Organizing Your Digital Life – Part I

Just like the physical items in your home, having an organizational strategy for your digital life can increase productivity and peace-of-mind. Your email inbox, music library, and computer desktop can quickly get out of control, so it’s important to take the extra time to develop a process and system around organizing your data.

Computers: The number one piece of advice I can give any client when it comes to the content on your devices is to use your inbox, home-screen and desktop only for the items you need to access that day or regularly. Consider keeping your desktop clean by only leaving your itunes shortcut, email inbox and gym class schedule on it, for example. Everything else goes in well-labeled folders or secondary screens for easy access. The same goes for your email inbox where well-labeled folders are the key to a clear mind and a clear plan of action for each day. In other words, your inbox should double as the day’s to-do list. If it’s in the inbox, you need to respond or take action on the item that day.

Smart Phones and Tablets: Most smart phones have a homescreen with a menu of apps that pops up every time you turn on the phone. This is the screen where you should house your calendar, email accounts, texts, alarm clock, notes, calculator and any other information you access several times each day. Group together your entertainment apps, including all social media and web platforms like twitter, facebook, pinterest, weather, fandango, etc. on another screen. For financial accounts that you don’t use daily, group them together a layer or two under the most important screens. You can organize your tablets in a similar way. For traditional Kindle, try the archiving feature to get the books you’ve already read out of your main view.

Music library: If you’re like me, your iTunes can get a little out of control with songs you’ve gathered along the way that weren’t named correctly. Most of us have thousands of songs which could take a lifetime just to rename consistently, so I often recommend editing just 5 mis-named songs per day (and if you have the extra time, do 10). By the end of the year, you’ll have a consistent library that is easily searchable for those moments when you MUST hear that song you love.

Each of these recommendations will take a bit of your time to organize, but it really is in your best organizational interest to take that time and get your electronic life in order. If you’re feeling overwhelmed, break each technological arena down by month – by the end of the year, you’ll have your electronic life in order and a few organizational resolutions, resolved!

Good luck, and enjoy!
-TWOW

Organizing for Tax Season

Tax season can be daunting. While the Well-Organized Woman can’t make your filings any less complicated or get you more money back, we can bring some organization to the process. Follow our tips and this year’s tax season will be a breeze.

Record Keeping & Organization:

The best thing you can do to prepare for tax season is to keep organized throughout the year. There are two methods of document storage, low-tech and high-tech. For the low-tech person, who likes to keep physical copies of all records, there are many storage options. Typical hanging files, document storage boxes, and accordion folders work great. Those who are comfortable with technology or are limited in storage space may prefer to utilize a document scanner and digital storage system to store their files. No matter the method, the key to organization is to ensure that all tax-related documents are stored in categorized files. This will help you or your tax preparation professional easily fill out the forms and identify all possible deductions. Check out some of our favorite storage options below.

Low Tech Storage Options:

Plastic Document Storage Boxes

Locking Steel Security File Box

Expanding Accordion File Folder

High Tech Storage Options:

Neat Digital Filing System & Scanner

SentrySafe Fire-safe, Waterproof Data Storage Chest

 

 

 

 

Necessary Tax Documents:
This list contains categories of typical documents necessary for filing taxes. These categories can also serve as excellent file labels for document storage.

  • Income: W-2, K-1, 1099-SSA, Retirement distributions (1099-R), trust fund documents, inheritance documents
  • Self Employment: Records of income (1099-MISC) and expenses (vehicle, supplies, home office, utilities, technology, tools, etc.)
  • Investments: 1099-INT, 1099-DIV, and 1099-B forms
  • Healthcare: Medical, dental, and alternative treatment cost receipts, prescription drug costs, healthcare supplies cost receipts, etc.
  • Personal & Family: Alimony forms, proof of jury duty pay, childcare receipts, etc.
  • Education: Student loan interest forms (1098-E), undergraduate textbook receipts, tuition costs (1098-T), etc.
  • Charitable Deductions: Receipts obtained from 501(c)(3) tax-exempt charities
  • Business: Union dues, travel expenses, moving expenses, entertainment, uniform costs, etc.
  • Vehicle: Registration fee receipts, business-related car expenses including gas, insurance, and maintenance, etc.
  • Real Estate: Rental property income, home repair costs, mortgage interest forms (1098)
  • Gambling, Lottery, & Miscellaneous Earnings Documents
  • Casualty, Disaster, and Theft Loss Documents

As always, The Well-Organized Woman team is available to assist in getting you organized for 2011 taxes or to set up a system for managing this year’s documents.

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