Ready? Grab your cuppa whatevah and let’s get going, because it’s Monday Motivation time!

This weekend was a little crazy here in the northwestern USA. I am located near the Portland, Oregon metro area, and let’s just say our spring weather around here has been a little, uh, unpredictable?.Here’s how a typical 30 minute stretch went over the weekend: snow, sun, hail, rain, sun, hail, rain, snow, cloudy, hail. How the heck do you dress for something like that? Layers.

This week was also a little crazy, since last week I was at a conference for professional organizers (Peter Walsh of Clean Sweep and Oprah was even there). It was all so much to take in that I had to put it all aside for a week and just let it all sink in. Last night I finally sat down and wrote up a list of things I want to implement over the coming year (it’s three pages long!). So, here’s my Monday Motivation list to turn those good intentions into action items. But first…

What is the Monday Motivation drill?

Step 1 – let us know what you are going to get done today (your to-do list, so to speak).

Step 2 – put it in a comment below or a post on your own site.

Step 3 - let us know what will motivate you to get it done – a reward, consequences, or whatever you need to think that will ensure you do what you say you are going to do. I’ve found that the public announcement and accountability is a particularly great motivator, but throw down consequences if you really need a kick in the pants to get stuff done! Unless, of course, you are working towards a new laptop too, in which case I think the reward is particularly motivating.

We don’t care how you get it done, we just want to support you in reaching your goals.

Today before I go to sleep I will:

• Clean out my Google Reader
• Prepare my handout for my presentation this weekend
• Email local list of people about my presentation
• Draft my update to my 30 Minute Consultation form
• Write my Earth Day post for my website/blog

If I get all of this done by the time I said I would, I will treat myself to a luxurious cup of hot chocolate and handmade marshmallows. Yum!

So what are you going to get done today?

This post is the second in a series of three articles written on organizing your home office by Brandie Kajino, The Home Office Organizer.

How’s your paper management going?  Not so good?  No problem.  We’ve been talking about how you can manage your paper by taking smaller steps which keeps you organized for the long run.  If you’re following along, last time I talked about the three different categories of paper in a home office.  Let’s review:

1.    Action Paper: paper associated with tasks you need to do.
2.    Projects: papers associated with a longer term project.
3.    Reference: needed for backup, legal or personal reasons.

I also threw you a life line about how organization is not about perfectly labeled, color coded files, obsessively neat desktops and stifling order.  It’s about finding what you need in about 5 minutes.  This alone can open your mind to systems that fit with who you are, and ultimately keep yourself and your paper organized for the long run.  That’s the goal. 

Now, confession time: I HATE filing.  More specifically, I don’t like “overdone” filing systems.  Like my clients, it took me a while to figure out I could do it my way.  A filing system not used is a waste of time and money.  Everyone has different work styles and personalities.  So, you may have a need for a little more detailed system, or you may not even file at right now.  No worries, there are options for everyone out there.   Each category of paper has its own specific needs, so let’s get going.

Action Paper is associated with tasks you need to do.  Keep a desktop file or basket with folders for:

-    Waiting For or Pending: Orders placed, information you are expecting a call back on, things you are generally waiting for whether it’s a delivery from a person or company.-    Bills To Pay:  Set aside a regular time to pay bills, and put them in this folder in the meantime.  Sort the mail and place directly in this file.  When bill paying time comes around, they’ll all be there waiting for you.

-    Data Entry:  Bookkeeping, financial statements which need to be reconciled or tracking information in a database.  This is also helpful if you have an accountant or assistant.

-    Action: Notes for a call to a client, the phone company or a vendor;   a form that needs to be filled out and mailed (but with no due date).  These are examples, but generally if you need to do something, the associated paper goes in this folder.

-    Travel:  Travel itineraries, conference agendas and tickets.  When you are packing, grab it and go.

-    Tickler File:  This is often called a “43 Folder” system.  It’s great for date sensitive paper like event tickets, registration forms, maps or reminders.  You’ll need 12 folders for each month of the year, and 31 folders for the day of the month.  Rotate the date folders for each month.  (For a picture of this system, see my blog below.)

Projects are longer term paper producers.  They generally need more than one action item to complete and you may need documents at your fingertips.  A couple ways to organize them:

-    Notebook:  If you need to leaf thru paperwork and it’s a bigger job a three ring notebook is your best bet.  You can use three hole punched dividers and pockets.  If you carry this notebook around, put a small hole-punch inside (look at your local office supply store) to easily integrate new paper.

-    Project folder or jacket: There are box bottom files, tabbed files, “see-thru” and bound options.  If you will use it again after archiving your current project, go for a more durable material like plastic or recycled press board.

We have one category left, and that’s Reference.  I’ll cover that next time.

Have a question or getting stuck?  Leave a comment below.

Wishing you continued success!

About the Author

Brandie Kajino, The Home Office Organizer, is a speaker, author and professional organizer. She is the author behind the Organize.Simplify.Transform Blog, where she gives tips on organizing and simplifying life. Her website, The Home Office Organizer offers resources, articles, services and teleclasses to help home-based professionals organize their home office and increase productivity.

This post is the first in a series of three articles written on organizing your home office by Brandie Kajino, The Home Office Organizer.

Paper, paper and more paper. When you work from home you can feel buried in it! You know what I’m saying, right? The mail, client materials, marketing collateral, mail needing to go out…. on and on it goes. The #1 request for help on the National Association of Professional Organizers website is for the home office. Can you guess the #1 reason people call me? Paper and how to manage it.

First, let’s talk about what “organized” means. Do you hate to file? Me too! So, first of all I’m going to put holes in an widely held organizing misconception: “Organized” does NOT mean perfectly labeled, color coded files, obsessively cleared desktops, or even neatness for that matter! (I’ll pause a moment so you can catch your breath.) So, if “organized” doesn’t mean your space looks like a magazine layout, what does it mean? It simply means you can find what you need in less than 5 minutes. How cool is that? Freeing, right?

So, how do you get your paperwork to fly in formation so you can find it in 5 minutes? First let’s talk about the three categories of paper in a home office:

1. Action Paper is associated with tasks you need to do. For example: calls to make, forms to fill out and submit, data entry or travel itineraries.

2. Projects are papers associated with a longer term project. Examples: client projects, association board position paperwork or planning exercises requiring tracking and associated documents or contracts. These are things you are currently working on, not past projects (which will go in the next category).

3. Reference Paper is needed for backup, legal or personal reasons. Examples: insurance policies, financial statements, retirement planning, taxes, education, lifestyle or hobby files.

Understanding the difference between the different paper categories is the first step in organizing your home office. Why is that? It’s important to know what you are dealing with a grander scale before assigning it all a home and getting it into a system. If you’re dealing with a backlog of paper, here’s three steps to get started:

1. Set Up your “Staging Area”. Organizing your papers means you’ve got to sort thru them first. So, get some banker boxes, some scrap paper and markers. Start by labeling three boxes: Action, Projects and Reference. You’ll also need a trash bin and box for recycling.

2. Sort & Edit. Gather your papers together, begin sorting through them and put them in appropriate boxes. Some questions to ask yourself: Do I use it? Do I need it? Is it necessary for legal reasons? (Check out the IRS website to find out)

This is a big picture exercise and can be done in 2-3 hours of focused time (depending on the size of your office and the amount of paper). Avoid distractions like the phone, email or family members. Resist the temptation to start reading, filling out forms or reminiscing. Each piece of paper should be in your hands for less than 15 seconds. Make decisions quickly and place in Action, Projects, Reference, trash or recycling.

3. Formulate your Plan. Once the sort & edit is done (phew!) you’re ready to think about where things will go. Assign a general area in your home office for each of your three buckets. Take into account the amount of paper in each category and add about 30% for a little room for growth for good measure.

It’s simple to get it all sorted, but it takes time so don’t get discouraged. If you can’t work and get thru it all at once, take it in 2 hour blocks. It will be done before you know it, and you’ll be ready to move forward.

Next time, I’ll give you some tips on “systems” you can use to manage your sorted categories. Hate to file? Don’t worry, there are lots of options which are less painful than you might think.

Now, go get sorting and leave a comment or question if you get stuck.

Wishing you continued success!

About the Author

Brandie Kajino, The Home Office Organizer, is a speaker, author and professional organizer. She is the author behind the Organize.Simplify.Transform Blog, where she gives tips on organizing and simplifying life. Her website, The Home Office Organizer offers resources, articles, services and teleclasses to help home-based professionals organize their home office and increase productivity.