Buried Under the Paper Piles

Buried Under the Paper Piles

by | Jan 13, 2017 | Home Solutions Stuff, Paperwork, Sorting

iStock tall stack of papers

Stacked Files

I work with many clients setting up filing systems and sorting through years and years (and YEARS!) of accumulated papers. The question I’m asked most often is, “How long should I keep paper stuff?”

As a former accountant, I’m comfortable answering. I add this disclaimer, however: when in doubt, seek advice from your tax preparer or financial advisor.

I recommend shredding documents you get rid of in these common categories:

Utility bills: Unless you take a home office deduction, there is no reason on God’s green earth to keep these. You can access your history online. I’ve automated utility bills so I get ZERO in the mail. The only papers in my “utility bills” folder is a bill from each provider with our account number and their emergency contact information.

Bank statements & credit card statements: In theory, you get your statements, you reconcile their numbers with yours and… that’s it. You don’t need to keep the statements.  Pull copies of tax-related cancelled checks and pop them in your “tax return info” folder.

Investment statements: It helps to understand why you keep the ones you keep so you can better understand why it’s ok to get rid of the rest.

Certain investment data is necessary for preparing a tax return. BUT. You only need the annual statement that summarizes investments you bought or sold, interest and dividends you earned, along with details of any contributions or withdrawals to/from IRA accounts that are reportable on your tax return.

Therefore, you can shred monthly or quarterly statements from investment accounts when the new ones arrive.

Keep statements that show purchase details until you sell an investment; you’ll need purchase cost and sale price to calculate a capital gain or loss on your taxes. If your investments have been with the same firm, they’ll have that historical data. If you change firms, give them purchase information for any investments you’re transferring so they have it for future reference.

If the concept of shredding any of these on a monthly basis is too far outside your comfort zone, try keeping one year’s worth and then shred.

Consider signing up for electronic statements for any of the categories I’ve mentioned. (resist the temptation to print or you’re right back where you started!)  You can still file e-statements in an electronic folder, but it significantly cuts down on the daily flow of paper into your life, and who wouldn’t love that?

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‘Tis the Season… Are You Feelin’ It?

‘Tis the Season… Are You Feelin’ It?

by | Dec 20, 2016 | Holiday organizing tips, Lists

It’s officially here. Are holidaylights_thumb.jpgyou enjoying this holiday season, or have you let the hub-bub and hoopla get the best of you?

If it feels like there’s still more to do than time to do it in, prioritize. What MUST you accomplish, what would you LOVE to get done, and what will you do IF time permits? At the very least, make some notes about changes you’ll make for next year. Oh, and put those notes somewhere you’ll actually FIND them when you want them.

Santa shouldn’t be the only one making a list and checking it twice – have your to-do lists with you at all times; I keep notes and errands on my smartphone using Wunderlist.

My holiday gift lists are in google docs: one for hubby, each kid, and all other family, friends, Secret Santa, and charity presents. I list ideas as they’re given or thought of, and fill in purchase details so I stay within budget and get the right number of gifts for stocking stuffers. I hang on to receipts until I know stuff fits, works, and is a keeper.

If you have too much on your plate, cut back. Say no. If there are things you don’t enjoy or don’t have time for, stop. I haven’t sent Christmas cards in a kazillion years. When I quit, guess what? Nothing bad happened.

I used to bake a bunch of different cookies – I’ve trimmed it down to our favorite three kinds, and that’s plenty.

Hubby and I turn gift wrapping into a fun event throughout the holidays with a cozy fire, a glass of wine, and everything we need to create beautiful packages. It’s one of our favorite holiday traditions. If gift wrapping isn’t your thing, make the switch to gift bags – they’re easy breezy and still very festive.

If you hate the holiday crowds, do your shopping online. If you don’t like online shopping, think strategically and logically, and plan your trip to maximize what gets accomplished.

Agonizing over gift ideas? Try gift cards, baked goods, or something homemade if you’re crafty AND have time. Postage stamps, return address labels, and envelopes are great for seniors who don’t need more “stuff.” Instead of exchanging gifts, why not plan a lunch date, go see a movie, or have dinner and drinks together.

Decorating can be simplified, too. Our decorations are packed in bins labeled by room, and my room-by-room computerized list tells me where each item goes. If I add something new (and get rid of something old!) I update the list. It eliminates the frustration of trying to remember where things go. If there are décor items you no longer use, donate them – there are folks out there who have nothing.

Don’t expect people to read your mind. If there’s something you’d really appreciate as a gift, say so – surprises aren’t all they’re cracked up to be! If you’d like to be included in holiday festivities, speak up.

If you know someone who will be alone, include them in one of your holiday traditions. Be a light that twinkles for someone if darkness weighs heavily on them this time of year. That’s a gift you can’t put a price on.

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Time-Saving Holiday Meal Tip

Time-Saving Holiday Meal Tip

by | Nov 15, 2016 | Holiday organizing tips, Time-saving Tip

I don’t know how holiday meals work at your house, but around here we do NOT mess with tradition!pumpkin-pie_thumb.jpg

It actually makes things easier because I know exactly what we’ll be eating – no new recipes to learn, no new ingredients to buy – so I computerize my shopping list for each holiday meal.

These are simple Word documents, nothing fancy. I keep notes about what size turkey, ham or tenderloin I need depending on the number of guests, and what time to put the pies in the oven.

My Thanksgiving list, in part, looks like this:

Stuffing:

  • ___ 1 bag seasoned croutons
  • ___ 1 carton chicken stock
  • ___ Celery
  • ___ Onion
  • ___ Butter
  • ___ Salt
  • ___ Pepper
  • ___ Sage

Squash:

  • ___ 2 medium-sized butternut squash
  • ___ Butter
  • ___ Brown sugar
  • ___ Nutmeg, cinnamon

Whipped ­­­­­­Cream:

  • ___ 2 cups heaving whipping cream
  • ___ Sugar
  • ___ Vanilla

You get the picture, right? Before shopping, I check the pantry and refrigerator, putting an X next to items I have. Then I mark things off as I shop, since I usually buy things in a few different trips.

It might seem silly, but it saves me time AND money. How?

  • I don’t forget anything, so there are no frantic, last minute trips to the store.
  • I don’t buy items I already have. Spices are expensive, and who needs multiple containers of sage?

Speaking of spices, here’s a helpful chart regarding their shelf life.

I’m in favor of anything that makes life easier as we head into the busy holiday season, how about you, any time-saving tips you’d like to share?

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Baby Steps

Baby Steps

by | Oct 27, 2016 | Clutter, Get it done, How to organize, Motivation, Paperwork, Sorting

It’s a fact: clutter can be overwhelming. buried in papers

Whether it’s a four-day pile of unopened mail or years of accumulated papers, there comes a point when tackling it becomes daunting.

Maybe it’s the hall closet filled with linens you no longer use. Perhaps the spare bed is overflowing with unworn clothes and you can’t muster the energy to separate what fits and is flattering from what’s outdated or no longer appropriate for your lifestyle.

Here’s the thing. The longer you wait for the perfect time or enough time to tackle the entire clutter project, the longer it’s going to build and build and nothing will get done and trust me when I tell you: clutter’s negative energy can affect you mentally, emotionally and physically. It can damage relationships, sometimes tearing families apart.

Fear not; I bring you tidings of great joy – well maybe not of great joy, but of hope. No matter how big your clutter issue is, it is not hopeless.

Stop looking at the big intimidating clutter picture and start breaking it down into manageable bits. Clutter’s ability to overwhelm diminishes when you chip away and begin to see progress. Remember that fable of the tortoise and the hare? Slow and steady can win the race.

Instead of thinking, “I need ten hours to open and process the mail,” try this: “Each day I will open and process today’s mail PLUS ten pieces from the backlog piles.”

If there are papers everywhere, gather ‘em up. Fill a bin or two or ten. Start sorting into broad categories: Shred/Recycle/Toss/File/Pay/To Do and dig in. Put on some music that will calm or energize you and focus for a set period of time. Make it a game: see how much you can accomplish in 15 minutes and do a little more tomorrow. Instead of just watching a sitcom, use that as a timer and sort a bin of papers. TV AND progress – win-win!

Don’t focus on the roomful of clothing. Get up 15 minutes early and try on three  items in the pile. Decide if you want to keep, sell or donate, then move on with your day. Wash, rinse, repeat.

If it’s a hodgepodge of clutter, pick something and gather “like with like” – all wrapping paper, all books, all seasonal decor, all garbage – whatever it is, gather it up and attack the room one “thing” at a time. Where should those books live? You can’t put something away if it doesn’t have a home…

Ok, that’s a blog post for another day so I’ll leave you with this “What About Bob” movie clip that I reference with clients all the time:

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Top Ten Tips for a Successful Garage Sale

Top Ten Tips for a Successful Garage Sale

by | Jul 17, 2016 | Garage Sale, How to organize, Saying Goodbye To Stuff, Selling stuff

Clutter-clearing garage sale season is upon us! Before you commit, ask yourself this one important question, and be honest:

Garage Sale Success

Garage Sale Success

Do I have enough to sell to make it worth my time and effort, or should I just donate everything and be done with it?

If you decide to proceed, go through the house looking for items to sell. Pick an area where you can gather everything that’s “gotta go” and encourage other family members to add to the pile.

Here are my top ten tips for having a successful garage sale:

  1. Get other neighbors to join in. People are more likely to come if they can hit a handful of sales in a row.
  2. Advertise in your local paper, on Craigslist and facebook. People scan listings and plan their routes, so make sure they’ll find your sale. If you have big-ticket or unique items, include photos in your online ads. 
  3. Signs should be big, easy to read, and neatly written. Quality signs signal a quality sale – half the success is in your marketing and advertising. And remember, people need to read signs from a moving vehicle!
  4. Price everything, and price it to sell. It doesn’t matter if you paid $10 and it’s practically new; if you’re not using it, the main goal is to get rid of it, not to recoup your cost. Use the computer to research prices.
  5. Display items on tables; hang clothing on a rack/clothesline. People don’t like to stoop to the ground or rummage through messy piles of stuff.
  6. Put “like with like” so people looking for tools will readily find them, books are all together, holiday decorations are easy to see.
  7. It pays to clean things. A damp microfiber cloth works miracles on dusty glassware, dishes, and decor items.
  8. Be willing to haggle. If you know you want $25 for something, either mark it, “Price Firm” or mark it $29 so you can come down and still get what you want. BUT! It’s also ok to say “no” to a ridiculous offer. I’ve told people I’d rather donate something than sell it for what they’re offering.
  9. Make sure to have plenty of change on hand. I recommend $75 broken down like this: $27 in ones, $25 in fives, $20 in tens, plus $3 in quarters. That should be enough to get you started. People will offer you a $20 bill for a $1 purchase.
  10. Have a check-out table and keep smaller, easy-to-steal items near you on that table. I’m sorry to say, sometimes people help themselves to things that are easy to pocket or highly desirable, such as collectibles, jewelry or video games.

After the sale:

  • Schedule a charity pickup for leftovers the day after your sale. Promise yourself the stuff is NOT going back in the house. It’s time; let it go. However:
  • Relist leftover big-ticket items on Craigslist if you want to take another shot at selling.

If you can, time your sale to coincide with another event in your neighborhood such as a festival, garden walk, or real estate open house. Anything that attracts people is a good thing when you’re having a garage sale.

The more effort you put into it, the more you’ll get out of it. Make it a fun experience for people – offer treats, have some lively music playing, mix and mingle and even if it’s not true, act like you’re having fun! People are more likely to buy from someone with a smile than from Grumpy McGrump.

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