What I was thinking as this video came to an end is “I would have given a million dollars to have known you 30 years ago.”I was a self employed psychotherapist and a one person operation. My back office had stacks and stacks of paper files. I was overwhelmed and unorganized. This summer on my 70th birthday, I retired. My best birthday present - no more piles. Almost everything went to the city shredder. What a relief! What a wonderful service you are offering. Thanks so much for posting it on You Tube. I am subscribing and then I am shifting over to Amazon and ordering 2 file boxes. When I pass, in several decades - LOL, my daughter will be thrilled to see my affairs in order and housed in two file boxes. Thanks so much.
Thanks for taking the time to comment. I feel very seen by you - you get it! I'm about to start working again with a client who is retiring soon and ready to let it ALL go on day #1.Congrats on your retirement and for having the fortitude to shred those piles and files. Enjoy the new file boxes.
I agree that clients have a right to their records and by law I was required to hold them for a designated period of time. However, everything that was shredded had extended that time period and the clients who wanted their records had already received them.
Yep, just started dating folders because they were bursting at the seams. Long way to go yet, but now there is hope! Thanks for not condemning the "paper people". I got a virus on my computer and they had to wipe it clean and I lost everything. Was a novice and didn't back up anything. Talk about 'out of sight, out of mind'. I need to know where something is, where I can lay my hands on it, not in some ethereal cloud. So back to being a paper people. 😊
And then there’s the story of Steve Job’s inaccessible digital journals. If even he “lost” the technology to access his files, then the rest of us have much more reason to worry.
Ha ha. If it weren't for "paper people" I wouldn't have a career! So many people (of all ages) are paper people for many reasons. There's nothing to condemn - it's just the way some brains work.
My husband is ADHD and we manage a public hot springs pool. I have him set up with the file folders that have sides and the bottom is at least an inch wide. These are in a drawer to the side that he rarely closes. They are labeled by month so he can drop in the receipts, register tapes and register reports. Another box on a shelf holds the large envelopes with each set of payroll papers and the timecards. I use a sharpie to label the dates. An open file box has hanging files for employees--anything having to do with that person in their folder. I use an accordion file with monthly labels for bills I've paid and check stubs and invoices. One of those enclosed file folders holds bills, stubs, invoices that need to be entered into the accounting program, then they go in the accordion file. Lastly, an open paper bin sits on my desk for him to drop anything I need to pay or file for him. Works pretty well even for a person not prone to organization. We haven't lost anything important yet!
I can picture this well and I think it's brilliant! I'm going to keep this in mind and see if I can use it with any clients. I have one I'm working with now for whom this might work. Thanks for sharing!
One of the best things that I learned from working with Kacy is a box that became my dumping ground for one of my hot spot items - receipts. And yes it was labeled ‘Receipts 2012’. ❤ Kacy this is GOLD!!
This is such a compliment - especially coming from a past client from way back! Thank you for finding me here. Glad that receipts box turned out to be the organizing gift that kept on giving. 😀
Thank you for this helpful video! My husband's desk is a hot mess, much like the 2 you showed that were piled high like the leaning tower of Piza. File boxes may be a possible solution for gaining order and control in our den where his desk is located. Through watching videos like yours and from other organizers on RUclips, I have identified the problem being a symptom of ADHD and now we can find a solution that works for him. Seriously, thank you so much!!
Thank you for this video! I am heading into my first year of teaching (I was an adult learner and an assistant teacher prior to taking the teaching job), so I am trying to organize those papers plus organize my own mess at home. I do like to have things out where I (or others) can easily access them, so this is valuable information.
Kacy, thank you! I just saw your video, and it has hit home--SYSTEMS is a key word for me. If you can do anything along the lines of a SYSTEM or organization file, if you will, for the PROCESS of recycling paper and other items that need to be HANDS ON before they go into the recycling bin.
Noted! Ultimately, a lot of what I teach here is about systems, but you're giving me an idea for a single video that is a Cliffs Notes run down of a bunch of go-to systems.
Writing a date on my file folders should help me to purge old files. I really need help knowing how long to hang on to papers. I have them mostly organized, but they have accumulated over the 33 years I've owned my home. Thanks for sharing!
I hate stuff on my desk, I have adhd but I’m also autistic so I don’t like visual clutter. I get a lot of demand avoidance and stress seeing items out that I want to put away. My system has been 2 document wallets for action and file. Anything else gets shredded or recycled when it comes in. I’m working on scanning in my long term storage items so that I don’t need physical clutter as most of my bills are already digital. When I get emails for bills there is no physical reminder so I put the item on my todo list. Every Thursday I make time to do my filing, if I have none I scan in a couple of things. Soon I’m going to put a magazine rack on the wall so my husband can see the categories and put his papers in. But the rack is opaque and the same colour as the wall so it will be minimal visual clutter.
The day my life changed for the better was when i created a letter size pink tickler file box. Omergosh! I keep a folder behind the 12 months for 'filing' stuff that needs to be archived not actionable, but by the time i get ready to file the stuff in there most of it is irrelevant and can be tossed. Everything else is an 'action' paper and plugs right into the 12 month system perfectly. The only reason my desk looks like a 'before' photo is due to my stubborn cat who wont stay off my desk (sometimes peeing there 🤢😡) or any clear surface for that matter. He's old and has CKD so instead of throwing him out the window i just keep piles on all surfaces. . . We all have our trade-offs 😉
Not only do I use file boxes at home, I also use them at school as a teacher. Each hat or type of task has a different one and it is super important. 1st I have ADHD. Second it lets me create systems that students can see and help themselves.
You can find them here, along with my other favorite office organizing supplies (you do need to opt in for the list): www.theinspiredoffice.com/favorite-products-opt-in
i'm all paper. otherwise, out of sight, out of mind. i use wire baskets, as plastic doesn't last long. i recently discovered a tracking one note i created in 2022 then forgot about after a couple of months when things got hectic. and i've lost two hard drives i hadn't finished backing up because it was "when i had the time" and i never made it a priority, so a few things were lost, some needed recreation.
No file folders for me. Just open boxes for all medical, bills, file 2024, shred, recycle, paper/notebooks, stationary items etc. Glad your files work for you.
Great video and I will try this. in the videos you had perfect left center right file tabs but if you are adding and subtracting and changing over time how do you keep from getting these messed up?
Good question. Technically, you can switch out a middle for a middle, etc., but it's not always feasible in the moment. I wouldn't want this to slow down anyone's ability to create files on the spot. Maintaining it does require a little pause and thought.
What do I do with scraps of paper with notes and random info written on them? This is my problem is I write notes on scraps of paper then I tell myself I will look into it later, then I don't. Then I have so many of them to go through! I don't just want to blindly throw them out.
I’m guilty of this also. I started using one of my notebooks for all random notes, post-it notes and written notes. If I know it’s really important, for instance tax related notes (it’s end of tax year for us currently) I’ll use a highlighter to bring attention to the note. I also put a date every few pages to give me a loose timeline - just in case.
I love this question. What gets in so many people's way is the hundreds of random one-offs - not the documents. (I've even created a course for this but haven't put it out yet!) The scraps of life can add up, then little problems become big problems. These boxes are great for that. I also like translucent plastic file folders. Also, go on Amazon and search "C-Line Pocket Folder." Those are great for scraps. The real magic though is in seeing the patterns in your scraps so you can create categories for them, getting ahead of the problem. Hope that helps!
Do you recommend this same idea for things like sale flyers, catalogs, coupons? So things you might or might not need? The examples you showed seem to be more important things and not just "I might eat at this restaurant before the coupon expires so I'll hang on to it."
Yes! These boxes work for so many types of papers and scraps. For example, some people just have "to read" boxes. I commonly use them for these types of scraps and one-offs.
I can! If you're out of the DC/MD/VA area, I offer online consulting. You can add yourself to the waitlist on my site: www.theinspiredoffice.com/virtual
I bought a package of 6 on Amazon right after watching this. Be careful and buy the one with 4.5 stars. Some people said other sellers broke before they came out of the box. And, they only recieved 1, even though it said 6. The nedium size holds letter sized hanging folders. They are available in 3 sizes. Can't wait to get them! Thank you so much for this video
Absolutely no one I work with can put WIP papers in a drawer - they're as good as gone. Because of this, I've come up with lots of solutions for that problem, with this one being one of my most popular.
I happened upon your video. What a godsend! Mail is the bane of my existence! I am purchasing a file box for home. I just started using a file box in my office for receipts. (I own a small business.) That file box has been game changing. I was diagnosed two years ago (at 53) with ADHD. Now I know why I am the way I am. Now to find strategies! I look forward to watching more of your videos.😊
Thank you! This is music to my ears. Most of my clients are ADHD and if not, they all share struggles with my ADHD clients. Since a file box has already worked in one part of your life, that bodes well for its success when used in other parts.
Someone practical who understands us visual folks who forget what we put out of sight? Yay! This is the first of your videos I have seen, and I have subscribed and set up notifications. Can't wait to go back and see your other videos, esp. paper organization.
Ugh! I’m in the middle of going through years of paperwork that I’ve kept. My brain is overwhelmed and I get stuck trying to decide what to do with it. Toss, Shred, Keep it because I might need to know how much I paid for that TV 3 years ago? 😣 I did about 30 minutes this morning and I plan to do more later today. Thanks for the videos.
Of course I do digital, but I’m an analogue girly! 🙌🏾 Love this kind of system for my craft projects. I definitely need to figure out how to make my rounds through it though, and not let it just be another spot for storage. Would love ideas for that, and also the mindset to be in to really make a dent in decluttering paper in a craftroom when everything is treasure. 🙈
Thanks for watching! I'll make a note that something about mindset for paper decluttering could make a good future video. This is a great idea. It could help me wrangle a lot of what I've written about on this topic.
I used to use a system similar to this for my small art business. I have a single small file box with a lid. In the back is a slot where I can toss in papers as they come in. Once a week, I'd go over the files, pop in the gathered papers where they needed to be. At the end of each year, I'd gather all the work in the files, "bag them" date the year and store it all in my large file cabinet. As my business shifted from artisan to now being a writer, poet, and coach, I find I have little paper coming into my office now. I keep the digital files on my computer, but I still use a similar gathering method for everything. Anyway, I enjoyed your video and it reminded me of my old file box! I'm digging it out of storage and contemplating how to use it again.
As someone who works in IT security, I was prepared to not like this video, but you could totally put those small files away in a locked cabinet or safe when you are not working, so I don't really think it's that bad. But in general, things like financial statements should be locked up, as well as any confidential customer information.
Thanks for sharing. I've had a couple of clients who did put these exact boxes inside drawers. They fit perfectly, turning a drawer into its own modular system with units that can be pulled out and put back.
I just started clearing out a 4 drawer file cabinet. Found tons of old stuff to shred. once it’s done I’m planning to keep the files I need then i can have a system to used. going to watch the rest of your videos as I am feeling overwhelmed.
It must feel so good to get through 4 drawers! I realize that some cabinets take hours, while others take months. Just keep a steady pace and you'll ge through it.
I use a file folder in a drawer, that works the same way a file box does, as I don't access paper frequently nor do I get it in the house very often. That way it can be hidden and please my aesthetic preference. Life changing! Thank you so much for your content and this great video, Kacy!
Liked this video. My immediate challenge is understanding how to create categories for files. That may sound silly to people who are organized, but my brain is very disorganized and has difficulty understanding categorization. For example, for work files, sometimes a file may potentially fit into two folders and I don’t know how to decide. I end up with a bunch of very specific folders on my computer. Would you be able to do a virtual consultation? 🙏🏻
THIS is a great video idea - how to create categories. This is what I do with people all day, every day. It's different for different people, but there are common patterns that I could teach in a video. I do offer visual consultations. You can learn more and get on my waitlist at www.theinspiredoffice.com/virtual
I second this! I have the most trouble determining the categories / sub-category as well! I feel it’s even worse for digital folders, because there are so many possible options 😅 I would LOVE to see a video on this!
I like how you set up different boxes for different "hats" that one if your client wears. This is relatable as we homeschool and I feel this way in my own home. I have tried other methods, but I do think I'm an out of sight, out of mind person when it comes to paper. Not so much with ither things though. The open file boxes, with categories noted on front, could be a big help- thank you!!!
Just yesterday I filmed a video of my own "office" that is essentially my dining table and upstairs closet. It's tough to make it all fit - beautifully, but it's possible. We have 1000 sq ft. Stay tuned - you'll find that video helpful!
Im so glad your video came up recommended. Over the years, attempting to keep paper clutter from becoming an out of control headache, I've naturally come up with this solution being the one to solve my issue. Started with a pile in the kitchen, (the office is on the other side of our home) then a few file folders. Then I realized I need a whole file box right there. Been putting it off because I wasn't sure how to execute it. Now I have the tools I need. Thank you.
I have a hanging file folder holder on my desk dated and use it as a tickle file. I got the idea from my boss who somehow does this through email but I couldn't get it to work until I put it in paper form.
I have a file box system. One is for my son. This one has numbered files and the contents of each file are listed on a long sticky note on the front of the box. I have one for my mom's estate, one for my brother's trust, one for myself & my husband, & one for my volunteer work. I'm working on a remodeling project so I use a large binder with plastic sleeves so I can insert things like contracts, paint sample colors, bids, & that kind of thing. I can carry it with me to the job site. I tend to have a paper pile but I try to sit down and put things into the big categories frequently. I use a monthly paper calendar with a sidebar. In the side bar, I write and check off bills that need to be paid. I write down when home and car insurance is due a month in advance. It's really a simple system. My favorite file of all time is the "Time will Tell" file for things I think I might want to keep or think about later. I go through that periodically and purge.
Use the freedom filer system! It rotates your files so that every month, when you go to grab your next monthly file, you’re pulling that month from 2 years ago. You automatically shred the papers that are 2 years old, Sam’s now it becomes your empty folder for this month. You cannot end up with anything older than 2 years! Of course you will not keep tax or vital documents in here…as you said, just bills and such that isn’t needed long term. I love it
You can find them here, along with my other favorite office organizing supplies (you do need to opt in for the list): www.theinspiredoffice.com/favorite-products-opt-in
@@KacyPaideI actually think well organized systems can be beautiful in their own right. Order tends to be comforting, calming and visually quiet. This is the first of your videos I’ve seen and I really enjoyed it. I especially enjoyed your in depth explanations of the process from start to finish and your rationale behind the way you helped your clients organize their things. Thanks!
Like a desk with a file drawer. One shallow drawer is labeled ACTION and the second is the second is labeled TO FILE. Kinda like your system but inside drawers. I use my google calendar as a tickler file
I love the simple detail of dating the files. I do well with more traditional filing cabinets or closed file boxes for storing things that only need occasional access or are just being saved for a required period of time like tax paperwork. But I’m very guilty of having my current/active piles become huge over time because I don’t have a good method for when to put older stuff away.
Hello! I have been using open filing systems for quite a few years now, but I still need to lineup “to do” paperwork, like what you would see if you were fanning out magazines. Can you recommend a solution that allows one to see what needs to be done, without having to spread things out?
Check out 2 of my very old videos: "Using clipboards to organize an office" and "A clever little product to organize to-dos." The first show you one way to use your wall to see lots of to-dos. I could also see you using transparent plastic file folders for each category of to-dos, and fanning those out on a desktop, with a label in the top left corner of each that peeks out. Hope that helps!
i have been working from home since 2016. i used to have a print this file for when i went into the office…but as others turned to digital I could start submitting digitally….so i don’t ever go into the office now. to print/save i use One Note….it’s my filing cabinet….it is faster finding documents than any filing cabinet. i have one tab for notes/ to do’s ….but tracking to do’s have those in the project folder because they’re long term timeline notes. i have a large index card for each program with quick check information….but the same is on One Note and I find myself looking there, because to edit i can type instead of starting over a new index card…. i’ve really broken the paper habit….except i still use a paper planner because i need the calendar in front of me.
Thanks for sharing. Personally, I rely heavily on Evernote (similar to One Note), but that's another video for another time! Yes, these digital places lifesavers. Couldn't go an hour without it.
this super helpful and it is great that you are supporting ADHD needs and acknowledging that there's still lots of paper in our lives especially if we are wary of having everything be "digital"
i was advised by 2 government auditors from different organizations to have paper for every record. They have not gone digital and don’t recommend relying on digital files as they have seen many digital file failures.
At the end of the day you have to make decisions that will let you sleep well at night. Though I'm fairly paperless, I'm the 1st to recognize that not everyone should be!
I do a mix of both paper and digital. What I don’t know how to deal with is the mound of charity mail I get. It all has my name and address so I don’t want to just toss it in the garbage. Sometimes I go on a shredding binge but in the meantime the pile sits on the floor. What to do on a daily basis?
I hear ya. I don't hesitate to throw my name and address in the trash - those are public and easy for anyone to find online, and by themselves, not risky for someone to have. I know some will disagree with me on this, but I'd hate for insistence on shredding those to slow down your paper decluttering.
I use a color-coded system called Freedom filer. By the color of the label, the user knows how long to keep the contents. There are also labels for hobby information and you can print on blank labels. When I originally set up my system, I took 12 bags of shredded paper out of my office! It is also an easy system to restore when you get off track.
I love this system so much. This month when opening my new folder I even found that i had ‘planted’ a birthday card that I want to give to someone. It was hanging Around my drawers and I kept forgetting to use it. But I put it in a specific month folder so that I will specifically use for this birthday! In general, I have way less paper after setting up the freedom filer, yet the paper I do have is way more useable because I can find what I need, when I need it.
I love these boxes. I have one for medical charts, bloodwork, mris…(all four in family), and it’s hard to know when to dump old records. I’m thinking that I need to break them up to 4 different boxes per person. But that’s so much paper. And I used to dump the old years stuff into a box of 2012, 13… once in a while I need something (who fixed the roof leak over the garage, how did he do it…). Do I digitize them? Such a laborious task.
It's common for people to have 1 box per family member. If it's a lot of paper either way, just slice 'n dice it however it makes the most sense to you.
You can find them here, along with my other favorite office organizing supplies (you do need to opt in for the list): www.theinspiredoffice.com/favorite-products-opt-in
What I was thinking as this video came to an end is “I would have given a million dollars to have known you 30 years ago.”I was a self employed psychotherapist and a one person operation. My back office had stacks and stacks of paper files. I was overwhelmed and unorganized. This summer on my 70th birthday, I retired. My best birthday present - no more piles. Almost everything went to the city shredder. What a relief!
What a wonderful service you are offering. Thanks so much for posting it on You Tube. I am subscribing and then I am shifting over to Amazon and ordering 2 file boxes. When I pass, in several decades - LOL, my daughter will be thrilled to see my affairs in order and housed in two file boxes. Thanks so much.
Thanks for taking the time to comment. I feel very seen by you - you get it! I'm about to start working again with a client who is retiring soon and ready to let it ALL go on day #1.Congrats on your retirement and for having the fortitude to shred those piles and files. Enjoy the new file boxes.
I agree that clients have a right to their records and by law I was required to hold them for a designated period of time. However, everything that was shredded had extended that time period and the clients who wanted their records had already received them.
Yep, just started dating folders because they were bursting at the seams. Long way to go yet, but now there is hope! Thanks for not condemning the "paper people". I got a virus on my computer and they had to wipe it clean and I lost everything. Was a novice and didn't back up anything. Talk about 'out of sight, out of mind'. I need to know where something is, where I can lay my hands on it, not in some ethereal cloud. So back to being a paper people. 😊
And then there’s the story of Steve Job’s inaccessible digital journals. If even he “lost” the technology to access his files, then the rest of us have much more reason to worry.
Ha ha. If it weren't for "paper people" I wouldn't have a career! So many people (of all ages) are paper people for many reasons. There's nothing to condemn - it's just the way some brains work.
Yes! Exactly.
My husband is ADHD and we manage a public hot springs pool. I have him set up with the file folders that have sides and the bottom is at least an inch wide. These are in a drawer to the side that he rarely closes. They are labeled by month so he can drop in the receipts, register tapes and register reports. Another box on a shelf holds the large envelopes with each set of payroll papers and the timecards. I use a sharpie to label the dates. An open file box has hanging files for employees--anything having to do with that person in their folder. I use an accordion file with monthly labels for bills I've paid and check stubs and invoices. One of those enclosed file folders holds bills, stubs, invoices that need to be entered into the accounting program, then they go in the accordion file. Lastly, an open paper bin sits on my desk for him to drop anything I need to pay or file for him. Works pretty well even for a person not prone to organization. We haven't lost anything important yet!
I can picture this well and I think it's brilliant! I'm going to keep this in mind and see if I can use it with any clients. I have one I'm working with now for whom this might work. Thanks for sharing!
I have ADHD and I love this!!! thank you!❤
You're welcome. These boxes work quite well for my ADHD clients (and I have many of them).
Hello friend. My first name is Silva and I have ADHD. We’re practically twins.
One of the best things that I learned from working with Kacy is a box that became my dumping ground for one of my hot spot items - receipts. And yes it was labeled ‘Receipts 2012’. ❤ Kacy this is GOLD!!
This is such a compliment - especially coming from a past client from way back! Thank you for finding me here. Glad that receipts box turned out to be the organizing gift that kept on giving. 😀
Thank you for this helpful video! My husband's desk is a hot mess, much like the 2 you showed that were piled high like the leaning tower of Piza. File boxes may be a possible solution for gaining order and control in our den where his desk is located. Through watching videos like yours and from other organizers on RUclips, I have identified the problem being a symptom of ADHD and now we can find a solution that works for him. Seriously, thank you so much!!
Your hair is 🔥- super pretty!!!!
That's kind of you. Thank you!
Thank you for this video! I am heading into my first year of teaching (I was an adult learner and an assistant teacher prior to taking the teaching job), so I am trying to organize those papers plus organize my own mess at home. I do like to have things out where I (or others) can easily access them, so this is valuable information.
You're very welcome. Glad you found it valuable. 😀
More please. This is inspiring
More is on the way! You should see my video ideas list.... Finding time is the hard part. Thanks for being here.
Kacy, thank you! I just saw your video, and it has hit home--SYSTEMS is a key word for me. If you can do anything along the lines of a SYSTEM or organization file, if you will, for the PROCESS of recycling paper and other items that need to be HANDS ON before they go into the recycling bin.
Noted! Ultimately, a lot of what I teach here is about systems, but you're giving me an idea for a single video that is a Cliffs Notes run down of a bunch of go-to systems.
@@KacyPaideThank you!
Writing a date on my file folders should help me to purge old files. I really need help knowing how long to hang on to papers. I have them mostly organized, but they have accumulated over the 33 years I've owned my home. Thanks for sharing!
Good! Dates are a simple fix for a wealth of filing problems.
Usually you keep 3 yrs incase you get audited I bit more of you have your own business. I'm sure you can google it.
I hate stuff on my desk, I have adhd but I’m also autistic so I don’t like visual clutter. I get a lot of demand avoidance and stress seeing items out that I want to put away. My system has been 2 document wallets for action and file. Anything else gets shredded or recycled when it comes in. I’m working on scanning in my long term storage items so that I don’t need physical clutter as most of my bills are already digital. When I get emails for bills there is no physical reminder so I put the item on my todo list. Every Thursday I make time to do my filing, if I have none I scan in a couple of things. Soon I’m going to put a magazine rack on the wall so my husband can see the categories and put his papers in. But the rack is opaque and the same colour as the wall so it will be minimal visual clutter.
Nice! Sounds like you have a well-oiled system. I've done similar systems to your magazine rack for couples who need to pass things between them.
The day my life changed for the better was when i created a letter size pink tickler file box. Omergosh!
I keep a folder behind the 12 months for 'filing' stuff that needs to be archived not actionable, but by the time i get ready to file the stuff in there most of it is irrelevant and can be tossed. Everything else is an 'action' paper and plugs right into the 12 month system perfectly.
The only reason my desk looks like a 'before' photo is due to my stubborn cat who wont stay off my desk (sometimes peeing there 🤢😡) or any clear surface for that matter. He's old and has CKD so instead of throwing him out the window i just keep piles on all surfaces. . . We all have our trade-offs 😉
Thanks for sharing! It's sort of nice when things self-expire after sitting out for so long. Makes my job easy. 😀
How does a tickler work? I keep hearing about it but have no idea how it functions.
Not only do I use file boxes at home, I also use them at school as a teacher. Each hat or type of task has a different one and it is super important. 1st I have ADHD. Second it lets me create systems that students can see and help themselves.
Love this! Thanks for sharing and watching.
2 minutes in and I am excited!!!! I know this is going to work for me.
Awww. This is nice to read. Thanks for watching and commenting. Glad I could help.
can you have amazon links to your favorite supplies? I use folders & sticky notes, label maker & open file on my desk. I just hate filing.
You can find them here, along with my other favorite office organizing supplies (you do need to opt in for the list): www.theinspiredoffice.com/favorite-products-opt-in
i'm all paper. otherwise, out of sight, out of mind. i use wire baskets, as plastic doesn't last long. i recently discovered a tracking one note i created in 2022 then forgot about after a couple of months when things got hectic. and i've lost two hard drives i hadn't finished backing up because it was "when i had the time" and i never made it a priority, so a few things were lost, some needed recreation.
Most of my clients are all paper - or at least 75% paper. I want to honor my paper people with this channel!
No file folders for me. Just open boxes for all medical, bills, file 2024, shred, recycle, paper/notebooks, stationary items etc. Glad your files work for you.
I've had a number of clients who don't like files! It's a creative challenge that we always solve.
😀 Yes, very helpful!! I am going to buy file boxes to get organized. Very helpful. Thank you.
You're very welcome. Thanks for watching.
Great video and I will try this. in the videos you had perfect left center right file tabs but if you are adding and subtracting and changing over time how do you keep from getting these messed up?
Good question. Technically, you can switch out a middle for a middle, etc., but it's not always feasible in the moment. I wouldn't want this to slow down anyone's ability to create files on the spot. Maintaining it does require a little pause and thought.
I will try this and loved the idea of dating the folder
Wonderful!
What do I do with scraps of paper with notes and random info written on them? This is my problem is I write notes on scraps of paper then I tell myself I will look into it later, then I don't. Then I have so many of them to go through! I don't just want to blindly throw them out.
I’m guilty of this also. I started using one of my notebooks for all random notes, post-it notes and written notes.
If I know it’s really important, for instance tax related notes (it’s end of tax year for us currently) I’ll use a highlighter to bring attention to the note.
I also put a date every few pages to give me a loose timeline - just in case.
@@MsHazza73 Thank you! Awesome ideas! It makes sense that way! I will try this!!!👍👏
I love this question. What gets in so many people's way is the hundreds of random one-offs - not the documents. (I've even created a course for this but haven't put it out yet!) The scraps of life can add up, then little problems become big problems. These boxes are great for that. I also like translucent plastic file folders. Also, go on Amazon and search "C-Line Pocket Folder." Those are great for scraps. The real magic though is in seeing the patterns in your scraps so you can create categories for them, getting ahead of the problem. Hope that helps!
Thank you👏👏👍👍👍
You are very welcome. Thanks for watching.
Do you recommend this same idea for things like sale flyers, catalogs, coupons? So things you might or might not need? The examples you showed seem to be more important things and not just "I might eat at this restaurant before the coupon expires so I'll hang on to it."
Yes! These boxes work for so many types of papers and scraps. For example, some people just have "to read" boxes. I commonly use them for these types of scraps and one-offs.
Yes, but what happens when you have someone who will just drop the paper in the desk even when there's a solution on the desk?
That's frustrating and I see it all the time!
Will you help me in my studio?
I can! If you're out of the DC/MD/VA area, I offer online consulting. You can add yourself to the waitlist on my site: www.theinspiredoffice.com/virtual
I bought a package of 6 on Amazon right after watching this.
Be careful and buy the one with 4.5 stars. Some people said other sellers broke before they came out of the box. And, they only recieved 1, even though it said 6.
The nedium size holds letter sized hanging folders.
They are available in 3 sizes.
Can't wait to get them!
Thank you so much for this video
You're very welcome. I sometimes use the thinner ones too - the 4". But the medium that you bought are more versatile. Enjoy!
This is a great idea! I can’t put WIP papers in a desk drawer - I might as well burn it.
Absolutely no one I work with can put WIP papers in a drawer - they're as good as gone. Because of this, I've come up with lots of solutions for that problem, with this one being one of my most popular.
😂😂😂 so true!
This video helped me understand why the secretary before me had every thing in files not digital.
Nice. Many of my clients aspire to go full digital, but I know from experience that this is certainly not the answer for everyone.
I happened upon your video. What a godsend! Mail is the bane of my existence! I am purchasing a file box for home.
I just started using a file box in my office for receipts. (I own a small business.) That file box has been game changing.
I was diagnosed two years ago (at 53) with ADHD. Now I know why I am the way I am. Now to find strategies! I look forward to watching more of your videos.😊
Thank you! This is music to my ears. Most of my clients are ADHD and if not, they all share struggles with my ADHD clients. Since a file box has already worked in one part of your life, that bodes well for its success when used in other parts.
Someone practical who understands us visual folks who forget what we put out of sight? Yay! This is the first of your videos I have seen, and I have subscribed and set up notifications. Can't wait to go back and see your other videos, esp. paper organization.
I appreciate that. It comes with LOTS of experience. Feels good to share it.
Ugh! I’m in the middle of going through years of paperwork that I’ve kept. My brain is overwhelmed and I get stuck trying to decide what to do with it. Toss, Shred, Keep it because I might need to know how much I paid for that TV 3 years ago? 😣
I did about 30 minutes this morning and I plan to do more later today. Thanks for the videos.
You're doing good work! One question that might help along the way is "under what circumstances would I refer to this again"?
@@KacyPaide ooooh I like that question! Thanks!
Of course I do digital, but I’m an analogue girly! 🙌🏾 Love this kind of system for my craft projects. I definitely need to figure out how to make my rounds through it though, and not let it just be another spot for storage. Would love ideas for that, and also the mindset to be in to really make a dent in decluttering paper in a craftroom when everything is treasure. 🙈
Ooh just say all these awesome videos! Subbing! 🫶🏽
Thank you! I do appreciate it. More to come...
Thanks for watching! I'll make a note that something about mindset for paper decluttering could make a good future video. This is a great idea. It could help me wrangle a lot of what I've written about on this topic.
I used to use a system similar to this for my small art business. I have a single small file box with a lid. In the back is a slot where I can toss in papers as they come in. Once a week, I'd go over the files, pop in the gathered papers where they needed to be. At the end of each year, I'd gather all the work in the files, "bag them" date the year and store it all in my large file cabinet. As my business shifted from artisan to now being a writer, poet, and coach, I find I have little paper coming into my office now. I keep the digital files on my computer, but I still use a similar gathering method for everything. Anyway, I enjoyed your video and it reminded me of my old file box! I'm digging it out of storage and contemplating how to use it again.
Sounds like they are little time capsules. I like it. Thanks for sharing.
As someone who works in IT security, I was prepared to not like this video, but you could totally put those small files away in a locked cabinet or safe when you are not working, so I don't really think it's that bad. But in general, things like financial statements should be locked up, as well as any confidential customer information.
Thanks for sharing. I've had a couple of clients who did put these exact boxes inside drawers. They fit perfectly, turning a drawer into its own modular system with units that can be pulled out and put back.
I just started clearing out a 4 drawer file cabinet. Found tons of old stuff to shred. once it’s done I’m planning to keep the files I need then i can have a system to used.
going to watch the rest of your videos as I am feeling overwhelmed.
It must feel so good to get through 4 drawers! I realize that some cabinets take hours, while others take months. Just keep a steady pace and you'll ge through it.
I use a file folder in a drawer, that works the same way a file box does, as I don't access paper frequently nor do I get it in the house very often. That way it can be hidden and please my aesthetic preference.
Life changing!
Thank you so much for your content and this great video, Kacy!
You're very welcome. Thanks for watching.
Very helpful. Happy to find your channel. Love the box per hat concept.
Right?? It all lined up: 1 hat / 1 box. Thank you!
Liked this video. My immediate challenge is understanding how to create categories for files. That may sound silly to people who are organized, but my brain is very disorganized and has difficulty understanding categorization. For example, for work files, sometimes a file may potentially fit into two folders and I don’t know how to decide. I end up with a bunch of very specific folders on my computer. Would you be able to do a virtual consultation? 🙏🏻
THIS is a great video idea - how to create categories. This is what I do with people all day, every day. It's different for different people, but there are common patterns that I could teach in a video. I do offer visual consultations. You can learn more and get on my waitlist at www.theinspiredoffice.com/virtual
I second this! I have the most trouble determining the categories / sub-category as well! I feel it’s even worse for digital folders, because there are so many possible options 😅 I would LOVE to see a video on this!
I love paper. The scent, the texture and the colors. I am a paper artist and that’s part of it. Thx so much for your video ❤
I understand that. I actually love the smell of some paper too!
I like how you set up different boxes for different "hats" that one if your client wears. This is relatable as we homeschool and I feel this way in my own home. I have tried other methods, but I do think I'm an out of sight, out of mind person when it comes to paper. Not so much with ither things though. The open file boxes, with categories noted on front, could be a big help- thank you!!!
Thank you. The "hats" concept was all hers! I use it all the time with clients now.
I need you for my 440 sq ft studio apartment. It's basically my creative studio with a bed, kitchen and restroom. :) So much stuff!
Just yesterday I filmed a video of my own "office" that is essentially my dining table and upstairs closet. It's tough to make it all fit - beautifully, but it's possible. We have 1000 sq ft. Stay tuned - you'll find that video helpful!
Im so glad your video came up recommended. Over the years, attempting to keep paper clutter from becoming an out of control headache, I've naturally come up with this solution being the one to solve my issue. Started with a pile in the kitchen, (the office is on the other side of our home) then a few file folders. Then I realized I need a whole file box right there. Been putting it off because I wasn't sure how to execute it. Now I have the tools I need. Thank you.
You're welcome. I've used these many time in kitchens! Good to put the solution exactly where the problem sits.
I have a hanging file folder holder on my desk dated and use it as a tickle file. I got the idea from my boss who somehow does this through email but I couldn't get it to work until I put it in paper form.
I get it. Digital to paper can get lost in translation. Nice!
I have a file box system. One is for my son. This one has numbered files and the contents of each file are listed on a long sticky note on the front of the box. I have one for my mom's estate, one for my brother's trust, one for myself & my husband, & one for my volunteer work. I'm working on a remodeling project so I use a large binder with plastic sleeves so I can insert things like contracts, paint sample colors, bids, & that kind of thing. I can carry it with me to the job site. I tend to have a paper pile but I try to sit down and put things into the big categories frequently. I use a monthly paper calendar with a sidebar. In the side bar, I write and check off bills that need to be paid. I write down when home and car insurance is due a month in advance. It's really a simple system. My favorite file of all time is the "Time will Tell" file for things I think I might want to keep or think about later. I go through that periodically and purge.
I absolutely love the "time will tell" label. I could see this working for a lot of my clients. Thanks for sharing!
Simple but game changing 🤯
Indeed it is. I'm glad you think so!
my problem, I keep putting off the filing . I keep an accordion file by month & file away paid bills by month.
Use the freedom filer system! It rotates your files so that every month, when you go to grab your next monthly file, you’re pulling that month from 2 years ago.
You automatically shred the papers that are 2 years old, Sam’s now it becomes your empty folder for this month. You cannot end up with anything older than 2 years!
Of course you will not keep tax or vital documents in here…as you said, just bills and such that isn’t needed long term. I love it
Can you put a link for these boxes. I can’t find them
You can find them here, along with my other favorite office organizing supplies (you do need to opt in for the list): www.theinspiredoffice.com/favorite-products-opt-in
Muchas Gracias! Yo tengo ese problema “out of sight out of mind”
You're welcome! Most of the advice you'll find here on my channel is for "out of sight out of mind." Thanks for commenting!
I've been following you for a while & you were gone for a while
Thanks for being patient. It's good to be back!
Love this video. "A goal not worth striving for!". Absolutely! need to see in progress, regularly used files!
Empty is just too hard to maintain for my "paper people." You can have a beautiful office that also has visible organizing systems.
@@KacyPaideI actually think well organized systems can be beautiful in their own right. Order tends to be comforting, calming and visually quiet. This is the first of your videos I’ve seen and I really enjoyed it. I especially enjoyed your in depth explanations of the process from start to finish and your rationale behind the way you helped your clients organize their things. Thanks!
The open top box is a great way to keep loose papers. Notice that files aren’t in alphabetical order, which would make items easier to find.
Great video. I think this would be great for my adhd daughter.
Yes! Most of my clients have ADHD. My best, most creative ideas come from these clients' needs.
Like a desk with a file drawer. One shallow drawer is labeled ACTION and the second is the second is labeled TO FILE. Kinda like your system but inside drawers. I use my google calendar as a tickler file
I like this. I'd probably use drawers similarly if I had them. For most of my clients though, drawers are black holes.
I love the simple detail of dating the files. I do well with more traditional filing cabinets or closed file boxes for storing things that only need occasional access or are just being saved for a required period of time like tax paperwork. But I’m very guilty of having my current/active piles become huge over time because I don’t have a good method for when to put older stuff away.
Dating the files makes a world of difference!
Florida schools are starting up in August. Would it be possible provide organizing inventory & systems for both students and teachers? Thank you! ❤
I've worked with teachers before. What types of inventory are you thinking about?
Hello! I have been using open filing systems for quite a few years now, but I still need to lineup “to do” paperwork, like what you would see if you were fanning out magazines. Can you recommend a solution that allows one to see what needs to be done, without having to spread things out?
Check out 2 of my very old videos: "Using clipboards to organize an office" and "A clever little product to organize to-dos." The first show you one way to use your wall to see lots of to-dos. I could also see you using transparent plastic file folders for each category of to-dos, and fanning those out on a desktop, with a label in the top left corner of each that peeks out. Hope that helps!
i have been working from home since 2016. i used to have a print this file for when i went into the office…but as others turned to digital I could start submitting digitally….so i don’t ever go into the office now.
to print/save i use One Note….it’s my filing cabinet….it is faster finding documents than any filing cabinet.
i have one tab for notes/ to do’s ….but tracking to do’s have those in the project folder because they’re long term timeline notes.
i have a large index card for each program with quick check information….but the same is on One Note and I find myself looking there, because to edit i can type instead of starting over a new index card….
i’ve really broken the paper habit….except i still use a paper planner because i need the calendar in front of me.
Thanks for sharing. Personally, I rely heavily on Evernote (similar to One Note), but that's another video for another time! Yes, these digital places lifesavers. Couldn't go an hour without it.
this super helpful and it is great that you are supporting ADHD needs and acknowledging that there's still lots of paper in our lives especially if we are wary of having everything be "digital"
Yes indeed! Most of my clients are ADHD. Everything I've learned about it I've learned "in the field." What works for ADHD folks works for many of us.
i was advised by 2 government auditors from different organizations to have paper for every record. They have not gone digital and don’t recommend relying on digital files as they have seen many digital file failures.
Thanks for sharing!
I have boxes and boxes and boxes of papers--and that's the stuff I already decluttered. I need to learn how to not be a paper hoarder.
It IS learnable. They don't teach this in school, but new practices can be learned and maintained - with practice. Thanks for stopping by.
In our office, all my important papers are hard copy, as I am not tech savvy and do not trust my computer to not crash and recover all my papers.
At the end of the day you have to make decisions that will let you sleep well at night. Though I'm fairly paperless, I'm the 1st to recognize that not everyone should be!
You have given me some great ideas
Good! Thanks for letting me know.
I do a mix of both paper and digital. What I don’t know how to deal with is the mound of charity mail I get. It all has my name and address so I don’t want to just toss it in the garbage. Sometimes I go on a shredding binge but in the meantime the pile sits on the floor. What to do on a daily basis?
I hear ya. I don't hesitate to throw my name and address in the trash - those are public and easy for anyone to find online, and by themselves, not risky for someone to have. I know some will disagree with me on this, but I'd hate for insistence on shredding those to slow down your paper decluttering.
I got a great item on Temu like a rubber stamp but it blacks out your name & address. Saves a lot of shredding. You can even get an ink refill.
I use a color-coded system called Freedom filer. By the color of the label, the user knows how long to keep the contents. There are also labels for hobby information and you can print on blank labels. When I originally set up my system, I took 12 bags of shredded paper out of my office! It is also an easy system to restore when you get off track.
I know the Freedom Filer. Way to go on 12 bags of shredding! No small feat.
I love this system so much. This month when opening my new folder I even found that i had ‘planted’ a birthday card that I want to give to someone. It was hanging Around my drawers and I kept forgetting to use it. But I put it in a specific month folder so that I will specifically use for this birthday!
In general, I have way less paper after setting up the freedom filer, yet the paper I do have is way more useable because I can find what I need, when I need it.
The volume is low for me
Sorry about that. I'll look into it.
Yes I had my volume all the way up as well
@@kjw79my tablet is low. My cell phone is fine
I love these boxes. I have one for medical charts, bloodwork, mris…(all four in family), and it’s hard to know when to dump old records. I’m thinking that I need to break them up to 4 different boxes per person. But that’s so much paper.
And I used to dump the old years stuff into a box of 2012, 13… once in a while I need something (who fixed the roof leak over the garage, how did he do it…). Do I digitize them? Such a laborious task.
It's common for people to have 1 box per family member. If it's a lot of paper either way, just slice 'n dice it however it makes the most sense to you.
Paper person here! Thank you so much for standing up for us! Great video great information highly recommend
You're welcome! There are lots of paper people out there and I'm happy to help them.
My ADHD seemed so much worse than all these examples until we got to #4 … oh there I am 📺 🍿 😂
There's something for everyone in these videos!
Oh you’re in the DMV?? 🙌🏼
Oh yeah! I'm in Silver Spring, right on the DC line. Born in DC and lived here my whole life.
Very helpful.
Where can I find them,
You can find them here, along with my other favorite office organizing supplies (you do need to opt in for the list): www.theinspiredoffice.com/favorite-products-opt-in