How does it work?

Anytime you come across a piece of paperwork, such as a bill or memo that includes an important date, the paper is inserted into your tickler file system.  For example, if my phone bill is delivered to my house and is due next month on November 15th, I’ll file the bill in my “November” folder.  At the beginning of each month, pull out the folder for that month and sort each of the pieces of paper according to what day of the month they are relevant.  In the case of my phone bill, on November 1st I would open the November folder, take out the phone bill, and probably file it in folder “#10″ so I make sure the payment arrives on time.

Another example could be phone messages.  If I get off the phone with a client and they tell me they are going on vacation, but that I should call back in one week, I would get off the phone, write a note to myself, and place it in the numbered folder for one week from today as a reminder that I need to call her.

How can I make one?

For a long time I used a 31 pocket expandable file.  You might remember me referencing this multi-purpose office supply in other blog posts like this one here.  Using an expandable file is an easy and inexpensive way to create a tickler file system.  You would also need to procure 12 folders for your monthly files to make the system work.

I recently upgraded my tickler file system by deciding to reduce clutter, increase organization, and improve the decor of my home office by purchasing a black bill organizer (set up as a tickler file) as shown in this picture.  The slots are the perfect size for bills and memos, and now the drawer easily stores office supplies that previously cluttered my desk.  It’s a modern, functional piece that I highly recommend!  I found a link for it on Amazon’s website, but it’s also sold at Target (which is where I purchased mine).

Also, if you’re looking to save space and use a binder as part of your organization system, check out WhiteHatBlackBox’s compact tickler file.  The site has some other great stuff and I highly recommend it!

FAQ’s

Why would I use this if I have a digital or electronic task manager?

I also have a web-based task manager, but I found there are too many instances of things that are in paper form that need a reminder system and that I can save some extra time by popping quick memos in the file.  For example, some of my bills only have paper delivery and I frequently tear out magazine clipping that remind me of things I need to do in certain months.  Storing those things in one place and having an electronic reminder wouldn’t make much sense in those cases.

Will there be enough situations I can use the tickler file to justify creating one?

In my opinion, yes.  There will be more than you think!  Examples of items I drop into my tickler file include wedding invitations, print outs of travel itineraries, bills, magazine clippings, receipts go in the “#31 folder” for when I reconcile at the end of the month, calls I need to make, once-a-year papers like taxes or insurance, etc.

Hopefully you’ve found this information helpful and enjoy the organization that your tickler file will bring!

The first step to organizing your first aid supplies and medicines is establishing a central location in your home for all of your materials.  My personal solution is a basic plastic bucket that includes all of my essentials.  Having everything in one place ensures that you know exactly where supplies are in case of an emergency.  When you’re in pain or need a remedy, the last thing you want to face is not knowing where to find first aid essentials.

A second consideration is the safety of your first aid and medicine supplies.  With children in the house, child-proof tops on medicine containers and storing your central bucket out of reach is an important factor.  At the same time, you may find it necessary to separate medicines from band aids, so that even younger children will have access to things like band aids in a second bucket, should they be needed.

The next step is doing an inventory of your current first aid supplies and medicine.  Check expiration dates of your medicines and replace them as necessary and evaluate if you’re missing important basics using this handy check list.

The last step in the process is organizing your medical records.  Your system should include (at a minimum) information on doctor contact information, blood types, allergies and a history of medical procedures and medicine that have been prescribed.  If you’re looking for something more organized and functional than a basic “pen and paper” solution, check out this Family Health Organizer selling at an affordable price at Amazon.com

Well it’s time for the new OPTED Magazine poll and this one requires your participation.

This week we’re posing the question: are you ready for the 2009 holiday season?

Next week is Halloween, shortly followed by a rapid descent into cold weather and Thanksgiving travel, the craziness of Black Friday, the arrival of December with its office and holiday parties, Christmas and Hanukkah, lavish New Year’s celebrations, football bowl parties.  And then finally a breather.  I’m exhausted just thinking about it!

So, check out the poll on the left hand side bar of the site and cast your vote.  But your participation isn’t over!

Now, share in the comments what you’re dreading, whether it’s social functions, financial woes, decorating or travel and any advice you may be seeking for how to get ready.  Your comment could be featured in an OPTED Magazine post in the next few weeks where you’ll get advice on the topic of your comment!

Please share this link with your friends so the conversation grows and we can share in the comment section our own strategies and tips for a hassle free holiday season.

Happy commenting!

When you purchase an iPhone, the phone comes with a standard set of apps and icons on the first screen.  But what if you aren’t interested in these and want them removed from your phone?

How to remove standard iPhone apps — Strategy #1

The simple, no brainer strategy is to drag each of these unwanted app icons to the last app screen to get them off the first screen.  Ideally your most used apps should be on the first screen for easy access.  Dragging the unwanted apps that can’t be deleted was one of the first iPhone decluttering tasks that I made.

To drag icons and to shift their position, hold your finger down on the app you wish to move and after a few seconds, the apps will start to wiggle like an earthquake.  Black X’s will appear in the corner of any apps you have added.  You can delete the apps that have X’s and any of them can be dragged around from screen to screen.  Click the home button to lock in your changes.

How to remove standard iPhone apps — Strategy #2

Jail break your phone.  If you’re not familiar with this (and honestly, I’m not either) you can check out Hack That Phone for how to jailbreak your iPhone to override standard settings.  There’s an app called Poof that will allow you to hide your icons.

Unfortunately, there is no easy way to delete the standard app set that came with your iPhone, which can be frustrating for the perfectionist!  Instead I would suggest playing around with a strategy for which screens different apps are displayed on.  My home screen has all my most-used apps, the second screen is my second tier of apps I use every once and a while, my third screen has all the games, and the last screen is for apps that came with the phone that I don’t use.

This post is part of OPTED Magazine’s regular “iPhone Tuesdays” series, where we’ll feature a new iPhone app or strategy that helps with productivity, tasking, goal setting, decluttering, or organization.  These posts will include a review and all the information based on a personal test and evaluation.  Watch for the series again next Tuesday!

We took the challenge and visited Amazon.com and found 7 items totaling just under $100 that will transform a kitchen into an organized masterpiece!  Here are the fantastic products that you can purchase together for less than $100 before taxes by clicking the links that direct you to Amazon.com:

• Under shelf wrap rack — the perfect solution for making use of extra space directly underneath a shelf and saving you shelf or cabinet space [$9.35]
• Three tier can rack shelf — why let one row of cans block your view of the cans behind them?  This item makes your canned goods easily accessible and at a glance you can see your inventory before a grocery store trip [$15.99]
• Over door towel holder — if your current kitchen set-up doesn’t have a rack for your dish towel, make a sanitary decision to remove the towel from laying on your counter top and hanging it on this over-the-door rack instead [$6.99]
• 13 pocket, clear coupon organizer — clipping coupons is the new craze, and a smart financial one.  Keep all your food coupons organized and ready for your grocery shopping trip with this coupon organizer that will fit neatly in one of your drawers [$4.99]
• Over door storage basket rack — space saving solutions are important in a kitchen and in almost every situation, an over the door storage rack for a pantry door is the perfect fit.  This 5 foot rack is made up of two components that can be used in one place or two separate locations [$14.99]
• Beverage can dispenser — an easy way to free up space in your pantry or fridge is this can dispenser.  Rather than store bulky cardboard boxes of aluminum cans, this organization solution prevents ripping through a cardboard box and saves space at the same time [$6.95]
• Slide-out lid and pan organizer — admittedly, this is the most useful for me.  After the annoyance of stacked pans and lids of all the wrong sizes falling out of my cabinet when the door opens, this handy organization solution makes locating lids, pans and cookie sheets a breeze! [$38.93]

At a total of $98.19 before tax and shipping charges, this list of items will revolutionize the organization systems in your kitchen.  And depending on your selection of items from the list, you will likely qualify for free shipping from Amazon!  Can’t beat that.

Check out Return My Pants.  The website is a free and fun way to track both the items you’ve borrowed from others and also the things you lend.  After recently needing two tools pretty badly and remembering at the last minute they were loaned to a friend, I could have used this app!  The app tracks all aspects of the exchange including descriptions of the item, who lent to who, and agreed dates or timeframe for the return.

I suggest this app not only for staying organized by tracking your commitments and possessions, but also as a way to keep tabs on items that may be cluttering your home (and the homes of others if you’ve lent items!)

1. By theme — after picking up a book you love on one topic, you’ve probably found yourself expanding your reading in that genre and quickly compile groupings of books based on your interests.  Try creating shelves for each of these themes and grouping like books together
2. By color — create your own work of art on your bookshelves!  Guests will surely notice the colorful groupings on your shelves as your books flow from one color in the ROYGBIV spectrum to the next.  It also adds a fun twist to your collection
3. By author — standard idea, but effective.  Especially if you tend to read up on one author and build their collection of works
4. “To read” shelves — I find myself buying books in bulf in one trip every few months.  Add those to books from work and gifts, a “to read” shelf is a good way to separate the novels you have yet to read.  And it saves time when you’re running out the door and need some portable reading material!
5. By room of the house — sometimes a row of bookcases or shelves is not a workable solution with space constraints, and if your books serve more as a reference than entertainment or a work of art, consider grouping like books in different places in the house.  Cooking and recipe books in the kitchen, technical and repair books in a work room, and a small stack of novels on bedside tables.

So, if you haven’t already transitioned to reading everything digitally, try out a new storage solution for your books and spice up your organization skills!

Here are four tips to keep your moving experience organized and hassle free:

1. Find the best movers — whether you’re doing an in-town move or a cross-country (or overseas) move, entrust your belongings to the best company you can find.  If you’ve graduated from the “pizza and beer” method of recruiting some helping hands, consider two online sources for locating affordable and reliable movers: Craigslist and City Move.  The most important thing is to require references, and actually follow up with them.  Track down particulars on testimonials and verify the credentials and experiences for your moving company.  Be aware that many amateur moving companies create fake testimonials and have friends attempt to vouch for their work.  If you have any way to research a moving company via  recommendation from a friend, it’s better than a service no one has heard of.
2. Take photos — if you have extensive valuables, priceless antiques or expensive furniture, it pays to have photographic proof of their condition before you move.  Prior to any packing, photograph you most prized possessions from multiple angles, and if possible, the method in which they are packed before you seal a box.  This evidence could be crucial to securing a reward or compensation in the case of considerable damage to your possessions.
3. Stay on schedule and complete the preparation — there is nothing worse for your stress level than not having everything completely ready for when the movers arrive.  The best strategy is to calculate the time you have before moving day and space out the tasks that need to be completed.  One good option is to pack and clean a room per day until the job is complete.  Several weeks ahead of the move you should be visiting the grocery store in the evening or early morning for packing cartons and snagging typing paper boxes from work.  Give prior notice to your boss that you’ll need time off for a full day for the moving process, and if necessary, the evening or morning afterwards.
4. Tasks for a couple days before — a number of other factors require advance planning to help facilitate an efficient, smooth and hassle free day.  Ahead of time, have bottled water available and if air conditioning or heating needed to be cut off, try to make arrangements for fans or space heaters.  If you have kids and a sitter is not a possibility, make sure a small box of toys or coloring books are available so the kids can be entertained while the moving process is taking place.  Another important step is building a “necessities box” for when you arrive at your new location with all the basics in case unpacking it not a possibility.

A word of warning: as organized as you think you can be, everyone’s moving situation is different and unexpected twists and turns will throw a wrench in your perfectly crafted plans.  But having an organization plan to begin with is an absolute necessity to minimize the potential for a nightmare moving experience!

This week is moving week on OPTED Magazine and this post is part of a 5 article series.  Check out the next post in the series.

Have you ever wished that you recorded your phone conversation with someone to playback for future reference?  I’ve never wanted the ability to do this as much as I’ve wanted to when I need a record of my conversations with customer service representatives from various businesses.  From cable package and cell phone plan negotiations to disputes with my bank or credit card companies about transactions and fees, this ability is ideal!  It’s also a great way to keep your conversations and projects organized.

I recently learned about Fonolo.  Fonolo does two amazing things:

• Maps out the complex maze of automatic directories to direct you to exactly the right desk or department you need to reach
• Records your conversation with them to review and download for later

What else is fabulous about this site?  It’s free.  You can be directed to the right person or department without signing up on the website and if you need the recording feature, create an account on the site.

Hey, if corporations can “record and monitor this call for quality and control purposes” then I have the right to do it as well — for my own piece of mind, record keeping, and proof of my business transactions.

My solution was to purchase a greeting card organizer and stock up on greeting cards to fit every occasion.  And the Iris Greeting Card Box is perfect for the occasion.

This organizing tool has six dividers for your cards, with a labeling system to keep them neatly organized.  The durable box also makes sure your cards stay flat and don’t get crumpled.  The six divider system is perfect to separate cards for the following occasions:

• Birthday
• Anniversary
• Thank you cards
• Sympathy
• Holiday/seasonal
• Blank cards for any occasion

And of course, you can set up the box however you wish.  I visited my local Michaels store to stock up on blank note cards from their $1 bin (they have some amazing cards with designs that rotate week to week and season to season) and purchased 3 or 4 for the other occasions from the drug store.

It’s a simple system, but it works.  If your week gets out of control and a card needs to go in the mail the next day, you’ve eliminated a trip to the store and have cards available right away.  If you are rushing to a dinner party or birthday lunch and need a card for the occasion, you always have something on hand that can act as a gift and give a personal touch.

It also saves money: after a holiday like Christmas or Halloween, stores will discount greeting cards to get them off the shelves and if you plan ahead to buy a few multi-purpose cards throughout the year, you’ve taken a step towards being organized and saved some cash at the same time!