To begin with, there’s the new Smead Stadium File™.

If you struggle with paper piles, this system is ideal for clearing clutter from your workspace or countertop. You can turn those piles into files with this tiered expanding file that lets you see everything at a glance.

I used this Stadium File with an organizing client as we put together her  Family Command Center, and it was a perfect fit. You will need to have ample desk or counter space to store the unit. Even so, the space it will save you by not piling papers everywhere is well worth the real estate it needs to use.

To help sub-divide the sections in the Stadium File, try the new Smead Supertab® File Folders.

These babies have nearly double the labeling area of standard folders! This means they can easily accommodate larger labels or bigger printing. And that means your important files can be quickly and easily located.

The Supertab File Folders come in a wide variety of colors, including the ever-popular manila, and are priced from $11.99 (manila) to $17.99 (colors) for a box of 100 folders.

To help keep your files functional, they’ve got to have specific labels related to the contents (and no, “miscellaneous” is not a suitable title!). Smead has rounded out their new product lines with their Viewables® labeling system. 

The patented product allows you to fully customize your filing system with color and fonts to make finding information fast and easy. (And isn’t that what organizing is really all about?)

The starter kit comes with the latest version of the software, as well as label sheets. And the best part is that the software remembers how many labels are left on your page so there’s no waste. (Is that cool, or what?!?) Or, download a free version of the software from Smead (with less features) here.

Get Your Own!

All of the above Smead products are available from a wide variety of office products dealers, including Office Depot, Office Max, Staples and Amazon. For online shopping, check out the links below:

1. Stadium File: Office Depot,  Franklin Covey, Amazon.com

2. Viewables:  Buy Online Now, Office Depot, Staples

3. Supertab: Office Depot, Staples, Buy Online Now

*Disclosure*  The opinions in the above post are my own, your results may vary. Smead has provided me with the above products and is compensating me for this blog post.

Last week I had the incredible honor of talking about home office organization with one of my favorite organizing experts, Peter Walsh. Peter’s newest organizing line at OfficeMax, “you.organized,” was just released this week. Along with showing off his flexible new system, Peter was more than generous with answering my organizing questions and providing tons of tips, advice, and ideas for creating and maintaining a home office space.

I took my office organizing questions for Peter straight from my Facebook Fan comments, as well as from some of the issues I hear from you in the comments section here on Virtually Organized. . . all the more reason to leave me a comment every time you visit

Check out the short video of us below and be sure to watch it in its entirety. The analogy he uses toward the end for how to overcome issues with maintaining organization is something that will change your entire outlook toward organizing.

So, what’s one tip that you learned from Peter that you plan to put to use in your own office?

Simply yours,

Debbie

1.  Reevaluate What You Keep and File

According to experts, 80% of what we file is never looked at again. Take some time to skim through your files and make sure all the papers occupying your filing cabinets are worthy of the space they are taking up. For advice on document retention schedules relating to financial matters, visit the IRS website or ask your family accountant or lawyer.

2.  Active, Inactive, or Vital?

Different families have different categories and types of files, but in general, the files will fall into one of three categories: Active, Inactive, or Vital. Start with these three basic categories and then sub-divide from there. For instance, Active Files are those that you frequently access (e.g., monthly credit card and bank statements).  Keep all of these files together and the most accessible (in the top drawer or at the front a lateral file).

Next, store your Inactive files, those that you need to keep but you don’t need frequently (product warranty information, insurance policies, investment documents, graduate school transcripts).

Finally, file copies of your vital documents (birth and marriage certificates, property deeds, wills). Keep originals of these very important papers in a fire-safe box or safety deposit box.

3.  Neatness Counts

Never underestimate the value of the label maker! Whether you prefer to use file folders in only one color or with three different colors for the Active, Inactive, or Vital, make sure the system you create is not too intricate, or chances are it will not be easy to maintain.

4.  Create a File Index

Once your filing system is complete, create an index and keep it at the front of your cabinet. The benefit of the index is twofold:

1. If someone else needs to access your files, it will be easy for them to understand your system and find what they need, and
2. If later you forget which file you designated for your medical receipts, for example, you can easily remind yourself and safeguard the integrity of your system.

Got any filing tips that work great for your systems? Leave me a comment below to share your brilliance!

Simply yours,

Debbie

To create your working file, begin by clearing off your desk of all the random papers.

Next, grab a tablet to use for your to-do list.

Finally, gather up all of the miscellaneous papers you have throughout your office and add them to your initial paper pile. If you have a lot of paperwork, make sure you have about 2 hours to spend.  If not, consider working on this in smaller sessions.

Now, the real work!

Go through your pile of papers one by one. As you pick up a piece of paper and work your way through the pile, make a decision about what you want to do with it. For example, if it is a party invitation, respond immediately and put the date on your calendar. If you need directions to the party, put the invitation in a file labeled “working file” and write “call about directions to the party” on your to-do list.

For papers that need permanent filing, set them aside in a “to be filed” pile and make this a project for another time.

After creating your working file, you now have a place for the paperwork that you still have to work on. From now on, don’t pile your papers, put your action items on your to do list and file the papers in your working file right away. Bye-bye random paper piles!

Simply yours

Debbie

1. Take an inventory.

Stand back and take an objective look at your desk. Which areas seem under control, and which ones need some intervention? Do you have issues with out-of-control paper piles?  Are your everyday supplies given a proper home (or are pens, paper clips and envelopes strewn every which way)?  Make a note of what is working (so you can continue with these successful systems) and jot down what areas need special attention.

2. Attack the paper piles.

Start by addressing the loose papers on your desk.  One at a time, go through every paper, asking yourself what action you need to take to resolve each one.  Create separate action files as you go along. Be sure to toss all obsolete papers and those you have no definite reason for keeping. Before you know it, you’ll have a manageable system for dealing with your daily paper flow.

3. Remove the excess.

Has your valuable work space been taken over by too many office supplies? Go through your pens, staples, paper clips and other daily supplies, removing duplicates, excess, and items you only use occasionally. Relegate these items to a supply cabinet or another area in your office. 

4. Assign permanent homes.

Now that you have reduced the items on your desk, it is time to assign them permanent homes. When everything is stored in its assigned space, you will always know where to find what you need, saving you both time and frustration.

Now that your desk is cleared off, be sure to maintain this organization by setting aside time every day to clear up your space.

 Once you’re done, I want to know how it went. Please leave me comments below with any additional questions and to proclaim to to blogosphere your organizational success!

Simply yours,

Debbie

If you were suddenly faced with an emergency and you needed to evacuate your house quickly, how long would it take you to gather up your vital documents? By creating your own Grab n’ Go box and storing it near your front or back door, you can rest assured that you’ll have everything you need in one easy-to-access spot. Some useful items to include in your Grab n’ Go box are:

• Medical information sheet for each family member, including contact information for your physicians and pharmacy
• Copy of pharmacy and medical insurance cards
• Copy of drivers license
• Copy of social security card
• Copy of passport
• Pets’ Records
• Credit card inventory
• Bank account listing
• Investment account information
• Insurance policy information – home, auto, life, medical and contact information for your insurance agent
• Spare keys for your house and vehicle
• Copies of family members birth certificates

Store these items in a portable firebox and be sure everyone in the house knows where the box is located. Should an emergency arise, you will have all your vital records and necessary information at your fingertips.

Simply yours,

Debbie

I just love Peter and his approach to organizing. His words of wisdom really focus on getting to the root causes of clutter issues. He is often heard asking, “Are you in your life? Are you living your life?” If clutter is preventing you for getting the most out of your life, it is time to heed his advice: “Learn to let go of unrealistic expectations. Your home or office may not win any cleanliness awards, but having a system that works for you will make the difference.”

I’ve been using Peter’s new InPlace products for my work files for about a month now, and I really do love the system. (Yes, this is a downright Peter love-fest! Sorry! I just adore the guy!)  I have to admit, though, the see-through system was a little unsettling at first (I was afraid the system might look cluttered if I could see all my paperwork behind the clear organizers). However, if you’re the type of person who likes to keep papers out in the open for fear of losing them, this system is definitely something you should check out.

My favorite feature has got to be the “green” factor. To label the file tabs, document sleeves and even the folders themselves, just use the erasable marker. When the project is finished, the label wipes clean and you can reuse the plastic files over and over again. Now, there is a sticky note element for labeling the files, too, but I am only slowly starting to implement that phase. Personally, I think sticky notes can be clutter just waiting to happen. However, if extreme caution and awareness are in place, I suppose the sticky notes could be useful.

If you’d like to start using Peter’s new system to organize your papers I think, as with all organizing products, you have to first evaluate what your organizing needs are and then pick and choose which elements of this system will help you meet your needs and goals. During the webcast, Peter summed this point up nicely by stating that, “The first step in organizing has nothing to do with products.” The first step is actually to set your vision for your home or work office.

Next, with this vision in mind, you need to determine what activities will take place in your office and set up zones for those specific activities. Once these zones are established, you must set a limit of what can go into them. The most economical approach is to try and re-use whatever products and organizing gadgets you already have on hand. If there is a need for something else, though, then, and only then, do you hit the stores for new products.  If you decide the InPlace system is for you, you can check it out more here at Peter’s page at Office Max. Let me know what you think!

In the words of Mr. Walsh himself, organization is about “helping you live the best life you can.” Only you can decide what that means for you specifically, but his words, and now his products, provide great motivation and incentive for finally tackling those clutter issues once and for all.

Simply yours,

Debbie

And, let’s face it, filing is probably one of the most detested organizing chores out there. So if your paper pile is overwhelming and your filing system is out of sync with the way you view your papers, you’re left with a mountain of to-be-filed papers that may never see the inside of a filing cabinet.

In her book, Conquering Chronic Disorganization, Judith Kolberg discusses one way of dealing with this issue. She calls it the “Muttering Game.”  This style of paper organizing requires you to simple pick up your papers one at a time and “mutter” the first phrase that comes to mind:  “I have got to call these people,” “For the Tax Man,” “Things I have to do so I don’t get fired.” Untraditional? Yes. Effective? For some people, very.

To help you with this new “Muttering” system, I recently came across these untraditional file folders by Knock Knock (they claim to put the “fun” in functional, and I tend to agree):

This one lets you express your true emotions about your paperwork:

This one helps you clarify your immediate goals:

And this one reminds you about what NOT to do:

These folders may not put an end to your issues with paper piles and filing systems, but they definitely offer a fresh way of thinking about your categories. And sometimes a new perspective is all you need to get a little more motivated and a lot more organized.

Simply yours,

Debbie

So today, I’ll spread that giddy feeling by sharing some of my recent pretty finds for storing and organizing around your home and office.

The Organized Parent has these great collapsible hampers.  What a classy way to store your dry cleaning, laundry or items that need mending. These are so pretty you may even start to enjoy these chores (okay, maybe not, but at least you’ll feel fashionable while you tackle them!).

If you keep kids’ toys in your main living areas, this would be a sophisticated way to conceal them.  And when company comes you can either just lift and stash them, or keep them out to show off, admire and adore!

See Jane Work has these beautiful fabric covered bindersthat can double as lovely accents to your room.  They are extra thick and wide enough to function as a gorgeous family resource binder for an active household, a recipe binder for your cherished meals, or an attractive system for organizing and storing your major appliance owner’s manuals and instructions. Everyday paper never had it so good!.

These bamboo organizersfrom The Container Store are simple, yet elegant. It’s almost a shame to have them hidden inside a drawer. Think creatively with these babies: they could store jewelry or make-up on your vanity, display collections of shells or marbles, or stand them on end and use them as shadow boxes to contain and display a collection. And they are eco-friendly, too!

I LOVE, LOVE, LOVE this tote from Organize.com. It would make a great library bag, grocery/shopping bag, or “outta’ here”bag to store near the door for all the things you need to take with you on your way outta’ the house. Isn’t it just so pretty!?!

Back to TheOrganizedParent.com (did I mention this is a GREAT site for unique products?), these letter boxes are not only fresh and funky. but multi-purpose.  They would make a beautiful, covered, in-box or “papers to deal with” box on your office desk.  Their generous size also makes them great for storing portraits up to 8″ by 10″, or your children’s cherished artwork. 

So these are my finds for the day. What do you think?  I know I’ll be Internet shopping right after I hit the “post” button for this entry!

Simply yours,

I’m honored today to be the first stop on Dave Crenshaw’s Blog Book Tour to promote his new book, The Myth of Multitasking:  How "Doing It All" Gets Nothing Done. Dave is a productivity and business coach and the founder of two innovative coaching programs, Time Gym and Fresh Juice Strategy.

Dave’s book, which is available in stores beginning today, August 18th, is a wealth of information for busy, overwhelmed, time-strapped people told in an easy-to-digest story form. I read this book cover-to-cover in one afternoon at the pool, and came away with a totally different perspective on what I really need to do to accomplish my goal of getting more done every day.  For quite some time now I’ve belonged to the school of thought that multitasking is not an effective productivity strategy.  And Dave not only confirms this, but clearly illustrates how multitasking actually wastes our precious time. He coins the terms "switchtasking," which offers a fresh approach and theory that can’t easily be ignored.

Dave was gracious enough to answer some questions about his book, the theories and solutions he suggests within his story, and his views on productivity in an ever-evolving and fast-past technological world:

1. The abundance of technology available these days makes multitasking virtually unavoidable, and seemingly necessary.  What led, you to write about the subject of multitasking from a negative point of view?

I began my business career working with entrepreneurs and small business owners. I saw a consistent pattern of behavior in these entrepreneurs, myself included. As a group, we found it difficult to follow through on things that we needed to do, and we were always starved for time. I noticed that one of the most common characteristics of entrepreneurs is that they have the tendency to jump from task to task and even from business to business. This book contains combinations of stories from executives and business owners that I have worked with over the years and the solutions I developed to help them.

2. I’ve posted before about time management and the time-consuming dangers of multitasking, and I’ve always discouraged my clients from trying to accomplishment too many things at once, lest they get nothing done correctly.  But for those who swear by multitasking, can you explain why is it a waste of time?  By it’s very name one would assume it’s a great time management tool?

I like to use an economics and finance term to describe the waste of time; the term is switching cost. Switching cost usually refers to the cost and time and money of switching from one provider to another. In the case of multitasking, people feel that they are doing multiple things at the same time, but they are not. The brain is incapable of focusing on multiple tasks as the same time. When people attempt to multitask, what they are really doing is switching rapidly back and forth between tasks. Because of this, I prefer to refer to multitasking as switchtasking. It is because of these switches that people lose time in the switching cost. In this way, switchtasking causes us to be exponentially less productive.

3. Does multitasking ever work?  I’ve talked to many people, mostly women, who claim they couldn’t accomplish all that they do everyday if it were not for their ability to multitask.  They view it as a highly desirable skill, both at work and at home.

Along with re?defining multitasking as switchtasking, I like to point out that there is background tasking, as well. Background tasking is when you do something mindless and mundane in the background. Examples of background tasking include starting your copying machine on a large print job while you answer email or watching TV and exercising at the same time. Background tasking is actually a fairly efficient way to operate. However, when most people refer to multitasking, they are referring to doing two or more things at the same time that require simultaneous attention, such as answering the email and talking on the phone at the same time, or surfing the Internet and having a conversation with a co?worker at the same time. This is switchtasking and is always less efficient.

4. Has technology contributed negatively or positively to our need to multitask?

Technology isn’t the culprit. It is our lack of understanding of how to use and deal with the technology that we have that is the problem. In a sense, technology has evolved rapidly, but we as the users, have evolved slowly. We are dealing with productivity and time management issues that didn’t even exist twenty years ago. This requires learning a whole new set of skills and a completely different mindset on how we approach using technology. It is important for us to remember that technology is the servant and we are its masters. We do have the ability to turn off our cell phone or to turn off email or text message notifications on our computer. Amazingly, most people don’t realize that.

5. Are there any groups that are more affected by multitasking than by others?

Business owners, CEOs, and entrepreneurs are probably the most effected group when it comes to multitasking. This is because as a group, they wear many different hats. Because of this, they have a higher likelihood of switching back and forth between these tasks or switchtasking. Another group that I see affected strongly by multitasking are sales reps. Sales reps actually are unique case because typically they are high energy individuals and have the tendency to jump around from task to task.
Of course, one large group that I have seen strongly affected by the myth of multitasking are women, particularly because women are faced with many different challenges at the same time, especially if they are trying to juggle work and family together.

6. I loved the way you turned this self-help book into fable. It was an easy read, yet packed with tons of explanation and tips.  Why did you choose a fable format to talk about multitasking instead of a more traditional format?

Through the years as a business coach, I’ve found it that people to learn best through example and hands?on participation. The book actually combines both of those methods by providing an example in a story format and providing participation through worksheets and activities throughout the book. However, while the book is filled with many stories told from a fictional perspective, these stories come from real people I have worked with through the years. Also, The Myth of Multitasking cites a great deal of academic research that backs up the examples in the book. These resources are listed in the bibliography, and are quoted throughout the book.

7. I know multitasking is inefficient, but come on, aren’t women really better multitaskers than men? And busy teenagers? Don’t they have an advantage in this area?

The inefficiency of multitasking or switchtasking is true regardless of gender or age. Part of the myth of multitasking is that women can multitask and men cannot, when in fact the research doesn’t substantiate this. While women do have a higher likelihood of looking at problems holistically and men seem to be more single?minded, this doesn’t address the issue of a lack of productivity when someone engages in multitasking. When you switch back and forth between tasks, no matter how fast you do it, you are losing time in the transition. So when someone says that they are a "good multitasker," what they are really saying is that they are very good at doing things in a less efficient way.

8. What tips can you offer to help overcome multitasking?

Take control over technology ? Your cell phone ringer (even on vibrate) doesn’t need to be on all the time. You can turn off email notification on your computer as well. Become master over the nagging beeps and buzzes by creating some silence.

Schedule what you can schedule ? Set regular times in the day and week to check your voicemail and email. Let others know that you will be using that schedule so they know when to expect a reply.

Focus on the person ? When you switchtask when dealing with a computer, you simply lose efficiency. But if you switchtask on a human being, you additionally damage a relationship. Be present, listen carefully, and make sure everything has been taken care of before moving on.

I share other tips about productivity and time management with readers of my e?zine twice a month at
davecrenshaw.com.

9. How does multitasking affect our personal and business relationships?

Perhaps the greatest damage that comes from multitasking can be seen in the impact that it has in our relationship with others. If you want to be less productive on your own terms through multitasking with surfing the Internet and answering email and jumping around from item to item within your office, you are going to hurt your productivity. But when you switchtask on a human being, they will be able to tell every single time. People know the difference between someone who is giving them their full attention and someone who is giving partial attention. Everyone knows what it is like to talk to someone who isn’t paying attention to them. It is very hurtful to the relationship especially if it is continued over a long period of time. On the other hand, consider the people that you have talked to that you know are focused on you and are going to give you 100% attention. That is a very powerful statement in a
world right now that seems to be suffering from Attention Deficit Disorder.

Thanks, Dave, for sharing your new  book and your thought-provoking insight into multi-, I mean SWITCHtasking.

If any Virtually Organized readers have additional questions for Dave, please leave a comment below and I’ll be sure to pass them along and get you some answers. In the mean time, make sure to run out a get a copy of the Myth of Multitasking, available both in stores and online at Amazon.com: 

The Myth of Multitasking: How "Doing It All" Gets Nothing Done

Simply yours,