Taxes - What Documents To Keep and How Long?

I've got the second load of sheets and towels in, as this house of girls goes home today and another house comes on Friday. It has been a busy week - a birthday with all the trimmings, appointments/work, a hair cut, homework, a few tears, good talks, a play, a movie, baking cookies - life with teenagers!

But taxes are a-comin' aren't they?


Taxes - What Documents To Keep and How Long?

Jerrie Dean at eHow offers the following list to clarify what you should keep and how long:

"1. Pay stubs, utility bills, credit card, check statements, mortgage receipts, canceled checks and receipts for minor cash purchases do not need to be saved unless they are needed to verify tax and warranty claims (see #2). Otherwise you can shred them after one year.

2. Tax returns, W2's and 1099 forms, receipts, canceled checks, statements, self-employment expense records, and brokerage statements that you keep with your tax returns can be shredded after three years, but it is safer to keep them for seven years as if you under report your income by more than 25%, the IRS will go back that far.

3. ATM and debit card receipts and credit card receipts can be shredded after you get your monthly statement (and reconcile them with the statement - my comment).

"4. Quarterly and monthly financial statements and Social Security statements can be shredded after you get your annual statements (and reconcile them with the statement - my comment).

5. Keep your insurance policy, passport, will and power of attorney's until you get a new one.

6. Keep warranties and service contracts and receipts for those items until the guarantee expires or you no longer have the item.

7. Keep your deeds, stocks and bonds until you sell.

8. Home improvdement records, your 401k, IRA or pension records should be kept for three years after you sell or close the account.

9. Your birth, adoption, school diplomas and transcripts, Social Security card, military records, marriage certificates should be kept for ever and in a fireproof safe, too."

Even though taxes aren't fun, this list gives us the confidence to get rid of excess paper yet be prepared for the ultimate Fear Factor: an audit!

How Efficient is Multitasking?

We have heard for years that we should multitask, multiply our time by doing more than one thing at a time. I encourage multitasking, but with care. Here are some interesting stats on multitasking from Key Organization Systems:

"People who multitask are less efficient than those who focus on one project at a time, says a study published in the Journal of Experimental Psychology....Managing two mental tasks at once reduces the brainpower available for either task, according to a study published in the journal NeuroImage."

"A recent study from the Institute of Psychiatry at the University of London suggests that your IQ falls 10 points when you're fielding constant emails, text messages, and calls, the same loss you'd experience if you missed an entire night's sleep and more than double the 4-point loss you'd have after smoking marijuana. On average men fared worse than women because, researchers say, men have more difficulty multitasking."

My conclusion: if you multitask, combine a mindless task with one that requires some brain cells. For example, fold clothes or empty the dishwasher while talking on the phone; put away stray items on your desk while on the phone.

How do you multitask successfully?


Blogs on similar topics:
Redeeming Your Travel Time
Capturing Usable Moments
Increasing Your Effectiveness at Work

If you need more help using your time efficiently, let us help with our Time Management books, ebooks, and workbooks.

Visual or ADD Organizers - Keeping Your Desk Organized

Good Monday Morning! Hope you had a great weekend. We had a fun one with our girls. Among the several things we did over the weekend, we watched a movie on TNT called Gifted Hands which is about Dr. Ben Carson.

It's an inspiring story about a boy rising out of anger, low self-esteem, and ridicule to become one of the most famous and respected neurosurgeons today. I've heard him speak and his life is truly motivating! It looks like TNT is showing it several times, so if you have a chance, the movie is well worth your time. Now, to today's topic ...


Visual or ADD Organizers - Keeping Your Desk Organized

Rather than filing or piling, it is better for the visual or ADDer to keep things visible. In a recent article in NAPO News (National Association of Professional Organizers), Susan Lasky suggests storing like items in magazine holders on a shelf above the desk.

Lasky recommends that the magazine holders be color-coded and labeled to reflect the contents. Consequently, action files or works in progress will not be forgotten, but will be kept neatly in one place. New additions to the topic can be dropped into the magazine holder.

What are your systems for keeping your important stuff visible yet neat?


Similar posts:
ADHD Organization - Time and Energy
ADHD Organization - Decision-Making
Helping Your ADHD Child Get Organized

Getting Organized for Taxes - Are Scanned Receipts OK?

We've spent the last couple of days getting ready for our first house of girls this month who arrive this afternoon after school. In the meantime we'll take a CPR class today, required every year. Now on to our blog:

You may have heard of or own Neat Receipts, a device that scans your receipts onto your computer. I've heard many laud this device because it reduces the paper clutter. However, I recently read an IRS report that states that the IRS requires original receipts if they audit you. Just thought you'd like to know.

The report also suggested that you photocopy receipts printed on the kind of paper that fades over time. Staple the copy and original together, and keep with your records.

I guess this is one area in which decluttering is not in our best interest!

50 Ways to Plan Something Special for Valentine's Day without Spending a Lot

If you are into Valentine's Day, here are 50 ways to celebrate. Sheryl Kurland at Everlasting Matrimony wrote "50 Cheap Valentine’s Day Gifts For Your Sweetheart (Without Looking Cheap)", and I thought I'd pass it along.

"If you’re like most couples, you’re watching your pennies this year and looking for ways to romance your sweetheart on Valentine’s Day without breaking the bank. The following list will help:

1. Create an indoor picnic with available props, i.e., picnic tablecloth, paper goods. Share finger foods and favorite treats along with a glass of wine. Spice up “dessert.” Enjoy your picnic on the living room floor or in bed. Play card games, board games, or make up your own.

2. Decorate a unique-looking jar or box with craft items. Write numerous love notes on small pieces of paper and fill the jar with them. Present the jar to your sweetheart.

3. There are many local and national Valentine’s Day giveaway contests with great prizes. Enter as many as you can and maybe you’ll get lucky.

4. For young couples with kids, get them involved in an all-family fun Valentine’s Day dinner at home. Mom can prepare a dessert for two and light the candles while dad puts the kids to bed.

5. Since Valentine’s Day is on a Saturday, celebrate with a day full of low-cost activities you both enjoy doing (depending upon your location and weather). Do something with your significant other that he/she rarely has time to do, but loves.

6. Take a 2-hour, one-time salsa or tango dancing lesson together. Or, identify some other interest you share and find a place to give you one-time extended lesson on Valentine’s Day.

7. Gals…Make the entire day full of his favorites: the breakfast of his dreams, the dinner of his dreams, TV that is his favorite, his music, etc. Don’t say anything about it, surprise him all day long.

8. Take the person you love to experience something spectacular in nature: a sunset, a sunrise, the calm of the beach, share an evening walk gazing at the moon.

9. Create a framed group of photos that put your relationship in chronological order of events, by months or years (depending on how long you’ve been together).

10. Create a CD with songs that make you think of your sweetheart, and give it to him/her.

11. Choose specialty foods, such as wine, cheese, fresh bread/dessert from a favorite bakery. Enjoy in front of your warm, toasty fireplace.

12. Create an at-home spa day for your mate. Deliver the gift in a basket filled with inexpensive candles, bubble bath, rose petals, facial mask and scrub. Then give your mate time to enjoy it. When he/she is done, heat up towels in the dryer for drying off.

13. Give each other long-lingering back rubs or head-to-toe body massages. Invest in luxurious lotion or oils.

14. Create a favorite drink together. Try all kinds of ingredients. Enjoy taste-testing. Be sure to record the ingredients, so you can make the “your” drink again on Valentine’s Day year after year.

15. Watch an old movie at home together, with popcorn and soft drinks and candy – movie-theater style.

16. Share a scrumptious dessert and latté at a local patisserie or bakery.

17. Pick a few household chores your Valentine usually does and surprise them by doing it before they get a chance, i.e., making the bed. It doesn’t sound romantic, but the thought will most certainly count.

18. Walk around a favorite part of town, stopping at a nice locale for a glass of wine and appetizers.

19. On Valentine’s Day, place three pair of sexy undies on your bed and let your mate pick out which one you should wear. It’s your secret!

20. Write a “Top 10 Reasons Why I Love You” list.

21. Since Valentine’s Day is on Saturday, if you’re a member of a wholesale club (like Sam’s or Costco) have fun eating all the free samples! Then fill in any empty holes left in your stomach by going out to lunch. (That way you won’t spend a lot of money at a restaurant!)

22. What’s a new activity you’ve both wanted to try that’s low cost? Do it. Or, how can you creatively modify it to make it low cost? Do it.

23. Leave a note on your mate’s pillow expressing how special you think he/she is. Place a couple of mints on the pillow, too (or a single rose)…all to be discovered at bedtime.

24. Guys…If you want to cook dinner, remember, she doesn’t care what you make. There are many easy recipes on food web sites that look like you spent hours in the kitchen. Be imaginative and set the table special. Play romantic music softly while you dine. Leave the clean-up until morning!

25. Guys or Gals…When you make that special dinner…Just like when you go to a fancy event and a “dinner menu” is put on each plate describing each food item, do something similar. For example, on your menu, write “Spaghetti & Meatballs, made with passion to be with YOU.” Don’t forget to give your “event” or “restaurant” a name at the top of the menu.

26. Make a simple dinner at home, then go out dancing or to listen to live music at a jazz club.

27. Buy two champagne flutes for use on Valentine’s Day only to annually toast your love. Keep them in a visible location as a year-round reminder of how special you are to each other.

28. Play a sport together that you haven’t played in awhile, or that you rarely get a chance to enjoy. Before you start, determine what the “winner” gets (making it something to do with caring, loving, etc.).

29. Leave a “racy” picture on your mate’s cell phone. Text a romantic message at a time of day when you know things get hectic.

30. Present your Valentine IOU coupons: I will make dinner; I will do the laundry; I will take care of the kids one day a month for the next year; I will clean the kitchen for a week; I will serve you breakfast in bed.

31. Together, go “shopping” at a sex-toy store without spending any money. It’ll give you ideas and get you “in the mood.”

32. The tough economy has lured many upscale restaurants to have high-end early-bird specials. Find out what’s available in your area.

33. Some volunteer fire departments use holiday fauna to create flower and rose bouquets as a fund-raiser. Prices are reasonable; just get there early.

34. If she loves chocolate…Take her on a chocolates tour. Find your hometown chocolate purveyor and ask for a behind-the-scenes tour. Next, go to a restaurant that serves her favorite chocolate dessert. Return home to snuggle with a cup of hot chocolate.

35. Use a bar of soap to draft a love note on your bathroom mirror. Or, if you shower first, write a love note to your sweetheart in the steam on the mirror.

36. Write “I love you because….” notes and insert them into balloons. Blow up the balloons, and spread the balloons throughout your bedroom for your Valentine to pop and capture each message.

37. Many drug stores with photo departments offer a variety of Valentine’s Day specials to make gifts from photographs. Use a good picture of the two of you together.

38. Make homemade chocolate-covered strawberries: 1) Melt a package of chocolate chips in a double boiler and add a small amount of oil; 2) Remove from heat and quickly dip the strawberries into the chocolate; 3) Place on wax paper and refrigerate for several hours until chocolate is firm.

39. Guys…If you want to order flowers for your gal, supermarket florists are generally half the price of the stand-alone or on-line stores, but the trick to for seeing real savings is to order two weeks or more in advance and pay for the flowers up front………..Another trick to save money, get other guys who want to order flowers to join you and place your orders to the same florist all at once. The florist may give you a “bulk” discount. Again, important to plan ahead.

40. Plan a scavenger hunt. Write clues and place them in envelopes, and place the envelopes around town. Make the final clue a doozey of a destination.

41. Get a small radio and take your partner dancing at a romantic hideaway, such as the woods or riverfront or ocean.

42. Use fabric paint to decorate a Valentine’s Day pillowcase for your loved one. Check arts-and-crafts web sites for other easy-to-make gifts.

43. What did you do on your very first date? Repeat it.

44. Create a year-long calendar with photos of just the two of you above (top page) each month. Office supply stores will insert the spiral/binding for you.

45. Have a progressive dinner. If you’re single, appetizers at his place. Entrée at her place. The middle course, dessert, after-dinner cordials…map it out a few days ahead. If you’re married, one course at home, one course at her office, his office, etc. Use your imagination to set locations!

46. Write new “updated” wedding vows, both serious and humorous, and share them with each other over a glass of wine in a candlelit room.

47. In the morning, tuck a love note in his pocket or her pocketbook or other certain-to-be-found spot. Jot down some meaningful words on a piece of paper – “Can’t wait to wrap my arms around you tonight!”; “What’s for ‘dessert’?”; “You make me happy every day!” – and tuck it in a conspicuous location to be easily discovered during the day.

48. Have a 15-minute kissing session and try some new ways and places to kiss. The same old smoocheroo can get boring. Use your imagination…and perhaps a little whipped cream, chocolate syrup, etc.

49. If you don’t have a special sweetheart, focus on bringing a smile or laughter to everyone you come in contact with on Valentine’s Day.

50. What are your mate’s quirks and habits that irk you? Don’t nag about any of them the entire day. Then try to extend the no-nagging effort to every day of the year. Remember, you’re never going to change the other person."

Follow Sheryl on Twitter. Or Sign-up for FREE, weekly, email “Time-Tested Relationship Tips” from couples married 50+ years!

Recycling VHS Tapes

It is so nice to be home! Even though I miss my kids, have mounds of laundry, etc., it was wonderful to sleep in our own bed. I slept for 8 hours, which I never do! On to our organizing blog for today:

Recycling VHS Tapes

Do you have outdated or antiquated VHS tapes you'd like to get rid of but don't know what to do with them? Jeri Dansky suggests some great ideas:

"1. Offer them on Freecycle. You never know what people will want. I've found new homes for some of my clients' video tapes through my local Freecycle.

2. Check with your local Goodwill or Salvation Army - or any local thrift store.

3. See if a local nursing home or hospital wants them.

4. See if a local homeless shelter or domestic violence shelter wants them.

5. See if your local library (or friends of the library organization) wants them.

6. Ship them off to ACT - Alternative Community Training.

7. Ship them to GreenDisk or Tropical Media for recycling.

8. Search for Video Tapes on Earth911."

Have you found successful ways to recycle your VHS tapes?


Similar blog posts: More Eco-Friendly Recycling, Getting Rid of Stuff While Saving the Environment, Interview by Get Green Baby

Home Again, Home Again ...

We arrived home today after twelve wonderful days on a mountain top in Montana with our daughters and son-in-law.

We had such a fabulous family time:
- having a Settlers of Catan marathon
- star-gazing in -12 degree weather
- cooking together and enjoying our son-in-law's gourmet feasts
- having wonderful discussions
- celebrating Christmas
- eating at delightful restaurants
- worshipping together
- photographing beautiful scenery, including breath-taking sunrises and sunsets
- putting together a 1000-piece jigsaw puzzle
- watching sports
- celebrating birthdays
- playing Mexican train
- spotting wildlife - moose, bald eagle, deer
- catching up on hugs
- seeing the movie Mall Cop
- helping our daughters do some work
- watching the Super Bowl
- creating websites, blogs and other random stuff

I'll get back to organizing blogs tomorrow. Talk to you then!

Get Organized Month 2009 - Some Words from Peter Walsh, Organizing Guru

Peter Walsh, professional organizer guru, was interviewed in the latest issue of The NAPO News published by the National Association of Professional Organizers. The following are some inspirational exerpts:

"Stuff has power, and the stuff we own has power—power for good or power for ill. It’s up to us to decide how we use the stuff we own. We either advance the kind of life, community, and world we want, or we become so self-absorbed with our stuff that we become like greedy children hoarding cookies."

"One of the problems I constantly see is we are swimming against the tide by living in a society that says more is better. That mindset is exactly why we are in the economic crisis we are in today."

"If we focus on the stuff, we do ourselves … such a disservice. It’s not about the stuff. It’s about the life we live and the lives we create."

"I believe homes are metaphors for our lives. I believe it’s impossible to make your best choices, your most enlightened, spiritually rich, emotionally stable choices in a cluttered and disorganized home. It just can’t happen. Time and time again, I have seen that when you open the space you create the opportunity for amazing things to flow into that space."

"Organization is not something you do, it’s the way you live your life. It is not about
simply cleaning up, it is about making mindful decisions about your life."


I'm motivated, what about you? (If you receive this blog by email and want to comment, this link will take you back to my blog.)


If you're inspired, motivated, and eager to make mindful decisions about your life, The 1-2-3...Get Organized series provides a vehicle for getting there!

Get Organized Month 2009 - Organizing Office Supplies

While organizing an office yesterday, several non-descript boxes housed various sizes and types of envelopes. Taping one of the envelopes to the outside of the box makes the contents easy to find at a glance without opening each box. This system works well with other paper products as well.

We also placed the most-used items in the middle shelves and less-needed items on the lower and higher shelves. Try this technique in closets, your kitchen and garage, too!

Another blog related to this subject: Clutter in Your House or Office Means Clutter in Your Mind

Fot more help organizing your office, try Three Steps to Organizing Your Office.

Get Organized Month 2009 - #1 Biggest Organizing Mistake

People are in love with organizing containers. Many of my clients rival The Container Store in the number of containers they own!

Owning organizing containers is not a bad thing. The #1 organizing mistake, however, is buying organizing containers without a clear picture in mind of how you can use them. For example, I was organizing an office yesterday and our initial conversation indicated that we might need to purchase or make something to hold finished projects. As we worked through the office, though, we found a solution with existing furniture.

I always organize first, buy organizing containers last, if needed. Many times, my clients already have storage - we may just need to think outside the box in order to find it.

So, as tempting as it is, refrain from purchasing organizing containers until you know what you need. Yesterday we purchased upright Christmas wrap containers to hold rolls of work-in-progress - but that was AFTER we determined what we needed. We knew exactly what we wanted, and we felt very fortunate to snag the last two at an after-Christmas clearance sale.


What unusual storage solutions have you used? (If you receive this blog by email and want to comment, this link will take you back to my blog.)


More blogs on similar topics:
National Association of Professional Organizer's Best Residential Product for 2008
Storage for Your Garage
Products we Recommend - KangaRoom Stackable File Box


As you declutter, consult Three Steps to Decluttering if you are overwhelmed.

Get Organized Month 2009 - Decluttering Your Electronics

Got outdated electronics? You hate to get rid of them because you feel someone can use them? Here are a couple of options for ya.

You can sell them at Gazelle. Gazelle buys cell phones, digital cameras, MP3 players, laptops, PDAs, GPS devices, gaming consoles, camcorders, satellite radios, external drives, video games, and movies. Simply submit your item and they will make an offer. If it's a deal, they will pay for shipping and even send you a box.

NBC Nightly News recently featured a store in NYC, CEX, that purchases electronic gadgets and resells them in their store. View the story.

If you'd rather donate your items, The National Cristina Foundation takes computers, printers, peripherals, and software. "The National Cristina Foundation is a not-for-profit foundation dedicated to the support of training through donated technology. For more than two decades we have encouraged companies and individuals to donate computers and other technology, which is then matched to charities, schools and public agencies in all 50 states, Canada, and in many countries around the world."

Do you recommend other organizations that help us declutter our electronics? (If you receive this blog by email and want to comment, this link will take you back to my blog.)


More blogs on similar subjects:
Recycling Cell Phones to Our Soldiers
Recycling Computer Components
Getting Rid of Stuff While Saving the Environment

Get Organized Month 2009 - Create/Update Your Budget

Have your income or expenses changed in the last year? If so, updating your budget may be in order. Or if you don't have a budget, you may want to create one.

The optimum way to create a budget is to look at your spending over the last year. If you do't use a software program or other means of tracking your spending, gathering tax info provides ample opportunity to do so. If you have inadequate records, estimate your spending patterns.

The tricky part is to keep your budget below what you earn!! It really is a reality check to track your spending. Without trying, you can easily find yourself in debt before you know it. And you may sacrifice immediate pleasure for future security.

Include in your budget short-term and long-term savings. Short-term savings is for replacing appliances, unexpected car expenses, etc., so you don't have to go into debt when you have an emergency.

Long-term savings is for a down payment on a house, retirement, college funds and such. If your employer has a matching retirement program, enroll!! Starting early provides exponential multiplication of your investments. Even if you think you can't possibly afford it, do it! If you wait until you can afford it, it may not happen.

Determine the categories to include in your budget and assign an amount for each. Don't forget to include occasional expenses - vacations, gifts, etc. Whittle down amounts until your expenses are less than your take-home pay.

It's a lot of work to create and maintain a budget, but it keeps you living in reality!


How do you manage your budget?

Get Organized Month 2009 - The Mode Premium All-in-One Recycling Center

Does the clutter of recycling annoy you? It does me!

I just read a press release for a product that eliminates the clutter and gives you a place to keep your recycling until recycling day. It's called the The Mode™ Premium All-In-One Recycling Center and has a price tag of $199-299.

Here's what the website says about this new appliance:

"Sort. Store. And crush your way to a cleaner counter top. The Mode™ Premium All-In-One Recycling Center, featuring our patent-pending compaction system, allows you to hold up to 3 times more than a typical bin. The versatile compaction system crushes aluminum cans and 8 oz to 2 liter plastic bottles and jugs in one easy step that doesn’t require a plug. The paper bin is designed to help you eliminate kitchen clutter by organizing all your recyclable materials in one convenient place. Which means now you can save the planet without sacrificing counter space."





Would you spend the money on such an appliance? (If you receive this blog by email and want to comment, this link will take you back to my blog.)

Get Organized Month 2009 - Opt Out of Phone Books

I recently lugged new phone books into the house, thinking "what a waste of money!" It is rare that we look in a phone books these days.

I just became aware of a way to opt out of receiving printed phone books. When you sign up, they will send you an email that you must reply to in order for it to take effect.
Not only does it declutter your house, but saves some trees and the environment!

What are you doing to be green? (If you receive this blog by email and want to comment, this link will take you back to my blog.)



More on similar subjects:
Getting Rid of Stuff While Saving the Environment
More Eco-Friendly Recycling

Get Organized Month 2009 - Declutter Your Wallet/Purse

Here's a while-you-wait task: while riding in the car, waiting for an appointment, etc. Declutter your wallet by removing any excess receipts. Toss the ones you no longer need and file or record the ones you need to keep. Remove expired credit cards and shred them. Other people's business cards can be filed or recorded if you don't need them in your wallet. And toss expired coupons or other clutter.

Go through your purse and empty it of trash and unnecessary items. Use smaller bags or organizers to house like items. Then you'll be able to find what you need at a glance!

Other while-you-wait decluttering tasks: the car (when you and other family members get out, ask them to pick up whatever trash they see - whether it's theirs or not!); briefcase; diaper bag; book bag.


What decluttering tasks do you do while you wait? If you receive this blog by email and want to comment, this link will take you back to my blog.)

More on similar subjects:
Pouchee Purse Organizer
Get Organized Month - Declutter Your Purse/Wallet and Briefcase