Archive for Home Office
File labeling rules for consistency
Posted by: | CommentsIf you opt for the hanging file folder with labels, then make sure you select the longer version of plastic label. I believe one of the most important considerations when creating a filing system in uniformity. You want everything to be standardized as much as possible. You don’t want one label short, the next medium and the next long. You don’t want one label green, one blue and the others clear. This holds true for choosing the right kind of label maker as well. You want to pick one label maker and stick with it. By the same kind of tape when you go to the office store or order it online. The other key factor in labeling that most forget; is to document the specifics of size, style and font that has been used in the filing system. Again you don’t want file labeled justified, bold and another 1×1 italic. Write this information down in a system or at worst case leave it with the label maker or the plastic file tabs. These seem like simple steps, but it’s my belief that people file with their eyes and if clutter and confusion exist, then procrastination follows. People flat don’t file when their system if haphazard.
Use this kind of label if you opt for labels
If you decide not to go with the hanging file folder plastic label option, I suggest you use the system taught by David Allen in Getting Things Done. Simply label your manila file folders and lay them next to one another. Not too loose and not too tight. I’ve even +’d this little idea by using file box holders from Fellowes.
See the picture of my filing system.
The titles are all pretty clear and it are easy to flip through or reference with a file map.
The Financial File List in the Fireproof/Waterproof Safe
Posted by: | CommentsHere are some pics of our system:
It doesn’t have to work for everyone but it works for us.
Notice how our safe opens from the top. This particular safe was purchased from Costco, but unfortunatley they only carry the front opening type now- in Louisville that is. Our particular model is a sentry and I’m sure it can be purchased many places.
Within the categories of groupings we have individual folders and documents. Here is a list of some to the folders with others left out to protect the innocence. I don’t worry much about things like indentity theft but because I’ve been outspoken about it- I went ahead and purchased LifeLock. Neat service.
The following categories: Business Checking- Household Checking or Cash Accounts-Savings-Retirement Accounts-Credit Accounts-Ownership Documents-Legal Documents-Important Documents-Mortgages-Insurance-Social Security-Tax Returns-Medical Records are filled using the following folders:
- Business checking account A
- Business checking account B
- Business checking account C
- Household Checking A (joint checking account if you’re married- or main account if single)
- Savings A
- Child 1 Savings (this could be savings bonds, college funding accounts, or just bank savings
- Child 2 Savings
- Child 3 Savings
- Retirement account husband 1 ( if you have employer plans and IRA’s I would separate them)
- Retirement account wife 2
- Credit Account 1
- Business Credit Account
- Titles (car titles, boat or other things that have title)
- Deeds (to your home, rental property, condo, timeshare, etc)
- Contracts (business, legal ownership
- Power of Attorney
- Healthcare Directives (living will)
- Trust
- Wills
- Identification (social security cards, passports, birth certificates)
- Personal licenses (marriage, etc)
- Professional licenses (teaching certificate, insurance, etc)
- Mortgage 1
- Mortgage 2
- Health and Dental insurance
- Umbrella policy
- Personal property (rings, antiques)
- Dwelling (rental property)
- Auto
- Homeowners
- Life
- LTC
- Disability
- Group benefits
- Social Security Husband
- Social Security Wife
- Tax Returns last 7-10 years
- Medical records and large bills
Hopefully you found this helpful. Don’t have time to do it we can always help.
Organizing your filing system
Posted by: | CommentsIf you are planning on organizing your filing system, then the one thing I want you to do above all other things- is create a map of your files. A registry listing each and every file. I follow David Allen’s GTD system which advises an A-Z system. I hated it when I heard it. I was accustomed to filing by association and groups, but now I’m a believer in the A-Z system. I’m a convert. Now, I do break down my files into a few different categories and I store them separately by these categories as well. For instance, I keep all my work files in one file drawer A-Z. I then keep all my personal working files in an A-Z system in a separate cabinet or drawer. I keep this years financial files in their own system. This one is not A-Z. It’s separated based on income, expenses and bills. Last but not least I keep all important financial files in a fire/proof water/proof safe.
The File Map is still the cog that holds the whole system together. I refer to it every time I file and whenever I conduct my weekly review. Sometimes I think, I don’t have a file for that yet, but to my amazement I do. One little trick to keeping the File Map accurate is to make a note of each new file you add. Periodically add those new files to the Map and your system has no holes in it.
The Organized Virtual Office Worker
Posted by: | CommentsThe trend is growing and I’ve seen stats that say 1 out of 2 workers will be either home based businesses owners- work at home contractors or small business owners by the year 2010. Wow- the corporate world is certainly shrinking, isn’t it?
You can see the trends before your eyes. Go to any small coffee shop or cafe. Look at all the people conducting meetings and working online. Just start asking the question- where is your office? You’ll be shocked how many times you here the answer- I work out of my home. What about the growing trend of home based business owners? When Warren Buffet starts acquiring network marketing companies and large corporations start using the same business model- take note.! What about the number of people starting small businesses these days. It’s staggering. How many people do you know that are with the same corporation that they were 5 years ago? What about 3?
What does this mean? It means a huge paradigm shift in the employment model. It raises questions about how one maintains efficiency and effectiveness while working from the home. How does one organize the office?
First, the most crucial thing you’ll need to think about is where is the office going to be?
Instead of telling you exactly what you should do, given that I don’t have any idea of your unique situation-all I can do is offer some very good thought provoking questions.
Do you have children.. do you plan to.. if so when.. if so how old are they .. if not do you have pets?
Assuming you have small children- what floor do they spend most time on while you “work”?
Does you work require phone conversations often?
Do you plan on having a high speed cable connection or a phone dsl?
Will you have a wireless network, a wired network or both?
Do you store many files? Should you?
Is your software tied to your PC or is most of it web-based?
Do you have good self discipline and self control?
Do you need separate phone or fax lines? Are you thinking about an alternative like Vonage? Or do you just use a cell phone?
Will there be others in the home using the Internet or sharing a printer?
Will your spouse share you office or will there be a separate office/home management area?
If these questions have your head spinning, give me a call. With our organizational coaching program we can save you time, money and frustration by taking time to plan upfront.
It has been almost a year now and it’s time to tweak things
Posted by: | CommentsIt has been almost a year since I formed Simplified Solutions LLC. The first few months were filled with admin, legal, accounting and organizational tasks. The next several months were spent crafting my identity, my solutions/services, my focus and my business plan. In a perfect world these would have been done before I dashed into hope. You could write a book on all the lessons one learns in the first year of starting a business. I probably should. The last several months since the spring have been very productive. Organizing jobs are going well, and I’m starting to see my niche in this vast marketplace of information, services, ideas and products. I have learned about some tools to avoid- some to use, and as my friend and associate Aaron Marshal says- which tools to put the gas on. Now that I’ve researched and implemented many of these tools I’ll be introducing them all in big ways this fall.
This practicalorganizing.com blog and my bryceraley.com blog are completely updated in WordPress and they make it so easy to add content to your website or blog.
I’m reworking my main website and I have sales pages coming for all our services.
Hopefully this will be more simplified as we wrap up 2008 and launch into 2009.
