Take the Paperless Plunge

Registration is now open for my 3-hour workshop Take the Paperless Plunge! The Professional Organizer's Learning Academy is hosting the event through the National Association of Professional Organizers Los Angeles chapter. I'm so excited to have this opportunity to share my knowledge about paperless organization. The workshop is geared toward professional organizers and how they can use paperless organizing techniques to streamline their own business and also how to cultivate their paperless organizing skills in order to be able to offer paperless organizing to their clients. Though professional organizers are the target audience, the workshop is open to the public.

This workshop is being offered in conjunction with Dolores Kaytes's amazing filing workshop which I have personally taken twice and think is a must-attend for any organizer. Attendees may register for one or both workshops.

In addition to the fabulous content, as an added incentive to register, all attendees of my workshop will be entered into a drawing to win one of several amazing prizes including a ScanSnap scanner!

WHEN:	Saturday, February 4, 2012
TAKE THE PAPERLESS PLUNGE:	1 PM to 4 PM
WHERE:	Leeza’s Place, 5000 Van Nuys Blvd., Suite #110, Sherman Oaks, CA 91403
PARKING:	Parking is free.  Garage entrance is on Addison St.
COST:	Early Bird Fee: $79 (per session) for NAPO-LA Members $99 (per session) for Non-NAPO-LA Members
	OR … SPECIAL RATE FOR BOTH SESSIONS: $149 FOR NAPO-LA MEMBERS $189 FOR Non-NAPO-LA MEMBERS
	Note:  Add $15 to any registration fee received after January 25, 2012

Registration is available on the NAPO-LA website.

For more details, call or email me at 818-269-6671/lelah@lelahwithanh.com

Your filing system won't work if you keep everything

In my home office, I have three file boxes, one for personal business, one for my professional organizing business and one for my creative writing projects. Yesterday I blasted through the first two, letting go of a bunch of papers I no longer need to hang on to. I hadn't done it in a while, and it took about an hour, but I felt confident when I was done that the items I had left behind were essential to my life right now and will be easy to find when I need them.

I'm not going to go into a big post about the best way to organize papers or set up filing systems, as that is different for almost everyone. I will say, though, that there is no filing system in the world that will work if you keep every piece of paper you come across. No filing system can support all the paper that comes into our lives.

The vast majority of the paper we come across is not essential. Most information we can track down if necessary. Haven't you ever wanted to just pitch all the piles of paper that are on your desk into the trash and be done with it? I don't advocate doing that, unless you are sure there are no checks or birth certificates in the pile, but if you constantly recycle and shred superfluous paper (remember Always Be De-cluttering?), your filing system will be able to function and you will be happier.

Creative Commons photo posted to Flickr by BLW Photography

Lelah Baker-Rabe is a Los Angeles-based professional organizer. To discuss your organizing needs, call her at 818.269.6671 or email lelah@lelahwithanh.com

Tips and Tools: Electronic information

Receiving, storing and finding information that is printed on paper is a constant struggle for all of us. Most of the problem stems from our worry that if we get rid of something, we won't be able to get it back again. Yet much of the paper we are bombarded with we are likely never going to look at or need, but we have a hard time giving ourselves permission to get rid of it for good.

It is time that many of us realize how much information there can be had online. Not only can you stop paper statements and get your billing information online, but you can access so much more. There is no reason to a keep a paper copy of something that you *think* you *might* need at some point down the line (and probably won't) if you can get it electronically on demand when that mythical day should come. I'm talking about manuals for appliances, restaurant menus, contact information for businessess, maps, directions and those fat prospectuses and quarterly reviews that investment companies send you and you never look at but feel guilty throwing away. Yeah, you can get all of that stuff online. Why use your precious resources to store these items when you can use the magic of the Internet to let someone else store it electronically? And since it's "in the cloud" you don't even have to worry about backing up the data. Plus, information changes so quickly that most of the printed stuff is out of date very quickly. When you look at a piece of paper and ask yourself if you could easily get the information on it should you need in the future and the answer is yes, send it to the recycle bin.

Lelah Baker-Rabe is a Los Angeles-based professional organizer. To discuss your organizing needs, call her at 818.269.6671 or email lelah@lelahwithanh.com

Tips and Tools: Informative notes

When you are filing something away—whether it is an invoice, photograph or business card—you always think you’ll remember what service you invoiced for, who that guy standing next to your sister in the photograph is, and which florist handed you her card at your last business mixer. But more often than not you won't remember that information a week, let alone a year, down the line.

So, when you’re doing the action of filing, take an extra second and a permanent marker to write as much extra info on the item as you can to give yourself context in the future when you need to recall information about it. That extra information will help you decide if you want to keep the invoice, will help you (and your kids, and your grandkids!) know that that guy was your sister’s friend Juan, and will help you remember that you met the florist at the business mixer in the fall of ’09 and she said she’d give you 15% off if you used her services. The added notes will also make it easier to decide if it’s okay to let go of that item when you’re paring down your files, your photos or your business cards.

So, keep a pencil and Sharpie always at the ready and mark down names, dates, events, descriptions and even a “discard after” date if you are really feeling confident!

Lelah Baker-Rabe is a Los Angeles-based professional organizer. To discuss your organizing needs, call her at 818.269.6671 or email lelah@lelahwithanh.com

Using color in organizing systems

There are a gazillion products out there marketed to help get your life in order. A lot of these items, from Post Its and folders to plastic bins and shelving units, come in a variety of colors. When selecting items, it might be tempting to “color code” things. That is, make all of your files having to do with your business hang in blue hanging folders, while your taxes are in red ones and your personal business in green. The idea behind color coding things is that, once you have the system in place, your brain is trained to see the color before the label and you will be able to find things more easily.

For people who really respond to color and patterns, this is true. And it can be fun to add the visual element of color to your space to liven things up. However, the extra step involved in color coordinating an organizational system is usually not worth it for the following reasons:

• Special color products are usually more expensive then the generic version. Why spend twice as much on blue manila folders, when the plain vanilla white ones do the exact same thing?
• Once you get certain colors set up, if you have to buy more products as your system expands, it might be impossible (or too much work) to find the exact color or brand you used the first time, and you’ll end up with two shades of red that don’t exactly match.
• Down the line, it makes it difficult to keep the system consistent, which makes the color coding approach less effective. For instance, if you get new Christmas decorations and you need another green tote box to store them in, but you only have a clear one on hand, are you really going to go out in the middle of the holidays to track down a matching green box, or are you going to have to live with three green boxes and one clear one?
• The plain stuff is simply easier to get a hold of. Everyone sells olive green hanging file folders and plain manila folders with clear tabs. 

So, my recommendation is to stick with the plain organizing items that are cheaper, more readily available and easier to duplicate, and save the fun colors and patterns for customizable areas of your home and office like couch pillows, blankets, rugs and art. 

One area where color organization comes in handy is for families with kids (or even just two adults). If each family member chooses a color they want to have as their own, then towels, toothbrushes, and backpacks can all be color coordinated and there is no confusion over what belongs to who.

Creative Commons photo of Really Useful Boxes posted to flickr by Valerie Everett