We have researched tips and tricks on how to create and maintain an organized office to increase your productivity. An organized office includes a system to manage information and an environment that encourages productivity. You can create a comfortable and organized workspace to make your work time more productive and enjoyable. Here are some of our favorite tips.
Your work environment is so important to your productivity. How the space feels to you and where items are located affect the quality of your workspace.
Lighting Consider a well-lit workspace. If natural light is not an option, look for lighting that mimics that of natural light. Be generous on the quantity and location of light fixtures. Also consider the type of light bulbs you install. While fluorescent and LED light bulbs are more economical, those sensitive to this lighting may consider traditional incandescent lighting or warm colored LED bulbs.
Desk Location Place your desk or work surface in an area that embraces productivity instead of distractions. You may not want to sit where passersby are tempted to stop to chat, or where noises are a distraction. If you have a home office, your most productive place is likely not in the kids’ playroom. Instead consider a room that is relatively far away from the family action.
Office Equipment Have your work equipment in a location that is convenient, but not necessarily on your desktop. Equipment that is used frequently throughout the day should be placed near your workspace. Computer and phone are located on your desk. If you do a lot of video conferencing, your camera should be on your desk ready to go. If you do a lot of scanning, keep your scanner near your desk. Needing to run to another room or another floor to retrieve a print out will have an impact on your productivity. Other frequently used equipment should be placed on a separate piece of furniture nearby, or where it can be easily accessed.
Storage If you are a visual person and tend to create piles on your desktop so that you know right where things are, consider open shelving for your files. If you feel most productive when things are tucked away out of site, then a file cabinet system will work well for you. Either system should be well-labeled so that everything has a place and retrieval of information is easy. Other office basics are important to your workspace, as well. These basics include a good sized trash can and recycle container, a supportive chair, right-sized desk or work surface, and containers to corral office supplies such as pens, pencils, tape, stapler, paperclips and notepads.
Information management, traditionally referred to as paper management, is best completed by a structured system in place to receive, store and reference all the information that comes to you. A structured information management system works if your information is primarily in paper form, digital form or a combination. Similar management systems are set up to manage paper and digital information. Keep in mind that you want to have current projects and information accessible, while past projects and information can be filed away. This will free up space for what you are working on now, but you will still have past projects organized and accessible for future reference.
When you receive information, have an initial place for this information to go. There are five categories for this initial storage system. This system works for emails, physical papers and digital information. This initial storage system is designed to hold information for a few days to up to a month depending on the pace of your work.
Follow Up This file is where you place information that needs to be addressed in the near term. This file is addressed during a scheduled time you allocated to follow up on these items. You may need to allow for this time daily, weekly or even monthly. Sub files can be created based on the timeframe required for each action.
To Do This file is very similar to your to-do list. This is where you place items that have a deadline and cannot be overlooked. This may include membership renewals, client follow ups, etc. This file may also include emails and publications that you wish to unsubscribe from. This file may also be called “Waiting on Response,” if your workflow is dependent on others to respond or complete tasks.
To Read This file is where you place items that you intend to read and absorb at a later time. These items do not necessarily have a deadline, but instead are items of interest to you. This file is designed to prevent you from getting distracted by an interesting article when you are in the process of completing other tasks.
To Pay This is the file where you place items that have to be paid by a certain date. This can include vendor invoices, utility bills, credit card statements, etc. This file is kept separate from the to-do file since it involves money, and timely payment is important due to budgets and due dates.
To File A file designated to items that need to be filed is also important. This is where you place items that have been addressed, but eventually need to be filed for long-term storage. This includes physical files, digital files and emails.
Long-term A long-term file is where information that needs to be saved can be archived. When you receive an email or piece of mail that can go directly into longer term filing, set up a system that does this for you automatically. Emails can be automatically labeled and filed without any additional work on your part.
Be Consistent Setting up a consistent filing system for the long-term files is very important. For example, if you have file folder on your hard drive or in the cloud for storing client invoices, you will likely have an email file for the same client. Naming these similar files in a consistent way will make retrieving information much more efficient. If you have an invoice from Top Shelf Home Organizing, you might consider creating a file titled “Top Shelf Home Organizing” on both your drive and your email. If you identify your clients with a contract number, consider utilizing the contract number in your file naming convention. The important point here is to keep the naming convention consistent across physical files, digital files and email files.
IF setting up and/or maintaining a productive office environment and structured filing system is overwhelming, consider having an office assistant or a professional organizer help you. See if Top Shelf Home Organizing can help you get your next organizing project started and completed. Contact Jayme to schedule a consult or chat about organizing.
Whether you are in high school or in college, having a system to organize your course work will set the foundation for success in your courses. Keeping an organized course portfolio for each class can help with homework, studying for exams, and reference for the next course in a sequence. In the long term, having organized work can assist with future courses, standardized test preparation and professional licensing. These portfolios can also serve as sample work for college applications, graduate school admissions, job applications and scholarship applications. A portfolio could be created with a simple three ring binder or electronically using PDF documents.
Cover The cover to a course portfolio should include:
Course term and date
To save time, consider creating a template in a word processing document so that information for each course can be easily entered and saved.
Table of Contents The basics of a Table of Contents is to assist you in finding the information that is included within the portfolio. At a minimum, this page will include the titles of each section of the portfolio. These sections are listed below in bold. If you want to add detail to the table of contents, a suggestion is to add subtitles to each section. The Lecture Notes section, for example, would include the topics of each lecture, and the Lab section would include the titles to each lab.
Lecture Notes The lecture note section of the portfolio is where you gather and store the lesson information that is presented in the classroom. The material is placed chronologically in the portfolio. Lessons may be provided in a visual presentation software such as PowerPoint or Google Slides, PDF or another file. Some instructors may not provide lesson outlines or notes, as they may feel a student is more engaged and likely to retain material if they create their own notes.
The content of the Lecture Note section will include:
Lesson outlines provided by instructor
Your notes (these may be handwritten, markups on a PDF, notes added to a visual presentation file file, or notes added to other files the instructor provides)
Handouts Supplemental handouts
The instructor may provide handout or additional files to supplement their lecture materials.
The instructor may include reference material that they used to prepare their lecture, or material that the student can refer to for additional reinforcement.
Current articles can be helpful to reinforce the lecture materials and add interest to the material being presented.
Other materials provided by instructor
Assignments Chronologically placed in portfolios
Original assignment sheet
Exams Chronologically placed in portfolio
Exam cover sheet with material, lectures and chapters covered
Labs Chronologically placed in portfolio
Lab team member names
Formal lab write-up
Lab lecture notes
Handwritten notes and data collection
Photos of procedure and results
Having organized files on your hard drive and on a network is equally important. Providing structure to the way the work is saved and titled helps students access their work when assignments are due, study for exams and reference work in the future.
Make one main file devoted to your schoolwork. Title this folder with your school name. Add subfolders with the school year or term. For example, “Spring 2020.”
Within the term file, create a subfolder for each class you take. (Tip: Use the full name of the class, i.e., “AE 1001 Freshman Seminar.” If that’s too long, use the department abbreviation and course number, i.e., “AE 1001.”)
Each class will have similar subfolders to keep specific material. These folders will likely include Lecture Notes, Handouts, Assignments, Exams and Labs. The files within these files will have a clear and unique name starting with the category followed by the details of the file. For example, lecture notes from the sixth lecture may be titled “Lecture 6.” Your instructor may require a particular file-name structure that includes your name if the work is being submitted via e-mail or a cloud-based workspace such as Dropbox or Box. To ensure that your work will be accepted for full credit, pay attention to the guidelines provided in your syllabus, in class, or within the course.
Save your final file to the appropriate course folder. You may consider saving to your own drive and backing up to the cloud, or an external drive to protect your work.
Keeping course work organized is a critical aspect of a student’s success. Guiding them through this process a few times will help them build structure for future success and independence. An organized course portfolio can serve as application and scholarship material, be used for reference for future courses and careers, as well as a reference for standard testing and professional licensing.
See if Top Shelf Home Organizing can help you get your next organizing project started and completed. Contact Jayme to schedule a consult or chat about organizing.
When consulting with a professional organizer, they will ask a set of important questions. To prepare you for your own organizing project, or for your first meeting with an organizer, a list of these standard questions is below. Why these questions are so important is included as well.
Who will the work be done for? Are you getting yourself organized or is this for a family member or a friend?
Location where the organizer will be working so travel time can be planned, as well as access to stores where supplies may need to be purchased to complete a project.
Phone and Email Address
Phone number and email address are needed for contacting you with questions before, during and after the project, as well as invoicing and follow-up coaching.
Area(s) to be organized
Create a list of areas you desire to have organized in order of their priority. Have this question prepared before you have an on-site consultation with an organizer so they can help you set goals and prioritize your needs. Setting a reasonable timeframe for when you would like the projects complete is helpful for planning and budgeting the project.
Who uses the space?
It is helpful to know who uses the space to be organized. This could be employees, children, adult family members, your self or nanny/babysitter.
What is the space used for?
What a space is used for helps prioritize what items should be left in the space. If a kitchen, for example, doubles as an office or kids craft area, space may be allocated for storing those other supplies.
What is your time frame for meeting your goals?
Do you want your spaces organized in the near term, or do you want your top priority completed sooner and the rest of your goals spread out through the next months or year
What are your biggest obstacles to getting this space organized?
Understanding what your personal obstacles for organizing and maintaining organization in the space helps the organizer plan the project. Obstacles often include time, family members and budget.
What are your goals?
What does an organized space look like to you? Everyone has a different perspective on being organized. One person may prefer everything sorted by category in neatly labeled and matching containers. Another person may feel organized by having items in their correct location, but not necessarily neatly labeled with matching bins.
Will you be working with the organizer the entire time, some of the time or not at all?
Do you plan to work one-on-one with the organizer? Or do you plan to have the organizer complete the project independently? Working with the organizer for part of the time is also an option. Think about what works best for you and your schedule.
What is your budget for organizing?
Communicating your budget with the organizer helps them plan for your custom project and what materials may need to be purchased. A lower budget project can reuse boxes and bins that you currently own. A higher budget project may allow for new storage solutions.
Have you worked with an organizer before?
Understanding if you have worked with an organizer before and what you enjoyed most about the experience is helpful for customizing your session.
How many people live in the home?
Knowing how many people live in the home or work in an office is also important. Clear labels and communication on storage solutions is more important to the success of an organizing project with more people involved. A single person is able to maintain an organized space with less labels and communication.
How long have you lived in your home?
Learning how long a person or family has been in a home gives insight to the duration and quantity of items that may be in a home.
Do you have a storage unit?
It is helpful to know if and what items are stored offsite.
Do you have storage in your attic?
It is helpful to know if you do and what items are in storage in your home.
Do you have storage in your basement?
It is helpful to know if you do and what items are in storage in your home.
Do you have any questions for the organizer?
Preparing a list of questions upfront for your organizer will help you determine if hiring an organizer is a good fit for you, and if he or she is someone you think matches your lifestyle, personality and needs.
These are great questions to think about before contacting a professional organizer. The questions will help you prepare for and make the most of the initial phone conversation or on-site consultation. At Top Shelf Home Organizing, we love to help busy people get organized. See if Top Shelf Home Organizing can help you get your next organizing project started and completed. Contact Jayme to schedule a consult or chat about organizing.
Taking on an organizing project is a big task. I often get questions from friends and family on what products they need to purchase before beginning a project. You will want to be prepared with the correct supplies without buying the wrong supplies or too many supplies. Before you run out to the store to stock up, take a look at the supplies a Professional Organizer has on hand. The items are in order of importance so you can gauge what you should invest in.
Permanent markers for labeling bags, boxes and bins.
Large trash bags for removing trash and donations, and for storing large, soft, bulky items.
Scissors for trimming, cutting, and opening packages and boxes.
Packing tape for sealing boxes and bins.
Zip close plastic bags of various sizes to contain small items.
Label maker for printing neat, uniform labels that can be adhered to nearly every surface.
Sticky notes work great for temporary labels on files, piles, bins and boxes.
Work gloves for moving items around and protecting your hands.
Bandages for nicks and scrapes on your hands and fingers.
Rubber bands and Velcro for wrapping, separating and containing.
File boxes with lids for sorting and storing files and other items. File boxes work great while organizing as they let you plan for purchasing bins.
Tape measure helps you measure what will fit where, so you aren’t moving items multiple times to see what fits where.
Multi tool kit for hanging, leveling and disassembling items.
Scanner for retaining files and photos digitally to reduce papers and photos in your home and office. Preferably, a high capacity scanner than can handle many sheets per minute while scanning both sides of the document.
Paper shredder for destroying personal files. Preferably, a high quality shredder that can handle many sheets at one time, and won’t get clogged up with an overlooked metal staple.
At Top Shelf Home Organizing, we love to help people get stuff done. See if Top Shelf Home Organizing can help you get your next organizing project started. Contact Jayme to schedule a consult or chat about organizing.
Preparing for a season transition can be stressful, especially if you have school aged children wrapping up their school year and end of year performances. While May is a busy month, I have created a list of things to do before summer is in full swing. The key to summer is to have a plan.
Summer days feel carefree and wide open. Your budget, however, may not be. Take some time to think about your summer budget. Summer time brings extra childcare and camp expenses. You may also be working a reduced schedule. Sticking to a budget can make your summer less stressful and more accomplished. No one wants to end the summer in debt and stressed out.
A change in schedule for the family will bring new challenges. Plan ahead for summer activities and childcare. For you, schedule time for self care and exercise. If you are good about getting to the gym during the school year, you will want to schedule similar exercise time in the summer. It’s easy to put other family member’s schedules before yours in the summer. Your local library and school are great resources for scheduling activities for your children.
Its time to plan your travel routes and lodging for summer travel. Choose your destination, and schedule and research the best flights, routes and lodging. If you have your travel plans nailed down, its time to get into the details. Research the best local cuisine, fun day excursions, the best parks in the area, and free things to do with kids. It is also a good idea to gather all important travel documents, and know where the local medical clinics are and drug stores for necessities while traveling. For the weekends you are local, research your city’s summer bucket list for fun local explorations.
Plan plenty of lazy days for you and your family. Allow yourself some time to read a book, nap in the hammock or putts in the garden. Kids love exploring in the backyard, creating fairy gardens, collecting bugs and camping in the backyard. These creative activities are tough to accomplish with an overscheduled summer.
Do a few things for yourself in advance of summer time. Schedule a hair appointment for a fresh cut and color. Pay attention to your feet by starting the sandal season with a fresh pedicure. Stock up on sunscreen for both your body and your face. Declutter your makeup, toss the old items and add a fresh lip color to your collection. This is also a great time to clean out your medicine cabinet. Dispose of expired or unneeded medications, and ensure your first aid kit is stocked.
If you have not yet transitioned your wardrobe, do it now. Purge the fall, winter and spring items that don’t suit you, instead of packing them away. If you didn’t like them this year, you won’t like them next year (even if you lose the ten pounds you are working on). For your summer wardrobe, get all items from storage. Carefully select the items you want to wear, purge the rest. Make a list of items you need to complete your wardrobe and carefully purchase only those items.
This purge is very similar to what you would do for your own wardrobe. The good news is that it is easier to work through someone else’s clothes than your own. Remove the fall, winter and spring items that are worn, stained and will not fit your children next year. If you are saving clothing for a younger child, only save the items that you truly love and are in good condition. There is no reason to handle stained or worn clothes more than one time. Neatly pack away the clothes you are saving. Make sure they are clean and neatly folded, and placed in clear plastic bins that are labeled so you know right where to find them. Make a list of the items your children need for the summer season, so you can once again shop with meaning. Keep in mind summer camp and extended trips when inventorying kids clothes.
With the kids spending more time outdoors, it is a great time to get into the playroom and basement, and purge the toys they don’t receive joy from. Consider the plastic toy sets they received for their birthday that are now missing parts and have broken pieces, the toys they scatter around unproductively, the nostalgic toy your mother-in-law picked up at a rummage sale last summer, and the toys they have simply outgrown. Keep the basic toys that allow for creative play such as Legos, Magna tiles, dolls and a few Nerf guns.
Prepare your house for a fresh start to the summer. Taking care of a few things inside and out gives you a neat and clean feel for the summer. Inside the house a good deep clean and purge will free up some space. Clean the windows for a clear view, and clean the oven now that roasting season is over. Have your air conditioning system inspected and serviced. Moving to the outside, give your grill a good scrub down. You’ll be amazed how great a clean grill can feel. Wash down patio furniture and the cushions for meals on the porch. Tackle the weeds in the garden now while the soil is moist and soft, and weeds are small. Apply a pre-emergent to your gardens as well to prevent new weeds from appearing. Seed the areas of your lawn that are thin. Add some fresh annual flowers to the front flower beds for some curb appeal. Clean the walkway, driveway and garage floor. Prepare your lawn mower by servicing the engine and sharpening the blades. Inflate the bicycle tires and grease the chains for summer bike rides.
At Top Shelf Home Organizing, we love to help people get stuff done. See if Top Shelf Home Organizing can help you get ready for summer. Contact Jayme to schedule a consult or chat about organizing.
Whether you own a business, run an office, are an entrepreneur or manage a household, going paperless can reduce clutter and improve efficiency. Although it is nearly impossible to go completely ‘paperless’, you can benefit greatly by digitizing much of your paperwork. This will reduce the amount of physical paper you keep.
Benefits to reducing physical papers include increasing productivity, reducing time spent on paper management, and having a system that is easily accessible to you and your team. This article focuses on creating a system of digital document workflow.
Having a basic document workflow is the first step in properly establishing a reduction in papers. This simple workflow is described below.
Reception includes receiving of both physical and electronic documents. Reduce the number of documents that enter your office by unsubscribing to emails and physical subscriptions. Eliminating the unnecessary saves time from having to manage useless papers. Recycle unnecessary physical documents and unneeded emails immediately. The remaining documents move to or stay in the Inbox.
Have an inbox where documents are placed when they come in. This is where the documents reside until they are addressed. You should have a physical inbox and an email inbox for each person involved.
Once the document is addressed (read, paid, acted on, forwarded), it will be captured and moved the place it will be stored. How and when you move documents to file is up to you. You can save them for a limited period of time (day, week, month) and then have the documents filed.
Capture the information from the documents. Physical papers are scanned to electronic files, typically to a PDF (portable document file). Emails and electronic documents are also converted to PDFs. I find it helpful to go through and scan/create PDFs in small batches before filing. Letting the pile get too large can get overwhelming. This can also cause confusion if there are documents that need to be retrieved, but have not yet been filed properly.
How to Capture Documents You can capture documents in many different ways. A mobile device or a document scanner work well for this.
Document scanners work great for processing larger quantities of documents, and converting them to PDF files and searchable PDF files. Consider a scanner that can handle many documents at one time, and has the capability to capture both sides of a two-sided document. Neat and ScanSnap are couple tools that work great for this. You can also outsource your scanning if you have a large number of documents and are short on time. Using a multi-function printer-copier-scanner can prove to be frustratingly slow, as it may allow only one side of a document to be scanned at a time.
From your phone or tablet, you can capture business cards, receipts, track mileage, and have documents signed on-site. There are also apps that can scan a business card and add the information right to your contacts and connect you on LinkedIn. I discuss a few of these resources below.
CamCard is great for capturing, saving and exchanging business cards
Evernote is great for managing all types of digital papers
MileBug mileage tracker app uses phone GPS and can export mileage to Excel
Expensify captures receipts and forms expense reports
Shoeboxed captures and manages receipts and mileage
Quickbooks is a full service accounting software that can invoice, track receipts, manage payroll and prepare financial reports
DocuSign and HelloSign allow you to receive full legal signatures from your mobile device and send them to email or your cloud-based storage
To effectively create useable file system, the file structure and naming convention of each file needs to be consistent and easy to follow. Create a file structure and naming convention that makes sense to you.
You will create an electronic file folder structure similar to a physical file cabinet. Think about how you will search for the file when you need to reference the document. Keep the file structure simple. Don’t have too many layers of folders that could over complicate things, or be too challenging to use. You will want to keep the file folders simple and shallow. For example, Insurance folder can store home owner’s insurance and automobile insurance. The way you name the file will expose more details to the content of the documents.
File Naming Convention
Create a consistent file naming convention (how you label your files) that is easy to follow, and coordinates with how you would look for the file. If you work with a team, have the team decide together on the best naming convention. That way it makes sense to everyone and everyone is willing to use the consistent naming convention.
It is good to include the date, subject or file folder title, client name, client code or number, and other words to help you recognize the contents of the document. I like to start with the date so the files are nicely organized by date first. The subject or file folder name would come second. Remember, they will be placed in a folder that contains the main subject.
For example, in a “Contractor” folder you might have a file titled like:
“04012019 Contractor Top Shelf Invoice.pdf “. This could be your April invoice from Top Shelf Home organizing that you received on April 12, 2019.
In your “Insurance” folder you might have a file titled similarly to:
“01012019 Insurance Automobile Jan thru April.pdf” This could be your automobile insurance for the first half of 2019 that was effective January 1, 2019.
Where to Store Files
There are a few places you can store your documents; the cloud, your computer, external hard drive and automatic backup service. Select at least two locations such as your computer and the cloud, so when the inevitable happens your files are backed up. Remember fires, floods and theft, and consider an off-site back up method.
Computer storage includes Windows folders, Finder on Mac OS. There are also additional software products available for purchase that can streamline your files.
External hard drives are available for backing up your files. These drives are capable of storing very large files and lots of them for a reasonable price. You can also back your files up on simpler external ‘jump’ drives, which are more portable for storing backed up data offsite.
When implementing your file system, start with current documents. Get your system in place and bugs worked out. Once your system is up and running, begin to work through our backlog. It will go much quicker than you think.
Start your paperless journey with a plan. Jumping in without a good structure in place will lead to frustration and likely failure. The team at Top Shelf is happy to help you create your plan and guide you through the process. Get in touch with Jayme when you are ready to take the next step.
If you have children in school: preschool to high school or anywhere in between, you know there is a tremendous amount of paper that comes into your house. Some papers require action, some are sentimental keepsakes, and others can make their way to the recycle bin. Here are some ideas on keeping track of all these papers before you become overwhelmed (or fixing the problem if you are already overwhelmed).
A system to deal with papers when they enter your home is the beginning of an organized paper management system. Upon entry into your home, papers need a place to go otherwise they will end up on your countertops, dining room table, desk or floor.
An inbox of sorts works great. You can have a general family inbox or an inbox for each person. This is the most basic form of paper workflow. This inbox would be addressed frequently to avoid overflowing.
You can take paperwork management to the next level by creating a paper workflow system.
Immediate Action File This system has an immediate action file for parents. Which is the location where papers requiring immediate action are placed. That way when your kid is shoving a field trip permission slip in your face, while you’re in the middle of making dinner or on a phone call, he will instead know where to put it for you to address it when you are ready.
Holding Zone The paper workflow system also has a holding zone for each person. So each person can initially manage their own papers. This can hold homework that is due later in the week: notes from friends, invitations, artwork and completed homework. To manage the paperwork, let it pile up in the holding zone all week. As part of the workflow, establish a time each week that you and your family can go through the papers. During this time, you can review their work (artwork, graded homework, homework to be done, etc.) and decide what papers go to storage, need further attention or can be recycled. Your child may identify what papers they are ready to recycle after you see them.
The paper workflow system also has a holding zone for each person. So each person can initially manage their own papers. This can hold homework that is due later in the week: notes from friends, invitations, artwork and completed homework. To manage the paperwork, let it pile up in the holding zone all week. As part of the workflow, establish a time each week that you and your family can go through the papers. During this time, you can review their work (artwork, graded homework, homework to be done, etc.) and decide what papers go to storage, need further attention or can be recycled. Your child may identify what papers they are ready to recycle after you see them.
The papers that are going to storage, should be filed or stored soon after you go through the papers to prevent overwhelm. Papers for recycle go right to the recycle bin.
To-Do File Have a personal To-Do file for papers that need to be addressed or dealt with. Set aside time each week to work through the To-Do file.
Create a file bin for each child. Have one folder (or two) for holding a nice representation of the work they completed each school year. Some great items to keep are: nice samples of their homework, quality art projects, certificates of participation, awards, and a few photos to represent their age.
Digital storage is a great storage option for both children and adults. Digital
storage is great for less physical papers when storage space is limited or not
desired. By scanning your children’s work, you have the option of creating a custom
photo or art book for their work. These books are great for kids that like to
look back at their work and memories. Older kids can help create the books to
add a personalized touch.
Organizing kid’s papers is an ongoing job, but remember to
keep it simple and have fun. Staying on top of their papers will reduce your
stress, allow you keep what is meaningful, and address or recycle the rest.
If you want help getting started on filing your children’s
paperwork, an organizer can help. See if
Top Shelf Home Organizing can
help you on your journey. Contact Jayme to schedule a
consult or chat about organizing.
Organizing your library is fun when you select an organizing method that fits your personality and needs. There are two main methods for organizing books: by visual appeal and by topic. Which method you select will depend on a few things. Who accesses the books? Are you the only person who uses the books? Do you loan books to friends and family? Do your household members store and access the books as well? Are you a visual person or more of a systematic person? Consider these things when you determine how you want to organize your books.
Organizing your books visually is a great way to organize your books if you recall your books by color and design of the spine. This is also a great method if you are looking to display your books versus reference your books. Visual organization includes organizing by color, size, orientation and cover type. You may choose to use a combination of visual methods in your library. Additionally, sorting books by hard cover versus paperback, and then by color, is an option for combining different visual strategies.
You may select this method for its visual appeal and allowance for creativity. Creating a rainbow array or color block pattern may be your desire.
Size Aligning your books by height might create an interesting visual appeal for your collection. Organizing tall books with tall books and short books with short books will give your library a clean, structured look.
Physical Orientation Create visual interest when you arrange your books horizontally, vertically, or a combination of horizontal and vertical. Stacks of horizontal books can add a nice variety to your library and allow for select books to stand out from the rest. This is most practical for books that you don’t access regularly.
Cover Type Organizing your books by cover type is another visual method for organizing your books. Hard cover ‘heavier’ books on the bottom and paper back ‘lighter’ books toward the top of the shelf will give your library a nice structural look. This method is also great if you tend to recall your books by the spine design.
Organizing your books by topic works well when you have
multiple people in your home, and when you reference your books frequently. There are many, many ways to organize by
topic. I have listed some ideas below. Think about what works best for you. Combining
a couple methods may be required. For example, if you want to separate books by
family member and then alphabetically.
Read vs. Have Not Read This method is great to separate out the books you have not read yet. When you are ready to start a new book, you know right where to go. This is perfect for the person who buys a lot of books or receives a lot of books as gifts. For the books you have already read, consider keeping only the ones you have loved and plan to read and reference again. Consider donating the books that you are done with.
Favorites You may want to designate a special place to distinguish your favorite books. These are the books that have made a strong impact on you, and you want to display, share and admire.
Alphabetical If you tend to reference your books by title or author, alphabetical arrangement may work best for you. This is a great method if you have a lot of books. It is easy to find and return books as you will know right where they go.
Owner or Family Member If your library contains books that belong to many people, you may want to organize them by person. Place the kids books on a lower level of a shelf to make it easy for them to see, access and put away their books. If your husband still has all his college text books, those can go in his section. Each person can be responsible for their own books including how they are organized, which books they keep and which they donate.
Subject or Genre Arranging your books by subject or genre makes sense if you have a lot of books. This method is great when you tend to reference your books by subject. Subjects can include cookbooks, travel, history, professional resources, science fiction, educational, etc. Another simple method is to separate your books by fiction and non-fiction.
You may desire to combine two or three methods, possibly
both visual and topic methods. However, before you get started physically
organizing your books, make a list of the types of books you own and how you
like to use them. Remember to gather all the books in your home (basement,
attic, office and bedrooms) so you can see the entire collection before sorting
them into categories.
Have fun organizing your books and remember to keep it
simple. Donate the books you are done with that don’t bring you any joy.
If you find organizing your books to be stressful, an organizer
can help you complete your library organizing.
See if Top Shelf Home
Organizing can help you on your journey.
to schedule a consult or chat about organizing.
This is the time of year to get your finances organized! That
way you can have a plan for the year, and can get ready to prepare your tax
returns. This is not an article on how
to save money, or where the best place is to invest your fortunes. Before we
can think about heading in those directions, we need to know where and what our
current finances are. Here are some tips
on getting your finances organized.
Where is my Current Money? Jot down where all of your accounts are and their current balances. These accounts include savings, retirement, trusts, loans, credit cards, mortgages and medical debt. Share this information with your spouse or another responsible family member. Then if something happens to you, someone else knows where your finances stand.
What is my Monthly Income? When tallying your income, remember to account for dependent care reimbursements, child support, social security, rental income and your income from your job. I like to think about my income after benefits and tax income (the income that is available to live on). This helps to put in prospective what I have to spend.
Make a Plan Reflect on the last year or the last month. What where your expenses? Be honest. Then you can look forward to what expenses you will have in the coming year. Be honest. If medical expenses were $5,000 last year, will they be similar this year?
Divide Your Money
into these Four Categories:
Fixed –These are the monthly expenses that are probably not going to change. They may include housing, utilities, medical, food, tuition, etc.
Philanthropy – This is the money you plan to give each month. This can include religious contributions, charitable giving, capital campaign commitments and pop up fundraisers (think neighbor kid raising money for the class trip to Washington DC, or the Scout selling wreaths).
Future – This is where you plan for your and your family’s future. This may include retirement, savings, college savings, etc.
Fun – This is the category that we all live for. This could include traveling, movies, sporting events, dinner out, golfing, gym memberships, a photography class, and so on.
Simplify Your Spending Consider using a cash only system or using one standard credit card for your purchases. This makes tracking your spending (and debt) simplified by having one platform to review your spending. Knowing where all your money is and where your money will go, will help you to get a grasp on getting your money organized. There are great apps available to assist you with budgeting and tracking where your money goes. Mint, Wally and NYAB are popular apps that are user friendly.
Organizing your money will help you to make better decisions when unexpended expenses or fun opportunities are presented to you.
An organizer can help you determine where your money is and detail where your money will go. See if Top Shelf Home Organizing can help you on your journey. Contact Jayme to schedule a consult or chat about organizing.
Giving experiences does not have to cost a lot of money or put you into debt. An experience can be as simple as an afternoon in the park, inviting someone into your house for a homemade dinner or going for a hike together. No one wants you to go broke purchasing material gifts for them.
2. Make Memories
The memories created when you spend time one-on-one with friends or family are kept forever. The anticipation alone of an experience can bring much more joy than a material gift. They are not tangible like a bottle of wine or a set of decorative towels that will soon be used up or packed away into storage.
3. Quality Time
Time with a loved one brings you closer and allows you to focus on the relationship you hold dear. Friendship is spending time together listening, learning and helping. Memberships, lessons and outings together are great quality time.
4. Less Stuff
Material gifts soon find their way into storage or are left to feel more like clutter. Toys are left on the floor to be tripped over and pieces lost. Eventually, a material gift can add stress and burden to the recipient.
Still not sold on the idea of giving an experience instead of a material gift?
Start slow. Consider a fun photo frame to give with the experience so a photo of them enjoying the experience can be placed in the frame. Create a memory book of the past year’s activities, outings and experiences. Give a puzzle or game that you can play with your friends and family. These options still give you the opportunity to spend time and create memories together.
Have fun and enjoy making memories. If organizing and planning are overwhelming, a professional organizer can help. See if Top Shelf Home Organizing can help you on your journey. Contact Jayme to schedule a consult or chat about organizing.