Managing Your Mail

Most of us are drowning in paper these days. For many of us, a large piece of the paperwork puzzle is the stuff that just keeps coming - the mail! Don't get me wrong, some mail is good, but if you're like most people, you get more mail than you need or want. If you don’t have a good way to manage and maintain it, it will just keep piling up. Here are some tips to make your mail maintenance quick and easy.

• Make time everyday to open and read the mail.


• Open mail in one mail center area with all your tools and supplies.


• Have a wastebasket and recycling bin nearby to toss the mail in as you open it.


• Make decisions as you open the mail...

Scan the contents of each piece and process it appropriately. Immediately:

• Recycle/toss all unwanted solicitations


• Recycle/toss the outside envelope and inserts that come with every bill


• Scan each catalog and if nothing interests you, recycle it.­
  

Take the remaining pieces and sort into the following categories:

• To Pay


• To Do


• To File


• To Read

A desk top file is a great way to contain your follow up categories - just be sure to regularly set aside time to take the follow up action. Take time each day to maintain your system and you’ll never be drowning in paper again!

Holiday Organizing Tip of the Day

If you have to go to the mall, go on Tuesday and Wednesday mornings when stores are the least crowded. It's worth taking the morning off of work for your sanity.

Holiday Organizing Tip of the Day

Save time and money by doing Secret Santa or a Yankee Swap with your friends or family.

Holiday Organizing Tip of The Day:

Schedule realistically. You don't have to say "yes" to every invitation. Leave time for yourself and stick to the routines that keep you stress-free, like going to the gym and getting a good nights' sleep.

Fun Paper Organizing Stories!

Wondering if you should bother organizing your paperwork? Here are a few true stories…and some tips to keep this from happening to you.
Getting organized could save your house
I was sorting through a (huge) pile of unopened mail on a client’s kitchen counter and found a notice of a lien on their property due to unpaid real estate taxes. The real estate tax bills were also in the unopened pile of mail. Tip: Open your mail.
Found money
I found a check for $13,600 in a box of unopened mail that had been shoved in my client’s basement. I showed it to him and he told me he had been waiting for that check for over a year, had accused the sender of never sending it, and was in the process of taking legal action over it. Tip: Deal with paperwork as it comes in. It can save you time, money, and embarrassment.
1951 was a good year…
So good, that in 2007, I came across a client’s tax returns from that year, and every year in between. You wouldn’t believe how simple the form was back then…and all done in pencil. Tip: You only need to keep personal tax records for seven years.
The desk drawer
In 1994 my uncle took over my grandfather’s company. On his first day there he sat down at my grandfather’s desk and opened the top, right drawer to find invoices dated 1955. Tip: Purge regularly (definitely more often than once every 50 years).

How to Catch up on Paperwork

We all slack off a little in the summer. I am guilty of it myself. It’s nice outside; we go on vacation and ignore the mail. Yet, it still keeps coming! The most common call I get this time of year is for help in the home office. The papers have piled up all summer and now it’s time to tackle them!
Start with a quick sort
Grab a pile of papers and quickly sort it into four piles: To Do, To Pay, To Read, To File. I know that some organizers urge you to “only handle it once”, but I find this approach to be more effective.
Deal with the paper
First, pay your bills.
Second, do your To Dos. Go through each piece of paper and take action on it. Is there a call to be made? Make it. Is there an address to be entered? Enter it. This is the most time consuming part of the process, so if you are limited on time, you may want to do a quick sort through and pick the most immediate items to do first. However, don’t let the rest of the pile remain for long. Put time in your calendar to tackle it all.
Third, file. This won’t take long if you have a simple and effective filing system (see below).
Finally, prepare your reading. Create a folder for your To Read pile and put it in your bag or car. This way, you can pull them out and read through them whenever you have a few moments to spare.

Recycling Single-Use Batteries

I was cleaning out my kitchen drawer today when I came across a few single-use batteries. I can't remember the last time I used a device that required a single-use battery. My camera, cell phone, I-pod, etc., all have rechargeable batteries. I didn't know what to do with these, so I went to my favorite recycling site: http://earth911.com/ and searched for battery recycling in my area. Turns out, there are lots of places to recycle batteries. If you have a few you don't know what to do with, please don't throw them away...look up battery recycling in your area.