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Organizing Paper and Information: 7 Mistakes that Sabotage Your Productivity

Organizing Paper and Information: 7 Mistakes that Sabotage Your Productivity

As Professional Organizers helping people organize their home offices and workspaces, here are the 7 biggest information-organizing mistakes we see in our work with clients– are you making these mistakes too?

Paper

    1. Not knowing the difference between “Action” & “Reference”

    This concept is very important for beginning to get through your piles. You need to separate out paper and information that requires action from information that simply needs to be kept for possible future needs.

    2. Not having a standard contact management system

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    Do you have a combination of scraps of paper, rubber-banded stacks of business cards, your e-mail address book, and a paper address book? Decide on one system and put everything in one place.

    3. Equipment and supplies making it difficult to file

    Many people have poor quality filing cabinets that create barriers to effective and timely filing of your paperwork. We often see drawers that stick or don’t work correctly, making you just not want to open the drawer at all. Purchasing quality filing supplies is also important. We often see cheap hanging folders coming apart, causing the metal piece to fall out (and your papers too).


    4. Not dealing with paper and information on a regular basis

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    What is your tolerance for doing dishes? Do you let your sink pile up until it feels overwhelming? Probably not… most people do their dishes daily. We teach people that their inbox or mail basket is just like their kitchen sink! The mail is just going to keep coming, and letting it stack up is just going to make it feel worse.

    5. Not having a secure home for your passwords

    It’s important to keep your passwords secure and change them often, but if you don’t have a system for tracking them, it’s very easy to forget the information. There are many password-keeper software programs on the market that are secure, encrypted, and require only one master password to unlock all of your other information. Our favorites are SplashID (for PDA users), Password Agent, and Password Depot.

    Remember, it’s crucial for someone else to know this information if you were to get hit by the proverbial bus. Tell someone you trust how to find your information.

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    6. Keeping too much for too long

    Probably the most frequently-asked question we hear is about how long to keep papers. In general, tax supporting documents like bank statements can be shredded after seven years, according to most experts. But it’s advisable to save the tax return itself indefinitely, and investment and real estate documents may need to be kept forever as well. You need to check with your attorney or accountant to be completely certain about your unique situation.

    7. Not backing up your computer

    We are always shocked at how many people do not back up their data. The question is not if your hard drive will fail, it’s when! Are you prepared? A good backup system should be:

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    • Secure– reliable and safe from hackers and prying eyes
    • Automated– so you won’t procrastinate or forget
    • Remote– in case of fire or disaster

    We usually recommend www.backuphelp.com or www.ibackup.com. These reasonably-priced services have saved the neck of more than one of our clients!

    Lorie Marrero is a Professional Organizer and creator of The Clutter Diet, an innovative, affordable online program for home organization. Lorie’s site helps members lose “Clutter-Pounds” from their home by providing online access to her team of organizers. Lorie writes something useful, funny, interesting, and/or insanely practical every few days or so in the Clutter Diet Blog. She lives in Austin, TX, where her company has provided hands-on organizing services to clients since 2000.

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    Last Updated on November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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