Organizing and COVID-19

I do hope that you and yours are staying safe, healthy and practicing social distancing.

I wanted to write a newsletter about something relevant but didn’t want to send yet another newsletter about “The Virus”. I guess I just need to address it, like everyone else, so here goes BUT, as it relates to organizing.

I’m sure by now everyone is antsy, stressed out and wondering how and when will we go back to work and back to our normal lives. Will we go back to the way things were? If not, what will the changes look like, feel like, be like? I’m guessing handshaking will be a thing of the past but will we continue to wear masks and gloves? If so, for how long? There’s so many questions and nobody really has the answers yet. Hopefully it won’t be much longer before we all find out.

One thing I do know, is that no matter what happens there will always be things to organize. That will not change. Like Covid-19 (see how I manged to sneak that in?), organizing is something that is universal. Organizing is something that everyone will do at one point or another in their life for some reason or another. Organizing is something we do either because we want to or need to and we do so throughout our lives.

At this point in time, all over the world, people are looking for things to do to keep busy while we’re at home social distancing. A large percentage of articles that I’m reading now suggest some form of organization as part of the recommended “To Do” list both personally and professionally, while we have the time.

FYI, it’s also time for Spring Cleaning as well so you might as well do something, anything, to get organized or better organized as the case may be. Check that off your list!

So, I hope these basic rules of thumb will help you when you decide to organize whatever it is that you want to or need to get organized:

1.Before you start, make sure to have all of your supplies ready. Make sure to have a trash can nearby and a box for donations. While there are so many great organizing products on the market, I like to at least try to use items that I already have. For example, you can use a lazy-Susan to make it easier to reach items stored under the sink. Use baskets for larger items. Small boxes or tupperware containers are great for containing small things. Of course, bins are always a good option as well but, if you do need to buy them, make sure they’re clear so you can see the contents.

2.The first step is “always” to empty everything out completely. Yes, completely. Everything out! This is important as it allows you to see everything. It also provides the opportunity to wipe it down.

3.Now go through everything and purge! Toss out all true trash: anything that is ripped, soiled stained, expired, missing a piece. Of course, anything that you no longer need or use can be donated if it’s in good enough condition.

4.The next step is to sort everything into categories. Keep like items together. All lotions together, all hair products together, all grooming supplies together, paper clips, post-it notes. You get the idea.

5.Utilize your organizing supplies (bins, small boxes, baskets, etc.) to contain the items that are similar.

6.Let the fun begin: The fun part, at least for me, is putting everything back in an organized way. Make sure the things you use the most are accessible. The other, less used items, can go up higher or perhaps somewhere else. Things should be organized in a way that makes sense to you. Everyone has a different way so do what works for you.

7.Wherever possible, label the bins or other containers so that staying organized is easy for you and anyone else in the house. Most people use labels for words, however, consider using photos for the little ones so they can help maintain the systems you put in place.

For those of you who are do-it-yourselfers, I am offering virtual organizing consultations or sessions, if you are so inclined.

Recycling, Reusing, Re-purposing. What’s the Difference?

Recycling, Reusing and re-purposing. They kinda seem like the same thing right? Well, technically they’re not! They have some similarities but they’re also quite different. Here’s the scoop.Recycling is the process of converting waste materials into new materials and objects. Recycling can prevent the waste of potentially useful materials and reduce consumption, thereby reducing energy usage, air pollution and water pollution. Wikipedia

Recycling is great. Don’t get me wrong. I’m all about recycling as an option. But, its not necessarily the best option. While it’s great that we have found ways to turn our waste into something else, or even the same thing with recycled materials, it still requires a lot of energy. In other words, it’s better than sending things to the landfill, but recycling should be a last option, just before the garbage can and ultimately landfill.

For those of us who are environmentally conscious or looking for ways to better care for the planet, we need to get back to reusing and re-repurposing. Many commonly discarded items, the most common being clothing, are readily reusable in their current form. So, instead of tossing an item in the trash can or recycling bin, consider other ways it might still be usable. If not to you, perhaps consider donating so that someone else can use it.

When items can’t be reused, for example something that is broken and can’t be fixed for its original intended purpose, we need to find ways to re-purpose them. Re-purposing is the process by which an object with one use value is transformed or redeployed as an object with an alternative use value. Wikipedia

Here’s a few reasons why we all should reuse or re-purpose whenever possible:

1. It’s less expensive: We can reuse items like grocery bags, paper (use the other side), boxes, ribbons, wrapping paper, and packaging “peanuts”. In the process, we save ourselves the cost having to buy these items. If you still want to/have to buy something, consider buying used items and save money. This too, will conserve resources and prevent them from winding up in the landfill.

2. It uses less energy: When we recycle, things have to be heated up, melted and reconstituted into whatever it becomes. So, a lot of energy is used when we recycle. That said, if items aren’t particularly useful to us anymore, we can find other people, who could use them. That’s when donation is a good option.

3. It causes less, or no, pollution: As I’ve already said above, recycling requires so much energy that it creates its own share of pollution. Reusing and re-purposing doesn’t create pollution. Items can be used as, perhaps for another purpose or by someone else without causing any further issues for the planet.

4. It encourages quality over quantity: When we know that we aren’t going to throw something away and buy a replacement, we are inclined to buy something of higher quality, something that will last and something we actually need. So when buying something new, make sure its made/built to last a long time.

5. It’s more responsible: Reusing and re-purposing gives us more control of the waste we create. It’s not just being tossed away and eventually going into landfill. This, in turn, makes us more conscious of having to deal with our stuff. More importantly, when we reuse and re-purpose, we are reducing our consumption.

6. It’s environmentally friendlier: Reusing and re-purposing is one small step toward creating a healthier environment. That isn’t to say we shouldn’t ever recycle, but we could all do a lot better. Shopping at secondhand stores is a great way to reuse and re-purpose. Donating those items you no longer need or want is a also great way to avoid creating unnecessary waste.

7. It’s a lot of fun: Re-purposing can be fun. Step out of your comfort zone and think of new ways to use old things. It shakes things up and gives things new life.

The options are limitless. Get creative and have fun.

Top 5 Tips To Help You Deal With Paper

One of the biggest organizing challenges for most people, at least those who hire us, is with paperwork. After doing this kind of work for 10 years, it seems that the common denominator is that most people don’t know what to do with paper. They don’t know where or how to file it or how long to keep it. As a result, people keep paperwork much longer than they need to. Then, when they run out of space, the overflow winds up in piles, in bags or boxes.

The IRS has a paper retention guideline that you can use if you’re not sure whether you need a document or not. Here’s the link to their website: https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records

The truth is, there’s only so many options when it comes to handling paper, “the right way”. A filing system doesn’t need to be complicated. It just needs to work for you. There is no right or wrong way.

So, here’s a few tips to keep your paperwork under control and, hopefully organized. Disclaimer: These are a few examples-not a comprehensive list.

TOSS:

Anything you don’t want or need
- Solicitations, flyers, catalogues

SHRED:

Documents that have your personal information (ie, an account number, birthdate, social security number, driver’s license number)
- Note: Your address does not count as that is available to the public
All credit card offers
Applications
Expired credit cards
Old checks from closed accounts

ARCHIVE:

Anything that you need but don’t need access to currently
- Old tax returns
- Legal files that are closed/settled (ie, Divorce records)
- Documents that pertain to the purchase or sale of property

Please refer to the link above to determine how long these documents need to be kept

SCAN:

If you’re attempting to go paperless make sure you have a system so that you can find these documents when you need them
- A good rule of thumb is to have your scanned documents filed on your computer the same way they are filed (labeled) in your physical file

5. SET UP ACTION FILES:

- To Do: Papers that you need to make a call about. It could be a bill you’re disputing
- To Pay: Bills that need to be paid
- To Read: Articles of interest
- Events: Tickets or invites
- Follow up: Items that you are waiting for. For example, you already made a call and spoke to someone about an issue with a bill and now you’re waiting for a response.

If you need some help, please give us a call. We will help you implement a system tailored to your specific needs.

Tax Time Tips

Gather all of your important papers in one place.
- I use a bankers box for each year. That way, when I can get rid of the papers for that year, which according to my CPA is 4 years, I can shred everything without going through it again.
- Make sure to label the box (ie, 2019 Tax Documents) on all 4 sides so it’s easily identifiable

Take out anything that is tax deductible to prepare your taxes. This information will be what you or your CPA uses to prepare your returns. This varies depending on whether your filing as an individual or on behalf of a business. Here’s a list of some items you’ll need:

Personal Information

Tax Identification Numbers are mandatory items on your tax prep checklist. All taxpayers will need the following information.

Your social security number or tax ID number
Your spouse’s full name and social security number or tax ID number

Dependent(s) Information

Parents and caregivers should gather this information as they review what they need to file their taxes.

Dates of birth and social security numbers or tax ID numbers
Childcare records (including the provider’s tax ID number) if applicable
Income of other adults in your home
Form 8332 showing that the child’s custodial parent is releasing their right to claim a child to you, the noncustodial parent (if applicable)

Sources of Income

Many of these forms won’t apply every year. For example, you will only receive the investment forms you may need to file your taxes if you had distributions or other activity.

Employed
- Forms W-2
Unemployed
- Unemployment, state tax refund (1099-G)
Self-Employed
- Forms 1099, Schedules K-1, income records to verify amounts not reported on 1099s
- Records of all expenses — check registers or credit card statements, and receipts
- Business-use asset information (cost, date placed in service, etc.) for depreciation
- Office in home information, if applicable
- Record of estimated tax payments made (Form 1040–ES)
Rental Income
- Records of income and expenses
- Rental asset information (cost, date placed in service, etc.) for depreciation
- Record of estimated tax payments made (Form 1040–ES)
Retirement Income
- Pension/IRA/annuity income (1099-R)
- Traditional IRA basis (i.e., amounts you contributed to the IRA that were already taxed)
- Social security/RRB income (1099-SSA, RRB-1099)
Savings & Investments or Dividends
- Interest, dividend income (1099-INT, 1099-OID, 1099-DIV)
- Income from sales of stock or other property (1099-B, 1099-S)
- Dates of acquisition and records of your cost or other basis in property you sold (if basis is not reported on 1099-B)
- Health Savings Account and long-term care reimbursements (1099-SA or 1099-LTC)
- Expenses related to your investments
- Record of estimated tax payments made (Form 1040–ES)
- Transactions involving cryptocurrency (Virtual currency)
Other Income & Losses
- Gambling income (W-2G or records showing income, as well as expense records)
- Jury duty records
- Hobby income and expenses
- Prizes and awards
- Trusts
- Royalty Income 1099–Misc.
- Any other 1099s received
- Record of alimony paid/received with ex-spouse’s name and SSN

Types of Deductions

The types of deductions you can take depend a lot on your life situation. It’s likely you won’t need all of the records listed below for your tax documents checklist.

Home Ownership
- Forms 1098 or other mortgage interest statements
- Real estate and personal property tax records
- Receipts for energy-saving home improvements (e.g., solar panels, solar water heater)
- All other 1098 series forms
Charitable Donations
- Cash amounts donated to houses of worship, schools, other charitable organizations
- Records of non-cash charitable donations
- Amounts of miles driven for charitable or medical purposes
Medical Expenses
- Amounts paid for healthcare insurance and to doctors, dentists, hospitals
Health Insurance
- Form 1095-A if you enrolled in an insurance plan through the Marketplace (Exchange)
Childcare Expenses
- Fees paid to a licensed day care center or family day care for care of an infant or preschooler
- Wages paid to a baby-sitter
  Don’t include expenses paid through a flexible spending account at work
Educational Expenses
- Forms 1098-T from educational institutions
- Receipts that itemize qualified educational expenses
- Records of any scholarships or fellowships you received
- Form 1098-E if you paid student loan interest
K-12 Educator Expenses
- Receipts for classroom expenses (for educators in grades K-12)
State & Local Taxes
- Amount of state/local income tax paid (other than wage withholding), or amount of state and local sales tax paid
- Invoice showing amount of vehicle sales tax paid
Retirement & Other Savings
- Form 5498-SA showing HSA contributions
- Form 5498 showing IRA contributions
- All other 5498 series forms (5498-QA, 5498-ESA)
Federally Declared Disaster
- City/county you lived/worked/had property in
- Records to support property losses (appraisal, clean up costs, etc.)
- Records of rebuilding/repair costs
- Insurance reimbursements/claims to be paid
- FEMA assistance information
- Check FEMA site to see if my county has been declared a federal disaster area

Keep your tax return together with the backup documentation for 7 years. That means 7 years from the date of filing. Keep in mind that we file the year after so if you file late, in October, then keep your records for 7 years from that date (ie., if you file October 2020 for the year 2019, keep your records until October 2027.

**NOTE: NEVER throw out the actual “tax returns” unless you are already collecting Social Security. Even though your CPA may advise you to keep your records for 4 or 7 years, PLEASE keep your tax returns. Why? Because when you are ready to collect Social Security, the only proof you’ll have is your tax returns. If there is a discrepancy in the amount that you’ll be receiving, the burden of proof is yours. The Social Security Administration, The IRS and The FTB are NOT responsible to keep or have your information. You are! Therefore, IMO, better safe than sorry

Organizing For The Holidays

It’s that time of year again. Damn…that happened quickly. Seems like every year the holidays come quicker and quicker.

Basically, the New Year is literally days from now. As we wind down for the holiday season, there’s no better time to get “better” organized and start the new year out on the right foot.

Here’s some things to do between now and the end of the year to be “better” organized.

Go through your holiday décor:

- Make sure that what you do have is in good shape
  - Get rid of anything that isn’t

If you’re planning on having company over:

- Go through the guest room to make sure your guests have room
  - Make sure that they have what they need to make their stay comfortable
    - Wifi Access Code
    - Clean sheets/towels

Plan ahead:

- Figure out some interesting and fun activities to do with your guests
  - - Give them options
    - Make reservations
- Ask what they like to eat, drink and snack on
  - - Get those items in the house before they arrive

Get the house ready:

- Make sure your home is comfortable for you and your guests
  - Do some decluttering and cleaning
  - Get some flowers or scented candles

Relax and enjoy

- Take time to enjoy the holiday and your company
  - You deserve it!

Be Organized for Life’s Transitions (Part II)

There are so many of life’s transitions that we will go through at one point in our lives or another. Some good, some not so good. But, I think what we can all agree upon is that change is going to happen and when it does, its going to be challenging, Even though change is one of the constant things that we can count in in this life, most of us are a bit resistant, especially in the beginning, to roll with it.

I have found that one way to deal with the stress and anxiety of change is to prepare and be ready, as much as possible, whenever possible. Being organized is key when dealing with transition/change!

I’m going to address the most common transitions that most people will encounter in their lives where being organizing will be extremely beneficial.

September’s newsletter addressed the issues surrounding moving. This one will address the other top common transitions:

Getting Married: There are so many things to do if you’re getting married and planning a wedding. Being organized will make the difference between having fun or being stressed out while planning what should be the best (or at least one of the best) days in your life.

For starters, keeping a list and/or calendar as to when certain things need to be done will be a godsend. There are many, many things to do and there are thousands of books that can guide you through planning a wedding. Check out www.zola.com for a free comprehensive checklist. In the meantime, here are a few things to consider…

Know when to:

Reserve a location
Send out invitations or save the date cards
Start shopping for your dress/suit
Wardrobe for your wedding party
Reserve a block of rooms at a local hotel for out-of-town guests
Interview service vendors
florists, dj, band, photographer, videographer, caterer
Hire someone to officiate

Getting Divorced: While not so much fun, being organized before the s**t hits the fan would be in your best interest. Having your paperwork accessible will be critical. Being able to complete paperwork for the court or your attorneys on your own will save you a lot of time and money.

Make sure you have access to your:

Financial records:
tax returns, investments, bank account info
Estate planning documents:
will, trust, power of attorney and health care directives
Insurance information:
life insurance, long term care, health, homeowners, auto
Pre-nup/Post-Nup Agreement (if you have one)
Property documents:
Mortgage, Home Equity Line of Credit if there is one, Deed/Title

Having Children: What a blessing! But, if you’re not prepared/organized it can be quite difficult and stressful. From the time they’re born til the time they move out (and sometimes beyond that) there’s always something going on. Crazy schedules are the norm and making sure that nothing is forgotten is enough to overwhelm anyone.

One way to keep it together and keep up is to use an on-line calendar or app that your family has access to so that everyone can always be in the know. Check out this link for the top 10 calendaring apps for families: https://famisafe.wondershare.com › family › best-calendar-apps-for-families

The following is a list of a few things for you to consider adding to your calendar to make sure you stay on track:

Appointments:
school activities, social activities, doctor appointments
Keep a “To Do” list of important things to do:
Prioritize your “To Do’s”
Do something every day to stay on top of your chores/errands:
One day do a load of laundry, one day food shopping, one day pay the bills, pick up the dry cleaning, etc.

Dealing with Death: Losing a loved one is difficult enough. There’s going to be a lot to do and the more information you have at your fingertips, the easier it will be. Have these difficult conversations before it’s too late.

Ask your parents, spouse, in-laws, where they keep:

Important documents
Passwords
Keys:
house, car, safety deposit box
Money:
which bank(s)
Contact info for their:
Lawyers, CPA’s, close friends and family)

While you’re at it, do yourself a favor and get your paperwork together and let your loved ones know where they are!

I repeat, organization is key. Being organized will make everything so much easier to deal with.

If you don’t have the time or inclination but know that you need some assistance, give us a call. We’d love to help.