Ideas for Organizing Kid’s Papers

Ideas for Organizing Kid’s Papers

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).

Paper Workflow

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. 

Basic Inbox

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. 

Workflow System

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.

Storage

File Container

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.

I like the clear plastic bins from Iris and legal size accordion file folders from Smead. The legal size folders allow for storage of artwork and projects that are a little larger than the standard 8 ½ x 11. Avery file folder labels allow you to add a fun personal touch to the file bins.  You can handwrite the labels or use your computer to create graphically designed labels. Iheartorganzing has some great pintables to make your file folders look great.  Be sure to label each bin with the person’s name and age or grade.

Digital Storage

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.

How to Organize Your Money

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:

  1. Fixed –These are the monthly expenses that are probably not going to change. They may include housing, utilities, medical, food, tuition, etc. 
  2. 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).
  3. Future – This is where you plan for your and your family’s future. This may include retirement, savings, college savings, etc.
  4. 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.

Four Simple Reasons to Give the Gift of an Experience

 1. Save Money

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.

5 Ideas for Long-Term Efficiency Organizing Paperwork

Organizing Paperwork for long-term efficiencyUnmanaged paperwork around your home and office can be quite stressful. Searching for important documents may seem hopeless. Interest charges and late fees can pile up quickly on misplaced bills. Deadlines are easily overlooked. Getting on top of your papers and developing a good paper management system will reduce your stress.

Choose a Convenient Location
Where you manage your paperwork should be convenient. Going to a secluded area of your home may not encourage you to manage your paperwork. If it is not an area you enjoy being in, you won’t go there.

The workspace should have ample surface area, basic office supplies (envelopes, pens, address label), computer and printer, paper recycle bin and paper shredder.

Remove the Unnecessary, Immediately
Sort your mail as soon as it comes in with a recycle bin and shredder within in arm’s reach. Junk mail should be recycled immediately. Refer to the document retention guideline for guidance on what documents to keep and for how long.

Do Initial Sorting
Create a temporary, simple filing system for the initial sorting of your paperwork. This file system could include files labeled:

File – for files to be filed
Pay – for bills to be paid
To Do – for items that require attention within the next month
Read – for documents that will required your dedicated attention

Regularly go through and Pay, Sort and File
Set up a weekly time to go through the temporary files.  Coordinate your bill paying with your pay dates. File papers from the ‘file’ file. Review your ‘to do’ file for items needing attention within the next week. Take some time read through the files from your ‘read’ file.

Choose Physical or Electronic Files
Decide if you prefer physical or electronic files. It’s nearly impossible to completely do one or the other, but designating one or the other as your filing system will help to manage your paperwork.

It is important to always be aware of what papers, documents and receipts enter your home. Receipts can be sent via email or not retained at all. Be selective of what documents are collected at trade shows, conventions and seminars. Only accept the documents that are relevant to you. Be mindful of the mailing lists, marketing emails and promotional lists you sign up for.

Once your paperwork system is set up, plan to set aside time every week to maintain and manage your paperwork. Staying on top of your system will reduce stress and ensure you keep on top of your work and bills.

If setting up a paperwork management system is overwhelming for you, a professional organizer can help.  Contact Jayme with Top Shelf Home Organizing for a consultation to see how we can help.

The Ultimate Checklist on How Long to Keep Documents

How Long to Keep DocumentsAre your filing drawers overflowing? Do you have several stacks of paper documents with no idea as to which you need and which belong in the trash? Are you overly concerned that the IRS will come knocking at your door and you won’t have something you need? Your stress is over. This checklist on how long to keep all your financial and other important documents will help guide you!

Documents to Keep Forever

  • Income tax returns
  • CPA audit reports
  • Deeds, mortgages and bills of sale
  • Legal documents (wills, living wills, power of attorney designation, medical and burial instructions, beneficiary documents)
  • Vital records (birth, death, marriage, divorce, adoption)
  • Investment trade confirmations and statements that indicate buying and selling, retirement and pension records, year-end statement for investments
  • Trust documents
  • Receipts for warranties
  • Automobile titles
  • Current insurance policies
  • Medical records
  • Education records
  • Important correspondence
  • Property records (keep until sale of property)
  • Car records (keep until sale of car)
  • Insurance policies (keep for life of policy)

Documents to Keep for 7 Years

The IRS may go back 7 years to audit your tax returns for errors or incorrectly claimed deductions – so it’s important that you keep all tax-related documents for that length of time.

  • Bank records
  • W-2 and 1099 forms
  • Receipts for tax purposes
  • Personnel and payroll records
  • Cancelled checks
  • Disability records
  • Unemployment benefit records
  • Settled accident claims
  • Mortgages, deeds, leases on sold property
  • Records on sold stocks and bonds

Documents to Keep for 1 Year

It’s rare that anyone is going to want to see an electric bill or credit card statement dating back more than a year. But you may choose to keep the following NON-TAX-RELATED papers:

  • Checkbook ledgers
  • Paycheck stubs (keep until reconciled with W-2)
  • Monthly financial statements
  • Monthly mortgage statements
  • Credit card statements
  • Utility records
  • Medical bills (in case of insurance disputes)

Documents to Keep Less Than 1 Year

There are always those papers that don’t fit into any of these categories.  Retain these records according to the following guidelines:

  • Credit card receipts (keep until reconciled on your credit card statement)
  • ATM and deposit slips (keep until reconciled on your bank statement)
  • Bills (keep until the payment verified on the next bill)


Now, it’s time to simplify!

Now that you know the guidelines on how long to keep all of your documents, it’s time to get organized. Start cleaning out those file cabinets or sorting through those paper stacks that are taking up space and causing you stress.

*NOTE: This checklist is a guideline. Please be sure to consult your accountant and/or the IRS for the most up-to-date rules.

If you don’t have the time to get your business and personal documents organized, Top Shelf Home Organizing would love to help. Call Jayme: 262-373-9416.