Utterly Organized Blog

As an organizer with a financial background, I spend a lot of my time helping clients deal with paper.  All kinds of paper, mostly financial, but anything that comes into their space.  Typically, we have two areas of focus: deciding what to keep and where to put it.  Sometimes clients, not many, want to throw everything away.  Taking this route without looking at it is risky depending on the source of the information. If you know you can find it on the internet then I’m more likely to go along.  On the other hand, if there is the slightest hint that something might have money/cash in it (an envelope, gift card, etc) then we are going through everything. Occasionally, keeping a piece of paper, like a social security card or copies of the credit cards you carry in your wallet, are more valuable in paper format (scanning is fine).

For other clients, and this is more typical, they fear throwing anything away so they don’t, especially if it’s related to their taxes, retirement, or legal issues.  Going through your papers is necessary because of the value of the information.  For example, I have accounts at about 10 different financial institutions.  Sound like a lot?  Count yours, you will be suprised.  Include bank accounts for everyone in the family, credit cards, loans, investements, savings,  and any place that holds money for you or that you owe money to. If you accumulate this information through Quicken, Quick Books, Excel spreadsheets, then great, you have a way to remember what you have. On the other hand, if you don’t have a method to consolidate your financial information, keeping papers might be the best plan.  I have found using a paper method to track holdings to be especially helpful in an estate situation.  Sometimes our loved ones, don’t know what they own so I help clients figure it out.  But, none of this means you need to keep everything.  Education yourself or have an organizer teach you.

Here are several resouces, related to papers, that I wrote:

Bank Statements & Investment Statements

College Applications

Personal Budget

Desk for Home Use

Small Business

Getting Rid of Papers

Grocery Coupons (I wrote this prior to the popularity of websites like Groupon)

More is available, search the web. My favorite source is the IRS’s Publication 552 “Recordkeeping for Individuals”

by Tracie Utter  (certified organizer and accountant)

This is an article written by me and published in Kentucky Living’s  monthly organizing newsletter.  See more at http://www.kentuckyliving.com/organized/projects.asp?pjid=51.  To see everything, you have to join but it’s free.  I’ve been writing for this publication for years.  There’s a lot of good organizing information.  Please explore

Appling for college involves lots of data. Data is exchanged between students, parents, prospective colleges, schools, jobs, and anyone else who plays a role in the selection cycle. Data comes in two formats: paper and digital. Both should be organized in the same manner to maximize efficiency.

If one college is involved, the process is a breeze; however, most students apply to several colleges ranging from most favorite to maybe. With every application comes a lot of information. Here are the basic categories:

• Grades and test scores
• Recommendations
• Information about the college
• The application
• Essays
• College visits
• Paying for college

A couple Web sites that help keep this information sorted is CollegeBoard.com and WiseChoice.com. Both have their strengths and both are free. Not only do they offer a way to keep your choices straight, they offer statistics about schools, they help narrow choices by matching preferences, and they consider personality. And one outstanding feature: they provide deadlines for applications. They take thoughts and information that used to take days and weeks to sort through and put them in one place. Choices can be lined up and compared to one another, which helps with decision making.

Once a college is contacted, the brochures, appeals, and hype start. Often the same information is received multiple times in several formats. Paper information is best kept in order by college name. Even better, get rid of the information for schools that don’t interest you. Even better than that, ask them to remove your name from their distribution lists, both mail and digital. Keep only what is of interest and once a final choice is made, get rid of everything except your school. Give the leftovers to a sibling or someone about to go through the same process. College Caboodle offers a nice container with premade labels, although similar supplies can be purchased at any office supply store.

Also, work with a college counselor. Often, counselors are available when graduating from high school or they can be hired independently.  A consultant will not only help make the right selection but they help keep the student organized as well.

A final tip: someone should take ownership of the information, decide what organization method best matches their thinking style, and do it. Parents might need to step back and let their child take control. Adults returning to school might have to put past organizing catastrophes behind them and start fresh. No matter who is in charge, you are going to need a To Do list and a calendar. Dealines are critical.

Where to buy supplies
College Caboodle
CollegeBoard.com
WiseChoice.com

by Tracie Utter CPO CPA

Through Utterly Organized, I’ve been organizing for our clients for almost eight years. I’ve seen lots of pack rats and a few hoarders. People who classify themselves as pack rats are numerous and they are probably right. There’s no official diagnosis for being a pack rat, it is a label. Hoarding is a disorder that needs to be treated by a professional. In both cases, organizers can help get the stuff out the door and the space looking nice but how we go about it is important. Working with a true hoarder incorrectly can effect them adversely, physically and mentally. You simply don’t go into a hoarders space and start moving their belongings without their permission. Although a mess, hoarders have a deep attachment to their environment. It’s their way of staying in control…at least until it gets out of their control.

There are only a few organizers in the Louisville, KY area that will work with hoarders. Recently, I spoke to a family member inquiring about help for her mother and she mentioned that no other organizers had returned her calls except me. I suggested that maybe it’s a good thing because they know their limitations as professionals. We spoke for a long time and she decided to check with her mother and other siblings before proceeding. I never heard back from her which is common in my business. Family members are well meaning but when the focus is put on the hoarder, things change. Communication often stops not only between the family and me but the family and the hoarder. It must be terribly lonely to be a hoarder. If only there was an easy way to overcome this illness but I know there’s not. It’s difficult and compassion is necessary. This is a time when I wish I could do my job for free because time and patience is required.

On the other hand, pack rats don’t have it so tough although it feels like it. Just because you like to keep stuff or don’t have the energy to deal with clutter, don’t assume you’re a hoarder.  You might need a little (or lot) of motivation to get cleaned up. People who label themselves as pack rats should reach out because there are good, honest people that want to help. But, I’ve learned, pack rats need to operate on their own schedule and I respect that. If a new client continuously cancels appointments, I question whether my timing is right. Maybe the organizing needs to wait. In my company, there are consequences for constantly canceling appointments.  It’s a teaching tool more so than a punishment. Pack rats come to our company and hire us because they want change.  It’s our job to make sure that happens which means clients have to commit to their organizing appointments even when they are overwhelmed by life. In the long run, the organization work will help them feel in control which usually benefits them in many ways. Pack rats do well with organizational assistance. We’ve experienced so many successes. It’s wonderful to see a person change because they want to. In my opinion, it is their success, we’re tools that help them get there.

Utterly Organized, knowledgable organizers serving the Louisville, KY area. Only 11 weeks to Derby…what to wear??

by Tracie Utter CPA CPO

Utterly Organized

Christmas is  extreme couponing season.  Whether on-line or in the store, retailers are offering  enticing deals. Your job is to find them, although, it gets overwhelming.  It’s easy to  become obsessive about finding the lowest price.  Staying organized is the solution.  Then it gets fun.  Categorizing your paper coupons by type of item or store is the best way to go.  Digital coupons aren’t as easy.  Stick to using  digital coupons that the stores you shop at more frequently offer. Also, consider coupons offered by specialty websites.  Focus on products you purchase on a routine basis like toilet paper, food, or cleaning supplies. Over time, you’ll save more by reducing routine expenses over the big ticket items.

Be warned, clipping coupons takes time and patience, consider if it’s worth it. I discuss this topic and provide a couple of tips in my January 2012 newsletter.  FYI – my newsletter is free but you have to sign up to see it.  You get more than just this, I also discuss establishing a personal budget and the best containers for holiday ornaments.

Where to find paper coupons:

• your Sunday newspaper (look for Smart Source, Valpak, Redplum)
• coupons mailed directly to you by local stores  (for example, Bed Bath & Beyond)

Where to find digital coupons (since this list is so long, these are a few of my favorites):

• goupon.com, try it local, livingsocial.com, and there’s more, you find your favorite
• couponing 101
• krazy coupon lady

Ways to organize coupons:

• another one of my newsletters: How to Organize Grocery Coupons

Utterly Organized, serving Louisville, KY.

By Tracie Utter CPO, CPA

This is an article that I wrote which orginally published in my newsletter…  http://www.kentuckyliving.com/organized/projects.asp?pjid=12.  Although you have to join to get the newsletter, it’s free.  Thought this would be of interest as you start decorating for the holidays:

One of the first steps to organizing anything is to get yourself in front of the stuff. Let your desire to organize overpower your desire to procrastinate. Simplify the process by minimizing the amount of stuff you keep and having a place for everything. This is especially true for holiday decorations because we seem to accumulate so much. The retailers do a fabulous job of getting us to buy on impulse. Here are several suggestions about how to get this project done:

Step 1: Sort & Purge
You have to know what you have in order to determine what you need, want, and don’t want. Sorting is the first step. There are a couple of ways to sort. Choose the one that will be most efficient when you unpack the following year.

By decoration type. Group like items together, such as: lights/garland/things that are long (wind in a small circle around your hand or wind around a wrapping paper tube cut to length), ornaments (buy plastic containers that are meant for ornaments and come with dividers), wrapping paper (use a standup container or one that fits tubes), large decorations…and so on. Use groupings that make sense to you.

By room, style, or color. Do you decorate the same way each year? If so, then this sorting and storage method is for you. Keep the items together and store that way.

By size of the container. Probably the most popular method and often the most frustrating. This involves stuffing decorations into a container based on whether it will fit. This is not really a sorting method; in the short run, it’s an easy way out. Certainly, make use of your containers you have but consider what happens the following year. When you unpack the decorations, you’ll have to sort. At least make an attempt to use one of the two styles listed above and add a few items on top to fill the container.

Before you put things away, can you get rid of anything? What items weren’t used? If the items are in good shape, charities might want your leftover decorations. Don’t let “decoration creep” get you (buying more than you need). Only store what you have room for. Use rules like “one-in-one-out” or “no extremely large decorations.” Eliminate enough stuff to fit in your space or pack more efficiently.

Step 2: Store
Plastic seasonally colored bins are a good choice. They stack nicely, which is a good use of your shelf space. Do not save bulky boxes, like the ones ornaments come in, unless you have abundant room or it’s an extremely delicate item. Label your containers. Ideally, number them so you know which one to open first the following year. You might be able to keep your tree intact for the following year. Put a cover over it and store as is. Monitor your purchasing habits through the year. After-season sales are tempting but expensive if you don’t need the stuff or don’t have the room.

Utterly Organized, a group of festive professional organizers serving Louisville, KY

Tracie Utter, organizer

I write a montly newsletter and every month I recommend an organizing product.  Below are links to the last 6 months.  The links take you to this website http://www.kentuckyliving.com/organized/index.asp.  If you like the products, you might also like the “Organizing Ideas” tab.  Similar to my blog, there are lots of short articles on how to get organized. By the way, you have to join the club/website but it’s free.  Here are the latest products I recommend:

Unwanted Gift Cards  Not sure what to do when you receive a gift card from a place you’ll never shop.  Here’s your chance to trade them in, don’t let them become  clutter. http://www.kentuckyliving.com/organized/products.asp?prid=50

Portable accordion files  These are durable, color coded, and have just enough slots.  I use the smaller one for my coupons, membership cards, gift cards, and grocery list.  I store it  in my car then carry it  into the store.  It  solves so many problems, I have what I need when I need it. http://www.kentuckyliving.com/organized/products.asp?prid=49

Quality closet systems  The Container Store’s Elfa closest systems are good. Reasonable priced, easy to change, and fairly easy to install compared to other products.  Planning is still daunting but their website helps. http://www.kentuckyliving.com/organized/products.asp?prid=48

File labels you can read  These labels are different, they are magnified and long so you can write lots of detail and be able to read it.  Four colors allow you to sort by section. http://www.kentuckyliving.com/organized/products.asp?prid=47

Small storage containers  Rubbermaid makes some of the best storage products I’ve seen.  I use them frequently and they are available all over the place. http://www.kentuckyliving.com/organized/products.asp?prid=46

A handy recycle center  A great use for that deep corner cabinet in the kitchen. http://www.kentuckyliving.com/organized/products.asp?prid=45

After looking at these links, you will note that I look at a variety of organizing products.  Some are inexpensive while others more of an investment.  If you look through my recommendations for the last 3 years, you’re bound to find something you like.

Utterly Organized, a group of happy organizers serving Louisville, KY

By Tracie Utter CPO, CPA

In my opinion, selling furniture through an auction is risky because you don’t have control over how much you get.  Yes, you can set a limit as to the least amount you will take but that means you might go home with it and that’s the last thing you want.  So, you have to be comfortable with the fact that you get what you get and there’s no going back.  Also, auctioneers take a small percentage for their services.

On the other hand, a live auction is a fast, simple way to get rid of your stuff.  Auctioneers routinely hold auctions at their location and draw from the local community.  In certain situations, they will have the  auction at your home but that usually involves real estate.  Best of all, they do all the work!  They advertise, run the auction, research the items, and manage the process.  And,  they can estimate about what items should go for or at least a range.  It’s a popular process and some even offer on-line auctions.  FYI – There are several very famous auctioneers that sell high end inventory, Christie’s and Sotherby’s.

Before you sell your furniture, you might want to have it appraised (depending on the age of the piece).  Furniture over 100 years old is considered an antique.  If your not sure, then have a professional take a look.  There’s a lot to know about furniture.  It’s amazing how professionals can pinpoint the age of a piece by looking at for a few minutes.  In selecting an appraiser, look for lots and lots and lots of experience.  Around Louisville, I suggest Ken Hays from Hays & Associates 584-4297  120 South Spring St.  I met him through an antique class he is teaching.

Keep in mind, sending furniture to action takes homework.  Research who you are hiring.  Make sure they are reputable and be even more cautious when dealing with on-line auctions.  Of course, the most popular site around is  eBay.  Certainly, you can trust eBay’s site but again, you’re buying from people selling on the site, not the site itself so you need to be comfortable with the process.  The upside is that on-line auctions offer so much more inventory, however, live auctions allow you see what you are buying prior to spending your money.

Around Louisville, there are several auctioneers.  In all my other “Selling Used Furniture in Louisville…” posts, I visited every place I recommended.  I have not been able to visit all the auctions sites listed below.  Unfortunately, you have to follow their schedule.  Eventually, I will get to know all of them but it will take time.  If you visit any of them, please let me know your thoughts at tracie@utterlyorganized.net.  Please look at their websites prior to making a visit or call them.  Here’s who I found:

Hays Auction  http://www.haysauction.com/

Collins Auction http://www.collinsauction.com/

McGinnis Auctions http://mcginnisauctions.com/site/auctions.asp

Duncan Auctions http://www.duncanauctions.com/

Auctions Made Simple http://auctionsmadesimple.com/  (They will handle your eBay sales as well)

Tritech  http://www.tritechauctions.com/

If you know of a good auction house not on this list, please let me know tracie@utterlyorganized.net.

Utterly Organized, organizers serving Louisville, KY.

By Tracie Utter, Professional Organizer

There are a couple types of stores which sell used furniture in the Louisville, KY area:  consignment stores, immediate sale to a retail store and then there are malls or what I call “booths”, similar to a flea market.  These antique malls have booth after booth with each section offering different inventory.  The seller rents the booth and generally has to pay a small % of sales to the mall owner. There are several well established stores (aka Antique Malls) in Louisville.  The difference between consignment and booth sales affect the seller more than the buyer.  Seller’s rent a booth (usually on a yearly or monthly basis) verses consignment which involves someone else selling your stuff. 

Renting a booth makes sense for the seller who has a lot of stuff to sell over a long period of time.  Selling a couple of items is best done through consignment, however, for individuals or companies with continuous access to inventory, they might consider a more permanent solution such as an antique mall.  Even though they are called antique malls, sales are not limited to antiques, you find everything and, the seller doesn’t have to staff the booth.  The manager of the mall handles checkout, security and most everything.  As an organized, I could rent a booth because our customers always have stuff to sell.  Unfortunately, we’d have to take a sizable % because of the expenses involved.

Stores located in Louisville, KY (Flea Market style):

Crazy Daizy Antique Mall  and Goss Ave Antique Mall – be prepared to walk, these places is big.  They hold an exciting and endless amount of things you can buy.  There’s furniture, collectibles, home accessories, china and things you can’t imagine.  Most everything is “older” but in good shape.  It’s fun just to walk around and take it all in.  Both are  popular places so good for sellers. Crazy Daisy is at 1430 Mellwood Ave 40206 and Goss Ave at 946 Goss Ave. 40217.

Joe Ley Antiques - like the above, this place is big and unique but it’s unusual.  It’s almost like a museum. I’m not sure how you sell your stuff there but it’s worth a trip.  They have normal stuff and weird stuff.  They have some of the most amazing furniture pieces for sale in a variety of shapes, sizes and condition.  I always find something I want to buy.  Location: 615 East Market St 40202

Architectural Salvage - this store has a different kind of inventory than the above stores but a good solution for those who want to sell pieces from an estate. They salvage architectural pieces then sell them.  It’s fairly straightforward. Location: 614-618 East Broadway 40202

None of these places are for the faint at heart and unless you are in the business, you will get overwhelmed to the point were your unable to make a decision on buying anything.  Don’t let that stop you because it’s a lot of fun!

Stores located in Louisville, KY (Antique Stores):

The Antique Market at Distillery Commons – this is a lot more like a furniture store than an antique mall.  They carry nice inventory and it’s a pleasant place to shop. You find better quality so the prices are higher.  Try to education yourself before shopping here or while your shopping so you don’t overpay for a piece.  Location:

There are other “booth rental” type places in Louisville but these are  the only ones that I like so far.  I found many stores that were not appealing.  Often these are the stores with treasures but they tend to go in and out of business in short periods of time so call before you go.

Utterly Organized, professional organizers serving the Louisville, KY area.

By Tracie Utter  Certified Professional Organizer

Having an estate sale is a good solution when there are a lot of items to get rid of, especially furniture.  Typically, these sales are run by professionals and often done in unison with selling a house and/or downsizing. The sale is held at the house over a weekend which means none of the furniture has to be moved, yeah! The most difficult part is deciding what to sell and getting the right people to attend.  By the right people, I mean, people who want to buy stuff and have the money to pay for it. 

What to sell…

Before hiring a company to manage your estate sale, you need to decide what to sell.  Go through the entire house and pick out what you want to keep and remove it from the property or at least out of site so no one will accidentally sell it. Yes, I’m suggesting you look and/or touch everything and make a decision on it.  Depending on the contents of the house, this can be overwhelming so look for assistance, paid or unpaid.  Professional organizing companies, like mine (Utterly Organized Older Adults) will  sort though the stuff with you or for you. Or, ask friends and family to help but be careful who you ask.  Some people are not well suited for organizing.  I offer advice in my newsletter on selecting the right person, here’s a link (you will have to join the newsletter mailing list but it’s free).  Also, consider that this process may take a lot of time so the sooner you get started, the better.

Why to hire an estate sale company…

Unless you are educated on how to run an estate sale, you’ll make more money by hiring a company.  They know how to price things and furniture can be difficult to value.  Amateurs tend to price it inappropriately which can result in people taking advantage of you or running potential buyers off.  You get one shot at this, you want to do it right.  Here’s a link to tips on how to select the right company.

How to get people to your estate sale…

Of course, you have to tell the public about your sale.  The estate sale company you hire should take care of this.  They know where to advertise.  Just so you know, if they decide to use paid advertising, they will take it from the profits of the sale.  If you do it yourself, get to know sites like Estate Sale.net.  Be warned, an estate sale is not a yard sale, it’s much more.  If you advertise like a yard sale, you’ll get yard sale results…the wrong people not expecting higher priced furniture…low sales.

In summary, the profits you get from an estate sale can be significant.  Take a look at this option if your situation is right.  If your not sure about your situation, call a couple estate sale companies and ask. 

Utterly Organized, patient and non-judgemental organizers serving Louisville, KY.

By Tracie Utter    Certified Professional Organizer

Yard sales are in full force during the summer/fall months.  They require few expenses but lots of time.  Time preparing and planning, as well as, on the day of the sale.  The first step is to find the stuff that you want to sell.  The more organized you are, the easier the process.  Hopefully, as you’ve organized areas in your home, you set aside items for a yard sale.  If not, go around your home and find stuff.  But, to really make money, it’s more than throwing a bunch of stuff in your yard.

To do a yard sale well follow these pointers:

1. Location, location, location – it’s all about were your yard is located.  St. Matthews and Douglas Hills are better places than far away neighborhoods.  Sometimes your neighbors are your best customers. 

2. Proper setup – the key is to have everything visible and priced.  Tables are better than the ground. Place like items together.  Basically, set it up like a store.

3. Desirable inventory – furniture is going to bring customers in which means sales. Forget the 10 cent stuff and go for the stuff that people want.  The more the better because more stuff attacks customers. Don’t try to sell crap.

4. Be ready – there are people who take yard sales serious.  They show up early (maybe a day early) and are ready to buy.  Invite them in!  Don’t get mad and turn them away.  They are the customer, you are there for them.  It’s to your advantage to be nice.

5. Negotiate – don’t like to do this then find someone who will do it for you. People who shop at yard sales like deals.  If it’s first thing in the morning, ask them to come back or call you later in the day and if you still have the item, sell if for less.

6. Cash sales only please – don’t take checks unless you know the person.  Send them to an ATM.

Running a yard sale well takes patience and the ability to multi-task.  If you have desirable stuff, shoppers get aggressive and want your attention.  Try to give it to them as quickly as possible and be nice.  The more you help them, the more return you might see.  Visit other yard sales just to see how you like the process.  Not everybody is cut out for this but you might know someone who is that will help.

Utterly Organized, professional organizers helping the Louisville, KY area.  Specializing in helping older adults.