Wrestling the Paper Beast of Financial Organization

Now that the space where you handle your financial life is more organized, let’s tackle the paperwork that needs storing.

I always tell my clients that what works for me may not work for them, and there is no one right way to store files. My first words of advice regarding achieving overall financial organization is to be consistent with your filing system, whether it’s electronic or for actual paperwork. For example, if you use different kinds of labels for keeping electronic statements on your computer but it’s different than what you keep in your filing cabinet, you’re just making it harder on yourself. It’s like having to switch mental gears going from one system to the other. And, if you’re running a business out of your home office, you’ll want to keep separate files.

If I’m setting up a client’s files from scratch, here are the main categories I might create (in alphabetical order):

  • Bank Accounts
  • Business Expenses
  • Business Income
  • Children
  • Credit Cards
  • Employment Income
  • Household Related Expenses
  • Insurance
  • Investment
  • Legal
  • Medical
  • Pets
  • Vehicles

The key is to keep it simple. If the file gets full to overstuffed, it’s probably an indication you may need to some purging of old stuff.. or you need to break it down into a smaller category. If the file has one measly piece of paper, perhaps you’ve sliced your categories too thin. It’s a balance, one that’s personalized to your financial organization system. One little tip I’d like to share that’s made a huge difference for me; a friend who is a professional organizer suggested using a labeler for files. Replacing those file folder stickers with a neat label is a time saver. It also makes your files look neater and oh so organized! … a psychological boost if you’re wrestling the paper monster.

Storing Financial Records

Typically you only need one year’s worth of information at your fingertips. While there may be a few exceptions, think about the files you rarely access for historic information. For paper bank records, you really only need to keep for about a year, unless there is some income tax significance, in which case you should save those for 7 years. Otherwise, my advice is to shred it. Of course, consult with your tax professional or accountant for the timeframes right for your specific situation.

Another financial organization solution may be investing in a high-speed scanner like a Fujitsu ScanSnap. For under $300 you can quickly scan important documents and store them electronically. There are several services where you can save it on the cloud (like Dropbox). Don’t trust the cloud yet? No problem, you can still store it electronically on an external drive. Then store it offsite like a safe deposit box or a trusted friend’s home. It’ll be there if you need it, but it won’t be cluttering up your office filing system. More and more banks are discouraging the use of paper statements now, so I save mine as pdfs, which are stored on my computer in a file just for them, and backed up externally.

Of course there are some documents that you’ll need to keep forever, like birth and death certificates, passports, marriage licenses, etc. For homeowners, you’ll want to keep records of real estate purchases and sales, as well as receipts of any capital improvements as they may be used to determine your tax basis.

Next time we’ll discuss how to handle the ebb and flow of paperwork.

Physical and Visual Clues of Financial Organization

Today’s blog is dedicated to my Grandma Lois, who’s birthday is today, June 22. She’d be 114 if she were still alive. It was she who taught me how to balance my checkbook when I was 18 years old; we sat at her very organized desk as she led me through the practice of reviewing my bank statement and filling out the reconciliation form on the back. Little did I know, way back then, that the skills she taught me, and the values she instilled in me would be the foundation of the work I love today.

Financial Organization is Physical

Last time we tackled organizing the small spaces we carry around with us like our wallets, purses and briefcases. One area that I find that often hinders my clients to financial organization is the physical space where they manage their finances. Some lucky clients have a room dedicated to a home office, complete with filing cabinet, desk and bookshelves. Others have limited space, and they need something small and portable. Regardless of your space situation, keeping things simple and uncluttered is the key.

According to the National Association of Professional Organizers (NAPO), “there are no cookie-cutter solutions to any organizing issue because we are all unique. ” That’s why one organizational system works wonders for one person but fails miserably for another. NAPO describes getting organized as a journey, one that requires an investment of time and self-reflection.

  • What does your current space say about your financial organization journey?
  • How does it make you feel?
  • What gets in your way?
  • What’s working?
  • What can you eliminate?
  • What do you need to add?

Financial Organization is Visual

Take some time to visualize the space you really want. Imagine paying your bills and other financially related tasks. How does that make you feel? Write it down, as those feelings will give you clues to how your physical space can support your financial organization journey.

If you get seriously stuck, then it’s time to call in a professional. There are 4,200 professional organizers to choose from, and you start by using NAPO’s website to search by zip code.

I can’t emphasize enough the importance of an organized and uncluttered space to work in. Visual clutter is even a study topic at MIT, where they are developing ways to measure it! If you need more ideas on how to tackle that office clutter, check out this article by Janet Taylor on 25 Tips to keep your office organized and running smoothly.

Do you have any organizing tips to share? How have they helped you to a more financially organized life?

Simple Financial Organization By Starting Small

Now that you’ve answered the 3 key financial organization questions and explored your emotional relationship to money, let’s lighten up. Literally. Pull out your purse, wallet, briefcase or backpack. Chances are that if you’re feeling financially disorganized, then these areas have a bit of clutter to clean up. In fact, did you know that May 15 was “National Clean Out Your Purse Day”? The very first step to organizing your finances, is to start with the foundation: your portable money zones.

Empty your purse, wallet or bags that you typically carry every day. First eliminate the trash. Stale cough drops. Gummy lip gloss you’d don’t like to use but have on hand for “just in case.” Toss any items past their expiration date or you haven’t used in ages. For those ladies who tend to carry stuff for others, make a separate pile. Chant this mantra: toss it! Business cards from someone you’d don’t remember from some networking event? Toss it! I suggest using a large surface like the dining room table to sort as well as a trash can handy.

Now that you’ve got a pile of things you want to keep and organize, sort by category. Categories can be: make-up, hair supplies, receipts, money, credit cards, receipts, etc. If you’re carrying four shades of lipstick, that’s probably too many. Pare things down. Remember, you want simple as you create financial organization in your life.

Next up, let’s tackle money, credit cards and receipts.

Are you one to stuff money into the nooks and crannies of your purse? Do coins end up at the bottom? How you handle money provides an important hint. Crumbled and jumbled bills mean a lack of respect for money. Make it a habit to organize the cash in your wallet. Here’s a tip I learned from my Grandmother Lois that really works: When sorted by denomination it’ll make it easier and faster at the checkout stand, and you’ll always know how much money you’re carrying around.

How many credit cards do you carry? If you have one of every kind, including those for department stores, it’s time for simplicity. I suggest having one for personal, one for business if applicable, and leave the rest at home.

If your wallet was stuffed to the brim with receipts, you’re not alone. An easy way to deal with receipts is to separate them into envelopes. Label them accordingly. Here are some examples:

  • Tax deductions
  • Purchases that need to be reconciled with your accounts
  • Medical reimbursements

A little later we’ll discuss how to maintain receipts as part of your financial organization routine so they don’t get out of control.

Now repack your purse, briefcase or backpack. If your purse doesn’t provide the organization you need, consider a purse organizer. In my opinion, they are well worth the investment. You can easily find one under $20. Be sure you don’t over-stuff it; remember the goal is to lighten your load.

Do you have any tips to share that keep your purse or briefcase organized?

Uncovering Money Beliefs: Your Financial Organization Foundation

As I help my clients create financial organization in their life, I find that it’s critical to understand the underlying emotional reasons that caused the situation. Don’t worry, I’m not talking about regression therapy or hypnosis; I’m not a financial therapist (although there are some good ones out there). This is information I’ve learned along the way from reading some good books and articles on the subject. Simply pull out your notebook or journal you’ll be using on this journey. Think back to your earliest recollections about money. These questions may help jog your memory:

  • How did you learn about money?
  • What was your parents’ relationship to money? Did they have similar values about money or did they argue about it?
  • Did you receive an allowance? If so, what did you do to earn it?
  • Did you feel secure about money growing up?
  • Was your financial situation similar or different from your friends? Do you remember feeling privileged, disadvantaged or the same economically?
  • What’s your major issue with money today? How does it relate to how you experienced money while growing up?

When working with a financial organization client — let’s call her Amy — she completed this exercise. Growing up her her life was stable. Her parents worked hard but money was never discussed. Her father was generous, giving her money when needed but Amy had to ask for it. On the other end of the spectrum, her mother had a hard upbringing where money was tight. Whenever Amy was given money — even after earning it through chores — her mother would comment on how spoiled and ungrateful she was. Fast forward thirty years later, Amy struggles with her relationship with money. She feels others control the money she receives and often feels guilty about what she earns. Once Amy realized how these mixed messages formed the basis of her relationship to money, she could take steps to improve it. Part of Amy’s homework was to read Overcoming Underearning by Barbara Stanny. She’s now exploring how her beliefs about money affected her profession and earning expectations. Need some help uncovering your own beliefs around money? Then try this money belief quiz from learnvest.com.

So, were there any surprises when completing this exercise? How would you describe your relationship to money? How is it impacting your journey to financial organization?

Ready to Go At A Moment’s Notice

Recently one of my clients was unexpectedly hospitalized, and it reminded me that emergencies come in all kinds of packages. Whether a kitchen fire, an earthquake, or a trip to the emergency room, here are a few practical ways to be ready at a moment’s notice:

  1. An Emergency Plan. During the Loma Prieta earthquake back in 1989, phone lines were down and busy for days after the event. Develop an evacuation plan and establish a meeting place.
  2. Emergency Phone Numbers. Designate a family member or friend outside the area to act as a communication hub. I live in California, and my dad (who lives in Washington) is our designated point person. In the event that phone, internet and cell service is interrupted, everyone knows who to call for updates.
  3. Copies of Important Records. Photocopying and backing-up important information is always a good idea in case a hard drive crashes or other technical events. Store copies or originals (e.g. birth or marriage certificates) at an offsite location like in a fireproof safe deposit box. Photocopy the contents of your wallet too in case it gets lost, stolen or misplaced. Have a list of medications and doctor contact data on hand for unexpected emergency room visits or hospitalization.
  4. Review Insurance Coverage. Make sure you have enough coverage by checking your homeowner or renter’s policy, auto and business-related insurance. Know what’s covered, what’s not, and your deductible amounts. This will reduce some of the anxiety and headache when filing a claim. You may save money too by regularly reviewing your policy and taking advantage of discounts (e.g., no tickets or accidents).
  5. Survival Kit. Dust off that Y2K kit, and make sure you have supplies ready like a battery-operated radio, flashlights, medications, water, and first-aid supplies. For a complete list of supplies, visit http://www.ready.gov/america/getakit or http://72hours.org to make sure you’re prepared for the unexpected. Or if you prefer something in book form, Paul Purcell’s Disaster Prep 101: The Ultimate Guide to Emergency Readiness is the most comprehensive guide to disaster preparation I’ve ever seen.

Want help in creating a “Grab ‘n Go Box” that includes important financial papers for your family’s emergency plan? Then schedule a free 30-minute consultation with Fiscally Fit, Inc. Email me at Alison@fiscallyfit.us or call (650) 965-4090 for a no-cost, no-obligation appointment.