house.

Here's an example of when to use manila folders inside a hanging file: If you have several banks but not a lot of paperwork from any of them and you don't want to make a hanging file for each institution, you could label a folder “Banks.” Then within that folder use a separate manila folder for each separate bank. Or if you belong to several associations and you don't want a separate file for each one, use a manila folder for each association and put them in the hanging folder labeled “Associations.” Do this only if a paper clip won't work to keep them separated.

If you currently pile your papers on top of a flat surface, my bet is you can't find them in just a few seconds. I recommend getting used to using a filing system. However, if you feel panicked at the idea that you can't visually see your papers stacked on a flat surface, then I have a solution for you: Use the colored filing system I described on pages 168–169 and place the action files (red) in a vertical slot organizer and place this on your desk. Or you can put labels on the vertical organizer for each slot and just place your papers in the slot. (Labels could be bills to pay, time sensitive, projects, coupons, and so forth.) This way you can see each paper and it will be a visual reminder of things that need to be done. Use the vertical file only for active files (red) that need action within the month. The rest of your file categories (green, orange, blue, and purple) will be filed in the filing cabinet.

 

Tip:
Be sure to regularly update the information in your files. If you purchase a new appliance and get rid of the old appliance, toss the old manual when you file away the new one. Do the same for social security reports, insurance information, credit reports, etc. If the new information you're placing in a file makes the old information obsolete, toss the old information while you are filing the new information. Your files will stay current, and you won't have to waste time purging them.

 

Once you get all your loose papers filed, purge your old files and place them in new files that fit in your new system. Do this project one file at a time. Do the same thing as you did before: Evaluate the papers in the old file, separating them by category. Then sort the papers in each category, putting likes together, and create the files if you don't already have a hanging folder. Be ruthless and toss as many of the papers as possible. Shred and dispose of all papers from closed bank accounts, canceled insurance policies, canceled credit cards, and anything else you no longer need. You'll likely toss more papers than you keep. Always shred any paper with financial account numbers or social security numbers. Never toss them in the trash can.

 

Tip:
If you have difficulty going through your files on your own, it is a good idea to ask for help from a professional organizer who is trained in filing techniques, is objective, and keeps everything confidential. It can reduce the time it takes to file and the stress involved in trial-and-error. I don't recommend a friend or family member outside your home because many files are confidential and personal.

 

Home Office Area

Once your filing is complete, you can create your home office area. This can be a separate room or part of another room. Keep all of your bill-paying supplies in this central location. You could keep them in the top drawer of your desk or in an attractive container with a lid that can be placed on the desk, bookcase, or table.

Place extra office supplies, such as computer paper, sticky notes, etc., in labeled containers on a shelf or in a closet in the room. Magazine holders can be used for paper, and small plastic containers are useful for other items. If you don't have a desk drawer, keep supplies like scissors, pens, pencils, and rulers in a container on the top of your desk along with tape, a stapler, and paper clips.

Keep your desktop clear. Everything kept on this surface (including papers) should be in a container (like a file or basket) so things don't get buried or lost in the shuffle of papers and create clutter.

If you don't have a designated room for a home office, you can still create a space to pay bills, file important papers, and work on your computer. If you only have a small space, an office armoire is ideal as it holds everything you need from the computer, printer, paper, pens, pencils, paper clips, and other office essentials. It is also a piece of furniture that can be used in any room in your home. A file cabinet can hold files that can be placed near the armoire or in another room if space is very limited.

A small rolltop desk is an option as it closes to hide the computer and office supplies. A two-drawer file cabinet can be placed next to it to hold files.

A designated table that holds the computer can also hold attractive containers for frequently used supplies. A file cabinet can be placed under the table to hold files. Some have smaller drawers that hold paper, pens and other supplies.

When office space is limited, it's necessary to keep the amount of paperwork you file to a bare minimum. Consider scanning documents into the computer to minimize papers in files, but be sure to have a backup system.

WRAP UP

Whew
! That was a huge job and you did it! You have a system to handle mail that works for you and your family that will simplify your life and save you time.

Filing can be a daunting process, but you did it! Don't you feel fantastic now that you have purged your old files and set up a system that makes sense and works for you? Doesn't it feel good to know what is in your files and to know you can find any piece of paper in less than ten seconds?

Congratulations on:

     
  • deciding on a landing station for all mail and containing it all in a basket or some other container

  •  
  • sorting mail by asking questions to determine if you need to file it or toss it

  •  
  • removing your name and address from junk mail lists

  •  
  • making it a priority to go through all of the mail every day

  •  
  • setting up a working filing system

  •  
  • purging obsolete paperwork

  •  
  • filing every piece of paper you need to keep in the appropriate folder

Now you can enjoy your new freedom from paper clutter, and it will no longer have control over your life and home. By accomplishing all of this, you must be feeling a 10 on the wattage scale!

 
12
The Craft Room or Area

Organizing your craft room (or area if you don't have a separate room) can be daunting. No matter what your crafting interest, hobbies can present storage and work-area challenges. There is a myriad of tools and supplies required for sewing and crafts activities.

An organized craft room is essential for your happiness and your ability to craft when you want to. When the area is organized, you have space to work in and still have all of your tools at your fingertips. You can effectively use the little pockets of time you find during the day to work on projects. Fifteen minutes here and there adds up to a lot of crafting time. You'll be able to complete projects at your leisure without carving huge chunks of time out of your schedule to finish projects.

SEARCHLIGHT

Walk into your craft room and use the Searchlight to take a look around. Look for the things that are working and those that aren't working for you. Take a picture of the room while you are doing your assessment. In your notebook, answer these questions:

     
  1. What do you like about this room?

  2.  
  3. What is it you don't like? Identify your needs by asking yourself the following questions:

       
    1. What is the purpose of this room?

    2.  
    3. Do you dread coming into the room because it is so messy?

    4.  
    5. Is it a room you are comfortable in, and do you feel happy when you work here?

    6.  
    7. Does the room encourage your creativity?

    8.  
    9. Can you find the supplies you need to work on your projects? Is the space orderly?

    10.  
    11. Is there sufficient room to work on projects? Do you have a table to work on?

    12.  
    13. Do you need shelves, cupboards, or other containers for supplies, tools, and projects?

    14.  
    15. Are your supplies organized together by craft (i.e., all scrap-booking supplies in one area, all knitting in another, etc.)?

    16.  
    17. Do you have easy access to your craft tools?

    18.  
    19. Are there things you can get rid of?

    20.  
    21. Does everything in the room belong here? Do some items belong in other rooms?

    22.  
    23. Each craft type deserves its own area (beading, scrapbooking, knitting, etc.). Are yours scattered around in different areas?

    24.  
    25. Is there adequate lighting to work in?

     
  4.  
  5. Now that you have identified your needs by asking yourself these questions, use the wattage scale to rate how you feel about the room

 
Paula's Story

Can you relate to all or part of Paula's following experience? She used her Searchlight and immediately knew her wattage was a 2 when she tried to create something in her craft room. All her projects and supplies were scattered in different places throughout the room. The buttons, ribbons, embellishments, paper, and other supplies were jumbled together, and it was difficult to find the things she needed.

When Paula would find fifteen minutes to work on one of her projects, she would quickly head to her craft room. But she wasn't able to get anything done because she spent the entire time searching for the tools she needed for the project.

She had a lot of storage containers of all sizes, but had never used them. Her collection of books and magazines gave her inspiration for projects, and she was sure she had all the supplies she needed to create the projects, if she could just find them.

(see page 15). What is keeping you from a wattage of a 7 or above?

Once you have answered these questions and written your answers in your notebook, move on to using the Spotlight to set goals.

SPOTLIGHT

It may have been painful and a bit discouraging to identify all the problem areas in your room, but you did very well! With the Spotlight, you will focus on setting goals to transform this room into what you envision it to be so you can have a productive, organized space to craft in and a room you enjoy spending time in. You have the problem areas written down; now write down your goals. As you accomplish each one, check it off. Here are some examples of goals you could set for this room:

     
  1. Create an orderly space by containing supplies and tools together in individual containers.

  2.  
  3. Create spaces for all like projects to be stored together (yarn, sewing, stamping, needlework, scrapbooking, etc., in their own designated places).

  4.  
  5. Clear off the table and put the items where they belong so there will be room to work on projects.

  6.  
  7. If you need more storage space, look for ways to create space such as installing shelves on the walls or using a bookcase.

  8.  
  9. Sort through the craft supplies to see if there are things you will never use or don't need and donate them. (Be honest about what you will really use as you go through this sorting process.)

  10.  
  11. Remove anything that doesn't belong in this room.

  12.  
  13. Create homes for everything in this room.

  14.  
  15. Add a table lamp or floor lamp to the room to improve lighting.

 

With your Searchlight, you probably evaluated if you have enough storage containers to properly contain all of your supplies. If you didn't, do so now. You don't necessarily need to buy new containers. Use the ones you have, and if you need more, purchase them or save money by looking around the house for more containers you can repurpose and use.

GREEN LIGHT

You have your goals and are determined to increase your wattage when you are in this room. With the Green Light, take action. Go as slowly as you need to. This room will be fun to organize, and you will find treasures you forgot you had. When you are finished, everything will be within easy reach and accessible when you want to craft.

Stay in the Green Light and keep focused by wearing comfortable clothes, having your tool kit (see page 22), and gathering your four containers (see page 35). Get a snack and a drink.

Plan a time to start organizing in this room. Set your timer for thirty minutes to begin. You can work longer if you are in a comfortable rhythm and want to keep working. Start slowly so you don't get burned out. Part of the Green Light is to stay in the room until your planned time is up. You will get more done and have fewer distractions by staying in the room.

Start by working from the inside out. Things will definitely look worse before they look better as you will have a lot of sorting and rearranging to do.

I suggest you work in this order:

     
  1. closet

  2.  
  3. cupboards and dresser or armoire

  4.  
  5. boxes and other containers

  6.  
  7. built-in shelves

  8.  
  9. work surfaces

 

Closet

Remove everything from the closet one shelf at a time. Sort through and donate or toss the odds and ends you know you'll never use again — things like short pieces of ribbon, lace, torn paper, plastic crafts you won't ever make again, the unfinished embroidery sampler you don't like anymore and don't have time to finish, paint that has dried in the tubes or bottles, paint brushes that are worn out, and other supplies you have held on to for years but have never used. This is just stuff taking up space.

As you sort, ask yourself the following questions:

     
  • Am I saving this “just in case” I might need it someday?

  •  
  • Have I considered how easily this item could be replaced if I need it in the future?

  •  
  • Is this helping me create the room I want to craft in?

Continue to ask yourself these questions as you go through each shelf. Before you place things back on the shelves, determine what will go on each shelf and remember to keep like things together.

Cupboards and Dresser or Armoire

If your room has cupboards and/or a dresser or armoire that you use to store projects, organize them just as you did the craft closet. Do the same thing with each drawer as you did with the shelves, starting with the top drawer and working your way down to the bottom drawer.

If there are things that aren't in containers, put them in containers. Put your beads in small containers, scissors in another container, and sewing supplies in another area, making sure like things are kept together (thread, thimbles, needles, sewing machine attachments, etc.).

Have a place for everything and, after using the item, put it back in its place. This will make your room more efficient, and you will enjoy the time you spend crafting in your room.

Keep your tools in containers that are easy to carry to your worktable or wherever you are working on your project. By having everything within easy reach, you will save the time and frustration of hunting for what you need. Label your shelves so you will know where to return things. Get in the habit of always putting tools back where they came from as soon as you have finished using them.

Putting things back will be much easier as each item will have its own “home” within a larger container. You'll only have to take the one large thing (the container) back to the cupboard, drawer, or shelf rather than six or so small odds and ends.

BOOK: Go Organize: Conquer Clutter in 3 Simple Steps
9.63Mb size Format: txt, pdf, ePub
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