Hints for Maintaining an Organized Home Office

Whether your home office is your primary work site or an adjunct to your main office, here are a few tricks that will help you stay organized.

Define a space for your home and personal documents and a separate space for your work documents. It can be as simple as two separate drawers or ends of a shelf with a divider.

Create a filing system with titles that make sense to you and use colored folders for quick identification. For instance all your folders dealing with finance could be green, all folders dealing with warrantees could be purple, etc.

Create a folder for immediate response and handle it before the end of the day. Finish up by filing the documents in appropriate folders.

Keep a planning calendar handy either on your computer or PDA or in hardcopy close to your telephone and computer so it can be updated as your schedule changes.

Use ergonomics (the science of designing the job, equipment and workplace to fit the worker) to make sure your workstation is comfortable and allows you to do the job efficiently. The computer monitor should be directly in front of your face to put your body in a neutral position. The keyboard should be placed so the forearms are parallel to the thighs when your feet are flat on the floor. The chair should be adjusted to maintain appropriate alignment with the monitor and keyboard with feet flat on the floor. The mouse should be located on right side if you are right handed and on the left side if you are left handed. If you use a document holder, place it on the opposite side of the computer from the mouse.

Put items you use the most frequently near the workstation. These may include telephone, fax machine, printer, scanner, stapler, resource books, or editing tools.

If your equipment is placed to minimize physical strain and optimize convenient access to the things you use most often, you will be less likely to rearrange items and pull work to other areas of the house. Comfort and convenience will help you maintain an organized space.

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Organize Your Personal Health Information

October is "Organize Your Medical Information Month". This is the month folks are encouraged to gather their medical histories and pertinent medical information into one comprehensive record that provides a basis for decision making for themselves, their family and the medical professionals who deliver care to them.

Years ago, the family doctor knew your medical history and the medicine you were taking because he (or she) had often treated your family members and certainly was aware of your care through his own practice or his careful coordination with specialists to whom he referred his patients.

Things have changed. A variety of medications are available over the counter, many people take dietary supplements and access specialty and preventive care without referral. Screenings offered in the community, flu shots offered at pharmacies and grocery stores sometimes do not make it to central medical files. Care gets further fragmented if hospital care or rehabilitation is required.

So, in October, the American Health Information Management Association (AHIMA) suggests you pull all that information together. This non-profit group has a website at www.MyPHR.com that has a listing of common information and reports contained in a health record and step-by-step instructions for organizing your health information.

Having your information organized allows you to make better decisions about your continuing healthcare, avoid duplicate tests and get faster, more effective care in an emergency.

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Organize Your Personal Health Information

October is "Organize Your Medical Information Month". This is the month folks are encouraged to gather their medical histories and pertinent medical information into one comprehensive record that provides a basis for decision making for themselves, their family and the medical professionals who deliver care to them.

Years ago, the family doctor knew your medical history and the medicine you were taking because he (or she) had often treated your family members and certainly was aware of your care through his own practice or his careful coordination with specialists to whom he referred his patients.

Things have changed. A variety of medications are available over the counter, many people take dietary supplements and access specialty and preventive care without referral. Screenings offered in the community, flu shots offered at pharmacies and grocery stores sometimes do not make it to central medical files. Care gets further fragmented if hospital care or rehabilitation is required.

So, in October, the American Health Information Management Association (AHIMA) suggests you pull all that information together. This non-profit group has a website at www.MyPHR.com that has a listing of common information and reports contained in a health record and step-by-step instructions for organizing your health information.

Having your information organized allows you to make better decisions about your continuing healthcare, avoid duplicate tests and get faster, more effective care in an emergency.

ADVISORY: Users are solely responsible for opinions they post here and for following agreed-upon rules of civility. Comments do not reflect the views of The Virginian-Pilot or its Web sites. Comments are automatically checked for inappropriate language, but readers might find some comments offensive or inaccurate. If you believe a comment violates our rules, click the "Report Violation" link below the comment.

Organize Video Game Hardware

Video game playing takes up a lot of space. The console, peripherals and accessories pose storage problems for most systems, but when you get into large accessories like band instruments and sports equipment; it gets even more problematic. An additional consideration is adequate ventilation if the console is going to stay in the storage unit while the players are engaged in the game. If not well ventilated, the heat generated can shorten the life of the system.

I recently saw a colorful, easy-to-access system that can sit on a table or can hang on the wall and store the console and peripherals as well as a limited number of games. It is called the GameOn Video Gaming Storage System and Stash Box. It comes in black and bright colors and holds up to 50 pounds. The vertical footprint makes it handy for smaller spaces. It is available at www.amazon.com

There are some other alternatives that fill the bill if you have more space available. On the higher priced end of the scale is the Media Gaming Console at Pottery Barn Teens (www.pbw.com). It has shelves to accommodate consoles of most types, a sliding tray, cord cutouts and pocket doors. It is a nice piece of furniture and costs about a thousand dollars. Less expensive are the Quest TV and Video Game Table at Target for around $320 and the Kangaroom Game Console Unit and Stash Box at www.organize.com for about $120. At www.allmultimediastorage you can find the Gaming Center on Wheels for $90 and the five tier Wire Gaming Tower for $50.

All of these storage alternatives provide a way to keep the all the game stuff together in one place and protect the accessories from accidental damage.

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Organize Sports Balls

Baseballs, soccer balls, footballs, volley balls and just plain bouncy balls give hours of pleasure to children of all ages. They can also be a problem to store where they are easily accessible and do not pose a safety hazard to folks trying to walk through the garage, the playroom or wherever they are kept. Large plastic storage tubs and colorful trash cans will serve to corral the balls, but a more organized approach is to store the balls with other equipment necessary to play the game. Here are a few alternatives that may offer some inspiration for getting your sport balls in order.

The Rubbermaid Sportsgear Organizer measures 36"x38"x18" and can hold a variety of balls, mitts, gloves and shoes. The International Sports Organizer with Bench is 36" long, has a sturdy wire bottom that allows ventilation and a cushioned bench on top that allows the athlete to sit and adjust equipment. It is made just like a toy chest, so it accommodates a lot of items and works for kids who just throw everything into a pile.

One of my favorite products is the Ball Claw, available at Target’s. It is an adjustable plastic claw that will hold footballs, basketballs, volleyballs and soccer balls. It comes in a wall-mountable style or with a strap so that it can be attached to a hook system or sport tote. This works well if you use a duffel bag to hold equipment for each sport your family members play. A particularly good organizing bag for baseball and bats is the Mizano Organizing bag with wheels. Specialty storage items for most sports can be found at www.ssw.com.

If you would like to try your hand at building a sports ball and equipment storage center yourself, an excellent example can be found at www.diynetwork.com. 

Even if all your ball games do not end in victory, may you have fun playing them.

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Organize Your Medicine Cabinet

Bathroom medicine cabinets hold a lot more then medicine. If fact, it may not be the best place to keep bottles of vitamins, minerals and prescription drugs. The heat and humidity in a bathroom that is not well ventilated can interfere with the potency of those medicines. It may be better to find a safe place outside the bathroom for those items. Wherever you store medications make sure they are safely out of the reach of children.

Begin organizing by clearing everything out of the medicine cabinet. Discard expired medicines and cosmetics as well as any gunky, dried out, or damaged items. Thoroughly clean the inside of the cabinet

Next, think about how you use the items and reserve that space for things that you need access to in the bathroom near the sink. Toothbrush and toothpaste, razors and shaving cream, make-up and applicators may be the things you want to reserve space for. First aid supplies should be readily available and, space permitting, the medicine cabinet is a good spot that allows all persons in the household to know where to retrieve bandages, tweezers and antibacterial ointment. Keep these items together in a first aid kit.

Once you have decided what items will go in your medicine cabinet, take a critical look at the height of the shelves. Many cabinets have adjustable shelves, and now, when you have everything removed, is the time to adjust the shelves to fit the products you are going to place in the cabinet.

While the height of some items may dictate where they are stored, the general rule is to put like things together and the most used items on the lowest shelves. Use small trays and baskets to group items and make it easier to pull them from shelves for use.

If you have a metal cabinet consider using magna-pods to increase storage space and keep frequently used items close at hand. These handy little magnetized containers come in various sizes and attach by magnets to the inside of the cabinet door, Check them out at www.magnapods.com.

Now that your cabinet is organized, keep it that way by checking expiration dates as you use items and discarding out of date products. Clean up spills when they happen and discard items that are becoming grimy, rusty or dirty. Keep like items together and don’t over stuff the cabinet with duplicate items. Keep the extras stored elsewhere until you need a replacement.  

Your medicine cabinet is now ready for you to access what you need and for any guest to admire.

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Organize a Car Trunk

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Organize an Emergency Pack

September 2009 is the sixth annual National Preparedness Month (NPM) sponsored by the Ready Campaign. It is a nationwide effort to increase awareness and encourage individuals, businesses and communities to take action and prepare for emergencies of all kinds. The campaign encourages folks to get a kit, make a plan and stay informed.

National agencies like the Red Cross and the Center for Disease Control, big companies like Wal-Mart and Target, and small businesses like Key Transitions (of which I am an owner) join a coalition to promote national readiness in case of emergency. As coalition members, we commit to establish preparedness in our own companies and to reach out to the community. Information about the coalition and detailed information about what you need to do in case of emergency can be found at www.ready.gov.

Last year our company worked with small businesses to get ready for emergencies. This year, we are working with senior adults in independent living situations. One of the concerns of this population is how to put together a "to go" emergency pack that meets their needs and is light enough for them to manage.

Here are a few things for everyone, especially older adults, to consider as they stock their "to go" emergency pack.

Choose a container for your kit that is lightweight and that you can manage. One of our favorites is a fabric insulated cooler on wheels with external pockets that we picked up in the sports section of Wal-Mart. It has a telescopic handle and rolls easily. Another alternative is to buy the ready-made backpack kit from www.redcross.org. It costs about $75 with shipping and weighs about 12 pounds.

Carry adequate water. Try creating water packs by putting water in a one-gallon bag and double sealing by putting it upside down in another plastic bag. Supplement the packs with individual serving bottles of water. Juice and other liquids also aid hydration.

Choose foods that are individually packed and are in lightweight containers. Peanut butter in individual plastic containers and tuna in foil pouches rather than cans are some examples. Remember to pay attention to dietary restrictions when selecting foods and choose products with extended expiration dates.

Pack tools to assist you in opening the containers you pack. If you cannot grip and operate a manual can opener consider packing a one-step battery operated model. Don’t forget to pack extra batteries. If necessary, include scissors for opening zip lock bags that won’t cooperate and include a marker to date the items when you open them.

Keep a list of important contacts in the pack. Include family and friends you want to notify as well as important providers like oxygen companies or transportation vendors.

Keep important documents ready to go. A list of important documents to consider can be found at www.ready.gov. If you scan documents to disc for easy transportation, remember to label it in ways that obscure its true content.

Remember your medications and dosing tools like syringes, medicine droppers and applicators. Also include things you need to keep your necessary medical supplies functioning-like batteries for hearing aids and repair kits for dentures and glasses.

The Red Cross (www.redcross.org) and other coalition sites have lists for emergency pack contents, outlines for communication plans and suggestions for staying informed. Have a look and make it a priority to "Get Ready Now". 

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ORGANIZE YOUR CAR INTERIOR

 According to the Associated Press, 700,000 of us have new cars thanks to the "Cash for Clunkers" stimulus program. That’s really a small percentage of the sixty-two million registered cars in the United States. I wonder how neat the old cars are and how long the new models will remain in their pristine, uncluttered condition. It only takes a few hours of driving to trash the interior of a car, especially with a little help from family and friends.

If you have a new or uncluttered car, keep it that way by having a place for the things you use most frequently and a convenient place to dispose of trash.

If you have a car that could use a little cleaning up, here are some hints for organizing the interior.  

Sort: Remove all the clutter from the car. Throw away the trash and then separate the contents into four piles: things I use all the time, things I use occasionally, things I use in an emergency, and things that do not belong in my car.

Identify a home for each category: Things you use all the time should be where you can easily reach them. If they are items that are frequently used by passengers, (like older children in the backseat) they should be where the passenger can access them easily without you being distracted from driving. Things that are used occasionally can be stored in the trunk or under the seat. Emergency gear requires some thought for placement. A multi-tool for slashing seatbelts and breaking glass needs to be readily accessible. Road flares and tire changing tools can reside in the trunk

Contain the items. Everything cannot fit in the glove compartment and the door pockets. Save those spaces for your maps, car information, registration and insurance documents. If you need some solutions for storing sun classes, work essentials and other items, look for containment aids at sites like www.solutions.com, www.ebags.com and www.drivingcomfort.com.  

Keep non-essentials out of the car. That includes trash, so keep a receptacle for trash disposal in the front and back seat. Also keep a collapsible container or trash bag to routinely haul out those items that do not belong in the car. Once a week tidy up, empty the trash, and make sure you items are where you want them to be.

Follow these steps and your new car will stay uncluttered and your old car will look more like new.

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Organize A Picnic

I love picnics—not the kind that you plan for weeks for a hundred people, but the intimate impromptu kind. When my children were small, I kept an insulated bag with plates, napkins, utensils and wet wipes on a shelf. When the weather was good and the kids were antsy, I just had to whip up some food and find some drinks. A ride to a nearby park gave us all a break from the routine. If the weather turned suddenly bad, we would spread a blanket on the floor and picnic in the house.

My favorite adult picnic is crusty bread, cheese, wine and fruit, an easy combo to pull together. I sometimes do this one by myself sitting in a scenic spot and enjoying the fresh air. My grandmother’s picnic lunch was a different story. There was always fried chicken and sometimes ham biscuits, accompanied by potato salad, a green salad and homemade chocolate cake. I think my husband’s early interest in me was sustained by Grandma’s picnic baskets that accompanied us on excursions to the beach.

Whatever you choose for culinary fare, here are some hints for quickly organizing a picnic.

Have a picnic spot in mind before you pack the food and supplies. Determine if you will have to bring along something to sit on or if picnic benches are provided.

A picnic is not a barbecue. Choose finger foods that do not have to be cooked. According to WikiPedia, the favorite picnic foods are peanut butter and jelly and ham and cheese sandwiches, chocolate chip cookies, chips and soda. Healthy alternatives include vegetable sticks, string cheese and juice. Include plenty of water to stay hydrated.

Remember non-food supplies. You can count on needing napkins and/or wipes to clean up. Plates and utensils are nice to have and plastic bags are good for storing items to bring home. You may also need a bottle opener and a knife to slice fruit or bread. A trash bag is convenient for quick clean up and disposal.

Protect yourself from nature. Include bug repellant, sunscreen and a lined cloth if you are eating on the ground. Make sure foods stay fresh and do not form bacteria by keeping them cold. Purchase a small cooler on wheels to make the hike to your favorite spot easier.

Treat yourself and those you love to a picnic before the summer ends. A picnic doesn’t have to be fancy to be fun.

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