COVID 19 #30 - USING YOUR TIME STUCK AT HOME TO WORK ON ORGANIZING

 Welcome to 2022.  

2020 and 2021 have not been easy years for any of us.  We all hoped that by now life would be back to close to normal, if not fully normal.  But we seem to be mostly starting over – again.  

So how have you been using your time at home?  Have you been working on decluttering and organizing your home – or your life or you have been sitting and watching things on your TV?  

I have been trying to catch up on decluttering.  I am close to finishing a project to scan instruction  manuals, warranty papers, travel information, etc. onto flash stick drives to use in my computer.  (We keep all data on same not on our hard drives.)  I back up daily and weekly onto other flash stick drives and monthly onto an external hard drive – just in case. I did go through the travel brochures, old travel ticket stubs, and maps when I started this project.  I kept very few - I consulted with my husband about many of these items.  I scanned items (not maps – except some of those handout maps from various communities we visit often) we decided to keep onto the flash drive I take with us when traveling (can be used in our laptops while traveling).  In a number of cases we checked to see if the attraction that the brochure was for still existed – a very nice restaurant in a community towards the western side of Virginia that we had been to a couple of times – decades ago – still exists, menu is different (it was in the brochure) and the prices are higher – so it was scanned and kept as we hope to head in that direction again. Three hanging folders emptied and the papers recycled.

I have been working on instruction manuals/papers and warranties more recently.  I had one overstuffed hanging folder just for same for our RV.  I have scanned this onto a special stick flash drive so they can be taken with us when we travel – something we could not do with the large number of manuals and warranty papers themselves (it is a VERY small RV.)  I am almost finished with this project.  I will then go back to see what else I can scan and toss or just toss from the drawer.  

In addition to getting rid of all of these physical papers it is now much easier to actually find the item needed.  Before I would I open the filing drawer – bottom of two – and have to lean down to see in the drawer – when I do this my eyeglasses swing forward (and sometimes fall off) so I have to grab them and hold them where they help me see what is the file drawer.  Now I just put the flash drive in a computer – if none are running, turn on the computer and I can quickly find the needed information – and if the print is too small (especially for husband if he is the one looking) I can make it larger and easier to read.  

Of course some instruction manuals are just TOO BIG for this and are being kept in the drawer they were in.  

You do have a scanner for your computer – don't you?  One of the best things to help organize papers.  I wrote about same way back in October 2016  to see the article -

 http://wheredidileavethat.blogspot.com/2016/10/scanners-and-printers-and-how-to-use.html

THOUGHT OF THE WEEK -

What projects have you been working on while home?  Have you been using your time wisely or just wasting it?

MORE INSTRUCTION BOOKS DEALT WITH - WHY ARE ORDERS ARE ALL COMING DAYS LATE THESE DAYS?c

 Well, another week gone by.  I have scanned some more instructions books and just discarded some for items we no longer have.  The last several weeks of books have not been thrown out as I am going to tied them together and put them out when next I put out recycling as I did with the earlier scanned ones when I last put out recycling.

In normal times I out recycling weekly for pickup.  A stack of tied together newspapers, magazines, etc.  and a cardboard box of cans, bottles, and jars.  I recycle the boxes we get into the house this way as some years ago the second plastic box we had from the township for recycling was taken (as was the first one) by the garbage crew as they decided it was too broken to use.  So I keep boxes in our side porch – small ones – for a normal week in normal times and we used 4 soup cans and nothing else to put in.  Big ones for weeks when there is a holiday and I do a lot of cooking with a lot of things to recycle, and medium sized boxes for in between.  These days we can use only one can or two cans in a week.  Combine this with we not are temporarily not getting our newspapers in hard copy, and most weeks if I put the stuff for recycling – it would not be seen.  So I have been putting out the recycling when the carton I use to collect it all in is overfull and I put it in the larger can they gave everyone some years ago – this holds about 2 months worth, maybe more with how many items we are using these days.

So the instructions to be discarded sit in a bag in our office set aside to go out.  

We did go get to go food shopping yesterday – a good sized fill in trip.  Though much more relaxed than the 2 months major shopping we had done through most of the pandemic.  Even used a coupon – we complained about a frozen meal we had bought (main course – lacking in meat) and they apologized and sent a coupon for the next purchase.  I almost forgot not only to use it – but how to do so – husband remembered.  

I ordered 2 pairs of jeans – yes, we ONLY order something if we cannot get it any other way.  I noticed the knee of one of my pairs jeans had a hole – looked in Walmart – they no longer carry these jeans and have no acceptable (to me) alternative.  Husband looked up the jeans company – and we ordered from them.  Jeans were to be delivered today – no, now they may not come for another couple of days, so we even if we wanted to run errands we have to stay home to wait for them now as they are left in front of our house – easy to be seen and taken as we live on a main road.  Add to that bad rain storms over the next couple of days and we could not go out if we wanted to.  Same thing happened with some items husband had to order for his handcrafted business and a different delivery company – also got notice at last minute that not coming on day specified by them.  (Is this a new trend?)  

So more time to scan instruction books and do other housework which needs to be caught up.  Right now, as normal for when I am writing on Wednesday night – our washing machine is washing our clothing.  When same goes into the dryer – the towels go into washer.  When clothes come out will fold in bed while going to sleep tonight and towels will go into dryer.  Towels will be folded tomorrow night while going to sleep.  

THOUGHT OF THE WEEK -
Lately more things seem to go wrong.  Do you find this to be true?  Just have to go with the flow and take things as they come – and I am not someone who likes that loss of control.

How is your organizing going – anything special which works for you?

AS LONG AS I AM STUCK HOME FOR THE PANDEMIC - I AM CLEARING OUT MY FILES OF OLD ITEMS

 I have been figuring that while we are stuck home most of the time due to the pandemic I will get some long undone projects done.  One that I have actually made some progress on is cleaning out my filing cabinets.  

We have 3 half height (2 drawer) filing cabinets.  I say “we” but basically they are mine for files for my husband and myself.  When we lived in our apartment there was no room for full height filing cabinet so we bought 2 half height ones and used the top for a place to keep needed items which had to be kept out.  When we moved to our house we kept the 2 cabinets and added a third.  This has been a good idea as our computer printers/scanner is kept on top of them – a solution to 2 problems, where to put the printers and where to keep files.  Our desks sit facing each other with one side of the desks along the all and the cabinets on the other end of the desks – facing away from them into the room (basically into the walkway between the filing cabinets and the book shelves across from them which are along the wall.

I use the top drawer of the first cabinet for our personal items.  I use regular manila folders in this drawer.  I have been using the bottom drawer of that cabinet for two sets of folders – instruction manuals/warranty papers for items around the house and for travel brochures/maps and such.  The top drawer is fine as I go through our personal folders annually.  (Note – paid bills for us are NOT kept in this cabinet  - I have an accordion folder next to my desk chair for same.)  

The bottom drawer below that is rarely gone through, though I have been working for a couple of years on scanning the instruction manuals and warranty papers into my computer to make them either and quicker to find – unless they are complicated manuals such as for the refrigerator or a major tool.  I have gone through and removed duplicate travel brochures to only keep the most recent one.  These two drawers are generally very full by the end of the year.

The top drawer of the middle cabinet has been used for financial matters for our craft business.  Bills for the business do go into this drawer and I go through it every year to remove bills and store with our personal ones.  It also has information about craft shows we have done or want to do, and stores/online businesses that carry items of interest to us.  

The  bottom drawer of the middle cabinet has two different sets of files – in the front is the files for my embroidery chapter and in the rear are the files for our reenactment unit.  (There are less files for the embroidery chapter which is why they are in the front.)  Since this drawer is almost on the floor and I am getting older it has become more problematic to get to the reenactment unit files – if nothing else when I lean down my progressive lens eyeglasses shift and everything goes out of focus.  I have wanted to shift one or the other to a different drawer to help get rid of this problem. I also have to sit on a small step we keep in the room to see the files which are further back in the drawer.

In the top drawer of the third cabinet was some additional files for our craft business and catalogs – lots of catalogs – mostly for our craft business, but some for us also.  We rarely order from catalogs or otherwise, but when we need something for the craft business we can go through and find what we need and who sells it and decide who to buy from and how to do so.  Of course we have not received a new catalog in probably over a decade, so the catalogs are not current.  

In the bottom of the third drawer of the third cabinet are my files for accounting clients, etc. and some files for husband related to his certifications and websites through which he has done counseling plus some files left from his former job - he quit over 10 years ago.

I figured that as long as I am stuck home anyway whenever I have some time while in office I would work on going on through the catalogs to see what to keep and get rid of the rest so I could put the two files for the 2 clubs into separate drawers.  Yes, Covid-19 is giving time at home to clear out old papers.  

I started a new spreadsheet for the catalogs.  I take some out and decide if we would still be interested in what each if for.  No longer interested – catalog info is put in the spreadsheet (after checking that the business still exists) and then the catalog goes into a pile to recycle.  With the spreadsheet info we can either go the website of the company or call for a new catalog if we need it.  Catalogs we are still interested in I check to see if the business still exists and how well their items are shown on their website.  If the company still exists, again I put the company's info in the spreadsheet.  If the website shows the items they carry – catalog gets recycled.  If the company is gone – catalog gets recycled.  If the website does not show what they carry and we are still interested, I keep the catalog even though it is old.  Amazing how many catalogs were recycled –  of course I remove the mailing info first and shred it.  

Today I started going through my old accounting files.  If I have not worked for the client in several years I make sure that all of the info in the file has been scanned into the computer and shred what is in the file.  (I keep copies of client's taxes other than the most recent year done as pdfs in my computer.  I keep the most recent year on paper as it is easier to refer to the following year when preparing that year's return.)  I also have been going through the other files in this drawer – forms I have to file for me to be able to prepare tax returns, proof of classes I had to take, returns shredded before I started keeping the record of same in a spreadsheet, etc. are being scanned into the computer (this is what I worked on today).  Clients who I go to and “do” their books have more papers retained than those who I just prepare income taxes for, including a traditional file folder that I take to them when I am working at their location so anything related does not get lost.  I filled my shredder basket today.  

I have a few more accounting files to go through and then I will go through the files I keep for husband for his counseling practice.  For convenience the two businesses will continue to share a file drawer.  

I plan to separate the two clubs into separate drawers and move the travel items into back of the drawer with my embroidery chapter's file since (as mentioned) there a lot less of them than of the reenactment unit's files.  We will travel again one day – when the corona virus is in control and it is safe.

I will continue to scan in the instructions and warranties books for things in the house and hope to get it down to a limited number of items which have too much info in them to get rid of.  Since small parts that came with items are also in this drawer, I will end up bagging and labeling them and keeping them in this drawer also.  

The drawers are so much emptier than when I started and easier to use.  

THOUGHT OF THE WEEK -

If you are stuck in the house anyway – use your time to work on getting rid of unneeded things.  There must be some papers that sit where they are just because of lack of thought of them.  Try to find them.  Decide if you need them.  If you need a copy of them and NOT the originals – scan them and shred the originals (birth certificates and marriage licenses are among the items that one needs to keep the original).  If you need to keep them – set them up so they are kept in some sort of order.  As someone raised in business I prefer papers in a file folder in a file drawer – what works for you to keep to track of the paper originals you need to keep?