June 2020 Chapter Meeting

June 2020 Chapter Meeting

A big part of productivity is having the right tools. The devices and apps available today can help us do amazing things, but there are too many of them. Googling “productivity tools for work” comes back with more than 264 million results! With so many options, how do we narrow it down and choose the “right” tools for ourselves and for our clients? I’ll share five factors you need to consider when selecting tools for your clients and your business.
Presenter
Karen Baker has been a member of NAPO & NAPO Houston since 2008 when she started her first organizing business, GO Maven Organizing, which specialized in nothing in particular. After a few years, she discovered that her skills and interests lay in business organizing, productivity, and technology. So in 2011, Karen started her current business, SOHO Productivity Solutions, where she specializes in business organizing and combines old-school productivity fundamentals with new-school technology and tools. Karen has a bachelor’s degree in sociology from Duke University, a law degree from the University of Houston Law Center, and a Master’s degree in Sports & Fitness Management from the University of San Francisco. She swears that she uses what she learned from all three disciplines every day when working with clients. She admits to not being a naturally organized person and views organization and productivity as a means to an end, not the end itself.
Join Zoom Meeting

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Meeting ID: 810 9274 6792
Password: KAREN

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Due to CoVid-19, the June NAPO Houston Meeting will take place via Zoom.

The Zoom link will be sent to all members, business partners, guests, and posted on our Facebook Forum (member perk) and Facebook Page (open to everyone).

Please email Meetings@NapoHouston.com for more information.

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NAPO Houston holds its monthly meeting on the first Thursday of every month (except July) from 6:00 P.M. – 8:30 P.M.  We currently meet at the United Way of Greater Houston’s Community Resource Center, located at 50 Waugh Drive, Houston, TX 77007. The meeting no longer includes dinner but attendees are welcome to bring their own snacks or dinner.

At a typical monthly membership meeting you can look forward to:

  • Time to network with your peers
  • Table talk discussions around relevant organizing topics
  • Chapters news, volunteer opportunities, and member spotlights
  • Guest speakers sharing resources for running your business and improving your skills as an organizer or productivity consultant

We welcome all members, business partners, and guests. This is an opportunity for you to network with other organizers and ask questions about business practices, our national and local associations, or about becoming a professional organizer or productivity consultant. As a guest, you are welcome to attend three meetings, before you will be required to become a NAPO Houston member.

If you are interested in attending an upcoming meeting, check out our Event Calendar.

If you don’t see the information you are looking for, please contact our Professional Development Director at meetings@napohouston.com.

How To Simplify Your Paper Files

Simplify Paper Files | NAPO Houston

Organizing your files today? Or would you rather watch paint dry on a wall?  It seems that this is not the most exciting topic however it can be one of the most necessary in everyday life and in emergencies.  Simplifying your filing and paper files includes knowing what’s holding you back as well as knowing what to keep.  Build your simple filing system with your strengths in mind.  Here’s how to simplify your paper files.

Assess what’s holding you back

What is filing for?  Here’s the first step to get clear. Files are your reference section to keep information to be used in the next year or so.  It’s not necessary to keep every piece of paper that comes into your home or business, especially if it’s not useful for you.  Be ruthless when it comes to keeping what you need now, knowing you can use the internet, friends’ references, or other ways to get information instead of keeping extra paper.

What do you need to keep and how long?  On Oprah.com, Julie Morgenstern has an extensive list.  Print this to keep as a reference while filing.  However, that’s not generally what’s causing a filing problem.  Instead, it’s the articles on parenting, decorating, landscaping or other hobbies that keep holding us back.  Remember, that’s what the internet, Pinterest, blogs, podcasts, and Google are for when we are ready to get started on a project.

Simplifying your system

What’s the best system?  The best system for you is the simplest way to move paper into a system. It’s also the best system for you to know where to retrieve the paper.  Categories are often the context that’s easiest to use in creating files. Whether there are for file folders, hanging files, notebooks or digital notebooks, using general, broad categories helps us file and retrieve.

For homes, these are the general categories I suggest:

  1. House and Auto
  2. Auto purchase
  3. Home Major Purchases
  4. Home Repair/Maintenance
  5. House inventory
  6. Insurance
  7. Financial (anything to do with money)
  8. Banking
  9. Credit Cards
  10. Investment
  11. Retirement
  12. Property Taxes
  13. Life Insurance
  14. Mortgage
  15. Personal (anything to do with people or pets)
  16. Medical Benefits
  17. Medical History
  18. Medical Explanation of Benefits
  19. Medical Paid bills
  20. School/University
  21. (Interests such as parenting, decorating, guns, etc.)
  22. Work
  23. Work history
  24. CV or resume

For office files, here are categories I include:

  1. Clients
  2. Resources
  3. Vendors
  4. Projects
  5. HR or Employees
  6. Financials 20XX
  7. Expenses

Use hanging files for the broad categories and file folders for the subcategories. Use naming conventions, where the file names are created in a parallel way, in order to stay consistent and find documents.

Archive annually

Tax records for each year, legal documents such as purchase or sale of property, and final loan payments are should be kept permanently. While you only need to keep tax preparation documents for seven years, please consult your own lawyer or accountant to be sure.  It’s best to annually when you are preparing for tax time in the spring.

What’s left?

  • I typically keep mementos and keepsakes in a box, one box per person, in the closet of that person. A one box per person system also helps you limit keepsakes.
  • Important documents are generally kept in a safe or safe deposit box.  Here’s a list of important documents. It’s critical to keep these up to date each year. While you are archiving during tax time, update your important documents too.

Paper can be overwhelming and it’s always coming in. Always keep in mind the document’s value in terms of “shelf life.”  How long will this information be “good” is a relative value and you may be able to find information more easily on the internet or elsewhere.


About Ellen Delap of Professional-Organizer.com

Certified Professional Organizer Ellen Delap launched Professional-Organizer.com in 2000 in Houston, Texas. Ellen works one on one with clients, streamlining their environment, creating effective strategies for an organized lifestyle and helping clients realize their organization and productivity goals. She holds specialist certificates in ADD, Chronic Disorganization, Life Transitions and Work Place Productivity and completed the Coach Approach curriculum.  Ellen works primarily with ADHD individuals in Houston and virtually throughout the United States. She is President of the National Association of Productivity and Organizing Professionals (NAPO).

Certified Professional Organizer Ellen Delap
Professional-Organizer.com
edelap@professional-organizer.com
www.professional-organizer.com
281.360.3928