Ask the Organizer
I have finally reached my breaking point with my garage this summer. Getting my lawnmower in and out is an obstacle course every time. Where do I start?
John C., Clinton, CT
The summer months can definitely highlight the need for more space in the garage as outdoor equipment is shuffled in and out. Many people lose full advantage of their garage because they have no space to even park their car. There is no better time to tackle a garage clean out then now when the weather is warm. Below are some steps you can take to meet the challenge.
My first suggestion is to walk through and identify any large objects you know can leave the area immediately. Whether it is a pile of empty boxes that never got broken down or a bike that your kids outgrew years ago, it is important to make as much room to maneuver as possible and target what you already know needs to go.
Next, begin grouping the remaining items into categories around the garage. For example, kids’ toys, outdoor games, tools, yard supplies, camping equipment etc. In many cases, the garage can become a catch all to throw items that have not been decided on; you don’t feel like dealing with or don’t know what do with. Grouping the items by purpose can be really helpful in making final decisions of where they will be stored. Consider loading items you no longer want right in the car to head for the dump or donation.
Deciding how to configure the garage to store your items most efficiently now that you know what you have left is important. Think about what you need to access most often and make sure you are able to place it in an accessible spot. For instance, make sure the kids bikes and lawnmowers are in an area that they are easy to roll out of. Remember, there will be less desire on your part to use the item or complete the chore if you feel like it is going to be difficult to grab it.
If your garage lacks hooks or shelving, this is a great time to invest in some organizing tools. Use large shelving units to line the walls and maximize your vertical storage. Make sure that the shelving units you choose are sturdy and have the depth to accommodate large bins. I recommend grouping items in clear, lidded containers for long term storage, such as camping equipment you might pull out a couple of times a year.
If you have wall space, consider hanging peg board or slat wall. There are a plethora of hooks and attachments that make storing small objects like screws and screw drivers in a neat and orderly way. It will also keep items more visible for quick and easy access. The more you get off the floor the easier it will be to maintain an accessible work space within your garage.
If you really want to step up your garage consider calling in a local custom closet designer. Most closet companies also specialize in garage installations and have really unique storage options for a much more affordable price than you expect. In addition, most provide free estimates to analyze and expertly design your storage space.
With a little effort this summer you will thank yourself in the cold winter when you can get car back into your space!
Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.

Financial Record Retention

Ask the Organizer

How long should I save monthly mortgage payments?
Danielle Mazzeferro

We all suffer from an overabundance of paper in our households and workplace. One of the most frequent questions I get asked is how long we actually have to save the paperwork.

In regard to your specific question it is important to keep all annual statements from your mortgagee that include principal, interest, escrow information and real estate taxes. It is also suggested that you retain mortgage and tax receipts as well as cancelled checks. While I would love to tell you to get rid of these once your house is sold, it is recommended that these records should be kept indefinitely. For more information on what documents should be retained for your home I encourage you to check with your accountant and refer to IRS Publication #523 “Tax Information on Selling Your Home.”

Now that tax season is approaching there is no better time to organize all of your financial paperwork, whether you prefer to keep hard copies or scan the documents into your computer. This is the time of year we all begin panicking about gathering all those loose receipts, remembering where our donation slips were last seen and hoping the accountant does not get frustrated with us for losing the paperwork on our recent stock sale.

If you have an efficient filing system throughout the year preparing for taxes can be a breeze. When you sit down to fill out your taxes you will have everything you need and you might even enjoy filling out the forms. I know that’s wishful thinking! If you have an accountant he or she will thank you too.

To prevent paper overload stick to these simple rules and only keep what’s most important:
Tax returns: (7 Years) The Internal Revenue Service (IRS) has six years to challenge your returns. It is important to retain original copies of the return as well as supporting documents such as receipts.
Investment Records: (2 Years) You want to compile records of your trades. If your investment company or stockbroker sends you year-end summaries you can discard your monthly statements and reduce paper. In addition, you want to save records of all non-deductible individual retirement accounts to prove that you have paid taxes on that money.
Credit Card Bills: (1 year) Once you have reviewed the monthly statement it is permissible to shred it when the next bill arrives. However, if you are self-employed, you will want to keep your statements and file them with your tax records.
Bank Statements: (3 years) Be sure to attach your pay stubs and canceled checks when you file them.
Charitable Deductions: (6 years) Most likely you will be retaining these records with your tax returns therefore similar rules apply.
Medical Records: (6 years) Items to keep are receipts and insurance payments for dentists, doctors, hospitals and prescriptions.
Home Related Records: (Duration of home ownership + 7 Years) It is important to save real-estate records, transactions, property tax paperwork, warranties as well as the title and deed to your house. In addition, retain documents identifying home improvements such as contracts and receipts.
Vital Statistics: (Permanently) Passports, birth certificates, marriage and divorce papers must never be thrown away.

Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.

Spring Cleaning

Ask the Organizer

When the weather gets warm I get really inspired to begin tackling my home projects, however that jolt of energy quickly gets squashed as I realize how much there is to do. How do you tackle your spring cleaning?
Julie M., North Haven, CT

Julie, I could not agree more that the warm weather gives us a renewed energy to focus on our surroundings. But as you point out, spring cleaning can be very overwhelming as the outdoor tasks again become a weekly ritual and calendars become more packed with warm weather events on the weekends.
The first thing that I suggest as you begin to tackle your spring cleaning is to make a plan. Don’t think that your whole house can be overhauled in one weekend. You will fade quickly and you probably feel more tired during the week because you didn’t find time to relax. Making a plan is as simple as walking through each area of your home and identifying what tasks need to be done in each room.
Prioritize according to the areas that need the most attention. Identify what supplies will be needed and who is going to be around to help accomplish the goals. For instance, if it is finally warm enough to tackle the garage be prepared with boxes to pack items for donation. Purchase some heavy duty contractor bags to throw away bulky items. Find out what the weekend hours of the local dump or transfer station is open so items can be tossed the same day that you complete the project.
Once you identify the different actions that need to be taken in each room, take out your calendar and plan when you can focus on each space. Identify when you are going to purchase supplies so they are ready the day you need them instead of grabbing them at the last minute during the project. Check that the day you plan your project coincides with your helper’s availability. If you need your friend with a pick-up truck to be there to help haul unwanted furniture from the garage to donation, scheduling ahead of time will help everyone be prepared and more efficient.
To help you better identify some great projects for the spring, I have provided a list below of my favorite spring cleaning activities. Knocking some of these off your list will give you a great sense of balance and energy for the new season!
• Clean out and detail your car. Getting rid of the winter salt and brightening up the interior can make you feel even more renewed this season.
• Donate winter clothing that was never worn all season, pack remaining clothes and unpack your spring/summer clothing.
• Match lids with your plastic containers in your kitchen and toss any pieces that don’t have a match. There will be less frustration dealing with leftovers this Spring!
• Clean out your sock and underwear drawers. If you can’t find a match for socks get rid of them. Keeping your quantities low will make putting laundry away much easier.
• Get rid of all your unread magazines and newspapers. Start the season with less reading burden.
• Purge your files to start new for 2010. Group your 2009 paperwork with your tax records and start the year with empty files.
• Clean out under your bathroom sink. Throw almost empty bottles, expired medications and any items that have become old or leaky.
Hopefully you will find some further inspiration from these ideas this Spring!
Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.

To-Do List Management

Ask the Organizer

I need a tried-and-true solution to organizing, acting on, and not forgetting my To-Do paperwork pile- things like RSVP-ing to an invitation, calling a company to check on a charge, sending in a change of address, etc. etc. - anything not a bill but stuff that needs to get done. If I put them in a folder, they get forgotten. If I stack them in a "To-Do" box, they get buried. What advice do you have?
-Fay in Killingworth

Writing down our “To Do” items and actually remembering to do them are two different stories. As you point out, we can quickly forget about items if we put them in a pile or a folder and never look at them again. Often, my clients make very honest attempts to put a system in place with folders or trays but fail because they never touch it again once the item is put away. The key is finding a way to trigger your memory to go back to that pile. While different systems will work for each individual’s particular working style, I am going to outline a basic system you can follow to help you find what works best for you.

First, you must identify what your tasks are and record them. Whether you use a paper to do list or an electronic one in a program like Microsoft Outlook or Gmail, I encourage my clients to have one master to do list that they compile information into. For instance, if you receive a gift in the mail from your Aunt and wish to send a thank you note, add “Write Thank You Note to Aunt Ida,” to your to do list. If you get a notice from the DMV about your emissions renewal, add “Bring Car in For Emissions Test,” to your master list. Recording these items in one place each day/week will help you create the guide you need to remember important items.
Second, get rid of the non-essential papers reminding you to do something if you have written it on your list. If you received a card with your gift from Aunt Ida, don’t keep the card to remind you to write her a thank you note. It is just going to become part of the clutter to jog your memory and end up getting lost in the pile. Refer to your list to remember, not the card. Many pieces of paper fall into this category. The more we have in a pile, the less effective they are as reminders, not to mention that one line on a list can serve the same purpose and require a lot less space.

Third, keep the essential papers required to complete a task in one location. The step to have a tray or folder for your take action items is the right one if you are only keeping the papers that need to be referred back to. For instance, you will need the emissions paper to complete your emissions test task. If you always put these types of papers in a “Take Action” folder, you will know exactly where to look when your task list triggers the reminder. If you are like me and find you are always working in different locations, consider a project folder with pockets as your portable “Take Action” folder. Whatever you decide to use, be disciplined about only putting paperwork in this folder that is actually needed to complete a task, not remind you of one.

Lastly, to be truly effective in remembering your tasks you need to incorporate your calendar. Whether it is writing an appointment with yourself on your calendar to actually sit and write a thank you card or carve out time on your electronic calendar to go to the emissions testing site, the act of scheduling the appointment will be your back-up reminder that the task has a deadline you can’t miss. In addition, using your calendar and your to do list in conjunction will help you be more realistic about the time you have to complete your tasks and how you can get them all done in time for their deadlines. By making a commitment on your calendar and following through with it, you are avoiding the desire to procrastinate undesirable tasks, helping your mind stay focused on priorities and keeping your paper piles to a minimum.

Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.

Dive into Invitations, Don't Drown in them!

Ask the Organizer
February 25, 2010

My family and I love to engage in the community and take advantage of local culture wherever we go. However, I find that it is hard to manage all of the event schedules and calendars that continue to stream in from theatres, museums, charity organizations on top of the busy school and sports schedule. Can you suggest ways for us to avoid missing events we would want to go to in the sea of paper and e-mails?

Joyce L., Killingworth CT

Joyce, it is wonderful that your family takes advantage of the many opportunities that surround you in the shoreline community and beyond. Luckily there is never a shortage of activities to do in our communities if you know where to look. While it is great to get on mailing lists of museums, charities, theatres, local shops etc., or clip the newspaper schedules of local events, it can get overwhelming to keep track of it all.
The first step is prioritizing your family’s favorite activities. If your family loves outdoor activities and all of the stores that provide equipment and apparel to support those activities, than it makes sense to stay signed up on their mailing lists and know about events, sales and after-hours events that you would realistically attend. However, if you find you are getting an influx of e-mails or mailers from organizations you have no interest in, it is time to simplify. Unsubscribe from their e-mails and mailing list immediately. This influx of useless information is only going to help hide the important schedules and invitations that you really want see.

The second step to organizing your family’s social calendar is to choose a calendar system that is going to help you accurately manage your schedules as a group. Many families choose to have a wall calendar on their fridge or behind a closet door to record school events, practices, and other events of interest. This can be a great way to keep everyone on the same page if it is updated regularly and everyone is recording their individual changes. I often suggest assigning a color to each family member to make each person’s schedule reveal itself more easily. There are many great wall calendars designed specifically for families with multiple kids that provide a section under each day for each family member.

Another great calendar choice, which I am seeing more and more families use is shared electronic calendars. Many e-mail programs such as Gmail or Hotmail allow you to create multiple calendars and share them online. This can be a great way for parents to coordinate carpooling and update events more easily during the work day. One of the other great advantages of the electronic calendar is that it can often be synced with Personal Digital Assistant (PDA) phones to go on the road with you. Another perk is you can put something that occurs weekly, such as soccer practice, in your calendar once and set it to reoccur at the same time each week. You will only have to write it once instead of 52 times on your handwritten calendar.
The third step in gaining control of your family’s social engagements is to pull of the schedules aside as they come in and make quick decisions. If it is something that you are definitely interested in, put it on your calendar immediately with any other corresponding information that you would need and toss the paperwork or e-mail. If it is a maybe, talk with other family members and decide within a week. Otherwise, the paper or e-mail will be another item lost in the shuffle that you will find again two months after the event has passed. If you procrastinate putting it on the calendar it probably means it is something that you or your family is not that excited about attending. The key is to decide and move on so the papers and e-mails don’t overwhelm you or bury other important items.

Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.

Preserving Memories

Ask the Organizer
February 11, 2010

How do you preserve your family's photographs and old documents and keepsakes? For example, I have my grandmother's birth certificate and naturalization papers and I don't know what to do with them to keep them from deteriorating!
Meredith, Madison, CT

Preserving our memories properly is a major part of organizing many homes. All of us have sentimental items that may not mean that much to an outside observer, but hold a lot of emotion for us. Photographs and paper mementos can both be a treasure and a burden for loved ones. I commend you for looking to preserve these important items properly. It is unfortunate when family treasures are damaged because they were thrown quickly in a cardboard box or shoved in a free space on a shelf in the basement. If you are going to save items, it is important to treat them as the treasures they are, otherwise they will appear to have the same value as all of the items you threw in a box to clear your dining room table quickly before company came.
There are several factors that can contribute to the deterioration of photos and treasured papers. Temperature, humidity and sunlight are all environmental factors that can cause damage. In addition, rapid changes in temperature such as humidity followed by cold weather, often occurring in attics and basements, can cause cracking and ruin the image. Other damaging agents are dirt, dust and oil. Photographs can stick together, curl or get moldy in damp environments. Insects and rodents can also tear away at paperwork. Therefore, attics and basements are not the ideal locations for storing precious documents.
Ideally, they should be stored in place with a consistent temperature of 65-70% and a humidity level of about 50%. Not all homes can maintain such consistent climate control. Safety deposit boxes can be a safe environment for valuable papers and photos if another option is needed.
When packing away photographs, the first rule of thumb is to avoid placing negatives with the photos. In case something happens you will have a better chance of recreating the photos if they are in two different locations.
Another suggestion is to avoid using anything acidic, such as a ball point pen to write on the back of your photos. Acids can break down the photos over time and destroy the image. If a document or photo needs special protection, consider wrapping it in acid free tissue or paper to protect it from environmental elements. Plastic bags, storage containers or non-acid free photo boxes should be avoided when storing valuable pieces. While these are cheap and easy to find at your local drug store or discount store, they will not protect your papers in the long run. Shop for lignin free, acid free, un-buffered paper for photographs and papers. These specialty products can also be used in between pages in photo albums. Use only PVC-free plastics such as Polyester, Mylar, Polypropylene, Polyethelyne and Tyvek.

When you are making the decision to display a valuable paper or photo in your home, consider making a copy and keeping the original in storage. Sunlight can slowly fade the photograph. In addition, glass can sometimes adhere to the photo in the picture frame. To be safe, make a high quality photocopy to further ensure the preservation of the original.
If you follow these simple steps, you will be able to enjoy your mementos for many years to come!
Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.

Ask The Organizer
January 11, 2009

It is hard for me to believe that I am entering the fifth year of writing this column. Again, I want to thank all of my loyal readers and those who continue to come up to me and tell me how my advice inspires and motivates them. Even after four years, I am humbled by those who find what I have to say so interesting and I am thankful for the opportunity to keep connecting with all of you.

Many of you have probably established your New Year’s resolutions. While you may have had much success in your first weeks, some of you have probably already failed. Just remember, it doesn’t have to be January 1st to justify starting a new habit. January marks National Get Organized Month, and getting organized is among the top ten resolutions each year. I thought, on the anniversary of this column, I would share with you my organizing resolution: To Be On Time.

You may find it ironic that a professional organizer would have a time management issue, especially since I teach workshops on it. But, for those who don’t know me well, I have a confession to make, I am chronically ten minutes late. I am sure some of you can share in this fault. You might find it even more interesting that I failed my resolution on the very first day!

Let me first point out, I hate being late. It causes me stress and to feel unprepared. Not to mention embarrassment (especially because I have an organized reputation to live up to!) Being late can imply disrespect for the person you are meeting, interruptions to the speaker you are going to see, or cause disappointment to others counting on you.

I’d like to think that I am always late because my clocks are set to the wrong time or the fact that I have an hour commute each day and that school bus held me up. But, the truth is that I am not following my own advice.
So, for those of you who share my habit of being late, let’s review how to fix it. First, look at the root of your problem. For me, it is over commitment. I recently conducted a time inventory by looking at my calendar. Almost every day there is not enough time allowed for travel and too many activities with no wiggle room for that extra ten minute phone call before the next appointment. But most importantly, there is not enough down time to recharge. Most small business owners suffer from this dilemma, but there are ways to combat it. The next issue is the fact that I am not a morning person. Getting out of bed is a struggle, especially because have to factor in an hour commute and work late into the evening each night. Getting moving on time is a struggle and an extra five minutes can be multiplied even more if there is traffic. Sound familiar?

Knowing the reasons that cause your tardiness can help you create an action plan. Part of my action plan is to eliminate some of my volunteer activities that require extra work that I don’t have time for. Additionally, the words “No, thank you,” or “I would love to help, but I can’t at this time,” must become part of my regular vocabulary. I challenge you to take a look at what you can eliminate in 2010 that sucks away your precious time and does not honor your daily goals. To combat my desire to stay in my cozy bed, I set two alarms. One is located across the room so I have to get off to turn it off. I have also set a bed time and a consistent wake-up time to train my body to follow a regular schedule. Preparing my lunch the night before and ensuring I have a full tank of gas before I leave the house in the morning are other small ways I can fight the small things that derail me from being on time in the morning.

As you assess your time management issues, continue to think out of the box and accept that some of your regular habits are not going to produce the results you want. I may have failed on the first day, but I succeeded on the second and the third. I always remind my clients that beat themselves up over failed organizational goals that no one is perfect, not even the person who teaches perfectionism. So as you set your resolutions this year, remember it is a process of trial and error. Some changes will be successful, others will be impossible for you to carry out. But, when you find that perfect solution nothing is more rewarding!

Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.