Don't Strive For An Empty Desk! - 4 Client Examples from a Professional Office Organizer
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- čas přidán 21. 07. 2024
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Kacy Paide, Professional Organizer in DC/MD/VA
0:00 - Why you shouldn't have an empty desk
2:42 - Client example #1: The contractor
5:21 - Client example #2: The private school administrator
7:52 - Client example #3: The desk covered in mail
10:25 - Client example #4: The desk at the front door
12:22 - 2 in-depth case studies
Watch video "How to Organize a Desktop With File Boxes":
• How To Organize a Desk...
Watch video "Organize Your Desk With File Boxes":
• Organize Your Desk Wit...
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One thing that most of my clients have in common is that they are out-of-sight-out-of-mind. This means that we can't just throw more filing cabinets at the problem. Cabinets and drawers are helpful for archives, but to-dos and anything else you can't forget about absolutely should not be hidden inside them.
Twenty-three years into this work, I still turn to file boxes without lids as an essential tool in my toolbox. I always have a stash of them the trunk of my car. Some clients use one, while others use multiples.
In this video I give you a tour through four clients' offices where we successfully organized their desktops with file boxes.
- One client created a workflow inside his box for his business.
- One client used five boxes!
- One client used her box to eliminate piles of mail.
- One client eliminated clutter at her front door with her file box.
These diverse stories all come with real photos from those projects. This show 'n tell video will hopefully give you specific ideas on how to use this inexpensive, but indispensable solution in your own home or office. Please subscribe & leave a comment!
If you too are out-of-sight-out-of-mind, we'd love to solve your office and paper problems. If you need similar ADHD-friendly solutions but don't know where to begin, let's work together. The Inspired Office offers in-person professional organizing in DC/MD/VA, as well as online coaching. Learn more at www.theinspiredoffice.com/wor... - Jak na to + styl
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!
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.
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. 😀
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.
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.
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.
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!
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 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).
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.
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.
Simple but game changing 🤯
Indeed it is. I'm glad you think so!
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.
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.
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!
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.
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!
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. 😀
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.
Very helpful. Happy to find your channel. Love the box per hat concept.
Right?? It all lined up: 1 hat / 1 box. Thank you!
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!
You have given me some great ideas
Good! Thanks for letting me know.
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.
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.
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!
😀 Yes, very helpful!! I am going to buy file boxes to get organized. Very helpful. Thank you.
You're very welcome. Thanks for watching.
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!
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.
I will try this and loved the idea of dating the folder
Wonderful!
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!
Your hair is 🔥- super pretty!!!!
That's kind of you. Thank 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.
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 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.
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. 😀
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 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!
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!
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.
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.
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.
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!
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.
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
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
I've been following you for a while & you were gone for a while
Thanks for being patient. It's good to be back!
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
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.
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!
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
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.
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!
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
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.