Episode #36: Drowning in paperwork? Here’s what helps us

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The Overwhelming Amount of Paperwork Required

When You Have a Child with Special Needs 

In today’s podcast, we are talking with Michele Gianetti, another parent who “has been there and done that” about the amount of paperwork we ALL have and to find a way to stay organized.

Being organized gives you a sense of power

– John Maxwell.

Here’s how to create an effective system that works for you.

Effective Systems

What is a system? Simply put, it’s a process for achieving a goal based on specific, orderly, repeatable principles and practices.

We adapted what organizingworks.com says:

To create effective systems, use the three “P’s.”

1. Policy

     2. Process

     3. Procedure

A policy contains the rules, beliefs, and guidelines of a company or specific outcomes, and it drives processes and procedures.

(The reason WHY it’s important.)

A process will outline the main steps, the flow of how things or outcomes get done.

(The process explains “What” to do, not “How” to do it.)

Procedures contain the detailed steps of the actions that are needed to complete the process and comply with the policy. 

(Procedures document the exact steps that someone (family member) can follow to complete the tasks (like a recipe)).

Developing effective systems eliminate mistakes, lost time,

and makes you feel more in control.

System Example:

Policy: Keep all IEP records and relevant school documentation.

Process: Collect and gather all IEP documentation and store it in a safe, specific place.

Procedure:

1. I will create a space, either a bin or binder to store essential documents.

     2. After each meeting, I will collect all the official documents.

     3. I will sort documents and put the most current IEP on top of the draft and any other paperwork involved.

    4. Three-hole punch documents and file it under the IEP tab.

TIME FRAMES FOR KEEPING DOCUMENTS

Tax forms and investment records-7 years

Bank statements-1 yr

Bills -1 yr

Car/boat/vehicle- keep records until sold or gone

Shred:

anything with a name on it

paystubs

airline ticket stubs

luggage tags

sales receipts with a name and address on them

anything with social security information on them.

KEEP FOREVER

baptism/confirmation records 

wedding license

wills 

death certificates

licenses

social security cards

medical records

Takeaways from this podcast:

•  Different systems that work

• The importance of records and documents

• Refrigerator Hack (Amazon links)

Lazy Susan for refrigerator

Stackable Refridgerator Egg Holder

Links or related articles to the podcast:

Related: Organizing Your Child’s Special Education File: Do It Right

Related: Household Organization & Your Child’s Behavior

Related: Tips to Help Managing Papers!