Sure, it turns out I was capable of accomplishing the task on my own, but it wasn't getting accomplished. It's like how having a trainer at the gym ensures that you actually go to the gym! I can't recommend my organizer highly enough, but I can also share some of the tricks I learned that might help you get organized sans-professional.
I had gotten organized before. A few years ago, I got a file cabinet and a labelmaker and I went to town. But by this summer, my file cabinet was stuffed to the gills, so new papers weren't getting filed, they were just accumulating in terrifying piles.
My dynamo of an organizer, Perrie, came over for two 4-hour sessions (!!!). First, we purged, then we set up a new system (reinforcing my old) to guarantee that I could maintain order over the chaos. It wasn't cheap, but having an organized home office is literally priceless!
Inspired to get organized? Here are some of the things you can do to make it all better:
• Throw away unnecessary files. I was holding onto a lot of stuff I didn't need. You should keep 5-7 years' worth of tax records, same with medical invoices that you can claim tax exemption on. Bank statements and credit card statements are all stored digitally now — you can get them from your bank if you need them — so just keep the last 3 months. Pay stubs, just keep till the end of the year. I was also holding onto a lot of other unnecessary files: warranties for items I no longer had, keepsakes that had no sentimental value, etc. I was able to get rid of about 70% of my files, so not only are the remaining files totally clear and organized and necessary, but I was actually able to fit it all into one little file box, totally eliminating the need for my big file cabinet, and creating a huge amount of space in my bedroom! This Purging stage can take a really long time, especially since you should really shred any documents that could make you vulnerable to identity theft (bank statements, etc.)
• Set up an Action Area at arm's reach. On my desk, I now have a paper tray that is reserved for items that require immediate action: bills to pay, RSVPs to send, things to return, etc. The key now is that I have to stay on top of this Action pile at least once a week; it's the system's most vulnerable point for a master procrastinator like me.
• Use your desk storage only for things you use all the time. I had been using the two shallow drawers on my West Elm Parsons desk as junk drawers, and they were so packed they would hardly open. Now they hold my checkbook along with neat stacks of envelopes, stationary, stamps, paper clips, Post-It notes and little else. When I paid bills, I used to have to get up and hunt around for envelopes; now I know where everything is and it's all right in front of me! This seems totally obvious in retrospect, but it was revolutionary.
• Your desk top should only be for important everyday things. Beneath my Action paper tray, I have a second tray for a few folders I often use. For instance, one contains current-year tax-related documents that I'll want to bring to my accountant. Everything else goes in my file box, which, since the Purge, now has plenty of room for new items.
• Make use of bulletin boards. I love to keep design inspiration and sentimental mementos, but I had no place to put all that paper. So I now have a new bulletin board for things like pretty invitations and other bits of visual inspiration that would otherwise get lost on the desk top. Perrie also helped me set up a system for storing meaningful letters and birthday cards, so I know where it all is, and can easily add to it without getting disorganized again.
We'll see how long I can maintain it, but the professional kick in the pants really helped me, forcing me to sit there for a cumulative 8 hours that I never would have done on my own. It's back-to-school time, so it's time for us all to be organized — if you think you need professional help and you live in New York, I really strongly recommend The Spacialist. Otherwise, I hope these tips are helpful!
What other home office organizing tips do you have for the Apartment Therapy community? Please contribute in the comments!
Images: Anna Hoffman
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oh god, i have a mountain of unopened mail and crap on my couch that i am forced to see everyday. I put it there so i would be forced to deal and organize it. I've been pushing it to the side of the couch i don't sit on and it's been 2 weeks!
My question is how does one become a professional organizer? That sounds like a dream.
Where can I find that desk?
lorint, i was going to post the same thing. i've been dreaming of it since the 5th grade!
I am a natural organizer, and it's a blessing and a curse.
I need order. Right now I have one chest that I know is disorganized, and it's driving me crazy, but I am busy reorganizing my walk in closet. No matter how organized you are, every two years or so, one needs to empty everything out of storage areas, and restore order. Sometimes it requires purging, and sometimes reordering is needed. I find that having one person to pass my stuff onto is helpful. I used to give to charities, until I found some of my stuff at a hoity toity resale shop, offered for $100 plus. At that point, I decided direct donation would work better for me.
My best tip. Buy one of those pretty boxes with a top, meant to store photographs. If it's tax related or might be tax related, pop it into the box. When tax time rolls around, everything is in one place, and ready to go.
PS Also go paperless, if you can. I took my company paperless in 2001, and it's been a blessing. NO MORE PHYSICAL FILES!
@checkman - the desk used to be sold at west elm 5 years ago..but i think they're still available, check their website
I so need a professional organizer. My office is a mess.
Can I just tell you how much I needed to read all of this? As a working from home professional, I completely empathize with the priceless feeling of efficiency and order. I believe there is serious longevity and much-needed productive habits to be had once one finds the right organizational system. Congratulations on creating it for yourself! I'll definitely be referencing this post as I have just started redesigning, reorganizing and reconstructing my workspace! Thanks!
Also, where did you get your white action trays? They are gorgeous and I would love a set of my own!
I'm a professional organizer and LOVE it! Check out NAPO (National Association of Professional Organizers) for more info on the industry.
My best advice for the home office is to evaluate everything in the space. Does it belong here, does it contribute to your work? Does it inspire you? Create a workspace that empowers you in your work/craft by cutting out the riff raff.
This post is exactly what I should be reading today. I am on vacation and since it's a rainy day (hallelujah! this has been horrible hot and dry summer) I thought I should attack the basement since I cannot continue with my gardening project.
Let's just say that although I don't consider myself entirely useless (if I say so myself - LOL) organization has never been my strong point. I am continually looking for and losing again STUFF. All sorts of stuff. My long distance glasses without which I cannot leave the house (I cannot drive without them). I TRY to keep them at the same spot but obviously it's not working so well. I could go on and on.
Alright, I am going to weed out the filing cabinet (that is located in the basement).
Thanks guys, for both the commiseration and the advice! In response to the questions, my desk is the Parsons desk from West Elm and my letter trays are the Vinea Stacking Trays from See Jane Work.
Thanks Katie! I am so going to do that :)
Brilliant! Yes, most us CAN get organized, but actually investing in the process can do wonders. You become committed to the process and the process and tips/tricks stick - and become habit. Bravo for taking the bold step for yourself!
@Allegra Lockstadt -- I would never want to turn someone away from See Jane Work, because I love them (and I have a Linea letter sorter, even!), but FYI the Container Store has a line of desk accessories very similar to the Linea. The container store version is called Brocade, and it's cute too.
There are so many amazing professional organizers in NYC! My favorite is B ORGANIZED www.borganizednow.com
I have those same action trays from The Container Store, they are so chic and I love them!
*psst* If you want to go digital for inspiration, check out Pinterest. You can upload your own photos or "pin" online images.
Thanks, @village, for the tip about just assuming you'll need to purge and/or redo organized areas every couple of years. That way there's not a feeling of failure.
I hope pro organizers realize that what's natural for them ISN'T for the people who need to hire them. I've seen pro websites with Before & After shots where it's SO clear, normal peeps will NOT be able to maintain that kind of order, for example folding and stacking sweaters all neatly. Just not go' happen.
Angie Mattson's post is also good, I think. Sometimes the commitment that's taken on simply by hiring a pro is the biggest hurdle.
I wouldn't mind more posts along these lines! Thanks for the kick-off Anna, and all the helpful comments, all!
The best way I've been able to stay organized is to log everything on Xcel. I have each file separated by year, and bills paid get listed with date due, paid, amount, and transaction number - just in case.
If it's a credit card/car payment/etc with a pay-off, I list the four above, the total before and after my payment, and I list my minimum payment.
That way, I don't have to keep any of the paper stuff, and I can see exactly where I am with everything.
For the most part, I only keep a few physical files: tax documents and business receipts. I would love to get a scanner for those so I could have an almost paperless life - that way, what paper I do have is completely useful.
Our office is at this point a storage room for all our crap that we don't want in the bedroom or living room, which sucks since I work in there every day.
We used to have a HUGE storage locker that came with our last apartment, but here we've got to stow snowboards and golf clubs in the office.
Oh, and unfortunately the office doesn't have a closet.
Here's an organizing tip for whatever you're organizing and it's a money-saver:
don't buy any storage items...no files, no cabinets, no covered boxes, no hanging sweater thingiies, nothing... until you have completely purged all the junk.
When you get down to the true to-be-stored stuff and have figured out how you like to live, (as in do you do best with papers filed vertically or horizontally, do you like open or closed storage, etc)....then, and only then should you spend any money on any storage items. This way you get exactly the right thing for your newly organized needs and everything fits.
These are great tips written kindly. note: cpa's advise holding records for 10 yrs, not 7. bank & credit card statements might be held digitally, but only 1 or 3 yrs, depending on bank, while identity theft, lawsuits, audits, etc. go way longer. can hold pay stubs until the w-2 is checked unless benefits are on them & not tracked elsewhere. agree w/unnecessary files: warranties for items no longer owned, keepsakes w/no sentimental value, and timed material, like the list of summer festivals that are the excuse for not doing this.
You have a lot of great tips I will use. Thanks
Great advice.
I agree that organizing needs to be an ongoing process...what I have noticed in myself is, I tend to clutter stuff and then just before I have some important submission I take time out to declutter so it helps me work better!
Office Depot sells a similar line of trays, mail sorters, pencil cups, etc. to the Action trays. I couldn't find them on the website, but I see them in the store all the time.
I love to be organized but I have a hard time keeping it up. Going digital for all my bills was *huge* for reducing clutter, as was getting off lots of mailing lists. Most incoming paper is junk now so it has one destination. Now that I work at home I hardly print anything so there's less paper to file. Sometimes I actually file paper when it crosses my desk. I think having easy systems to follow is key.
Another thing that helped was updating my space with a smaller table for which I sewed a pretty cover; it makes me want to keep it looking nice, and the small table enforces neatness.
Thanks for the tips on container sources everyone-can't wait to get organized!
I have also been lucky enough to work with The Spacialist and absolutely agree with everything Ms. Hoffman has shared about her own experience with her Spacialist agent. The Spacialist has a marvelous way of taking large, overwhelming projects and breaking them into mini, achievable tasks that ultimately lead to clear, user-friendly systems and then a simplified and improved life!
The Spacialist has guided me through a variety of projects ranging from:
• creating several fully functional closets in spaces that were formerly bogged down with mismatched, unrelated junk piled from floor to ceiling; and
• calming my overwhelming sense of non-control over stacks of papers and piles by leading me through purging, separating and creating orderly filing systems; to
• stepping into a new (smaller) home filled with boxes, extra furniture, and closets too small to realistically hold what we had! The Spacialist was able to prioritize, make a master plan and gradually implement new systems.
This is just a snippet of what The Spacialist’s services offer. Trust me – if you’re even slightly considering using a professional organizer, you’ve got to try The Spacialist. After even a few hours of clever (and patient!) help, you too will feel better!
I have worked with Erika, the owner of The Spacialist many times over the years.
She is incredibly gifted and works at an amazing speed. I am always surprised by how much she can get done in a four hour session.
I work from home and I had boxes and boxes of papers that need to be filed Filing is a job I loath! Erika not only helped me organize my papers into beautiful files, her system actually made me want to file and put things away.
I learned from Erika that when everything has a home being organized isn't that hard.
Hi Ladies I am a Professional Organizer in Los Angeles...JustRightDesign.weebly.com
I've been organizing for 17 years. I love all the beautiful comments and hope to hear from some of you. Organizing is wonderful fufilling work that allows us not only a look into how others live, but how they feel about how they live. I think so many organizers start off with buying so much stuff for their clients before they look at what they can do, with refurbishing pieces and out side of the box solutions that are a lot less costly. I love refurbishing items such as old baby changing tables into other need organizing tools around the house. Or a old chest of draws it's amazing with a paint spray tool what you can create to be an accessory for your collection needs or filing. Like Tanya was saying I love that solution!
Do not run out and buy organizing tools that will transform your space into what you envision --this will challenge you with more items to remove from your space and leave you more frustrating. Take a look around first to assess your space and purge what you haven't used and takes up space. Add items only if it makes your space more productive. Don't forget about the energy in your workspace. Open a window to allow air to flow freely add a plant near your computer or printer to balance any negative electromagnetic effects. For more tips see thefolia.com
The author got it right. Financial institutions are required to keep your statements for at least six years, which is the longest you'd be likely to need them. Highest risk of audit is in the three years after you file. If you underreport your income, the IRS has six years to come after you. (There's no time limit if you commit fraud, though.) My brokerage and bank keep 10 years of statements available, which is nice.
I highly recommend www.theinspiredoffice.com. Full disclosure - I am The Inspired Office! Really, my blog will likely give you a ton of ideas for getting started.