Tag Archive for: organizing

Organizing Medical Papers

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finished fileIn preparation for visiting a new doctor last week, I realized that my medical papers were not organized in a manner that was suitable to my needs. They were mostly organized in chronological order of doctor visits, and I wanted them organized by subject, and then, in chronological order of doctor visits. So, I gave myself the project of organizing my medical papers.

tools neededThe tools I used were a hanging file, a file folder, 8 sheets of paper, 8 tabs, a highlighter, and a black marker.  I first sorted all my medical papers into subject categories. I choose 8 different categories that made sense to me as I was sorting my papers. The 8 subject categories I used were general information, yearly physicals, mammograms, doctor visits, eyes, and 3 categories for specific ailments I have. Your medical categories may be slightly or completely different. That is understandable.  Personalization is encouraged.

Here is a list of the types of papers I have in each subject category:
General information – primary care doctor contact information, office hours and locations, medical insurance documents
Yearly physicals – medical history records, physical exam results, lab results, appointment reminders
Mammograms – test results, appointment reminders, literature on subject
Doctor visits – test results, appointment receipts, insurance explanation of benefits
Eyes – appointment receipts, exam results, prescriptions, eye glass receipts
Specific ailments – test results, appointment receipts, diagnoses, prescriptions, literature on subject
file names

I used the highlighter to mark the date and subject on specific papers. I used the tabs and paper to create dividers for each of my 8 subjects. I used the marker to write the subjects on the tabs. I placed all the tabs on the upper left hand side of the paper (horizontal) so they would fit into the file folder and be easier to read.  It’s much easier to scan one area for the subject tab, then have to scan staggered tabs, especially since we read from left to right. I reduced as many papers as I could before reassembling my medical file.  I shreded 56 papers that I felt comfortable discarding.

The project took me about an hour to complete. Since all of my papers were in one file folder and in a semi organized state, I was able to complete the project in a relativity short amount of time, but if you’re going to organize your medial papers and they’re in disarray you will need to give yourself more time to complete your project.  You will also realize as you sort your medical papers that your subject categories will be specific to you.  That is ideal.  Each and everyone of us needs to find a way of organizing that is personally suitable to our individual needs.

 

© December 2014  Janine Cavanaugh, Certified Professional Organizer  All rights reserved

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Save Time

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key holderDo you feel that being organized could save time?  When I ask this question in the classes I teach on organizing, everyone says, “yes”.  They go on to say that one of the major time saving benefits of being organized is being able to find what they want when they need it.  They feel that being organized would mean that they would spend less time hunting for things, less time putting things away, less time stressing over misplaced items.  This is true.  In fact it’s been proven that organized people save themselves time every day.

So, how can you make this happen for you?  You can make it happen by following a two step process.  Step one is to have or create a designated home for things, and step two is to consistently return things to their designated home.  For example, if I have a designated home for my keys (mine are on a hook by my back door), I know where they belong, and can put them in their designated home quickly and easily.  This encourages me to put them away, instead of just tossing them on the counter or burying them in my pocketbook.  Also, if  I consistently return my keys to their designated home, I know where to find them when I need them, and there is less chance of me misplacing them or loosing them.  This 2 step process works with everyday items like groceries, eye glasses, and receipts, as well as one-of-kind items like your passport, camera, and title to your car.

Although being organized can save you time, getting and staying organized requires time.  Unfortunately, it doesn’t just happen all by itself, but if you practice the two step process of creating a designated home for things, and consistently returning things to their designated home, it might feel that way.  What I mean is that once an action becomes habitual, less effort and brain power is required to preform the action.  So, it seems as though it is happening all by itself.  I’d recommend starting with just one items and one action, and see how long it takes for you to save time every day.

 

©November 2014  Janine Cavanaugh, Certified Professional Organizer®  All rights reserved

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Organizing is a Skill

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calendarI’m often asked, “How come some people are so much better at organizing than others?  Is there an organizing gene?”  I’m happy to say that there is no organizing gene.  Organizing is a skill, and just like other skills, some people are better at learning it than others.  For example, typing, speaking a foreign language, and playing golf are all skills.  Yet, some people master these skills much faster than other people.  It’s the same way with organizing.  Some people master it much faster than other people, but everyone can learn the skill of organizing.

The key to learning any skill is practice.  Suppose you wanted to learn how to play the piano.  What would you do?  Would you sign up for piano classes?  Would you purchase a practice keyboard?  Would you seek instruction from a professional?  Would you read up on the subject?  Would you practice, practice, practice?  Yes, you would most likely do all, or most of these things, so that you could learn and improve.

Just like with other skills you need to practice organizing.  You need to devote time and energy into organizing on a regular, preferably daily, basis.  I understand that you may not want to practice organizing, because you feel as thought the outcome of your efforts won’t last.  Unfortunately, that is the case with any skill.  What would happen if you stopped practicing the piano for 3 months?  Would the efforts of your previous practice show?  What would happen after 6 months, or 12 months?  Also, what is the outcome if a beginner stops practicing after 3 months, as apposed to an experienced piano player?  The skill level you’ve mastered makes a difference.

So, how can you practice organizing?  Listed below are a few tasks you can do daily to practice the skill of organizing.  I’d recommend concentrating on mastering one or two of these tasks, and then moving on, after a few weeks, to include one additional task, and so on.

1.  Put all dirty clothes in hampers.
2.  Put all clean clothes where they belong.
3.   Put shoes, coats, and accessories where they belong.
4.  Open and process all mail.
5.  Clean all dirty dishes.
6.  Prepare your outfit for the following day.
7.  Prepare breakfast, and lunch for the following day.
8.  Make one phone call, or do one task from your to do list.
9.  Clear flat surfaces, like tabletops, desktops, counters, dressers, and floors.
10. Have 10 minutes of uninterrupted conversation with your family.

I’d like to hear about your progress.  How is your organizing skill developing?
© October 2014  Janine Cavanaugh, CPO®  All Rights Reserved

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Organizing in a Large Family

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Helpful Organizer Newsletter – July 2014
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Side Notes:***    My website has a brand new look.  Please check it out and provide me with some feedback.  I’d love to hear what you think.

 

***    I’m sorry to report that the Leaning Connection, where I’ve taught classes for the past 6 years has closed.  However, I’m still teaching at Tri-County in Franklin, MA.  Visit my website for a complete class list and details.

 

 

***  Start with Sort is my first tip that I taped with DoubleACS, a public access TV station in Attleboro, MA.  It was a fun and exciting experience.

 

***  Maybe Box is my second tip that I taped with DoubleACS, a public access TV station in Attleboro, MA.  What do you think?

 

 

 
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Hi  Janine,

Happy summer!  I hope you’ve been able to enjoy this lovely summer weather that we’ve been having.  My organizing clients have been keeping me pretty busy this summer, but I was able to squeeze in a vacation.  I just returned from a trip to Canada, where I caught a rainbow in Niagara Falls.  If you’ve never been to see these magnificent falls, I definitely recommend it.

Large Family

Niagara Falls was one of our vacation destinations, and Toronto, Canada was another.  I have a sister who lives up there.  You may or may not know that I have several sisters.  In fact, I come from a very large family.  (If you’d like to know just how large, email me and I’ll share the double digit number with you.)Growing up in a large family taught me many valuable organizing lessons.  I’d like to share some with you.

Lessons Learned:
1.  Be responsible for your own stuff, because it could easily get lost in the shuffle.
2.  Make room for what’s important, because there isn’t enough space for surplus or unnecessary things.
3.  Everyone has to pitch in and do their share, because one Mom (no mater how super) can’t do it all, and shouldn’t have to.
4.  Put things back where you found them, because the next person who needs it, will want to be able to find it.
5.  Accumulating more than you need or use isn’t possible, because there is no room.

I’d be happy to hear the organizing lessons you’ve learned from your family.  Please share.
From,

Janine Cavanaugh, CPO®
(508)-699-6652

    If you’d like to share this email message with someone, please click on the Forward email button below.  Thank you and happy organizing in summer of 2014!

Repurposing Containers

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BagWould you consider purchasing containers as the “fun” part to organizing?  You wouldn’t be alone.  Containers are multifunctional and practical.  They serve important functions in organizing.  They provide boundaries for stuff.  They hold and keep like items together.  They prevent pieces and parts from getting lost or misplaced.

I recommend being creative and resourceful when it comes to containers.  Instead of purchasing, I advocate repurposing containers that we already have in our space.  It’s very economical and environmentally conscious.

Here are several ideas for repurposing the zippered bags that blankets, comforters, and sheets come in.

  1.  Store manuals and instructions
  2.  Keep by washing machine for stray socks
  3.  Use as wet bag for beach towels and bathing suits
  4.  Store games and puzzles that have squashed boxes
  5.  Keep in car for muddy shoes or wet clothes
  6.  Store camping equipment
  7.  Use as container to collect items that need to be dry cleaned
  8.  Use as sports bag for uniforms, equipment and footwear
  9.  Store comic books or other books
  10.  Keep in suitcase for dirty clothes

Ideas for the small zipped pillow case bags:

  •  Travel first aid kit
  •  Cd’s or Dvd’s
  •  Take out menus
  •  Travel bag for toiletries
  •  Pencil case

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What containers have you repurposed?  Please share.

© May 2014  Janine Cavanaugh, CPO®  All rights reserved