FIRE, FLOOD, OR TORNADO

I first started thinking about the value of protecting important records when my sister’s neighborhood was hit with an F5 tornado. The houses I had grown up around were decimated — in some places, there was nothing left but the foundation. Fortunately, there were very few casualties, but I watched on the news as the community tried to put itself back together again.

As I thought about all of the things these people had lost — their homes, their cars, their personal possessions — I realized how difficult it would be to REBUILD your life without paperwork. How long would it take you to file a claim with your insurance company, if you didn’t know your policy number? How difficult would it be to handle your finances if your checks, bank statements, and credit card info was destroyed? How could you get the help you needed without birth certificates, social security cards, and other personal information?

The goal here is not to be pessimistic, but PREPARED. You should keep a list of all your important numbers (bank account, credit card, insurance policies, social security) and contact information (addresses, phone numbers, and your contact person) for anything that you would need if disaster struck. You should also consider storing your vital records (birth certificates, wills, insurance policies) and your list someplace safe — keeping copies in your everyday files for quick reference. Someplace safe means a safe deposit box, a locked drawer at your place of employment, your mother’s house, or a fire safe in your closet. And it’s also a good idea to leave copies of this information with your attorney and CPA — the two professionals who will be most involved with your situation if you do face a major emergency.

IF YOU HAVE TO FILE A CLAIM

Another important piece of paperwork to consider is your HOUSEHOLD INVENTORY. If your personal possessions are damaged or destroyed, the insurance company isn’t just going to write you a check for the amount printed on your policy. They are going to ask you to itemize everything that you lost and estimate its value. If you had to, right now, could you make a list of everything that you own and how much it is worth? Probably not. And it would be even more difficult during a time of crisis when you aren’t thinking straight. So the key is to create your list before you are put into that situation.

You have several different options for creating a household inventory. The best choice is to walk around your house with a video camera and record everything that you own. You are welcome to make comments about your belongings as you film — “We bought that TV last year and it cost $600,” or “Grandma Miller gave us that table; it was made in 1865.” If you don’t have a video camera, just take still snapshots of each item. Then, you will need to estimate the year of purchase and the value at purchase of each piece. If you have the receipt, make a copy and clip it to your list. If an item is particularly valuable or an antique, you may wish to have an appraisal done and include the appraisal with your list. Your household inventory should be stored with your other important papers — but don’t just stick it away and forget about it. You need to plan a time each year to update your list — adding on any new items you have acquired since the last inventory.

MAKING IT EASY ON YOUR HEIRS

No one likes to think about death, but it is a fact of life. Grief is hard enough to handle, without having to deal with confusion over the deceased’s paperwork and final wishes. You can make things easier on your loved ones by getting your affairs in order now. Start by creating a DOCUMENT LOCATOR — listing where all of your important papers are stored. And remember that safe deposit boxes are often sealed at death, so keep your funeral arrangements and wills somewhere more accessible. Your family will need to know the location of the following records:

- legal (wills, powers of attorney, trust documents, special bequests, safe combination)

- family (birth/adoption/guardian, social security, citizenship, marriage/divorce, military)

- banking (trusts, loans, list of accounts, statements/cancelled checks, check/passbooks)

- investments (CD, securities, stock/bond/mutual fund, retirement plan, IRA, annuities)

- business (incorporation papers, contracts/agreements, computer back-up)

- deeds/titles/registrations (title insurance, property, home inventory, vehicles)

- insurance (life, other death benefits, property and casualty, health, homeowners, auto)

- funeral instructions (burial instructions, cemetery plot deeds)

- contacts (friends/relatives/business, attorney, CPA, insurance, broker, executor)

Indicate the location of each — at your residence, office, in a safe deposit box (and where the key is!), or with your attorney, accountant, or brokerage house. Be sure to include the address, direction, and any other important contact information.

MEMORIES COUNT AS VITAL RECORDS TOO

Everything we’ve talked about so far related to legal or financial records. But what about your memorabilia? It is just as devastating (if not more so) to lose years worth of photographs and love letters as it is to have your important files destroyed. But you can take some preventative measures to protect your beloved memories, as well. If you are computer savvy, think about scanning your photos and storing them on a CD-ROM (which you put in your fire safe or safe deposit box). If you don’t have access to that kind of technology, at least store your negatives (clearly labeled and organized chronologically or categorically) away someplace safe. In either instance, you can always have your photos reprinted if you need to.

You can do the same thing with physical objects as well. Take photos of your most beloved possessions, copy your favorite correspondence, and stash them all away in your fire safe. You might even consider getting a fire safe big enough to hold some of your original memorabilia. I purchased a fire safe that looks like a 2-drawer file cabinet — the top drawer holds my photo albums and the bottom drawer is for important paperwork. Just remember that photos and negatives are more sensitive to heat than paper — you will want a different grade of “fire proof” for these items.

Facing a personal crisis is stressful enough, without the headaches of dealing with lost paperwork and missing information. But by taking a proactive stance, and a few preventative measures, you can save yourself and your loved ones a great deal of pain — make the recovery process a lot quicker and easier.

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Ramona Creel is a Professional Organizer and the founder of OnlineOrganizing.com — offering “a world of organizing solutions!” Visit www.onlineorganizing.com for organizing products, free tips, a speakers bureau — and even get a referral for a Professional Organizer near you. And if you are interested in becoming a Professional Organizer, we have all the tools you need to succeed. (Copyright Ramona Creel).
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HONEY, IS THIS GOOD?

We all know how disgusting it is to pull an item out of the fridge, only to discover that it has mutated. However, we often mistakenly confuse NON-PERISHABLE with INDESTRUCTIBLE. Even Twinkies have an expiration date! Do yourself a favor today — go through your cabinets and toss out anything that is old, rancid, stale, or hairy. And as you purge, be sure to keep a shopping list of items you need to replace. It’s also not a bad idea to make cleaning out the kitchen a part of your regular “home maintenance” routine. You may use these food “life expectancies” as a guide — but when in doubt, trust your gut (or your nose!):

- Canned foods (2-5 years)

- Flours (3-6 months)

- Cereal (6 months)

- Grains / Legumes (1 year)

- Pasta (1 year)

- Dried Herbs (6 months)

- Spices (6-12 months)

- Condiments (1 year)

FIVE “CENTERS”

Every implement or supply that you use tends to fall into one of five categories — cleaning, food storage, cooking, food preparation, and serving. The goal is to keep your equipment nearest the appropriate center, making it easier for you to perform your kitchen duties.

- Your CLEANING station consists of the sink, dishwasher, and trashcan. Of course, soap, disinfectants, sponges, and rags should be stored in a cabinet nearby.

- The stove is central to any COOKING activities, so keep utensils, baking sheets, pots, and pans within easy reach. If you can, also move the microwave and toaster into this area.

- Your FOOD PREPARATION center should be located near a large workspace (countertop or island). You will probably want to store knives, a cutting board, mixing bowls, blender, food processor, measuring cups, and other related implements close by.

- FOOD STORAGE, on the other hand, will center on the refrigerator — and should include room for Tupperware containers, canned foods, dry goods, and fresh fruits or vegetables.

- Your SERVING center may be split between the kitchen and dining area. It is often easier to store serving dishes, linens, and candles near the table – while flatware, glasses, and plates usually work well closer to the sink (it’s easier to put them away after washing).

TRANSFORM YOUR EXISTING STORAGE SPACE

Now, let’s tackle your cabinets and drawers. Limit yourself to one category of paraphernalia per area. That may mean putting canned goods on one shelf and boxes on another — or keeping dishes separate from glasses. Organize your kitchen in a way that makes sense to you, but try to avoid storing food and cookware together in the same cabinet.

Storage paraphernalia can also do wonders with your current storage spaces. Stepped shelving makes it easier to see items hidden in the back of a deep cabinet — and drawer dividers will help keep your utensils under control. Remember that rectangular storage containers take up less space than round ones — and pot lids / flat cookware are more accessible when lined up in a vertical rack. Finally, don’t forget the many ways to turn “dead” spaces into useful storage — including pullout racks, wall pegs, lazy susans, cup hooks, stacking bins, hanging storage, and space-saving appliances.

THE TRIANGLE THEORY

One final concern in your kitchen is movement from one “center” to the next. Some people claim that you should be able to reach every major appliance in one step. That seems highly impractical, especially if you have a very large kitchen. However, you can make your life a bit easier if you keep motion in mind. Try viewing your kitchen as a triangle — SINK to STOVE to REFRIGERATOR. Your goal is to keep those paths clear! If you have to dodge garbage cans, recycling bins, or any other obstacles to get back and forth, you are doing too much work.

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Ramona Creel is a Professional Organizer and the founder of OnlineOrganizing.com — offering “a world of organizing solutions!” Visit www.onlineorganizing.com for organizing products, free tips, a speakers bureau — and even get a referral for a Professional Organizer near you. And if you are interested in becoming a Professional Organizer, we have all the tools you need to succeed. (Copyright Ramona Creel).
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EDUCATE

In today’s market of “hard selling,” sometimes what people really need is INFORMATION. Customers appreciate it when you go out of your way to provide them with a useful tidbit — updates about what’s going on in your industry, a checklist for choosing the right product or service, and article about a topic that might interest your customers, some free tips or suggestions — even if they don’t buy from you right now. They will be a lot more likely to buy later if they see that you are willing to share some of your EXPERTISE for free upfront.

For example, at our website (www.onlineorganizing.com), we offer a free checklist for choosing the right professional organizer. This is available to anyone who visits, whether they shop with us or not. But the number of people who tell us that they visited our site for the free checklist and then decided to use our referral service to find an organizer in their area — or stayed to buy organizing products through our website — is amazing! That one bit of info on our site brings in more business than any other “freebie” we offer.

THROW IN A COMPLEMENTARY PRODUCT

Notice I didn’t say “throw in a complimentary product” — the fact that it is free is great, but it’s more important that the gift you give away be RELATED to in some way to the product or service you are trying to sell. If you sell washing machines, give away a free box of laundry detergent or a set of those plastic balls that keep your socks from tangling up (with your logo on them, of course). If you are a printer, give away a free notepad with your company info printed on each page. Any freebie you offer needs to REMIND that potential customer of your company.

As a professional organizer, I give away giant paperclips with my logo and contact information on them – they are eye-catching, useful, and they get people thinking about organizing their offices. Plus, it has my web address on it so potential clients can contact me easily the next time they think about doing something more with their papers than clipping a big pile of them together!

BE EASY TO WORK WITH

One thing that people are looking for today is CONVENIENCE — they don’t want to have to put forth any more effort to make a purchase than they absolutely have to. So ask yourself what you can do (that your competition isn’t) to make it incredibly EASY for people to do business with you. Could you extend your hours? Make house calls? Provide free shipping? Accept several forms of payment (cash, checks, and credit cards)? Shorten the amount of paperwork the customer has to deal with? Help a client make a decision by doing the research for him or her?

The reason that I work exclusively with one insurance agent is his commitment to convenience. Whenever I need to sign a document or make a change to my policy, Howard always arranges his schedule around whatever is most convenient for me. He also comes to my location — no matter where I happen to be that day. When we meet, he has researched all of the available options for me and presents a summary of plans along with his recommendations. And I never have to worry about playing telephone tag for weeks trying to get together with him if I have a question. In return, I refer anyone and everyone who needs insurance to Howard.

PROVIDE AN EXTRA SERVICE

No matter what your industry, customers always appreciate it when you take some of the burden off of their shoulders. And an incredibly easy way to do this is to provide a free service that goes above and beyond what they have paid you for. My printer provides free pickup and DELIVERY of my printing orders. My virtual assistant buys stamps and office supplies for me — I simply reimburse her for the cost of the purchase. And I absolutely love the fact that when I take my car to have the oil changed, they vacuum the rugs for me while I’m there. I don’t know about you, but that makes me a pretty LOYAL customer!

One of the most valuable services I offer as a professional organizer is the drop off of donations. I keep a list of local charities that accept different kinds of donations — and when I help a client clean out a bunch of old clothes or housewares or whatever, I offer to drop their “discards” off at the appropriate charity for them. I pick up a tax receipt and mail it to the client with a thank-you note for their business. It takes me all of 15 minutes to do this, but I earn my clients’ never-ending loyalty for taking care of this bothersome chore for them.

MAKE CONNECTIONS

As a business owner, you are in a position to know a lot of other business owners throughout your community. And you can use this knowledge to your advantage. It greatly behooves you to develop STRATEGIC ALLIANCES with related industries, and to get to know other business people who can be of use to your clients. If you are a financial advisor, you might start introducing yourself to estate planning attorneys who have clients that are thinking about their (and their children’s) futures. If you own a moving company, real estate agents and mortgage lenders are great contacts. Think about which businesses are already working with your POTENTIAL CLIENTS.

I tend to hand out a lot of business cards for my colleagues in other fields. People who hire professional organizers are almost always in need of other service professionals — administrative help, cleaning services, professional coaches, bookkeepers, custom closet designers, you name it. Not only have I made my clients happy (because they are now able to make use of valuable services they didn’t originally know about) and made my colleagues happy (because they have a new client), but I am rewarded with loyalty and increased referrals from both parties. It’s a complete win-win situation!

HONOR PREFERRED CUSTOMERS

You probably have two kinds of customers — “one-timer’s” who drop into your life for a moment and then leave, and REPEAT customers who make up the core of your business. There is nothing wrong (and many things right) with treating those clients a little bit differently — REWARDING their loyalty. You can do this by offering preferred customers a special discount, flexible payment terms, a “membership rewards” program (“buy 6 items and your 7th is free”), extra-speedy delivery, or even a small “thank-you” gift to show your appreciation for their continued patronage.

I recently sent out cards to all of my “core” customers thanking them for 3 ½ years of patronage. In addition, I offered a special sale just for those clients — buy 3 hours of organizing and get the fourth free. I was astounded at the number of clients who contacted me for appointments — some of whom I hadn’t working with in months. It just goes to show that all it takes sometimes to encourage a sale is making that customer feel special.

DON’T FORGET SPECIAL OCCASIONS

Nothing lets a client know that you care like remembering those special occasions. Many companies send a CARD on major holidays like Christmas, but how many businesses acknowledge your birthday? Your child’s graduation? Your moving to a new home? The more important LIFE EVENTS that you can make note of and recognize, the more your company will stand out in your customer’s mind.

My hairstylist is a master at making people feel special during important times in their lives. While he’s cutting hair, he asks how the kids are doing, what’s up with your spouse, and how your job is. Since folks love to talk about milestones and changes in their lives, they almost always mention things like promotions, awards, and pregnancies. Then, when he leaves the room, he has his receptionist make a note on the calendar to send a card (with a discount off of your next visit) for each of those occasions. He not only has more clients than he can handle, but his customers all consider him a friend rather than a “vendor.”

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Ramona Creel is a Professional Organizer and the founder of OnlineOrganizing.com — offering “a world of organizing solutions!” Visit www.onlineorganizing.com for organizing products, free tips, a speakers bureau — and even get a referral for a Professional Organizer near you. And if you are interested in becoming a Professional Organizer, we have all the tools you need to succeed. (Copyright Ramona Creel)
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