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April 2012

Your Tax Preparation Checklist

By Blog, Business Organizing, Free Articles No Comments

checklistIt’s that time of year again…tax time.  It always feels so great when I send my tax papers off to my accountant.  The first few years I was in business, this was a time-consuming and frustrating process.  I procrastinated till the last minute because I didn’t have my systems in place.

In an effort to simplify, streamline and automate my business systems, I created a simple year end checklist of all the items I needed to send to my accountant at year end.  What a relief it is every year and my system completely simplified my life and my husbands too.  Now, tax time is a breeze!

Often times, this is one of the biggest frustrations for a lot of small business owners, stay-at-home moms and pretty much everyone else for that matter.  I can think of a million other things I’d rather be doing than preparing my papers for tax time.  How about you?

Gathering the necessary pieces of information to prepare their tax return is a project a lot of people procrastinate on.  So, the first thing I do for my clients when I’m organizing their files and papers in their office and at home is to create an easy to use financial filing system.  The following year, I always ask my clients how much time they spent preparing and gathering her papers for tax time.  Last year, when I asked a client how much time she spent gathering everything for her accountant, she replied “it was a breeze, it only took me 15 minutes.”  That was music to my ears.   That tells me that the financial filing system is working for her AND the checklist saves time.  This can happen for you too.

Tax Preparation Checklist

As you gather your papers for tax time this year, create your own “Tax Preparation Checklist” or “Year End Checklist.”  On this list write down all the different types of documents and bits of information you need to have in preparation of your tax return.  Type it up and save it on your computer in your finance or accounting folder.  If you prefer, print it and keep it in a hanging file named “Year End Checklist” with all your other financial files.

A few other items I have on this year end checklist is car mileage from previous years  square footage of my office space.  Having a year end checklist has saved me a ton of time and reduced my stress and anxiety when it comes to tax time.

 

Here are some sample tax preparation checklists:

 

Tax Preparation Checklist Personal

https://www.simplyproductive.com/wp-content/uploads/2012/04/Tax-Preparation-Checklist-Personal-Canada-IABO.pdf

 

Tax Preparation Checklist Self Employed

https://www.simplyproductive.com/wp-content/uploads/2012/04/Tax-Preparation-Checklist-Self-Employed-Canada-IABO.pdf

 

Tax Preparation Checklist for USA from Intuit

http://images.turbotax.intuit.com/iqcms/marketing/lib/Tax%20Prep%20Checklist.pdf

 

Take the time now to simplify your life and next year at tax time, you’ll be glad you did.

Which checklist will you use next year?

 

Get Your Personal Productivity to a New Level

By Blog, Business Organizing, Expert Articles, Free Articles No Comments

personal productivityIf you are surrounded by stacks of paper, unanswered emails, and half finished projects than what I’m about to tell you will not come as a shock. All of that STUFF is weighing you down. It is amping up your stress level and pulling down your personal productivity. There is no better time then the present to take stock of what you need to improve in your business life to increase your personal productivity and there by increase your success!  Start here:

Take our personal productivity quiz to rate your level of satisfaction

On a scale of 1-10 how satisfied are you in these areas of productivity and effectiveness (1 being not satisfied and 10 very satisfied):

  • Retrieving your computer files
  • Managing your email files
  • Retrieving information from your paper-based files
  • Staying on top of follow-up
  • Using your electronic or paper calendar
  • Managing your project files
  • Organization on the top of your desk
  • Retrieving information from archives boxes or storage room
  • Juggling multiple roles and responsibilities
  • Regular exercise or recreational activities
  • Dealing with stress & overwhelm

Now it is time to focus in.  Choose 3 areas to improve and be realistic about your goals.  You won’t raise a score of 3 to a 10 overnight, but you can bring a 3 up to a 5 or 6.  Then set another set of objectives to get you from 6 to 10!

Write down your objectives based on those 3 areas most affecting your personal productivity.  This is where you will begin.  Once you have written it down you may see opportunities to reach personal productivity goals you hadn’t seen before.

 Share your goals for increasing your personal productivity!

Sharing goals makes you much more llikely to meet them. Want to learn more about personal productivity? Check it out here.

Stop Being Held Back from Clutter Control

By Blog, Business Organizing, Expert Articles, Free Articles, Home Office Organization, Home Organizing No Comments

clutter controlWhat Type of Clutter Control Do You Need?  

 

Are you buried in treasures?  Have you tried many times to get organized but you end up right back where you started?  Identifying what type of clutter may be holding you back in your business, your life or in your home are the key to living the life you love, getting clutter control, and being and staying organized.

  • What don’t you have room for in your office or home?
  • What don’t you have time for in your business, relationships or for yourself?
  • What are you tired of tripping over again and again every time you walk into a certain room?
  • What’s holding you back from living the life of your dreams?

Identify what type of clutter control you will need.

Here five different types of clutter that may be getting in your way to finally being and staying organized:

 

Sentimental Clutter:

 

  • It’s not easy to let go of things that you aren’t using when you have attached a lot of meaning, feeling and emotional to the item.  You feel that if you let this item go, you will lose the memory of the past.  Your thoughts tend to dwell in the past instead of in the present and future.
  • When you have a strong emotional attachment to your possessions and have a difficult time letting go, it’s because you have a strong belief about the importance and value of the items. This type of clutter control is very difficult.
  • It’s natural to keep a few items from our childhood, a few greeting cards, pictures of loved ones and places travelled or a comfy pair of boots that is broken in.
  • These things connect us to events and people in our lives
  • But when possessions consume too much space and you attach too much identity into your possessions, the piles of clutter accumulate and items are rarely used.  You don’t need to keep every greeting card received to know that you are loved, baby clothes or all of your children’s art and school books to preserve your memories.  Keep a few select pieces and preserve them in a way that you can enjoy them instead of collecting dust in the attic.

 

Perfectionism and Clutter Control

 

  • Typically, we think of perfectionists with perfectly tidy and clutter free offices and homes.  For some, the opposite is true.  The clutter piles up because now is not the perfect time to deal with it and so you put it off for later when you do it right.  Meanwhile, it piles up.  Perfectionists tend to avoid making decisions because they have strong feelings of anxiety and worry that if you don’t make the right decision, you’ll regret it later or the item may be useful down the road.

 

Security and Clutter Control

 

  • Possessions are your safety shield and provide you with a feeling of protection and security from the outside world.  No matter how much you have, you never feel secure.  You have a need to surround yourself with a lot of possessions and keep others away at a safe distance.  In extreme cases, you won’t let anyone in your home or help them as they see it as a threat to their security.
  • Advertisers deliberately market to your insecurities and if you don’t have the latest than you’re missing out.  The minute you get something, you need something else
  • Then you worry about losing your stuff.

 

Identify Beliefs and Clutter Control

 

  • You wrap your identity into your things – like a ticket stub to a concert from 15 years ago, a gift from a friend or a collector of crafts, but you don’t do anything with your crafts.  You define yourself by what you have.
  • You keep garage sale bargains but never resale or use what you have.  Your collections take over your space collecting dust or you rent more space to house your collections
  • It’s ok to keep some of these things if they still have a current value for you and you use them

 

Seeing Waste- Not Clutter

 

  • You refuse to let go of your junk, or the item was free or a really good bargain.
  • You want to squeeze every last ounce of your money’s worth out of it and use every last drop from the jar.
  • Scraps of paper, fabric remnants and miscellaneous screws and nails may be useful someday.
  • You can think of many ways to reuse the item and you feel responsible to not be wasteful.
  • When taken too far, Kleenex boxes, scrapes of tiny pieces of paper and toilet paper rolls become a pile of clutter

 

Self-criticism and piles of clutter are stuck energy that depletes your energy.  When you identify the actual causes of your clutter you’ll be able to create organizing systems that work for you and bring clutter control into your reach.  The freedom you will receive as a result of letting go of your physical and emotional clutter will be the transformation you are looking for and the key to being and staying organized.

 

What strategies do you find effective for clutter control? Tell us in the comments!