You want to soar, stuff gets in the way (neoliminal/Flickr)
Over the last month or so, Jill and I have been emailing back and forth. She shared that she is finally motivated to let go of all the paper she has been storing with her business. I hope you will be encouraged by her story. I asked Jill if I could share our email correspondence. She was surprised that I thought she could be of help to someone else, but agreed graciously. I will post her “Before” pictures soon. Jill has promised to show us her “After” pictures when she gets more work done. I think she has come a very long way already!
Hello Martha:
I have enjoyed reading your 60 tips. Nice to know that I am on the right track and not as bad as I thought!!!
I have my own business as a graphic designer/marketer/printier and I am a paper hoarder. I save samples of my work, sayings, books, reference materials, magazines, business journals, catalogs, postcards, etc. I have the thought of “just in case”
In my office, I have 5 file cabinets with 15 drawers, book shelves, cabinets, etc. with these items stored. I even have the paper piles on the floor in my office which I can’t seem to get through and is driving me crazy….I know it is a bit of OCD. …but I am trying to plow through.
Here is my Serious question: How do you deal with samples, catalogs, etc.? I have had them on file for their information and use as photos of an item, like a magnet, shirt, signage, etc. Do I input all of the info about the catalog/company in a database and pitch the catalogs? Keep them? ETC? I was just trying to make room in my files for other info and to reduce the weight on my floor!
Help! I could really use your advice. Thank you so much.
Jill
Hi Jill!
I am so glad you found the report helpful. Yay! You have systems in place already!
It sounds like you have a filing system for your work-related papers. Before I answer your question of “How do you deal with samples, catalogs, etc?” I want to get a little clarification:
- How often do you use what is in the files in your present projects?
- Are you able to find what you need when you go to look for it?
- Do you replace the old catalogs with the latest version when it comes?
In principle, you probably use only 20% of what you have. The only trick will be to figure out what that percentage represents in your mix.
I may be able to get some hints from your answers to the questions.
You are brave to ask the questions, Jill. Kudos!
Martha Clouse
Professional Organizer and Speaker
Martha:
Thanks for responding. I so need your direction…..My comments are in red below.
Hi Jill!
I am so glad you found the report helpful. Yay! You have systems in place already!
Yes, believe it or not, I am pretty well organized. My home is not cluttered and everything has its place. I can find most anything at a moment’s notice. It’s the paper I have aproblem with in my office.
By the way, the first page is what I kept to go by for reference from the 60 Tips. I have it out in front of me as I clean up and sort out.
It sounds like you have a filing system for your work-related papers. Before I answer your question of, “How do you deal with samples, catalogs, etc?”
Yes, I have a filing system that is in my office. I work out of the home.
There are 3 file cabinets with 5 drawers each (15 total). Being a graphic designer/marketer/ printer, I accumulate a lot of paper. Especially catalogs, flyers, postcards, samples, etc. from vendors. I file these under their proper categories like “calenders”, “Ad Specialty Items”,”Printers who Emboss”, ETC. in the file cabinets. I keep these on file for reference should I need that particular item or service.
The Ad Specialty Item catalogs (pens, mugs, clothing, etc.) are nice to have in case I am looking for something a client is searching for. Then again, they may not carry that item anymore or the pricing is no longer current.
So, here is my dilemma, do I keep the catalogs, which are heavy, bulky, and put a lot of weight on the floor, yet I can actually look through them?
Or do I set up a computerized file system of the vendors and go onto their website?
I also must keep paper swatch cabinets…..those sit on top of the files. Paper weighs a lot. The paper swatch books measure approximately 6″ X 9″ each and about 1/2″ thick. I need to actually keep these books in order to spec a job.
AS you can see, I’m not sure what to do.
Possibly I need to take the time to make a computerized inventory reference file(s) instead of keeping all of the paper “clutter”?
I want to get a little clarification:
- How often do you use what is in the files in your present projects?
Since my work is so diversified, I may use the catalog once in a year, if that. In case you are not familiar, a graphic designer can create artwork to place on just about anything you see……t-shirts, billboards, trucks, pens, cereal boxes, etc.- Are you able to find what you need when you go to look for it?
Oh yes. I have the files set up in categories, nice and labeled, color coded, etc.- Do you replace the old catalogs with the latest version when it comes?
Yes, I do.In principle, you probably use only 20% of what you have. The only trick will be tofigure out what that percentage represents in your mix.
True. That I could not say. It just all depends on the project. I don’t work on anything more than another.
I may be able to get some hints from your answers to the questions.
My trouble is with keeping information I think might be important “just in case”. Or reference, as I stated above.
I think maybe I should just computerize the information to reference when I need it and then go on the website? I am not just not sure what is best. I just know that I feel like I am drowning in paper. I need to let go of the paper for I can’t possibly use or remember all of the information. I can always find fresh info later, I guess.
You are brave to ask the questions, Jill. Kudos!
I guess I am finally facing the fact that I have a problem and I am just sick of it. Why do I have this problem and others don’t seem to suffer from this affliction?
Well, I do know that is it a characteristic of being a right brain thinker.
A really terrific book for the creative right brain is, “Organizing for the Creative Person” by Dorothy Lehmkuhl & Dolories Cotter Lamping, CSW. It would really help you in your profession to understand the mind of a creative. I re-read the highlights from my previous read of the book this past weekend. It put some things intoperspective that I had fogotten about.
Well, I guess it comes down to being really strict in throwing things away and not developing a “relationship” with it. Try to remember I can find the information again at the library or on the web. Yet I still do not know what I should do with the catalogs and samples.
From what I told you, do you have any insight as to what I should do?
Thanks. Jill
Hi Jill,
You are a right brained thinker. Are you a tactile learner as well? I want to read the book you suggested. Sounds great!
I am left brained – your total opposite, supposedly – probably why I am in this profession. But, I love to write on paper, to feel fabric before I buy it. I would want to keep the catalogs, too. :) Ha!
It sounds like the online ad specialty catalogs are more complete and up-to-date pricewise, though. If web version is easy to navigate with good searches, I think that might be more time and space efficient. How much space would that free up?
To go through the loaded file cabinets you have would take too long and be a waste of time. The only way to find out what you are using (the 20%) is to have a new place for those things to go.
What I’m suggesting is that you start a parallel universe (new file) for the articles, flyers, samples as you actually use them. Your system is working – you can find things – so no reason to reinvent anything. Make the new files the same headings as in the old. All you really do is to file new items and refile old ones you USE in your new universe.
This sounds like a pain, but you don’t need to make all new files to start this.
Simply as you use something or deem it “worthy”, make the same file heading and put that file in the new area. Remember that you may have saved too much in the past, so ask yourself “when will I need this, is it definitely something I see my current customer base using?”
What will happen over time is that you will find yourself not searching the old files. At a specific time deadline that you will set after you see this happening for several months, it will be safe to purge the old files without regret.
Just remember that too much visual clutter can rob you of your creative focus, Jill.
My wishes for your continued success!
Martha
P.S. One more question – is space an issue, or can your paper swatch cabinets find a home in another corner of your office? At waist height would be optimal. At least that would even out some of excess weight.
Jill, you are making some GREAT progress!
Hello Martha!
Hi Jill,
You are a right brained thinker. Are you a tactile learner as well? I want
to read the book you suggested. Sounds great!Yes, all right brain. I love the visual all around. Plus the feel, I guess.
I’m sure you are wonderfully creative!
I am left brained – your total opposite, supposedly – probably why I am in
this profession. But, I love to write on paper, to feel fabric before I buy it.
I would want to keep the catalogs, too. :) Ha!Sounds to me like you have a balance of the 2 sides of the brain. Those are creative traits.
When I have time I quilt, but choose geometric patterns and tessellations.
I went on line yesterday and just looked up several of the companies I have catalogs for. All of the catalog content was online with some really good photos. So, I will be throwing those catalogs away…..I feel good about it.
I am so glad that you can let those go AND feel good about your decision!
It sounds like the online ad specialty catalogs are more complete and up-to-
date pricewise, though. If web version is easy to navigate with good searches,
I think that might be more time and space efficient. How much space would
that free up?You will never guess what I did yesterday……I emptied an entire file cabinet! In one drawer, I had samples of monthly promotional campaigns. Instead, I keep the Idea Sheets for that campaign. That freed up an entire drawer alone and the sheets can fit into 1 file folder. I can always order samples if I need them.
WOW! Way to go, Jill!
To go through the loaded file cabinets you have would take too long and be a waste of time. The only way to find out what you are using (the 20%) is to have a new place for those things to go.
What I’m suggesting is that you start a parallel universe (new file) for the articles, flyers, samples as you actually use them. Your system is working – you can find things – so no reason to reinvent anything. Make the new files the same headings as in the old. All you really do is to file new items and refile old ones you USE in your new universe.
This sounds like a pain, but you don’t need to make all new files to start this. Simply as you use something or deem it “worthy”, make the same file heading and put that file in the new area. Remember that you may have saved too much in the past, so ask yourself “when will I need this, is it definitely something I see my current customer base using?”
True. I probably have saved too much in the past. That is the ultimate question. When will I actually use this if ever.I”ve had samples for years….I opened the business in 1992. I”m sure I can start anew with more current samples.
The more I think about it, the more I “pitch” the freer I feel. I guess that is the point.
Amazing how that works… When my husband and I moved to a condo 3 years ago at first we had a hard time letting go – for me it was craft supplies, for him it was tools. Then after a while we realized how much more time and space we would have without the “stuff”. We love it!
What will happen over time is that you will find yourself not searching the old files.
At a specific time deadline that you will set after you see this happening for several
months, it will be safe to purge the old files without regret.Sounds like a good plan
Just remember that too much visual clutter can rob you of your creative focus, Jill.
That is exactly what I have been suffering from! Too much chaos and stimulation in the negative sense. I agree! I”ve gotten to the point where I am mad and don’t want to live this way anymore. Anger is a great motivator sometimes. I just want to walk into my office and see a clean room. No boxes of papers, notebooks,magazines articles, etc. that I “must” get to someday.
Someday never comes. I am beginning to realize that. I am really going to have to train myself tobe focused in order to keep it clean and tidy. Not only do I have tendencies for OCD (saver), but I suffer from a touch of ADD (no focus)
My wishes for your continued success!
I need it!
You have so much going for you, Jill. You are emotionally ready (mad enough) to do the work of de-cluttering. You know yourself (OCD/ADD tendencies) so can design your office around your personality.
Congratulations on doing this work. You are paying yourself your hourly rate to make your business more productive and profitable!
Martha
P.S. One more question – is space an issue, or can your paper swatch cabinets find a home in another corner of your office? At waist height would be optimal. At least that would even out some of excess weight.
I have turned my dining room into my office. It measures 12 ft x 12 ft. I was thinking that if I am able to remove enough of the catalogs/paper in the file cabinets, I can place the swatch cabinet contents into the file drawers. Since I have/will throw so much away, the weight will be reduced. That’s what I have been thinking. There really is no other place I can put them.
That is a small space. Glad you are able to reduce a bit!
Martha, thanks for corresponding. I really appreciate it. You are a great help. Someone to bounce ideas off of and have guidance for the right direction. I feel I am making progress. I just have to stay focused and”pitch”!
My pleasure, because you are making decisions and taking action. That is the kind of motivated person I like working with!
Hope to talk soon. Jill
Hello Martha!
My story is very moving? Really? Well, if that is the case, then you are more than welcome to use my story. I would love to be able to help someone for I know how frustrating this “affliction” can be. If there is anything that I can do to help, please let me know.
Would you need photos for your blog or website? Glad to send them. That might even help me to have the visual of “before” and “after” to keep me on track.
I am far from finished, but I am still “mad”! Now I will have to continue into a spare room where I have cleaned out a desk. I sold the desk but still have i’s contents in multiple bags. Can’t remember what are in the bags really.
I know that’s a good sign!
Then I need to move into my basement in the office storage area. Years of past files must be pitched. The files are from one time clients or old accounting info.
I know it is time to purge. It’s time. I need the newly purged areas for new projects to come into my life.
I’ve had a “break-through” and I am making progress, but I do know that I really have to put the work into maintaining what I have been able to accomplish. That will be the challenge.
Talk to you soon!
Jill
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