Do you find yourself with business cards, receipts, invoices (both to be paid or to send to clients), inventory updates, and other miscellaneous paper cluttering your desk or office area?  If so, you may need the services of a part-time office assistant. 

We are available to work on or off-site to help you get control of the paper!  Whether it’s entering invoices and expenses into Quickbooks, scanning business cards, or updating inventory, we are here to help. 

Contact Kelly@simplificationservices.com or 512-779-5626 TODAY to schedule a free consultation to determine how we may be able to help you!

If you aren’t currently using social media such as Facebook, LinkedIn or Twitter to market your business, you may want to read this article.  I think these statistics are interesting and revealing about the nature of consumers:  http://www.socialmediaexaminer.com/26-promising-social-media-stats-for-small-businesses/.

Maybe you’ve thought about adding a business Facebook Fan page, a LinkedIn or Twitter account but don’t know where to begin or maybe you have something setup already but haven’t updated your information or taken the time to add photos, resources or links. Simplification Services may be able to help if you fall into one of these categories. I’ve been working with a few clients over the last couple of weeks to setup their accounts and update their information. All you have to do is simply fill out a questionnaire with pertinent information and we do the rest! Contact Kelly@SimplificationServices.com  if you’d like additional information!  You don’t even have to live in the Austin area – we can setup social media accounts for anyone in the United States!

Thanks!
Kelly

I thought I would address a question frequently asked by clients – how long do I have to keep this paper?  

Why keep paper anyway – I thought we were becoming a “paperless” society?  It may be true that more and more transactions are handled electronically, but I also know, that the majority of my clients continue to struggle with paper and what to do with it! 

• Some papers you are required to retain by law
• Some need to be retained for tax purposes
• Some for your own records
• Some you just want to keep 

The keys to keeping paper under control are having systems in place for handling the incoming paper, for filing, knowing what to keep and what to throw away, and knowing when to toss paper and how often to do it.  

Download:  Records Retention Guidelines for a list of documents and retention period.

 Tips for Reducing Paper from Coming Into Your Home: 

1.  Keep paper from entering your home:

• Opt out of junk mail lists for 5 years
• Call:  888-567-8688
• Write:
  Equifax Options, PO Box 740123, Atlanta, GA 30374-0123
  Experian Target Marketing, PO Box 919, Allen, TX 75013
  TransUnion Opt Out Request, PO Box 505, Woodlyn, PA 19094-0505 
• Opt-out of prescreened credit card offers permanently:  www.optoutprescreen.com
• See http://www.ftc.gov/bcp/edu/pubs/consumer/alerts/alt063.shtm for further information. 
• Only retain magazine subscriptions that really interest you
• Refrain from adding your name to mailing lists 

2.  Develop a system for throwing out or shredding unimportant paper immediately:

• Open your mail over the garbage can or recycling bin
• Shred papers with identifying information (social security number, birth date, name and address – tear off the label and shred) 

3.  Set-up a filing system so that it’s easy to know when to throw away “old” items

• File statements by month/year
• File tax returns and related information by year

 4.  Periodically purge old papers from filing system – I recommend once a year

 I would love to have your comments and feedback!

Sincerely,

Kelly

An area in which we all could probably use a little help is organizing the mail and paperwork – this is even more of a problem for seniors who may have difficulty seeing, remembering to do things they’ve done for years, or who may be too ill.  

Tips for organizing mail and other paper:

1.  Setup an action file system with no more than 10 hanging file folders.  Include categories such as bills to pay, follow-up (for phone calls, correspondence requiring a response), medical (a folder for each doctor if frequent visits are necessary), insurance, or hospital.

2.  When sorting through the mail, immediately put bills to pay in the “Bills to Pay” folder.  If tracking medical expenses, put doctor’s receipts and bills in the appropriate “Medical” folder.  Add papers to the front of the folders so that the papers will be automatically organized in chronological order (most recent first).  Put any other important papers or paper requiring attention into the appropriate folder.  By following these simple steps, critical paperwork will not be misplaced.

3.  Use a large calendar to help keep track of doctor’s appointments and other events or appointments.   If necessary, add reminders to the calendar for paying bills – once or twice a month.

For keeping track of doctor’s bills and insurance payments:

• Make sure that folders are setup for each doctor’s bills.  Highlight the date of service, date the bill is due, and the amount due.
• Match the Insurance Explanation of Benefits to the appropriate bill.  Attach supplemental insurance documentation, as well.
• At least twice a month, go through each folder and pay unpaid bills.  Mark paid bills clearly with “PAID”.
• For unpaid balances for larger bills, make a simple spreadsheet or handwritten chart detailing each bill, the monthly payment and remaining balance.

Please let me know what other challenges you may be facing or solutions you’ve found.

Sincerely,

Kelly

Managing medications is one of the most important tasks when organizing seniors.  Taking an improper dose or drug interactions could be life-threatening.  

1.  Keep track of proper dosage and frequency. Utilize a daily pill medication organizer.  These can be found at drugstores and include a compartment for each day of the week.  Either fill this container weekly for your senior or have them do it on Sunday for the following week.  If particular medications need to be taken with various meals throughout the day, have a separate medication organizer for each meal.  Label the organizer with the time the medications are to be taken. 

2.  Keep a dosage list handy which includes the name of the medication, the dosage and frequency and a description of the pill.  The dosage list could also include check boxes for the senior to check once the medication has been taken.  This list could be a spreadsheet or hand-written.  Include all medications on this list and take to doctor’s appointments so doctors may evaluate possible harmful drug interactions or side effects.  Include allergies, over-the-counter medications and supplements on this list.

 3.  Check expiration dates frequently and refill prescriptions in advance.  Try to use one pharmacy that automatically checks for harmful drug interactions when new prescriptions are filled.

 4.  Write a brief medical history including dates of previous illnesses, medical tests and surgeries.  This will be helpful when filling out new patient paperwork.  See “Organize Information About Your Health” for more information provided by Online Organizing.com, http://www.OnlineOrganizing.com.

 Please let me know if these tips have been helpful or if you have other suggestions that have worked for you or your parents.

Sincerely,

Kelly

Since I’ve expanded my service offerings to include office assistant/virtual assistant type activities, I have really enjoyed the variety of tasks and exposure to different types of businesses.  I thought it might be helpful to post some examples of the type of work I’ve been doing, so that if you are a small business owner, you might have a better understanding of how I may help you with your business either at your office or virtually. 

From my office, I have been able to help a client put together client portfolios.  I’ve copied and scanned original documents and then added the copies to binders with custom-made cover pages for each section.

I’ve researched credit card processing options, file sharing options, online appointment schedulers for a doctor’s office, and possible venues for speaking engagements or booths at conferences.

From my clients’ offices, I’ve updated Outlook contacts with contact information from new client information sheets, converted “suggested contacts” to “contacts”, created an e-mail mail merge.  I’ve also created a Word document and performed a mail merge from the contacts list for a paper mailout. 

Social media updates are another area in which I’ve been completing work for my clients.  In some cases, I’ve set-up new accounts with Facebook, LinkedIn and Twitter.  For others, I’ve updated their profiles, created schedules for posting comments, added applications for updating PDF files to Facebook and newsletter signups.

If you have tasks you would like completed, but just don’t have the time to do them, give me a call so we may discuss how I may be able to help!  I’m looking forward to helping you grow your business!

Sincerely,

Kelly

When I hurt my back last summer, I was completely unprepared for the difficulty in  accomplishing daily tasks.  At first, the pain was so unbearable the only thing I could do was remain flat on my back in bed.  Thankfully, my family kept the house running and my friends and mother-in-law provided meals for us.  This experience made me realize how precious our bodies are and to be thankful for just being able to move around.  Whether you have an injury, sugery, an illness, or difficulty getting around due to aging, here are some tips that helped me once I was able to get out of bed.

Even the smallest tasks seem like mountains when you’re not up to par.  Difficulties in the kitchen include unloading the dishwasher (that bottom rack is so low), reaching items in the bottom drawer of the refrigerator or freezer, and obtaining items on the lower shelves of the pantry.  Organize the kitchen so items used on a daily basis are at waist level.  If a wheelchair is necessary, this tip is imperative.  Bending and reaching is difficult, and I remember cringing every time I had to bend down to retrieve an item.

Bathrooms are another area of difficulty.  Think about installing an elevated toilet seat (it does make a difference), hand rails in the bathtub or shower (or even next to the toilet, if necessary) or utilizing a shower chair in the shower.  For me, the shower felt so good, but I couldn’t bear the pain of standing for 10 minutes.  Trying to wash my hair was virtually impossible with one hand (I was holding on to the wall with the other for fear of falling down), but once I had the shower chair, I felt much more comfortable.  Also, having someone assisting or at least paying attention in case of a fall or difficulty is crucial.  

Think about the laundry room, as well.  Bending down to load front loading washing machines and reaching in to get clothes out of the dryer is difficult.  I could fold the laundry but couldn’t bend to get it out of the dryer. 

A cane (with a rubber tip) really helped me move around the house.  A cane with a 3-pronged base is more stabilizing than one that’s straight.  A grabber or reacher tool is a great idea, I never realized how many things I wanted that were just out of reach or how many times I dropped items and didn’t want to bend down to pick them up.  There are many great tools at this website:  www.goldviolin.com.

Thankfully, I’m almost fully recovered from my injury, but I know the time will come when I’ll have difficulty moving around and accomplishing daily tasks.  Please let me know what other tips or suggestions you’ve discovered with yourself or ill or elderly parents.

Sincerely,

Kelly

Recently, a client asked me for suggestions for helping her elderly parents organize their home to make daily tasks easier due to illness and the inability to move around easily.  She was also wondering where to start when thinking about downsizing or moving to a retirement home/assisted living/nursing home. 

 One thing to remember is to have patience when working with seniors.  Medication, depression, and frustration can make the process emotional and overwhelming.  If children do not live close by, the task is even more daunting because limited or sporadic visits are not going to be enough time to accomplish all there is to accomplish.  Consider hiring a “Senior Move Manager” or professional organizer to help with the process.  The Senior Move Manager is an objective professional better able to handle emotions or conflict.  Services offered may include: organizing, sorting and down-sizing services, donation drop-off, estate sale organizing, move organizing from packing to having utilities set-up, preparing the home to be sold, etc. See the National Association of Senior Move Managers website for additional information and to find a Senior Move Manager in your area.  http://www.nasmm.org/ 

I thought this article, “Tips for Organizing Elderly Parents”, pointed out some good questions to ask yourself if you’re wondering if your parents can continue to live on their own.  I also thought the “Get Permission” list was a good start for handling their financial affairs.  Check with a Family Estate Planning lawyer in your area for additional considerations.  These articles provided by OnlineOrganizing.com.

More posts to follow including managing medications, tips for making daily living easier, and suggestions for beginning the downsizing process. 

I would love to know other questions you may have or problems you’ve encountered in helping your senior parents.

Sincerely,

Kelly

Happy New Year!  If you are a new subscriber, welcome!  As the month of December came to a close, many people began to think about their New Year’s resolutions.  By mid-January, many of those same people will have already broken their resolutions.  For me, the only way to stick to a resolution is to have a defined goal with a set of action steps needed to reach the goal.

According to Wikipedia, success may be defined as the achievement of an objective or goal or the opposite of failure.  Since I like to look at things with a glass is half-full mindset, I prefer to define success as the achievement of a goal.  Whichever definition suits you however, you must have an end objective in order to determine if you have succeeded or failed in reaching your goal.  This newsletter will offer my ten tips for reaching your goals in 2012 so you may look back upon the year with a feeling of accomplishment. 

1.  Determine your personal definition of success.

2.  Choose one or two areas for your personal or professional life in which you would like to reach a goal.  I caution you against choosing more than two areas of change.  Changing habits and reaching goals is not always an easy process.

3.  Write the goal(s) down using positive, specific language with a timeframe for reaching the goal.  For example, I will save $1200 by December 31, 2012 – $100 per month. 

4.  Create a mind-map with the goal as your center topic.  On a blank sheet of paper draw a circle in the center of the paper.  Write your goal in the center of the paper.  Draw lines extending out from the center circle and write action items you will need to complete in order to reach your goal.  Using my example above, I may include make coffee at home (instead of stopping at Starbucks every day), bring lunch from home (instead of eating out), rent DVDs (instead of going to the movie theater), etc…

5.  For each action item in #4, jot down items to help you complete the action item.  For example, under “bring lunch from home” I might include look through magazines and cookbooks for interesting lunch ideas, purchase re-usable containers, make lunch the night before, etc.

6.  Think about what stumbling blocks might keep you from accomplishing the goal and create a plan for conquering the stumbling blocks.  Using my example above, a stumbling block may be:  no appetizing food to take for lunch.  In this case, a little planning may be needed in order to purchase lunch items while grocery shopping or planning for leftovers.

7.  Re-visit your goal weekly, modify if necessary.  Create a checklist of mini-goals and reward yourself for reaching those mini-goals.  For example, I might treat myself to an hour of reading before bed (instead of doing something more productive like washing dishes or paying bills).

8.  Enlist the help of others (family members, friends, professionals) for encouragement and to keep you on track.

9.  Forgive yourself for minor setbacks.  Re-visit your goal, the actions steps needed to reach the goal, and get back on track.

10.  Once your goal is reached, congratulate yourself! 

I would love to hear your success stories in reaching your goals!

Sincerely,

Kelly

It’s that time of year filled with too many activities, too much food, and too many gifts.  Sometimes it’s hard to remember the true meaning of the season.   In my family we remind ourselves of the blessings of the season by:  being thankful for Jesus’ birth, giving  to those who are less fortunate, and following traditions we have created that focus on what’s important to our family.  One tradition we have is a family dinner followed by attendance at our church for the Christmas Eve service.  What tradition will you start this year?  

This post will offer some ideas for clutter-free gift giving – some are repeats of last year, but I think always appreciated!   

Clutter-Free Gift Ideas 

• Give the gift of your time – offer to grocery shop for an elderly relative, offer to wash your husband’s car once a month for the entire year, cook a meal for a busy friend.  All of these ideas will be much appreciated!  Get your kids involved and ask them to help you brainstorm some ideas – they can even give “coupon books” and offer the services as gifts from themselves.
• Make a donation in the gift recipient’s name to a favorite charity or cause they support.
• Give gift cards to favorite restaurants, stores, or for personal services such as massages, haircuts, personal trainers, professional organizers, virtual assistants, etc. 
• Consider giving a “family” gift – tickets to a play or musical, sporting event, or other event the family may enjoy, or a family membership to a museum or local zoo. 
• Plan a family get-away either for the holidays or in the upcoming months. 
• Create handmade gifts to help you clear clutter in your own home, but are sentimental to the recipient, such as photo calendars, framed kid’s art projects, or art projects that can be turned into notecards. 
• Tasty homemade treats are always a hit! 
• Invest in a 529 Savings Plan for college – talk to a trusted financial advisor for more information.

I would love to hear your ideas!

Happy Holidays!

Kelly