I’ve been known to urge, “File, Don’t Pile!” I think a well designed, thoughtfully organized filing system is an excellent choice for those who want to put papers away, eliminate the distraction of papers on their desk that they don’t need right now, and who want to be able to find what they need, when they need it.

With that said, I have come across a few clients or seminar participants who really like their piles, they just want them tidier and more organized. They worry about “out of sight, out of mind” and insist on keeping particular paper out right in front of them; especially papers they need to act on.

My husband is one such “client”.  As long as I’ve known him (22 years), he’s been a paper piler. While not my personal preference, I can respect that, for the most part, piling works out o.k. for him. The drawbacks are that the piles become unruly, and that things would get “lost”; important papers buried below unimportant.

When I was sent Pendaflex’s PileSmart products and asked to review them, I knew I had a perfect test case. My “client” and I set aside an afternoon and began with one of his piles.

We went through the process of sorting what was there, tossing the clutter, separating out papers that required action, and filing away a few things that were for reference and that Rob didn’t want to have out. This process alone brought the pile down to a much more manageable size.

From there, we determined the “next step” Rob needed to take on each piece of paper, and sorted them according to categories that made sense to him and corresponded with a particular action. We used the PileSmart Organizer Tray and Dividers to keep things tidy and categorized. The dividers come with labels on both the sides and ends for easy viewing from either angle. They also come with tabs that you can write on and erase, so you’re able to change your mind about the category or easily fix mistakes.

The other product we used was the PileSmart View Folders. These project folders are enclosed on three sides to hold loose papers that are related to each other together. They also have a Write-On Tab for easy labeling. We used these folders to hold together multiple papers related to one project that Rob was going to refer to when he took action on some research he needed to conduct. The only criticism I have of these folders is that when used in conjunction with the PileSmart Dividers, the View Folders are larger and therefore cover up the Divider tabs, making them harder to see/read.

Here’s Rob’s pile “after”. Much, much better. We included a “to do” list on top, capturing reminders of action steps he needed to take that corresponded to papers in the pile. With the papers now categorized based on what Rob needs to do with them, he’s able to find them easily, and can save time by chunking activities, should he choose. For example, all paper that requires a phone call is now together, so that he can make those calls all at once and knock that category out efficiently.

Stay tuned tomorrow for a more formal review of the PileSmart Products, including details about features, cost, pros and cons, and where to find them, should you like to give them a spin.

I know I’ll be keeping an eye on the Piler in my life, to see how these products (and some of the “keep it organized” tips I taught him) work out.

Are you a loyal piler? Is it working out for you? What are products or techniques you’ve employed so that you can find what you need when you need it and that things don’t fall through the cracks? We’d love to hear from you. Comment away!

We recently posted a product review of Smead’s Stadium File. Today we’ll review their SuperTab Folders.

An alternate to a traditional file folder, the SuperTab Folders’ primary differentiating factor is the size of the tab found at the top of the folder. Providing 90 % more space in which to label, these folders allow the user to write larger for increased visibility, and/or include more text on the tab/label than they would otherwise be able.

These folders are available in Letter Size or Legal Size, recycled manila or a variety of primary and pastel colors, and in boxes of 24, 50 or 100. Oversized labels, made specifically to fit to oversized tabs, are also available. A free Microsoft Word label template for use with these labels and on the oversized tabs is also available for download at www.smead.com/SuperTab.

Pros: Larger labeling space allows the user to write larger on the tab/label for greater visibilility. This could lead to the user being able to find the file faster when looking in their drawer or in a tiered file holder. The user can also include several lines of text on a label, where they may otherwise be limited with standard folders/tabs.

Cons: If you intend to mix these in with your traditional 1/3 cut file folders, some will look different (though not much … overall height of the folder in general is about the same as standard folders, just the tab is bigger). Because of the bigger cut away right below the tab, you can see more of the document you store in the folder itself. For some, this may be a negative. For others, it won’t matter.

Where to Buy/Pricing: You’ll find these folders at a variety of office supply stores, including Office Depot or Staples. Price ranges from about $11.99 for a box of 100 manila up to $20.99 for a box of 100 colored folders.

If you try these, let us know what you think. If you know of other new products we should check out or consider reviewing, we’d love to hear from you.

Disclosure: This is sponsored content and we have been given product samples and a nominal gift card to do this post. That being said, we do not blog about anything we do not believe in and Smead did not edit our post or direct our content in any way.

How many of you have a reference filing system in place at home and/or in your office that’s working well for you?  A reference filing system creates a home for those papers you already took action, or don’t need to act on, but need to keep for your records.  Are you able to find the papers you need quickly and when you need them?  Is your system user-friendly?  Does your system encourage you to purge your files on a regular basis? 

There are several elements of a filing system that can make it effective. We have come to love and highly recommend the FreedomFiler, a great filing system for your home or home-based business filing needs.  The FreedomFiler has many of the elements we consider key to filing system success. Consider these when setting up your system:

• Have color-coded files for different categories such as (red for permant files, orange for administrative files, blue for tax files and so forth).
• Make sure your file cabinet or drawer has enough space in it.  An over-crowded drawer will rarely get used.
• Use clear plastic tabs and try to organize your files alphabetically.
• Create interior or sub folders when appropriate (ie. under the main folder “Auto Records” you may have sub folders for each car you own).
• Try filing your non-tax related statements, invoices, receipts, etc. by month instead of by vendor.  This makes filing very quick and easy and it also allows you to purge your files every few years.
• Get into the habit of filing right then and there.  The longer you wait…the larger the pile of paper gets which often leads to feeling overwhelmed and then the filing never gets done.
• Try to have your filing drawer close to where you open the mail or pay the bills.  You are more likely to file if you don’t have to go all the way to the basement storage room to do so.

If this sounds like the perfect filing system for you, we would love for you to attend our “End the Paper Pain: File, Don’t Pile” workshop coming up this Wednesday, March 17th from 6:30pm to 9:00pm in Sammamish.  During this fun hands-on workshop, you’ll learn how to create a new, virtually maintenance-free filing system for your home or home-based business.  You will walk away with the system in-tact ready to use. 

Can’t make this workshop fit into your schedule this week?  We also offer one-on-one FreedomFiler Consultations where we can come into your home and set-up the system with you and begin to transfer your piles into files.  Contact us if you are interested in learning more.

Want to make it easy to file instead of pile? Learn the stragegies and the system on Wednesday, March 17th.

Come join us for this fun, hands-on workshop where you will learn how to create a new, virtually maintenance-free filing system for your home or home-based business.  You’ll walk away with the system largely in-tact, ready to use for your home or home-based business filing needs.  When you leave class, you’ll be able to:

• Easily locate the papers you need by keeping out the ones you don’t need
• Finish routine filing in 5 seconds or less
• Reduce the time and energy required to file and retrieve papers
• Know when to toss paper – document retention made easy!

Presented by Certified Professional Organizer, Debbie Rosemont.  

Time: 6:30pm to 9:00pm                      

Location:  Beaver Lake Lodge 25101 SE 24th Street, Sammamish, WA 98075                                      

Investment: $149 (includes FreedomFiler kit and light refreshments)

For more information or to register click here!

Class Limit: 12 participants (to ensure individual attention)

Do you have paper pain? End it once and for all. If you’re in the greater Puget Sound area, come join us on 11/11/09 from 6:30 – 9:00 pm at the Beaver Lake Lodge in Sammamish and we’ll teach you a system that makes it easier to file, than it does to pile. We’ll get you set up with a filing system for your home or home based business that is virtually maintainence free. You’ll walk away with the system largely in tact, ready to put to work in your home office.

Never Reorganize Your Files Again!

The class will be limited to no more than 12 participants to ensure individual attention. Register here to secure your spot.

Investment $150 (includes FreedomFiler kit – a $50 value)

When you leave this fun, hands-on workshop, you’ll be able to: 

• Easily locate the papers you need by keeping out the ones you don’t. 
• Finish routine filing in 5 seconds or less.
• Reduce the time and energy required to file and retrieve papers.
• Reduce paper clutter. You’ll know when to toss paper – document retention made easy!
• Reduce stress by having a place for all of your important papers.

What to Bring:

• 100 Hanging file folders (legal or letter size depending on the size of your filing cabinet)
• Clear plastic 1/5 cut tabs (should come with the hanging file folders)
• Bankers box or plastic file container to carry your system home
• A pile of unfiled papers you currently have on your desk, kitchen counter or other “hot spot”

Let us know what questions you have and how we can help you end your paper pain, once and for all!

We have three exciting Fall workshops & classes coming up (all classes take place at the Beaver Lake Lodge in Sammamish –

9/23 GO System Seminar – 9:00am to Noon

It’s simple. “GO” stands for Getting Organized! The GO System is a proven, step-by-step process that can help you become more focused, organized and productive.

The GO System is a training course that includes extremely simple, powerful and practical tips to help people improve in the six areas that cause chaos and disorganization in an office environment.  

1. Handling Incoming Items (paper, voice mails, e-mails, etc.)
2. Prioritizing
3. Using Time Rationally
4. Managing Projects
5. Personality Issues
6. Psychological Issues

The system is easy to understand, easy to implement and easy to maintain.

Click here to Register by 9:00 tonight!

10/7 Organize for School Success – 7:00pm to 9:00pm

Tips and tricks to get, and keep, your budding Einsteins on track at school.

Debbie Rosemont and Kirsten O’Malley will be teaming up to present “Organize for School Success” on October 7th from 7:00 to 9:00pm in Sammamish.  This high-impact two hour seminar for parents (and students age middle school and beyond) will cover tips, tricks, and practical techniques to help students organize their study space, school work, paper, time and schedule.  Also covered will be alternative educational options for kids who need extra help in school, tips on how to communicate with teachers and keep on top of grades. 

Learn more about co-presenter Kirsten O’Malley and The Learning Curve here. Register for this class here.

11/11 End the Paper Pain: File, Don’t Pile – 6:30 – 9:00pm

End the paper pain in this fun, hands-on workshop where you will learn how to create a new, virtually maintenance-free filing system for your home or home-based business. You’ll walk away with the system in-tact, ready to use for your home or home-based business filing needs. 

Benefits:  

• Create a self-purging, virtually maintenance free filing system
• Easily locate the papers you need by keeping out the ones you don’t need
• Finish routine filing in 5 seconds or less
• Reduce the time and energy required to file and retrieve papers
• Know when to toss paper – document retention made easy

What to Bring:

• 100 Hanging file folders (legal or letter size, depending on the size of your filing cabinet)
• Clear plastic 1/5 cut tabs (should come with the hanging file folders)
• Bankers box or plastic file container to carry your system home
• A pile of unfiled papers you currently have on your desk, kitchen counter or other “hot spot”  

End your paper pain by registering here.

The first day of school is either upon us or just around the corner.  Are you and your kids ready for a new school year?  Here are a few of our favorite back to school organizing tips:

Cut the Clutter 

Have a clear work space for your children.  This helps minimize distraction and helps kids find what they need quickly.

Cutting the clutter in the kitchen can help decrease lunch packing time and can make meal planning easier in general during the busy school year.

Cutting the clutter in the coat closet, mud-room, entry way or garage can clear space for fall/winter outerwear, as well as a spot for backpacks, activity bags and sports equipment.

Revel in Routine 

Have a consistent time and place to study and do school work when possible.  Homework time should be honored and used daily.  A quiet, clutter free work environment will allow your student to work free of distraction and focus on the task at hand.

A consistant bed time and waking time can also ensure that your budding Einstein gets the sleep they need to soak up the knowledge that each school day has to offer.

Routines let everyone involved know what to expect and what to count on. They can help reduce stress and consistancy can be a key in establishing new good habits.

Create a Place for Everything

There should be a spot for homework coming in, homework going back, papers to be kept, school supplies to have on hand, activity or sports related equipment, etc. 

Also important is a consistent place for kids to put papers for parents to see or sign.  Create a landing zone for kids to hang up their backpack, put their lunch box, take off their shoes and their coat.  If your child knows exactly where his or her things go, this will eliminate some of the work for you. Additionally, when they know where to put and find things in their room and in the home, they are better able to help themselves and you’ll hear less of “Mom, I can’t find my ….”.

Have  a Paper Management System

For students in middle school and beyond who deal with multiple classes and multiple teachers, keeping papers until a grading period is completed and grades are received can be helpful for two reasons. First, it creates a place for putting papers that the student may want to refer to or study for a unit test, or end-of -course test, so that they don’t have to carry them at all times in their binder all semester. Secondly, it creates a “back-up” system in case a teacher makes an error in the grade book. For example, if a teacher does not have a grade recorded for a particular assignment, and the student has kept the graded assignment for that grading period and can produce it, it could affect their grade positively.

The method for storing competed papers and notes could range from a box where completed papers are tossed, to a simple filing system where things are divided by subject, to a more complex filing system where papers are sorted by subject, and then sub-divided by month or unit, etc. 

We hope this provides you with a few new ideas for this upcoming school year.  If you would like to learn more about how to Organize for School Success, check out our October 7th “Organizing for School Success” workshop.  We would love to see you there!

Though we’ve heard of, and some of us have dreamed of, the paperless society, the fact is, we still have lots of paper coming into our lives. Much of the time it starts in our mail box.

Do you have a daily mail system in place? You may find it helpful to get into a daily routine of taking the mail into your home or office and sorting in one spot (a mail zone). Toss all junk mail and unwanted items into a recycle bin right away! Shred documents with Social Security numbers, account numbers or other personal/sensitive data. Next, sort mail by who it is intended for (consider assigning a bin or container for each person so everyone knows exactly where to look for their mail).

When you open bills or items you need to act on, be sure to put them in “action center” files. This could be a tickler system where you file items according to the date you intend to act on them, or it could be a categorical system, where you file papers according to what you need to do with them (i.e.: bills to pay, calls to make, etc.). You may also want to calendar time when you intend to act upon these items. For example, we recommend paying your bills at the same time each month…establishing routine and habits are essential to getting and staying organized.

When you are ready to file items like bank statements or your new insurance policy, do you have a reference filing system that is already working well for you? If so, that’s great…way to go! If you don’t have a good filing system in place, look into one of our favorite products, The FreedomFiler. If you’re in the Seattle area, we have a “End the Paper Pain” class tomorrow evening (6/17/09) where we’ll help you set up a reference filing system that is virutally maintainence free.

If you deal with the mail on a regular basis by tossing what you don’t need, putting in an action system what you need to do something about and a reference filing system the paper you want to refer to later, you’ll avoid the piles and the overwhelm. You can End Your Paper Pain … just start with getting control over the daily mail.