Tag: home organization

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The 4 R Document Rule

Does the following short conversation sound familiar to you?
     “So do you have those documents?”
          “Of course… I think… Somewhere.”

Let’s be honest. We’ve all had this experience. And it can leave us hesitant to deal with paperwork (or electronic files) of any kind. No one likes feeling that they’re just going to fail at something. But learning to be comfortable with documents is a necessary life skill. It’s this skill, perhaps more than any other, that creates successful businesses. So why aren’t we using it to create and manage successful plans for adulthood, aging, medical needs, and retirement. I know it can seem overwhelming, but it just takes a process and little practice.

In my book Steps For Today: First Steps For Success (First Steps For Success – Steps For Today®), I discuss the creation of a “Master Index” for managing important information and items. I also provide an example list of life events that may cause changes to our plans and to our documents. Using these two documents, you can easily pick up and use the 4 R Rule: Recognize, Retrieve, Review and Revise. With a little practice you’ll learn to recognize when a life-event will cause a document to change. Using the Master Index, you’ll have the steps to find and retrieve the impacted document(s). You’ll also have a record of who may be needed to help review and revise the documents. All of that with a lot less stress and anxiety than either not having plans, or not knowing where they’re located.

In my next article, I’ll discuss the types of documents we can create to help plan our life. This will be a great article for those who are ‘just starting out’ on the journey, as well as those who know it’s time to get something done, but are struggling on where to start.

Thanks for reading.
Please like and share with those who are struggling with these issues.
And remember to take the next step.
Mitch

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Why Wait?

When you think of home, what comes to mind? It may be the place we go every night and wake in the morning. Or it is where we spent our childhood with our family. For others, it is where multiple generations have lived. Often our idea of home consists of time, place and people blending together to bring about feelings of peace and comfort. From the youngest couple, getting their first place together. To the couple celebrating for 60th anniversary. We all work to create an ideal environment. Often with dreams of it being the place in which we can relax and be comfy for the remainder of life. Somehow though, all too often, our dream can turn a little scary.

A familiar topic conversation among my middle-aged friends is the onslaught of stuff in their home. A, heretofore, unnoticed collection of stuff which seemed to grow until not one more artifact of our existence could be fit into a usual ‘hiding’ place. Our homes, like our lives, can easily be overrun when we are not proactive caretakers. Too often we reach and age at which home maintenance and stuff management becomes difficult. It is then, that we begin to consider the overwhelming task of going through our stuff and deciding what to do with it.

Why not start now? There are some real benefits to saying farewell and passing your treasures to a new owner.

  • Action taken today, won’t require action tomorrow.
  • The recipient’s life will be enriched. Whether a barely worn coat, or a family heirloom, gifting an article to someone who either needs or cherishes it, will brighten their day and make a difference in their life.
  • A side benefit, which does still exist, are tax deductions for charitable gifting.
  • As sad as it may be, disagreement over personal articles of the departed cause many family rifts. Listing them in the TPPM (Write It Down! Posted 9/21/2017) greatly lessens the risk of this happening. But personally handing it to a new owner accentuates the gift with a special memory.
  • There are positive emotional benefits for decluttering your home and life.

Don’t know where to begin? Well, this is Steps For Today….

  1. Set your expectations for success. Like the bonsai tree, our home and life requires a little pruning from time-to-time. And like the bonsai tree enthusiast, we should have a vision of what the perfect tree looks like before we start trimming. In an earlier post (What’s the Plan 11/7/2017) you were encouraged to envision life in retirement. I’ll bet that vision doesn’t include about 95% of the items squirreled away in boxes within the deepest recesses of your home, or, God forbid,….storage locker!
  2. Make it easy. In our home, we keep a box near the front door for items to donate to charity. This makes snap judgements easier to accomplish because there is already a place for gifts.
  3. What’s in Box #1? If you don’t know where to start, just pick a box and start making decisions. The point is not ‘everything musts go’. But rather ‘Do I need this? Or might it be time for someone else to enjoy it?’ It may be best to just set a goal; maybe one box, closet, shelf, or area a month. But stick with it.
  4. Take a picture. Few are blessed with a perfect memory. Often we hang on to an old article because it reminds us of a great experience or time with those we love. Try taking a picture of the article before passing it on. A picture on the wall, in a book, or online will most likely bring those memories forward way more often than an article in a box in the back of the closet.
  5. Have those difficult discussions with your adult children about personal belongings in which they show interest. One of the last things my mother did before she passed, was to personally pass on her jewelry. I believe that doing so in person made the exchange more precious than the items. And in doing it personally, she minimized the conflicts which may have ensued if multiple people cherished the same item.

I hope that’s enough to get started. Don’t wait too late to get started. Or someday all that stuff will just pop up out of nowhere and surprise you. Trust me, you’ll feel a sense of relief with each item that makes its way to a new home.

Thanks for reading.
Please like and share with those who are struggling with these issues.
And remember to take the next step.
Mitch

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Saying Goodbye to Things

In my books and articles, I write a lot about organizing your home and life. But there is usually more to getting ‘organized’ than just finding a place for everything. There is decluttering.

It’s been my experience that the ‘skill’ of collecting too much stuff has many different origins. I have talked to farmers who wouldn’t dream of throwing away a left-over nut, bolt, piece of steel, wire, or lumber. They know that something will eventually break, and it’ll probably be needed. Besides, it’s a long drive to town. Other people might associate their feelings about a person or event with a related object. Still yet, some just have a lot of unfinished business (see prior post Help for Household Stress – Steps For Today®). Whatever the cause, just the mention of decluttering can evoke anxiety in most. And, therefore, is something we often avoid.

In the book Goodbye Things by Fumio Sasaki, Japan’s most famous minimalist takes you through his personal journey to a life with more focus on living and less focus on things.  It’s an interesting read as he learns more about himself with each step in the process. Here are a few steps from his book:

1. Discarding takes skill. Like all skills, you have to start somewhere. Do something simple at first. Start small and work your way up to larger items. Try just adding one additional small item to the trash and then immediately taking it all out to the bin.

2. If you can’t remember how many gifts you’ve given, don’t worry about things you’ve gotten. We’re often concerned that throwing out a gift that we no longer use will offend the giver. But wouldn’t you, as a giver, prefer for that the gift no outlast its usefulness?

3. Things bring more things. When we buy new things, we often get caught up in all of the accessories. For example, a couch can lead to matching chairs, rugs, curtains, etc.

4. Getting rid of things frees you from the stress of keeping up with the Jones’. He writes that we spend too much thought, time, and treasure on trying to keep up with everyone else. And that letting this go is a feeling of great relief.

Sasaki has many more reasons for getting rid of things. Some might say he takes it to the extreme. But he believes having less things, gives him a greater ability to focus on, and appreciate, the events of his life.

One thing that Sasaki doesn’t really address, is the passing of ‘heirlooms’. I don’t know why people wait until they are no longer able to participate, to take this opportunity to give a wanted gift. It can be a great experience. See my next post for ways to make this happen.

Thanks for reading.
Please like and share with those who are struggling with these issues.
And remember to take the next step.
Mitch

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A (Very) Real Fear

During my career, I’ve attended a lot of meetings with co-workers. Often, there was a well-crafted presentation with a lot of information. And every-so-often, after the meeting my fellow attendee would say that they “really didn’t understand” a lot of what the speaker was talking. When I’d asked them why they didn’t ask questions during the meeting, they’d often say that they “didn’t want to look stupid.”  What could I say? We’ve all been there.

Unfortunately, I have found that this common fear is a central reason we avoid important discussions. One simple tool for getting over this mindset is to say “I don’t know much about that. Can you please tell me more?” I think the vast majority of people like helping others and sharing their knowledge. And, if their honest, could come up with a list of example topics for which they knew very little. I have found that it’s even better when you have a pen and paper in hand when you ask the question. Most people kick into schoolteacher mode and give slow, purposeful, responses.

The simple truth is that none of us, not even the smartest of us, knows everything.  But that shouldn’t stop us from finding answers for life’s problems. But where to begin? You can find a professional. But even then, it can be difficult to keep up. And if you’re paying them by the hour, you’d like to keep the process moving along. This is why I included the definitions and explanations for a lot of legal, financial, and medical terms into First Steps For Success and Embraced Living. After reading the books and completing the suggested documents, you will understand key terms and concepts for financial, legal, and medical conversations. Furthermore, the completed documents will contain a lot of the information you may be asked to provide for trusts, wills, beneficiary documents, and powers of attorney. It’s one big step towards a more secure and organized life.

For more information, visit my website www.StepsForToday.com and take a look at my books First Steps For Success (https://www.amazon.com/dp/B08RQZJ2VD) and Embraced Living (https://www.amazon.com/dp/B093RZGJ81)

Thanks for reading.
Please like and share with those who are struggling with these issues.
And remember to take the next step.
Mitch

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Things Change

My prior post focused on keeping track of documents in order to lessen worry and confusion, especially when the documents are critical and you’re in a hurry. But anyone who has dealt with the long-term maintenance of documents knows there is another type of confusion that occurs when the document doesn’t match your memory or the authors prior stated intention. Don’t get me wrong, I’m not talking about an unauthorized revision. I’m talking about an authentic last version of the document which doesn’t match your, or someone else’s recollection. This can create a whole lot of unnecessary confusion and anxiety. Trust me, this can even happen when you’re the one who made the changes (and can’t remember why).

There is another document that I recommend but don’t write about often enough, the Master Log. The log contains a record of revisions to the document, including thoughts and rationale for the changes. This short document, kept with the original copy of the document, will explain what the author was thinking when the changes were made. This can go a long way to alleviating any ill-conceived notions about the authors intentions. Especially when the author is no longer available to explain it themselves. I have witnessed the runaway train of thoughts that can occur when a will is unclear in its intent. Why not take this simple step to preclude this from happening.

For more information on how to use this, and other stress preventing documents, is available in my book, First Steps For Success is available at Amazon at https://www.amazon.com/dp/B08RQZJ2VD.

Thanks for reading. Please like and share with those who may benefit from this information!
And remember to take the next step.
Mitch

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On the Record

As every parent knows, the start of every school year is filled with a list of tasks which must be completed before classes begin. Of these tasks, the one that gave me the most anxiety, was coming up with the immunization records. We had moved quite a few times, so no individual doctor had a complete set of records. I always managed to find those little immunization record books. But not without an undue amount of stress. Now, imagine if you had to provide a complete set of medical records, and time was critical.

This same scenario can also apply to financial or legal paperwork in an emergency situation, medical or otherwise. It’s easy to forget a documents location. Whether it’s paper or electronic, once it’s placed in a “safe” location, our brains automatically quit tracking it, and move on to whatever concerns are most pressing.

In my book, First Steps For Success, I discuss the creation of a Master Index. This document is a single location to list and track the critical documents for your household. The Index can also be used to capture metadata related to a document such as persons, companies, or related documents. The book also discusses different types of documents and how they may be applicable to your home. Of course, it takes a few steps to do the initial setup for your existing documents, but you’ll find that knowing where your important information is kept and having a quick place to record the location of future documents, will save both time and anxiety in the future. First Steps For Success is available at Amazon at https://www.amazon.com/dp/B08RQZJ2VD.

Thanks for reading. Please like and share with those who may benefit from this information!
And remember to take the next step.
Mitch

PS. It seems as though Facebook has possibly changed its algorithms which determine who sees these posts. Please help me reach as many people as possible by liking and sharing this content. This will also let me know if the posts are reaching my readers. Thanks again!

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Spring Cleaning

I can still remember a lot about my Great Grandmother. Born in 1895, in a very rural community, she was a firm believer in ‘spring cleaning’. This usually occurred on the first warm day in March or April, and it involved opening the windows for fresh air, getting out the ammonia for cleaning, and taking out the rugs for a firm beating on the clothesline.  I was pretty young, but I can remember being amazed at the amount of ‘stuff’ that was in a rug that had been vacuumed all winter. I would love to see the look on my neighbors faces if I did this feat at home this spring. Heck, I’d love to see their faces if I put up a clothesline!

I no longer perform spring cleanings like that. But I do have the following list of things I try to do on the first warm days of the year.

  • Like my grandmother, I like to open the windows and let in the fresh air. This is also a chance to check the screens for damage and get them repaired before the bugs arrive.
     
  • Take a walk around your homes exterior to look for clogged or damaged gutters and downspouts. Cleaning gutters is not fun. But it’s less fun in the rain.
     
  • While you’re out there, also look for damaged or loose siding, facia, and soffits.
     
  • Take a few steps back and take another walk around your home. This time, take a look at the roof for damaged shingles. If anything looks suspect, call a roofer. They’re usually happy to take a look around up there and see if there’s minor damage or something that can qualify for an insurance claim.
     
  • Winter freezing and thawing can also cause landscaping to shift. It’s best to get that fixed before the spring rains cause further damage.
     
  • Now’s the time to wash away the winter collection of gunk on your windows. If you’re not a fan of window cleaning, contact your local firehouse. Those folks are great at cleaning windows.
     
  • Check for bird nests on your home while you’re out there too. Having birds nesting on your light fixtures causes a mess. But let’s face it, you’re not going to take it down once there’s eggs in it.
     
  • When it gets above 65 degrees, I like to check the air-conditioning system before the hotter weather arrives. Running the A/C when it any cooler, or when there’s a chance that ice could still be on the unit, can damage the system. So it’s best to wait.

These are just a few chores I do when the weather gets warmer. What are some of the steps you take on those first nice days?

Thanks for reading. Please like and share!
And remember to take the next step.
Mitch

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You Don’t Know What You Don’t Know

In the spring of 1993, my life was chaotic to say the least. In the last 5 months, I had lost my wife, moved to another state, and started a new job. I was working hard to try to figure out what life would now be like for my three children and me. Most days it felt like trying to run with a full glass of water; you know somethings going spill.

One afternoon, I was going through some of the moving boxes that still resided in my garage, and what did I find? A stack of mail. Mail from this week, and maybe that week, and so on. I didn’t remember putting it there. But I didn’t remember a lot about what was going on at the time either. So, there was a mystery.

There was no mystery, however, that some of the mail contained overdue notices. I had no idea there were overdue bills because I relied on the mail to prompt me that something was due. Trying desperately to maintain some resemblance of control on any one part of my life, I decided this was something I could easily do better. Grabbing a pencil and paper, I went through the mail, my checkbook (remember those), and anything else I could find which would help me list out my financial obligations, and their due dates. Having this one simple sheet of paper greatly reduced the amount of anxiety I had about bill payments. I still use a ‘more modern’ version of it. No more mystery about what is due when!

The other mystery, about how the mail was misplaced, was soon solved too. As it turned out, my sweet 4-year-old daughter was “…just trying to help me.” And I guess, in a round-a-bout way, she did!

I’ve made a free, downloadable, bill payment spreadsheet is available at https://www.stepsfortoday.com/shop/. While you’re there, take a look around for other items and ideas to help organize your home and life. What tricks or tools do you use to help keep life on track?

Thanks for reading. Please like and share!
And remember to take the next step.
Mitch

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Get a Check-Up (For Your Furnace)

If you have forced-air heat in your home, chances are that your furnace could use a check-up. It may cost a few dollars but will pay for itself in the long-haul. Many HVAC companies now offer a subscription-like plan in which a yearly fee gets you an inspection and preferential treatment should a problem occur on a miserably cold night.

Whether it’s gas or electric, there’s a blower motor and a fan. Older units can have motors and fans that need a drop of oil on a regular basis. Newer units usually have sealed bearings that can seemingly run indefinitely with no maintenance. In either case, however, there’s a fan. The furnace fans move a lot of air. In doing so, even when the filters are changed regularly, they collect dirt. Over the years, the extra weight from collected dust will put a strain on the fan and its motor, leading to an early demise. These fans aren’t always easy to get to but should be cleaned every few years to avoid excess wear on the unit.

Likewise, households with furnaces and air conditioning will mostly likely have an A-coil inside the furnace housing. The A-coil looks similar to a car’s radiator, so it’s easy for dirt and debris to collect on it as well. I have seen A-coils so clogged that air could not pass through it, greatly reducing the unit’s ability to heat or cool. So, these should be cleaned and inspected as well.

Whether it’s electric, gas, or oil, all furnaces now have circuit boards and many electrical connections that can develop cracks or loosened connections from vibration. A technician can place modern units into a test mode which runs a check on the circuitry. 

And finally, natural gas or oil furnaces can develop cracks in their combustion chamber or heat exchanger, leading to the release of carbon monoxide, an odorless, colorless, lethal gas. If you have a furnace burning fossil fuels in your home, you should have a carbon monoxide tester in close proximity to alert you of escaping fumes. A technician will be able to quickly assess if any of these conditions exist in your furnace.

If it’s been a few years since your furnace had a good cleaning, I suggest getting it done. Taking this step will help it run more efficiently and prolong its service life.

My next post considers what to do when things are heating up (but shouldn’t). To have a well-maintained home takes some planning and good habits. Look for more tip for home maintenance at www.StepsForToday.com.

Thanks for reading. Please like and share!
And remember to take the next step…
Mitch

PS: I’d love to hear any cost-saving or home maintenance tips you may have as well.

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Filter in the Savings

As discussed in my last post, the price to keep warm this winter will be on the rise. There are many steps you can take to reduce your energy consumption. One of the easiest, and most often forgotten, is to replace your furnace filter.

A dirty or clogged furnace filter will drastically reduce the ability of your furnace to circulate warm air throughout your home; making the furnace work harder to heat your home. According to energy.gov, ‘Replacing a dirty, clogged filter with a clean one can lower your energy consumption by 5% to 15%.’  A dirty filter also increases stress on the blower fan motor. If the filter is completely clogged, it can cause the fan motor to totally overheat and shut down. Lastly, a dirty filter just doesn’t do a good job of cleaning the air circulating in your home.

Every home is different. A home with furry pets will probably need the filter changed more frequently than one without. A good practice is to set a calendar reminder to at least check the filter every month to determine how often it needs changed.

Changing the furnace filter is just one step in overall home maintenance. To have a well-maintained home takes some planning and good habits. Look for more tip for home maintenance at www.StepsForToday.com.

Thanks for reading. Please like and share!
And remember to take the next step…
Mitch

PS: I’d love to hear any cost-saving or home maintenance tips you may have as well.