Drowning in paperwork? Here’s what helps us
Episode #36: Drowning in paperwork? Here’s what helps us
[Click to Listen to Podcast]
The Overwhelming Amount of Paperwork Required
When You Have a Child with Special Needs
In today’s Purposeful Conversation, we are talking about the amount of paperwork we ALL have to deal with and how creating a system is helpful.
A couple of weeks ago, we shared the image below on our Facebook page regarding the seemingly overwhelming amount of paperwork involved in raising a child with special needs.
Did you know that the number one time-waster for most people is looking for things that are lost?!? Can you relate to that?
I thought it would make an interesting conversation to talk with Michele Gianetti, another parent that has “been there” and “done that.” She has gone through the “special education system” and I wanted to find out how she created an organizational system that works for her. Then, I also share a system I have found that works for me.
We also include some “hacks and tips” on why it’s not only helpful but also important to save certain documents as well as understanding how long we should be keeping specific records.
Being organized gives you a sense of power
– John Maxwell.
Here’s how to create an effective system that works for you.
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.”
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.
Policy: Keep all IEP records and relevant school documentation.
Process: Collect and gather all IEP documentation and store it in a safe, specific place.
- 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
anything with a name on it
airline ticket stubs
sales receipts with a name and address on them
anything with social security information on them.
social security cards
Takeaways from this podcast:
• Different systems that work
• The importance of records and documents
• Refrigerator Hack (Amazon links)
Links or related articles to the podcast:
Related: Tips to Help Managing Papers!