Before / After Case Study:

(Move mouse over picture for after )

Challenge Phase One:

This client was overwhelmed by papers that had overtaken her home office. Paperwork was overflowing into the dining. living and bedroom. There was no method or strategy for paper flow within her home before I arrived.

Her industry is extremely paper intensive so I devised a strategy to traffic paper in and out of her office. She and her husband share a home office and papers were mixed up between both work areas with no real separation of workspaces.

Solution Phase One:

We implemented and built a new file system using Freedom Filer.

Challenge Phase Two:

Work flow was not defined and file system was not completed. Notes were loose and piling up from numerous meetings and phone discussions.

Solution Phase Two:

I redesigned the office space and recommended a new L shape desk set-up and five additional file drawers. I also recommended separate spiral note books for each regular meeting and another notebook for client phone calls. After the papers were contained into drawers and action files were put into place on the desktop, we had a clear space for productive work.!

What Our Clients Say:

“Your enthusiasm and energy made this project very enjoyable. You were
really good with creating systems and finding the space for all of my
clothes. I love my new closets.”

Ruth Rinek, La Jolla

Kathi,

I need help setting up my home office space. I have recently started a home based business after working in corporate environment for years.

Darron, Rancho Santa Fe

Darron,

Congratulations on becoming your own boss. You now have the perfect opportunity to create an effective work area suited to your tastes. Whether it’s a nook, cranny or a separate room, your work area should be conducive to performing your daily work.

A well-equipped workspace will contain all necessary supplies and equipment within arms reach. Larger tools like fax machines and printers should be set up in areas with easy access.

Use a desk caddy. Keep a sufficient supply of pens, pencils, paper clips scissors and other supplies in a desktop holder or a tray inside a desk drawer.

Make sure to keep 2/3 of your desktop cleared at all times. It is easier to function and maintain focus when your desk space is open and free of clutter.

Mimic the corporate environment by creating forms for everyday tasks. For example, type up a personalized Fax Transmittal Form that includes your company name, phone number and other pertinent information. Make copies and leave them by your fax machine for quick and efficient fax transmissions. Create standard email signatures for your email correspondence.

Adhere to a daily routine and schedule. Maintain focus on your long-range goals (life and business) as you go about your daily tasks. Consider whether the busy-ness you are involved in is directly related to your long-term goals. Keep your schedule constantly aligned with the specific reason that you began working for yourself and you will go far.

Dear Kathi,

This year my taxes took an overwhelming amount of time to prepare for my accountant. How can I reduce the time I spend next year organizing my taxes?

Rita, Cardiff by the Sea

Rita,

Keep all of your tax related receipts together. Maintain an envelope in your purse or a section in your wallet to hold tax-related receipts. Pull these receipts regularly and file them into a pre- designated tax archive system. Filing cabinets, expanding pocket files, or a box with sections will suffice. Whatever system you choose, separate your receipts by tax category.
If you are unsure about which categories to use, refer to your last tax return. If you itemize your deductions, you will see which categories to copy. Duplicate these within your filing system. Next year you will simply total each category to determine the sum for each individual deduction.
If you want to go a step further and really simplify your tax process, put your finances into a computer bookkeeping program. QuickBooks is an excellent tool and well worth the time invested learning the program.
With QuickBooks, you should be able to prepare for taxes in less than five minutes next year. You’ll simply print a profit & loss report and a balance sheet. You could even forgo the in-person appointment and email these reports to your accountant.

Another advantage of using a computer for your bookkeeping is that you should be able to reconcile your bank accounts effortlessly every month. Streamline your finances and minimize your headaches. Learn QuickBooks, file your receipts regularly and next year you will be able to prepare for your taxes in a snap!

Please submit your questions to: advice@addspacetoyourlife.com

San Diego Professional Organizer