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03/07/2024 12:00 AMIn the past month, the organization of files and papers has consumed more hours than I would like to count. My task of preparing the folder our accountant needs to do the taxes turned into a catalyst for a larger project. My husband Paul, who passed away in May, handled all our bills and banking. While I was aware of what was involved, I was always grateful it was not my task in our necessary division of labor.
Frequently, my idea of how to get things done is to power through and finish quickly. Rarely do I take the time to organize so that my chore will be easier next time. Since Paul passed away, I have been diligently putting one foot in front of the other to accomplish many overwhelming tasks. Readying for a new year and tax season brought organizing the household paperwork to the top of my list.
As part of a recent renovation of my art studio, I wanted to discard a huge three-drawer lateral file cabinet that became a repository for documents we saved. Like a lot of tasks I undertake, I grossly underestimated what was involved and the emotional strain it would take as hours turned into days, days turned into weeks, and now over a month has passed since I began the project.
I started as I often do–by purchasing an organizational device. I must have done this before because I found hundreds of lateral file folders in the process. For this project, I purchased Banker’s Boxes and a small three-drawer file cabinet at Staples. The entire bottom drawer of the existing lateral file was filled with the choral music Paul had collected during his 15 years singing with community groups. Paul’s music filled two complete boxes. After delivering the boxes to Paul’s choral group at their Tuesday night rehearsal, I felt a sense of accomplishment thinking my project was done. I couldn’t have been more wrong!
As I dismantled the next drawer, I came across taxes and financial records dating from 2010. Putting them in a taped and labeled box, I realized that what I needed to do was not to make work for another day but to find a shredding service. I was surprised to learn that there are many shredding services, including one at my local UPS store, that keep your documents safe until they are shredded. Most services charge by the pound.
The remaining files found their way into my newly repainted home office disturbing my new reading and meditative space with piles of junk. Another example of my poor organizational behavior — moving piles from one location to the other. No change, no change. I was determined to improve and eliminate the feeling of being overwhelmed by the chaos of my disorganization. I purchased a six-tier stackable desk tray online to use in my retrofitted office closet. When it arrived, I realized it was 2 inches too tall. Rather than exchange it, I decided to rehang the shelf two inches lower, an idea I now see was based on foolish insanity.
Recently, I started learning to use power tools. As a practicing engineer, Paul was extremely handy. I never thought how many of my big ideas had come to fruition because of Paul’s understanding of how things work. My sister Sheila has the power tool gene, and I have been calling her frequently with questions as I now try to fix things myself. Removing the shelf seemed straightforward. I got the drill with the Phillips head bit ready and unscrewed five of the six screws needed to release it from the wall. Then I stripped the sixth screw, essentially making it inoperable. Frustrated and angry with myself, I started to cry, calling out to Paul to help me. I literally ripped the shelf from the wall, thankfully doing only minimal damage.
After several minutes of uncontrolled sobbing, I gathered myself together and reinstalled the shelf. I took a deep breath and put away the binders, bins, folders, and storage boxes. I wiped down the counter and declared myself finished for the day. After a shower, some comfort food, and a good night’s sleep, I felt better. Each day, I tackle a few more folders, discarding those not needed and making fresh folders aligned in alphabetical order. I created a separate drawer for the many operating instructions and warranties and yet another drawer for Paul’s archival materials and the folders filled with trail maps and brochures from our many adventures. It has taken a while, but it has helped me.
Some takeaways from this period of organizational reconstruction. Ask for help. Know what you need to keep and what is ok to discard. There are lots of websites that list the legal requirements for maintaining documents. Have a system. The alphabet works great if the contents of the folder are specific. Make sure your files are well-labeled and easy to maintain. Paid Bills can be a great category, but there are twelve months in the year and as many different bills per month. Plan your categories in advance, ones that make sense for your life. Keep tax documents like receipts from donations and business expenses in separate and easy-to-access folders. You’ll be looking for them next tax season. Be ok with the fact that every project takes longer than you think. Compartmentalize your project into small increments of time or tasks. Celebrate each completed task. Remind yourself that you are doing your best. Always. Be patient with yourself. It will all be done.
As I embrace my new responsibilities, I am trying to carve out time each week to review my finances and file important paperwork. It is amazing how one-half hour on a regular basis can help me create and maintain an organizational system that works for me. I am grateful for my supportive family and friends who can laugh with me and encourage me as I travel this road of firsts.