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An organization system is only good if (a) it's easy to follow and (b) it makes you feel like you are in charge of your life. There is no right system for everyone. In fact, you can create a system for organizing your life and your home office that is unique to you and your needs. You can keep it simple and follow the organization system mapped out in this chapter. If you are interested in more detail then peruse the Internet or your local library and you will uncover a million methods for becoming organized. You are free to choose one of these systems or pick the elements from a variety and customize them to meet your specifications. All organization systems, no matter how flashy, have the same basic components . First, there is the physical plan for putting an organization system in place. Second, there is the action plan that you will follow daily. The key to becoming an organized person, or at least striving to be one, is trying to incorporate these elements into your daily life. Step 1: Setting Up Your World (Location, Location, Location)Every household should have a command center where all billing takes place, records are kept, and files are stored. If you work from home then the logical place for a command center would be around your work center. Look around your home and decide where you would be most comfortable. A spare bedroom is perfect. You can also consider the basement or an attic room. A separate room puts a little distance between you and your family and provides peace and quiet. It's also easier to spread out. A few experts say to "never" put your office in your bedroom. That's fine, but what if that's all the space you have? A home office should be your nest and the place you feel you can get work done. If you are an author, editor, or telecommuter, then a home office in the bedroom should be okay. If you operate a small business and need to meet with clients or customers regularly then an office in your bedroom might be awkward . In those situations, consider holding meetings in your kitchen, dining room, or some other agreed-upon location (refer to Chapter 2 on the home office space). Everything you need, from files to the fax machine, should be within your reach in a home office. It is a waste of time to have a filing cabinet in one room, supplies in a closet down the hall, and the computer somewhere else. There will be enough interruptions without you jumping up from your desk every five minutes to get something. Step 2: Setting Up Your Files for Your Home Office and Your HomeA smooth-running home office goes hand-in-hand with a smooth-running household. Ignoring one guarantees trouble for the other. If you are going to take the time to organize home office files, then take a little more time to do the same for your household. You will need:
Before you set up your files, make a list of what files you will need for your home and for your office. For example: Home FilesPick one color for your personal hanging folders. You should only need to set up the hanging folders one time. Some files fill quickly so you may want to set up several folders for the same heading. For example: Use your file folders inside all the hanging folders. Label the file folders clearly so that you find them quickly. When the year is completed, all you will need to do is pull the file folders out, place them in your archive box, and start over. For example: The following are a list of possible file names for a family filing system:
Home Office FilesThe following is a brief list of possible file names for a home business:
Step 3: Coming Face to Face with Your FinancesHold on a minute. Don't skip lightly over this section because it makes you feel uneasy. The idea of taking a look at the way we handle bookkeeping gives many of us the shivers. That knot in your stomach is fear. Fear can be a powerful, negative force that keeps you from doing the things you must do like getting a handle on your bills. Some people are afraid that what they find out will hurt them. The reality is that not having control over your finances always hurts more. Ask yourself this question: How can I know where I am headed with my finances if I don't have a map? Push the fear monster aside and take charge of your life. You will need a record-keeping system for your finances. Keep your business financial accounts separate from your personal accounts. Maintaining separate bookkeeping for your home office is needed not only for tax purposes but also for accuracy. Remember that your goal is to keep your bookkeeping simple and easy to maintain. There are record-keeping options to consider such as using a software program or a handwritten record book. Software programs such as Quicken and QuickBooks by Intuit, VersaCheck Pro by MIPS, Peachtree Complete Accounting by Peachtree, or Microsoft Money are examples of user -friendly programs that keep your business finances on track by tracking your finances, organizing budgets , bookkeeping, producing reports , charting profit and loss, and even printing checks. Ask your accountant, if you have one (and you should), for suggestions about picking the best software program for you. The IRS doesn't care how you do your bookkeeping as long as you are accurate, truthful , and can prove what you claim. When running any business, it is important to know how you are doing financially . In other words, are you operating in the black or (gulp) in the red? How does your monthly income compare to what you are spending? Do you know where you make a profit and where you lose money? Is your business operating according to your business plan? Accurate and clear financial information provides you with a vital weapon to fight that fear monster. An organized system for your finances saves you time and money. During tax season , you will be able to provide your accountant with all the information he or she requests . Each time your accountant has to call you to ask for this or clarification for that, you are wasting time and building up a larger bill.
Step 4: Setting Up Your Home Office LifeWho wouldn't agree that our lives are jammed with busy schedules and obligations? A system of organization used every day can make order out of chaos. Utilize the suggestions in this chapter and throughout the book as your guideposts. Daily routines save you time, keep you organized, and open the door for a fulfilling home life. What's more, you will be in charge. Digging Through DisasterOne of the first steps in becoming an organized person is to purge and sort your current "filing system" of mail, bills, and documents. It is easier to become organized and stay that way once you rid yourself of paperwork and junk mail you no longer need. Purge and sort the mail as soon as it comes in the door. Toss out what you don't want and don't need. Put the bills in a To-Be-Paid box, place the things you need to read in a To-Be-Read box, and file everything else. This simple routine takes only minutes a day and will save you a lot of aggravation later.
If you are sick to tears by all the junk mail that clogs your mailbox, there is a way to put an end to it. The reason you may be receiving more junk mail than ever is because your name and address is being sold to others by direct-marketing agencies. Did you ever notice that when you order something by catalog you receive three or four new catalogs the next month? You can request your name be taken off the list by contacting:
In Chapter 4, we discussed the benefits of keeping a day planner system for time management. A day planning system can be as simple as a notebook or a wall calendar. Office superstores such as Office Depot and Staples sell a variety of day planning systems such as Day-Timer , DayRunner , or At-A-Glance . These systems can be bought for under $30 and come in a variety of sizes, themes, and colors. For those who prefer a more sophisticated planner, there are electronic organizers such as Day-Timer Electronic Page Organizer for under $30 or, for more bells and whistles, the Palm m105 Handheld Organizer priced at about $150. The Palm organizers completely replace paper-based organizers and can also provide access to the Internet. A day planning system can act not only as a great time manager but will enable you to be organized as well. Sit down and plan to fill in as many dates, appointments, and obligations as you possibly can. In fact, do the entire year in one sitting. As daunting as that may sound, it really can be done quickly. For those who prefer the paper-based system (day planners, lists, calendars, and notebooks ), using colored pencils or pens can be a fun way to keep track of your schedule. Keep separate what is professional from what is family. For example:
As simple as it may sound, using colored pencils in your daily planning helps you to see important appointments faster. On a busy day, your eyes will catch the meeting with a new client if it is written in red because it will jump out at you. Is it a bother to keep these silly pencils around? Many of the office superstores sell small boxes of colored pencils that are no bulkier than a hand calculator. Tuck them in the pocket of your planner, briefcase, or desk.
Step 5: Setting Your Work Week in MotionA week can start off on the right foot or hit the skids as soon as the alarm sounds on Monday morning. The difference is being prepared for the week and knowing exactly what you want to accomplish. Your family and home obligations can take over your work time in a nanosecond if you don't prepare ahead of time. Sunday Night: This is a good night to look over the week, decide what has to be done, and write your To-Do list for your work and for the household. We suggest not waiting until Monday morning to plan your week because if something unexpected arises, you'll be chasing yourself all day to get your list done. The Night Before: Step 1: Get in the habit of preparing everything you will need for work and the household the night before. Clear your desk and lay out the work you plan to do first. If you have children, then their backpacks and lunches should be together on the kitchen counter or at the door. Step 2: Get in the habit of laying out everyone's clothes the night beforedon't forget your own. If you do this often, your kids will surprise you by laying out their clothes without you. Now that's one less thing you'll need to do! For many, getting fully dressed in the home office, rather than wearing PJs or sweatpants, helps them feel the most productive. Step 3: Gather the mail that needs to go to the post office, deposits for the bank, and rental videos to be returned and sit it all next to your keys, sunglasses, cell phone, and To-Do list. Good Mornings: Get up before the crowd and take care of yourself first. Do the things you like to do such as taking a shower, reading the paper, and getting dressed without interruptions. Once the gang is up and about, you'll be lucky if there are five minutes left for yourself. |
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