Cost of Disorganization and Procrastination- 6 of 6
Being disorganized contributes directly to procrastination. It’s easy to talk yourself out of getting something done because you don’t want to gather up the necessary tools, papers or people to get the job done.
This is annually evident when it’s time to file taxes. I’m not the only one who dreads for weeks or even months the task of getting everything together to get our taxes filed. Here’s how I simplify this chore. I started a file or a portable file box where you keep everything related to filing your tax return. Late or incorrect filing will surely cost you a bundle!
First let me tell you I am not a Quick Books gal. I just can’t get myself into that. I like a simple tactile approach. Personally I find that a ring binder notebook works best for me.
I use dividers for the various deductible categories and a clear page protector in each to hold the actual receipts. In each section I use a sheet of lined paper (that notebook paper I was looking for in tip # 1) to record the date, payee, item and cost of each receipt BEFORE it goes into the page protector pocket. At the end of the year my fabulous office assistant can easily put this data right into an Xcel spread sheet and auto tally the numbers. (I hate doing the math!). I put the printed spread sheet in replacing the hand written sheet.
Simply make a copy of the spread sheets for the accountant to use to prepare the tax return. Now my notebook is ready to store in a secure but low access location.
You can use 6 notebooks to house these per year. If you don’t want to have multiple notebooks try these inexpensive stackable boxes. Empty notebook contents (in order) right into the drawer labeled by year. This way I keep all the info for our businesses, family and extended family members in one spot.
Six years later dump the contents and re-use the book (or drawer) for the new year. Do be sure to save the actual tax return from each year though. Just get rid of all the documentation. You may still need to prove that you actually filed a return after the 6 years.
Are there other things you are procrastinating? Often we have imagined and dreaded much longer than the actual task will take. Have a little reality check conversation with yourself and see if you are just avoiding something unnecessarily.
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Now when you have to replace your help, you will save costly training time. Just give them the “Office Operations Guide”. It won’t be perfect at first, but it will be a shorter route to success.
Toss more and file less. Again that 80/20 rule comes up. According to filing and paperwork experts we actually will only use less than 20% of what we file. Purge is the word!
Take a long look at the email, magazines and junk mail you handle daily. See what will really not be missed and delete it from your life.
The 80%/20% rule applies to so much more than business. It’s about life (and clutter). Most people only use about 20% of what we own. So whether it’s clothes, kitchen appliances or boxes stored in the garage, start with a goal of down sizing just 10% of “stuff”. You’ll have more time and energy to use and enjoy the rest.