Getting Organized For The New Year - Part 2

In part 1, we discussed a system you could use to organize your office. In this article we will discuss what material is needed to implement that system.

You will need the following items for your office system. Calendar/Daily Planner; Accordion File (1-31); Manila Files with the Months of the Year (Or you can make them up yourself - a lot less expensive); Hanging Files; Manila Files; Boxes and Envelopes (9 x 12).

The calendar/daily planner will contain all appointments, meetings and deadlines for project.

The accordion file dated 1-31, along with the Manila Files with the Months of the Year will contain materials you have tickled. The tickler file is a very popular system in legal offices. Any materials you need to act on by a certain date are tickled, usually one week in advance. It is also used for standardized meetings. For example, if staff meetings are conducted on Friday, place a Manila folder entitled Staff meeting in the Friday slot, and place any agenda items or meeting items in the folder. Remember to tickle it for the day before the meeting, if you need to make up the agenda, or give agenda items to someone else. This system is also excellent for gathering information for client meetings. This system will also serve to give you a clean desk, as you can place To Do items for the next day in your tickle file. It is also used to put in notes to yourself to follow up on certain items.

The hanging and manila folders are for your files. Boxes are for your records and files to be stored in at the end of the year.

The 9 x 12 Envelopes are used to hold your receipts, canceled checks, expenses and income sheets. You should label one envelope Income and place your income sheet in the file and note when any checks come in. Label one other envelope as Expenses and put in it all receipts for purchases, canceled checks, and any other expenses you generate. At the end of the month tally up the monthly totals. I place the month on the envelope and separate my expenses into categories, such as supplies, telephone, utilities, copying, postage, etc., put the total cost next to the category and then a final total. At the end of each month's tally, paper clip or staple that month's receipts together, place them back in the envelope and file for the following month. Since most self employed individuals pay estimated taxes every 3 month period, the envelopes will have 3 months on them, for example, October, November, December. Remember bundle each month's items separately. Seal the envelopes, file them, and then you are ready to calculate the amount to pay the IRS for the next estimated period.

In December of each year:

1. Box up last years files.

2. Make up new hanging files and manila folders for the new year. If you are need of a label program, Avery Pro for the laser is excellent. It is easy to use, you can import files from popular word processing programs and it has its own database manager, which will allow you to re-run these same files for the next year.

3. Enter all standard meetings in your calendar or planner for the coming year.

4. Put all your income, expenses and other records you need for tax preparation in one box. Run your spreadsheet program or financial program to see what your income and expenses came to for the year. Do up a budget for the coming year, a projections sheet to determine how many clients you need to increase profits, and cut any extraneous expenses.

Following this system will enable you to spend more time on growing your business. Good luck. For more organization and time management strategies for your business, check out our Home Business Manual at www.homebusinesssolutions.com/prod ucts/products.htm

Copyright 2000, DeFiore Enterprises

Interested in having your own successful, home based creative real estate investing business? Chuck and Sue have been helping folks start successful home based businesses for over 19 years, and we can help you too! To see how, visit http://www.homebusinesssolutions.com for the latest FREE tips and tricks, educational products and coaching in creative real estate investing and home based businesses. No time to visit the site? Subscribe to our "how to" Home Business Solutions Digest, it's like having your own personal coach: mailto:subscribeHBS@homebusinesssolutions.com

---

The Problem With To-Do Lists

Do you use to-do lists? Do you find it satisfying to check off the items on that list? Too satisfying perhaps?More than once I've found myself adding... Read More

Be More Productive at Work: Avoid These Eight Traps

Obviously, productivity involves producing. Producing widgets, events, reports, sales. The more producing you do, the more money you have and the greater success your company has. Right?... Read More

Create A Working Mail Center

I talk about the mail a lot in my newsletter, Organewz, and to my clients. I write about it again because I have seen so many people... Read More

What Balance Looks Like For You

Recently, in an online group, we talked about "balance" and an article one member had read decrying the demise of balance altogether. We all had different ideas... Read More

Quick Organizing Tips From Assistance For You

Keeping on task and getting organized starts with a basic plan that can be implemented into everyone's daily life. Just by following these simple steps you can... Read More

Don?t Be A Clutter Victim

There are 3 kinds of clutter: Inner (between our ears); Outer (stuff and things) and Other (people.) The more stacks and piles of outer clutter we collect... Read More

A Simple Effective Tool To Get And Stay Organized

Often we are in overwhelm because we are holding too many things in our brain. We are trying to make everything a priority and get it done... Read More

Essential Tips for the Kitchen

* Cupboards and drawers should contain items that are grouped together.* Store items where you use them. Put your plates near the table, knives near island or... Read More

Introducing the Power Hour Concept to Plough Through Mountainous Tasks

Have you ever been totally overwhelmed by a massive task confronting you? Ever felt daunted by the thought of even making a start on such a massive... Read More

Improve Your Workplace to Make Your Life Better

What does "quality of life" mean to you? If you want to improve it, you have to define and measure it. Most people think of it in... Read More

The Five Ways To Ease The Process Of Eliminating Clutter

I recently had a conversation with a friend about clutter. She shared that at times there was so much clutter around her home that she simply concluded... Read More

Success at Work : Techniques : A Cluttered Desk

I followed my boss to a co-worker's cubicle where my boss requested a certain document from the co-worker. The actual surface of the co-workers desk was not... Read More

7 Little Things That You Can Do to Organize the Kids Rooms

1. Sink to their level. Get on your knees in their room to view things from a kid's level. Convenience is an important factor in getting anyone... Read More

Technology...The Culprit and the Tool

Technology has given us the tools to reduce routine tasking, yet we are all too aware that technology is seen as the culprit as much as the... Read More

Too Many Unfinished Projects? 7 Time Management Strategies to Move Stalled Projects to Finish Line

Q. I have several projects going at once -- but I never seem to finish them! I'm pulled in so many different directions -- and I end... Read More

Clutters Side Effects: How the State of Your Home Affects Your Life

Each area of your home has a symbolic meaning with which you resonate on a subconscious level. Clutter and untidiness within each of these areas causes constriction... Read More

Clutter is Postponed Decisions?

Do you ever sit down at your desk buried in paper and say, "OK! Today's the day ? I'm going to clean up this mess?" You pick... Read More

8 Signs Your Home is Out of Control -- and What to Do About It

It happens without warning. One day you notice your home has turned into a collage of papers, junk, and stuff ? everywhere. You're not alone. Today more... Read More

Get Organized -- Every Home Needs An Office

EVERY HOME NEEDS AN OFFICEYes, it is true that every home needs an office to handle the business of running a household. There are bills to pay,... Read More

Ten Signs That Your Life Is Cluttered

How do you know if you need to clean out? Here's a sure-fire ten-step way to spot (and deal with!) clutter in your life.YOU HAVE TO MOVE... Read More

Simple Ideas to Conquer Paper Clutter

Are stacks of papers, mail, newspapers, and growing "to do" lists cluttering your home? Has it been months since you've seen your countertops or have you completely... Read More

The Natural Law of Attrition

I'm cheap and proud of it.I use and re-use things carefully. It pains me in particular to waste food. The Buddhist/Catholic in me wants to find a... Read More

10 Tips for a More Organized Morning

1. Teach your children to use an alarm clock or clock radio. Nagging is not the way to begin anyone's day!2. Organize your closet for easy access... Read More

The Organized Move: Packing Made Simple

(This is the second in a series of three articles on "The Organized Move")Does the thought of packing all your belongings make you want to run for... Read More

Daily Systems Keep You Organized

Ever wonder how they do it? How a short-order cook prepares tasty meals in a hectic, rush-rush environment, and does it all with a smile? The answer... Read More

25 Tips and Tricks for an Organized Move

Worried because you're moving soon? This really doesn't have to be a stressful, chaotic time. Here are some tips to help you achieve a successful, organized move.1.... Read More