03/29/2016
3/29/2016
Paper Control Part II
Two weeks ago, I wrote a post describing my mail station and one of the ways I stay on top of paper clutter (https://www.facebook.com/permalink.php?story_fbid=1133106353387680&id=1021525241212459) -Paper Control, and I suggested that I would follow up with another post on controlling our important papers later that week. Well, believe it or not, (and if you follow this blog, I know you can believe it) procrastination is something I struggle with, along with overloading my schedule. Yes, professional organizers are real people with real issues! Most of us have spent a lifetime trying to overcome these issues and that's how we ended up as professional organizers. We're professionals at solving our own organizational problems, so we might know how to help you with your's! But I digress. Now, on to the task at hand!
In this technological day and age, with the push from every direction to go paperless, you would think that paper clutter would be the least of our problems. Not so. Today one of the biggest issues a family faces on a regular basis is what to do with the daily deluge of incoming paperwork. Be it junk mail, bills, financial statements, magazines, invitations, personal correspondence, circulars, insurance explanation of benefits, kid's schoolwork, to do lists, warranties and instruction manuals for products we buy, receipts, tax documents, and the list goes on and on and on... We all struggle with what to do with the little piles of papers before they turn into mountains of mayhem! While a mail station helps stop junk mail in it's tracks, it is only a temporary solution for our incoming bills and other correspondence that we must take action on in a timely manner.
Today I'd like to touch on a bill paying routine and setting up a filing system for the paperwork that we need to keep for a few months or even for a few years. The systems that I use work for me, and while they may not work for you, you may find parts of them will work for you. And that's what organization is all about – finding simple solutions that work with your routines to give you a peaceful lifestyle. As I discussed, my mail basket is a temporary holding place for incoming correspondence. One day a week, typically on Wednesday, I check the due dates that I have written on the outside of the bill envelopes. When it's time to pay a bill, I take it, along with my checkbook to my computer desk where I also have my filing system and mail supplies. Some bills I pay on line but I still need my checkbook because the payment needs to be logged into the check register. My hubby and I also keep up with our checking account in Quicken. Quicken allows us to keep up with all our financial information in one place.
The top left hand drawer of our desk holds envelopes, address labels and stamps. I keep extra folders and filing supplies in here as well. Ink pens are in the middle drawer, and a stapler sits on top of the desk. Everything we need is right at hand. The bottom left hand drawer is a filing drawer containing a hanging filing system. I have hanging files for the following categories: Auto; Home; Health; Financial; Organizing Business; and Personal. Each hanging file has individual folders which I'll discuss in more detail (and have pictures) in a later post.
On top of the desk we have a two-tray stacking system. The bottom tray is labeled “To Be Filed” and the top tray is my hubby's “Action” basket. My hubby's “Action” tray is just like my basket on the mail station, however, we have certain things we keep separate. My father-in-law has early stage dementia/Alzheimer's and my hubby is responsible for his father's financial business. Also, several years ago, we decided it worked better for us to have separate checking accounts and for each of us to pay certain bills. That way we shared in the burden of our household finances and one person was not left in the dark about where our money was spent or how to take care of things in case the other was not able to. As I said, we keep everything in Quicken, so we both can see and know all our financial data at a glance.
ANY HOW, while it is best to file paid bills and other paper work that you have dealt with right away, sometimes I'm in a hurry (or I procrastinate – another way to say I'm lazy!) and the papers land in the “To Be Filed” tray. Ideally I pick one day a month to do my filing – although truthfully it's more like once a quarter when the “To Be Filed” try is full. At any rate, it only takes a few minutes when you have a good filing system in place.
I hope this helps some of you with controlling your paper clutter. If your current methods aren't working for you and you feel you need hands-on help setting up a bill paying routine or filing system, please give me a call. I'd love to help you find the missing peace to your organizing puzzle.
Evette Ownby
Simply Peaceful Solutions
