5 Tasks for January that Organize the Office.

Here are my 5 must-do tasks for January—every year. Yes, every year. These 5 tasks make for smoother routines, schedules, and systems.

Every January, pause amongst all the New Year’s Resolutions and Changes. Take the time to do these 5 tasks in January to set up your office, desk, and filing system for the year. Having these things clutter-free, stocked up, and filled out helps me conquer the year. As a result of organizing, each month, week, and day go a little smoother. So what do I do?

It may seem silly to think I can rock a year by doing these five tasks, but I feel it. And that is all that counts ~ wink ~ for how I feel for the coming year. Here are the five tasks: decluttering, creating financial files for the new year, setting up planners, restocking the office, and equipment maintenance.

Here’s the breakdown of the 5 tasks for January

Task #1 – Clear the clutter

• If you have a pile of papers from the previous year on the desk, put them all in one hanging file folder to be organized later. Note that the key term is to be done at a set time later, not now. Now is the time to keep working on setting things up.
• Put working Project files in their place; designate a file, binder, or bin. If there isn’t a place for them, note the needed organization. It could be a standing file, so it is in one place.
• Throw out papers, catalogs, and calendars you don’t need. Afterward, give the books you no longer want to local libraries (who often sell them for their programs) or the little free library box in someone’s yard.
• For general ideas and tips on tackling clutter, this blog, Tackling Clutter One Space at a Time, can help.

Task #2 – Create bookkeeping files for the new year 

• I create hanging files for each month to put receipts into after they are paid, along with receipts from any purchases during that month. This system, which I learned from David Bach, helps in three ways. First, all sales receipts are in one place for returns. Second, a purchase may become a business expense, and the invoice receipt is easy to find. Finally, it is an easy way to track spending at the end of the month, which helps with budgeting.
• Create hanging files for Tax Receipts and Medical Bills. These files make tracking expenses easier throughout the year. Along with having all your tax documents in one spot come tax time.
• If you have a business, put a manilla file inside each monthly hanging one to track business expenses.
• If you need to add hanging files for clients or family members to track any necessary invoices, orders, and essential documents
• At the end of the year, I move these files into a storage box for tax purposes.

Task #3 – Fill out Planners, Journals and Calendars

• Sit down with all these and fill in important dates, vacations, birthdays, anniversaries, and holidays.
• Also, put down this year’s intentions, the milestones along the way, and their deadlines.

Task #4 – Restock all office products and yearly needs

• Purchase a scrapbook, photo albums, and memory boxes to document this year’s memorable moments
• Figure out office needs – paper, printer ink, pens/pencils, dry-erase markers, staples, etc. Can any item be added to a subscription service to save money and time?
• Replace any worn item or system that is not working correctly.

Task #5 – Maintain your equipment

• Does the computer, printer, phone, or equipment need updates? Do it now.
• Is there regular maintenance to complete? This question may sound odd. Do you remember when you last air-sprayed the dust from the printer or keypad? Have you cleaned the printer glass bed lately? Does the camera tripod need a little oiling because it is sticking?

After completing these 5 tasks for January ~ relax and enjoy the flow for the year.

Yes, sit back and enjoy the New Year. Just remember to use the file system and planner. Set a day and time for 30 minutes weekly to file, check on dates, and clear clutter. Getting into a routine this time takes a bit, but it has made my year smoother. I also cannot say enough about this file system; it is a simplified version of David Bach’s financial filing system. I have used this for years, making every aspect of bookkeeping efficient. You can find my checklist for items needed to organize your office here. After you do these five tasks for January, take a photo, jump over to the Facebook group, and share.