GETTING ORGANIZED

Got housework? Hire help

By Stephanie Denton
Copley News Service
Q. I absolutely cannot find time to get all of my housework done. I used to be known for keeping a spotless house. But now that I have kids and my career is booming, it seems to have all fallen by the wayside. It's not that I'm not organized. I am one of the most organized people I know. My house doesn't have a lot of clutter, I know where things are, and I have a set of lists that I work from regularly (including a master grocery list, which I read about in your column!). But there are only so many hours in the day, and there will always be vacuuming, dusting, laundry, meals and more. I cannot figure out how I can get it all done without going absolutely crazy.
A. Ah - the key is in your last sentence. There is a difference between "getting it all done" and "doing it all yourself." There are only 24 hours in each day. And you cannot change that fact, no matter how good you are at time management and organizing. You can get it all done only when and if you enlist help. Remember, an effective time manager or household manager does not just get help for activities she doesn't know how to do, such as cutting down a tree or programming a computer. An effective manager also gets help for activities she knows how to do, but chooses not to do because she has other, more important priorities.
       Before you were married, before you had children and a blossoming career, you may have chosen to spend time on housework. Now that you have added new activities to your life, you must choose to drop or delegate old ones. There are lots of routine chores that cannot be eliminated altogether, including the ones you list above. For those, it makes sense to delegate or hire help. You need to get a copy of the new book "A Housekeeper is Cheaper Than a Divorce: Why You CAN Afford to Hire Help and How to Get It," by Kathy Fitzgerald Sherman (Life Tools Press, 2000). Make no mistake - Sherman's book is not about how to clean your house faster or better. Her book is about finding and hiring the right help.
       Despite the cultural myths that label household help as a luxury only for the wealthy, Sherman shows that hiring help can be not only an effective time-management tool, but also the best economic decision for a family. She explains:
       - How hiring household help can give you more time for work, play, family, exercise, even needed sleep.
       - How to cost-justify a housekeeper's salary and sell the idea to your spouse.
       - How to decide whether to hire a nanny, a housekeeper, or a cleaning service.
       - How to define the job that needs doing, then find the right employee for that job.
       - How to organize your household so chores are easy to delegate.
       - How to comply with the "nanny tax" laws and how to apply management skills from the workplace to treat a housekeeper fairly, while getting the best possible performance for every hiring dollar.
       Lots of books talk about the benefits of getting help - Sherman shows how to make it happen in a realistic, step-by-step manner. She covers everything from the guilt people feel about using household help, to a sample classified ad, to what to do when you lose your housekeeper. This is a comprehensive, well-written and well-researched book. Let me hear from those of you who read it and decide it does make time-management and economic sense to hire help!

Q.   What's the best way to organize all of the spare buttons that come with new clothes? Some of them come in little plastic bags, some are affixed to cardboard tags, and some are just sewed right on the inside of the jacket or bottom of the shirttail.
A.   If the buttons are sewed on in an inconspicuous place, there's no reason to remove them. That way, if you need to use one of these as a replacement, you'll always know where to find it! The other ones (that come in plastic bags or on cardboard tags) can be detached and stored in a small plastic container. For each button, be sure to note which outfit it belongs with. It's helpful to list the item (suit, pants, blouse, etc.), the designer and the color. You can write this right on the cardboard tag, or jot it on a slip of paper and slip into the plastic bag.

TIP OF THE WEEK:
Freeze leftovers in resealable plastic bags and squeeze out air to minimize their size. Don't date them by when the item was cooked, but by when it should be eaten.

Stephanie Denton is a nationally known expert, consultant and speaker on the subject of home and office organization. Send your questions to her at Copley News Service, P.O. Box 120190, San Diego, CA 92112-0190, or e-mail her at [email protected].

Visit Copley News Service at www.copleynews.com.
(c) Copley News Service

GETTING ORGANIZED

Three filing strategies for the disorganized

By Stephanie Denton
Copley News Service
Q. I'm a partner in a small sales training firm. We're a pretty new company, and while we're growing fast, we're not to the point where we can hire an administrative support person. So for the time being, my partner and I are stuck handling the filing. And let me tell you, neither of us should ever consider becoming a professional organizer! We are making a huge mess.
      We have just one quick question at this point. Are we supposed to put all of the files in alphabetical order, or do we group them together by category?
A. According to Esselte Corporation's "Pendaflex How to File Guide," there are actually three different ways to set up your filing system.
      NAME FILING - Name filing means that you set up your files by name alphabetically, like the white pages of your telephone book. It's the most popular way to file, and to many people, it's also the easiest. If most of your files are (or will be) arranged by customer name, supplier name, employee name or any name, this is probably the best system for you.
      SUBJECT FILING - Subject filing is a way of putting similar types of information into the same group. The Yellow Pages of the telephone book is a good example of subject filing. If your files depend more on what the information is about than who wrote it, who it's addressed to, or a number, then this system may work best for you.
      NUMERIC FILING - Numeric filing means setting up your files by number, instead of name. Each number refers to a name or subject that you list in an index or register so you can find the papers you need easily. This system works best if you need a lot of security or privacy in your files since nobody can tell what's in each numbered file just by opening up the file drawer.
      If you want more information, you can sign up for the I Hate Filing Club and receive the free monthly newsletter, Keeping Tabs. Visit www.ihatefiling.com.

Q. How can I get better at deciding what papers to keep and what to get rid of? It seems that every time I get up my nerve to tackle the piles that are on my credenza, I have a hard time pitching anything.
      I can make a case for needing pretty much every piece I pick up. And I know that even if I don't need it now, I might need it in the future. Please help! All of these piles are really starting to drag me down. I don't even want to go into my office anymore. And I work in a major corporation - this is not the image I want to project.
A. Does your company have a records-retention policy? Such a policy is vital to paper and information management. Drawn up with the assistance of a company's legal counsel and accountant, this is a guideline for how long certain types of information must be kept. The minimum amount of time a record must be retained is determined by legal and regulatory factors. The maximum amount of time is based on how long a company needs that information in order to conduct business.
      While it can be easy to understand and follow the minimum guidelines, figuring out the maximum time to keep a piece of paper can often require an individual judgment call. Thinking that you might need a paper someday isn't necessarily a reason to keep it. It's easy to make a case like that for almost anything. And, as you have seen, that can result in an overwhelming amount of paper to deal with.
      The better question to ask yourself in that situation is "How hard would it be for me to get this information again later, when and if I find that I need it?" If you'd be able to retrieve the information easily, chances are less likely that you need to keep a hard copy now. (Plus, the actual data you have now may be outdated by the time you get around to using it. In that case, it's definitely better to pitch the paper and gather new information later.)
      Also ask yourself whether that paper is getting you any closer to a goal that you have. If it's not, then it's not only cluttering your office, it's also cluttering your mind. The fact that you don't even want to go into your office means the paper is hampering your productivity in more ways than one. Use the above guidelines when sorting paper, and you'll find it much easier to whittle down the piles.

TIP OF THE WEEK:
      When ordering from a catalog, be sure to request that the merchant doesn't sell or rent your name and address. (There is often a place on the order form to indicate this.) This will cut down on the amount of junk mail and other catalogs you receive.

      Stephanie Denton is a nationally known expert, consultant and speaker on the subject of home and office organization. Send your questions to her at Copley News Service, P.O. Box 120190, San Diego, CA 92112-0190, or e-mail her at [email protected].

Visit Copley News Service at www.copleynews.com.
(c) Copley News Service

GETTING ORGANIZED

Show off photographs with diverse displays

By Stephanie Denton
Copley News Service
Q. As a mother of nine children and an aunt to many others, I have amassed quite a collection of photographs and portraits. Most of them are framed and hung around the house, and I'm just not happy with how they are displayed. I'm bored with just hanging them on the wall. What are some other ways I can arrange this collection to make it more exciting, more enticing?
A. There are a number of ways to organize a collection of framed photos. And the options today are quite diverse.
      - If you want to leave the photos in their frames, consider taking the hooks off the wall and instead installing picture ledges. These very shallow shelves are usually not more than an inch or two deep. Standing your photographs on them can add just the right hint of depth and texture to your display.
      - Another similar option is to install small half-circle shelves that are supported by brackets. You may need a little support behind each photograph to keep it standing upright if you use this alternative.
      -Plate racks, usually used to display decorative china, can be transformed into a fun photo display opportunity. Just be sure your frames are the right size to be held in place by the prongs on the plate rack. Mix a variety of racks, including ones designed to hold one, two and three plates, for an interesting look.
      - Do you have some large, framed portraits? Position one on a free-standing easel for a dramatic focal point in a room.
      - You can also create some eye-catching displays by taking photos out of the frames. One double-duty option is to insert them into specially designed bookends. Their L-shaped wooden frames support two pieces of glass, between which you can slip a photograph.
      - Dress up a corner of the living room with a three-panel folding screen that has slots for pictures built in. Or use a fabric-covered screen and attach the photos with straight pins (angled across the photograph, not through it) or another method.
      - For a display that can be rotated frequently, arrange pictures using a desktop memo clip. Many have several arms, or branches, so you can show off several images at a time.
      - Another easy-to-update option is to create a grid on a corkboard by crisscrossing ribbons and holding them tightly into place with pushpins. Secure photos into place by simply slipping them behind various sections of the ribbon.
      - Finally, if you're willing to invest a little more in your display, you can ship photos off to companies that will transfer the images onto throw pillows or quilts.

Q. Hi, and thanks for all of the interesting advice. I have a quick question about displaying a collection of prints. What's the best way to be sure you are hanging paintings and posters in an appropriate point on the wall? I'm always scared to hammer in the picture hanger, for fear that I'll get it in the wrong place and leave a hole in the wall.
A. A little bit of planning and prep work is all it takes. To ensure you end up with an arrangement you like, first organize your prints by laying them out on the floor. This will allow you to envision the display and measure the distance between items.
      Then, if you want to double-check that you have it right, cut out pieces of newspaper that are the size of each print. Lightly tape the newspaper squares to the wall where you think you want the posters. You'll have a good feel for how the wall will look with a print there.
      Go for balance, but not necessarily absolute symmetry. You don't have to hang two prints of the same size side by side to create a display that is equally weighted on either side. You can achieve balance, while making the wall more interesting, by contrasting a large poster with two smaller prints.
      Center the focal point of your display horizontally between two points. Use large pieces of furniture or architectural features of the room as these anchoring points. When you're selecting how high to hang an item, remember that eye level is typically 57 inches to 60 inches from the floor.

TIP OF THE WEEK:
Instead of hanging a precious old family photograph, make a color photocopy and frame that instead. You won't risk damaging your one-of-a-kind image by exposing it to sunlight.

Visit Copley News Service at www.copleynews.com.
(c) Copley News Service