What ‘Ag’ Women Want!

Margie P. Memmott

Associate Professor/FCS Agent

Juab County

Marilyn K. Albertson

Associate Professor/FCS Agent

Salt Lake County

Organizing Your Important Papers

Marilyn K. AlbertsonAssociate Professor/FCS Agent

Salt Lake County

Do You Have Your Financial Affairs Organized?

• Do you have a system for organizing your important financial records?

• If you could not manage your financial affairs, are they in order so someone you trust could find your financial information?

Are You Prepared?

• Do you know where to find all your important documents? – Bank Account information, Credit Card

information, Wills and Trusts and beneficiaries, Insurance Policy information, Medical information and insurance cards, Loans, Credit obligations, etc.

Are You Prepared?

• What events or situations would require you to have a portable document detailing your financial affairs to take with you out of your home?

• Could you get it quickly?

First Take a Look at Your Financial Records

• What should you keep?

• Where should you keep it?

Take a Look at Your Record Keeping

• Do you have important documents stored safely?

• Do you know how long to store different types of records?

• Do you have files set up for – Family Records– Property Records– Financial Records– Legal Records– Farm Records

Have a Plan…

• Prepare a Financial Records Inventory

• Prepare financial records for safekeeping

• Do you have a current household inventory?

• Do you have a financial notebook prepared for an emergency or to work with in handling your financial affairs?

Take a Look at Your Record Keeping

Starting A Financial Information Binder

• What For?– Provides a quick reference to your entire

financial situation. – It can also provide valuable information

for someone who may need to manage your affairs were you unable to.

Parts of a Financial Notebook

• Personal Directory

• Professional Directory

• Document Locator

• Wills and Trusts

• Health Information

• Financial Section

• Personal Property Inventory

• Social Security Benefit Statement

• Pension Benefits

• Widowhood Analysis

• Paycheck Stubs

• Loans

• Etc.

Parts of a Financial Notebook continued...

Include in Your Notebook

• User names, passwords• List of debt obligations with due

dates, contact information• Photocopies, front and back, of all

credit cards• List of beneficiaries of insurance

policies, wills, bank accounts, etc.

Update Yearly

• Maintenance? Your Financial Information Binder should be updated annually and whenever a significant change occurs (such as a birth, death, marriage, divorce, relocation, purchase or sale of assets, etc)

Replacing Valuable Documents

• What if you lose everything?

• Some resources for replacing documents may be destroyed

• Most can be replaced

• Resource list may be available for your state.

Some Forms to Assist in Organizing Your Finances

• Goal Sheet

• Summary Record

• Net Worth Statement

• Income and Expense Statement

• Savings and Spending Plan

• Reminder of Special Expenses

Worksheets

• Disability Income Needs

• Credit Management – PowerPay

• Retirement Forms

• Large Future Irregular Expenses

• Are You Ready to Live Alone

HAVE A PLANDefine your financial goals

Identify Goals – What you want out of life.

Goal Need, Want or Hope

Date to accomplish

$$ Needed

PowerPay© Program

• Program to analyze your credit situation, know how long before the debt will be paid off, interest to be paid and ways to pay off debt more quickly

• Site: PowerPay.org

Online version 5.0

• Online

• In Spanish

• Meets Rehabilitation Act section 508 accessibility standards

• PowerSave

• New features requested by users

Emergency Fund

Balance Transfers

• Having an organized system for managing your financial affairs can give you peace of mind and reduce the stress in your household.

BALANCING WORK AND FAMILY

Organizational Skills to Increase Effectiveness and Reduce Stress.

Margie P. MemmottAssociate Professor/FCS Agent

Juab County

Work Smarter… Not Harder

Don’t let it pile up…

Working on multiple projects• Studies have shown that multi-tasking is

actually counterproductive. Key in on one project at a time. You'll be more effective at getting it done in less time, and you'll do a better job on it. Your mental and creative energy will be focused and not distracted by what the other tasks may be demanding. Also, the sense of accomplishment from completing one task will energize you for the next project.

• You know those file drawers and closets that are so full, they won’t quite close?

It turns out they could be bad for your health: Every time you look around and feel anxious that the mess is getting out of hand, your body releases cortisol, one of the classic stress hormones.

- Steven Maier, PhD, a neuroscience professor at the University of Colorado.

The 3 E’s in Effective

• EVALUATE– What can you change?

• ENVISION– Make a plan

• EXECUTE– Take action with enthusiasm– Be consistent

Chaos

vs. Organization

Knowing where things are is important.

You can have lots of stuff and still be organized.

Organization and Cleaning Tips

• Organization is an ever-changing process; it’s a journey, not a destination.

• Everyone is different in temperament, attitude, build, energy, and ambition; every situation requires a different style of organization to get the job done. The secret isn’t in how you get organized – it’s in wanting to be organized and committing yourself to do it.

• Your system of organization should fit you personally. It should be tailored to your style, your schedule and your motivation.

• However, you need to remember that you don’t work in a bubble. Your co-workers/family also need to be able to both find things and also put them away.

• Create a usable, understandable filing key so that everyone can help with the organization process.

Making space

• Sort: Identify what’s important to you and group similar items

• Purge: Decide what you can live without and get rid of it. (donate it, sell it, store it, toss it.)

• Assign: Decide where the items you keep will go. Remember, make it logical, accessible, and safe.

• Containerize: Make sure they’re sturdy, easy to handle, the right size, and that they look good. The art of containerizing is to do it last, not first.

• Equalize: Spend 15 minutes a day to maintain what you’ve done.

Here’s how you can change your life through organization.

Julie Morgenstern, “Organizing from the Inside Out” provides a simple way to remember how to take control of any SPACE.

What gets noticed

“No matter how the windows might sparkle, or the floor might shine, your efforts won’t be noticed or appreciated if the table isn’t cleared or the desk is cluttered.”

More resources:

USU Extension – Quick tips for clutter control

• Don’t procrastinate…get started.• Stop making excuses for your clutter.• Learn to let go… be a giver or throw it away.• Limit the amount of storage taken up by clutter.• Practice the in-and-out inventory rule…if

something new comes in, something old goes out.• Less clutter gives you more time, money and

energy.• Keep everything in its place.• Don’t let perfectionism keep you from organizing…

sometimes good is goodenough.

• Eliminate chaos. A messy work area reduces the physical space needed for productivity, blocks creativity, increases the chances that you'll lose something and dramatically increases stress. Clear the clutter. Remove the majority of knickknacks, picture frames and toys. Keep only a few inspirational pieces if you like, towards the back of your work area -- in view, but out of the way.

• Stock your workspace for its main functions. Think about how you're going to use this workspace, and plan around that purpose. If you use your desk at home to write out bills, keep a pen, calculator, stamps and other necessary supplies right in, or near, that work area. This will help make the task much quicker and easier.

• Use organizing tools. Baskets, trays, holders, file folders and other organizing tools can help you get your workspace organized. Before buying any of these tools though, be sure to take the time to think through 1) why you need that tool and 2) if the tool you're thinking of is the best one for the job.

Make your workspace inviting

• Think ergonomics. If you feel physically uncomfortable in your workspace -- your eyes feel strained, your muscles ache from constantly stretching to reach something, your wrists hurt, your back hurts, etc.-- then it's time for you to re-think and rearrange your physical workspace for health and comfort. Be sure you are working in sufficient lighting conditions. If you aren't, you may consider some track lighting or additional lamps. Is your chair uncomfortable? If so, it may not be the right chair for you. Or, maybe the seat should be raised or lowered. If your wrist hurts from using the computer mouse, get yourself a mouse pad with cushioning. Position your computer monitor at, or below, eye level, at a comfortable distance.

• Put stuff away at the end of the day. When you're done using your workspace for the day, put everything back in its place. Don't leave this area in chaos. This way, the next time you return to your work area, you'll have an inviting space that will allow you to get down to work without delay. This applies to your home as well.

Make your workspace inviting

SCHEDULING

The key is not to prioritize your schedule, but to schedule your priorities.

Scheduling

• Not every idea works for everyone. Find and use what works best for you and those who work with you.

• Some ideas– Use notes and checklists– Use a planner, appointment book, or

calendar.

• Only you can decide what will work for you. Find something and stick to it.

There are only 24 hours in a day

• TAKE YOUR LUNCH BREAK!

• Choose to eat a few lunches per week in silence. Use it as a time to eat slowly and to be with yourself and your thoughts.

Managing Stress

Develop a method to handle stress

• No one lives a stress free life. Some days are worse than others, but we all have stress. Since it is always going to be there, how do we handle it? What methods work for you?

• If you are always feeling stress, seek a new method to handle stress since whatever you are doing now is not working.

Serenity Prayer written by Reinhold Niebuhr:

“God grant me the serenity to accept the things I cannot change, the courage to change the things I can, and the wisdom to know the difference.”

• Go through your inbox/to-do list and take care of everything you can as you come to it. Setting it aside will just create piles that you will be tempted to procrastinate taking care of.

Dealing with stress...

• If you are busy, let your co-workers or family know. This is not rude. People will understand that you are busy and need to get your tasks accomplished.

• Sometimes you may even need to shut your door, and that’so.k.!

Dealing with stress...

More tips to make your day more productive:

• Get ready the night before.Whatever you can get done the night before, from laying out the outfit you plan to wear, to setting the breakfast table, to checking your To Do list, to filling your car's gas tank, the more you'll be able to get done the next day.

• Use your To Do list.Don't go through your day in a random, haphazard fashion. Do one thing at a time as listed on your To Do list, and cross each task off your list as you complete it.

• Stop trying to be a super hero.If you can delegate some tasks to your spouse, your kids, your associates, your co-workers, an outside source, etc., then do it. Once you take the 'I have to do it all myself' responsibility off your shoulders, you'll be able to get more done and feel less exhausted at the end of the day.

• Know yourself.Work on your most important projects and tasks during the time of day when you feel most energetic and awake.Determine if you're an early bird or a night owl, and schedule your projects accordingly.

• Get something done, even if it's small.Try to start and finish your first task of the day. Completing a project early on is great motivation for you to continue being productive. I always start my day with a task or project that I can complete in 15 minutes or less. Once I'm done with it, I feel energized and move on to the next task or project of the day with ease.

More tips to make your day more productive:

Some new (and old) ideas to relieve stress.

• Stay away from overly competitive people.

• Focus on the solution- not the problem. • Associate with positive, upbeat people.• Accept that everyone has peculiarities. • Be content with what you have.• Only make promises you can keep. • Cherish your family.

Family

Family

• Things which matter most must never be at the mercy of things which matter least.

Balancing Work and Family

• Where does your family fit into all of this?

• Many of us believe that “family comes first” – how can that be true if we put all of our time and energy into work? That leaves nothing left for our family.

• If you have a significant other and/or children, you need to have some positive energy left for them at the end of the day.

• Schedule family time and activities into your planner.

Balancing Work and Family

Transition from work to family• At work, we are ‘professional’, so it’s

usually the family that receives the brunt of our stress as we tend to ‘vent’ at home!

• Reduce stress between work and family– Use drive time to mentally transition– Sit quietly and meditate, or even walk– Change out of work clothes, transition to next

‘role’.– Say hello to each family member, center

yourself at home . . .and vice a versa!

• Transfer principles of office organization to managing your own household and family tasks.

– Ideas that don’t work

– Ideas that work

Transition from work to family

Goals to help you get organized• Slow down• Imagine doing less• Make time for loved ones• Practice patience• Learn to gently say no• Increase your quiet time• Follow your heart• Yield to Life, Peace, Joy

SIMPLIFY

If you don’t set your own goals – Someone else will set them for you.

So what are you going to do about it?

• Change Process

– Where do I want to be? (You can’t change what you don’t acknowledge).

– What are the barriers to get where I want to be? (Don’t give your power away to someone else to control your attitude).

– What must I do to get where I want to be? (If you always do what you’ve always done, you’ll always get what you’ve always got).

– What is my timeline to get there? (The difference between a dream and a goal is a timeline!)

So what are you going to do about it?

Remember the 3 E’s in Effective

• EVALUATE• ENVISION• EXECUTE

Life before planning and action

Now here’s a happy ‘Woman in Ag’

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