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Finding clarity in retirement: How the Rule of 3 can help

We often turn to the Rule of 3 when feeling overwhelmed by endless to-do lists or unsure about what to focus on next.

This simple yet powerful approach brings clarity and structure to your day, helping you direct your limited attention, time, and energy intentionally and efficiently.

The Rule of 3 is straightforward: it’s about prioritisation, focus, and action.

How to Use the Rule of 3 with the ADA Framework

You can apply the Rule of 3 by following these three simple steps, which I call the ADA Framework:

Step 1: A – Gain Awareness

Start your morning with five quiet minutes.

    • Take a moment to reflect: What do I want to accomplish today? What are my top priorities?
    • This is your opportunity to pause, lean back, and set your intentions for the day.

Step 2: D – Make Decisions

Next, make two crucial decisions:

    • Choose your top 3 priorities. Write them down—just three things. This forces you to focus on what truly matters.
    • Pick your No. 1 priority. From the three, choose the one task or goal that deserves your immediate attention.

Step 3: A – Take Action

Start working on your No. 1 priority while setting the other two aside. Focus solely on this task until it’s completed.

    • Once done, move on to the next item on your list.
    • Repeat the process until all three tasks are complete.

This method ensures you work with intention and avoid the trap of multitasking or distraction.

Broader Applications of the Rule of 3

The Rule of 3 isn’t just for managing daily tasks—it’s a versatile tool that can simplify any area of your life. Here are some ways you can use it:

Weekly, Monthly, or Yearly Goals:

    • What are three things you want to accomplish this week? This month? This year?

Relationship Improvement:

    • What three actions can you take to strengthen your relationship with someone?
      (Write them down, pick one to start with, and take action.)

Morning Routine:

    • What three habits or activities do you want to incorporate into your mornings?
      (Choose one to focus on first.)

Decluttering Your Home:

    • What three areas of your home need decluttering?
      (Write them down, pick one area, and start decluttering.)

Improving Your Health:

    • What three steps could improve your physical or mental well-being?
      (Decide on the three most effective changes, focus on one, and start implementing it.)

A Practical Way to Regain Control

The Rule of 3 is especially valuable when you feel stuck or overwhelmed. By narrowing your focus to just three priorities—and starting with one—you can regain control and make meaningful progress.

Ready to Try It?

Experiment with the Rule of 3 for a few days to organise your tasks and experience its benefits firsthand.

Or, apply it to a specific life area that currently feels confusing or frustrating.

Whenever you feel stuck, ask yourself:
“How could the Rule of 3 help me gain clarity and get moving?”

If you have any questions or want to discuss the planning, organisation, or management of your retirement life –

LET’S TALK.

You can easily book a free Zoom Meeting with me HERE.

5 reasons to spend more time planning your retirement than planning your next vacation

Picture this: you’ve just spent hours, maybe even weeks, researching the perfect destination for your next vacation. You know the best places to stay, eat, and explore, and you’re ready to make the most of your precious time off.

Now, imagine if you dedicated that same energy and excitement to planning for one of the most significant chapters of your life: your retirement.

Many people think of retirement planning primarily in terms of financial security.

And while finances are very important, a successful retirement goes beyond saving and investing. Just as you would plan for a memorable vacation by choosing locations, events, and activities that match your interests, retirement planning should be about intentionally designing all areas of your life, not just the finances.

5 reasons why retirement planning deserves (and needs!) more of your time, attention, and energy than your next vacation:

#1 – Retirement is a major life change, and careful planning can ease the transition.

A vacation changes your daily life just for a few weeks. The retirement transition changes the rest of your life.

It requires adjustments to your identity, purpose, relationships, and daily life structure. Taking the time to plan for these changes helps you manage them successfully.

#2 – Intentionally planning your retirement puts you in the driver’s seat.

Just like planning a successful vacation relies on managing all the details, achieving a fulfilling retirement requires you to take control of the important aspects of your life.

To be in command of your future, you need a solid plan.

#3 – Your retirement planning will greatly affect your future lifestyle and well-being.

Like selecting vacation activities that keep you happy and engaged, a well-planned retirement can impact your overall well-being and mental health.

Thoughtful planning for your future lifestyle enables you to honour your values, passions, and interests, allowing you to create and live the life you desire.

#4 – Creating a new life structure in retirement requires time and a clear plan for preparation.

Even on a vacation, you usually need some days to adapt to the changed flow of your days. When you enter retirement, the loss of the daily rhythm of work can cause confusion and a lack of direction and focus.

By planning your retirement thoughtfully, you can create a life structure (identity, purpose, connections) that keeps you engaged and excited about each day.

#5 – Planning involves envisioning your future, and you deserve a clear vision for your retirement.

Just as you envision the joy and relaxation of a vacation, give yourself the gift of envisioning your ideal retirement.

Take time to dream, brainstorm, and design the next chapter of your life so you can look forward to it with excitement.

Take some time to sit down and plan your ideal retirement future – you’ll thank yourself later.

If you have any questions or want to talk about the planning, organisation, or management of your retirement life –

LET’S TALK.

You can easily book a free Zoom Meeting with me HERE.

6 tips for setting new goals that help you achieve what you want in your retirement

Entering retirement offers the opportunity to set new, meaningful goals.

It doesn’t matter whether you already have concrete ideas of your retirement life in mind or not. Sitting down and intentionally setting goals will not only help you give your daily life structure and direction. It will also allow you to move forward with a fresh sense of purpose.

Here are six practical tips to help you create new goals that align with what you truly want in this next stage of life.

#1 – Choose a goal – even if you don’t have one.

Even if you don’t have a specific goal at the moment, the act of setting a goal can be a really powerful and useful exercise.

It gives your mind and life focus and direction; it strengthens your motivation to realise your personal potential; it helps you get what you want. So, think about the different areas in your life and pick one you don’t feel happy about.

Now, choose a goal to help you make positive changes in the chosen area.

#2 – Get specific, but don’t think about the how yet.

Be very specific about your goal.

Talk about your goal in the first person and the present tense. Decide on time-frames, deadlines, and other details. However, don’t think about how you will achieve the goal yet.

For now, you focus on the what and when.

#3 – Write the goal down.

Take your goal out of your imagination and make it real and tangible.

The best way to do this is to write it down. Writing down your goal on a piece of paper gets it out of your brain. You now can look at it, you can adjust it, you can carry it around, and you can (and should) read it again and again.

Your goal now acts like a GPS destination, indicating where you want to go.

#4 – Stretch yourself with the goal, and ‘welcome’ any negative feelings.

Offer yourself a real self-development opportunity – make sure that you push yourself beyond your current comfort zone with your goal.

If it seems easy to achieve, it’s not a real goal! You will know you have stretched yourself sufficiently if negative emotions such as fear, doubt, or shame arise. Don’t push these feelings away; accept them as normal parts of the process.

Honouring and managing these feelings will not only ensure that you achieve your goal but also allow you to become a more robust and better version of yourself.

#5 – Uncover any negative thoughts and question/replace them.

Search for the negative thoughts that cause uncomfortable feelings.

It might be something like ‘This is too hard to do’, or ‘I don’t know how to do this’, or ‘I don’t know if this is what I want’. Uncover all the thoughts behind your feelings of disbelief or doubtfulness or fear – and write them down.

Then, remind yourself that these thoughts are just choices. Your human brain is bringing them up to protect you – it wants you to avoid any risks by keeping everything as it is – but that doesn’t mean you have to believe these limiting thoughts. 

Tell your mind, ‘No worries – I’ll figure this out.’

#6 – Have a brainstorming session with your future self to design an action plan.

When you are ready to start working on your action plan, you can ask your future self for help.

Imagine yourself at the place in the future when your goal has been completed. From that place, look back to where you are now, and you tell your present self the how – all the steps you took to accomplish the goal and what you did to overcome the obstacles on your way. Write these steps down; they build your action plan.

Now, you are ready to take the first action and work on achieving your goal!

With these tips, you can set new goals for your retirement life that will help you start moving and creating the life you want to live in retirement.

If you have any questions or want to talk about the planning, organisation, or management of your retirement life –

LET’S TALK.

You can easily book a free Zoom Meeting with me HERE.

Start Your Retirement Journey by Decluttering Your Closet in 7 simple steps

Entering retirement is one of life’s biggest transitions.

After years of working, managing responsibilities, and keeping a structured routine, the shift into this new chapter can feel overwhelming. It’s not just about adjusting your daily schedule—it’s about redefining your identity, your purpose, and the way you live your life.

One of the hardest parts of this transition is letting go of the past.

We naturally hold onto belongings, routines, and even mindsets that served us well in our working lives. These things all served us well, but they can weigh us down as we step into retirement.

That’s where practical decluttering projects come in.

By letting go of physical items tied to your past, you not only create physical space in your home but also mental clarity and emotional freedom.

One powerful place to start is with your work-related clothes.

A Step-by-Step Guide to Decluttering Your Work Clothes

You can follow this simple step-by-step process in one day.

However, if you take the time to do it over a few days, you will get more insights from it.

Step 1: Take Inventory

    • Start by removing all your work-related clothes from the wardrobe – suits, shirts, blazers, dresses, shoes, etc.
    • Lay everything out where you can see it and sort your clothes into categories (e.g., all shirts in one pile, all jackets in another).
    • Write down how many items you have in each category.
    • While sorting, take a moment to write down any thoughts or emotions that come up. Do you (still) feel attached to these clothes? Do they (still) feel like parts of your identity?

Step 2: Assess Future Needs

    • Review the list you made. 
    • Ask yourself how many items from each category you realistically need to keep for future occasions. This could be for personal events, volunteering, or other post-retirement activities.
    • Write down your chosen numbers for each category – how many suits, shirts, or pairs of shoes do you want to keep? 

Step 3: Pick Your Favorites

    • Now, sort through the piles/categories again and pick only the favourite pieces that fit your chosen numbers. These should be clothes you feel confident about keeping.
    • Gather them all together in one area of your wardrobe.
    • Notice how you feel as you select these pieces. Do they still feel relevant to who you are now? Do they align with the person you want to be in retirement? Do you look forward to wearing them again? How do you feel about keeping these clothes and giving the rest away?

Step 4: Let Go

    • Take all the clothes and shoes you’ve decided not to keep and place them in donation bags or boxes. Put these in your car, ready to be donated to a charity or someone who could use them.
    • Observe how it feels to remove these items from your home physically. (You’re not just clearing space – you’re releasing old versions of yourself that no longer serve your future!)
    • How do you feel about letting go of these clothes? Are you excited, nostalgic, or maybe a bit relieved?

Step 5: Organise What’s Left

    • Now that your wardrobe is pared down, take out the items you’ve chosen to keep.
    • Clean the wardrobe, put your clothes on nice hangers, and arrange them neatly.
    • This is a symbolic act of creating space for your new life. Enjoy the process of organising your wardrobe with fewer, carefully selected pieces.
    • How do you feel seeing your simplified, organised wardrobe? Does it give you a sense of clarity and calm?

Step 6: Drop Off Your Donations

    • Drive the bags of clothes to a charity shop or donation centre. Completing this step reinforces your commitment to moving forward.
    • The act of giving away your work clothes can be both a letting-go process and an act of generosity, helping others who need these items.
    • How does it feel to finally say goodbye to your old work clothes? What does this symbolise for your new stage of life?

Step 7: Celebrate

    • Take a moment to celebrate. Whether you share a photo of your now clutterfree wardrobe with friends or treat yourself to something special, acknowledge the work you’ve done.
    • This exercise is about more than decluttering—it’s about creating space for the future.
    • Reflect on the whole process. What have you learned about yourself? What new opportunities or possibilities do you feel are now open to you?

Final Thoughts:

Decluttering your work clothes is just one step, but it’s an important one.

Letting go of items tied to your old identity creates room for a new version of yourself. Every piece of clothing you release is a symbolic gesture, showing you are ready to embrace your new life in retirement.

Remember, decluttering doesn’t have to be done all at once. Take your time, reflect as you go, and appreciate the mental and emotional space you’re creating for your future.

Ready to start your decluttering journey?

Don’t focus too much on the goal. The desired outcome is more important.

What is the desired outcome behind your goal?

If you want to get/create what you want to have in your life, don’t focus too much on your goals; pay more intentional attention to the desired outcomes.

Don’t try to design an action plan directly after you’ve chosen a new goal.

First, find out what the reason behind your goal is – the desired outcome.

Because it’s the desired outcome and not the goal that will help you keep motivation and determination levels high while you are working on reaching your goal.

Doing the work is much easier if you are fully aware of the desired outcome.

Usually, the desired outcome is a feeling.

You find it by asking, ‘Why?’ Again and again.

Ask yourself why the goal is important to you. Or why it is a problem if everything stays as it currently is. And then question your answer with another ‘why’. And so on.

Tip: Do it in writing.

It’s difficult to get deep down the ‘why’ spiral and find the desired outcome if you try to do it in your head.

Have a look at this example to see what I mean:

Example:

My goal: I want my home office to be clutterfree and organised.

To reach this goal, I must take action and do some work: I need to get everything out, get it sorted, then declutter what I no longer need, and finally organise what I want to keep more efficiently.

I want to do the work as soon as possible and add it to my projects list.

But I don’t feel very excited about it. It’s a lot of work, and I don’t know how to start and proceed.

I decide to find out why I actually came up with this goal.

I want to find the desired outcome behind my goal – the more profound and significant reason.

So, I ask myself lots of ‘Why’-questions. And answer them.

    • Why do you want to declutter and reorganise your office? – Because I want it to be clutterfree and organised.
    • Why is it essential to make the office clutterfree and organised? – The room looks so full and overcrowded.
    • Why is that a problem? – Because it makes me feel nervous and pressured.
    • Why is it important not to feel nervous and pressured? – If I feel nervous/pressured, I can’t focus my attention.
    • Why is it important that you can focus your attention? – I need that to work effectively.
    • Why is it important to work effectively? – I want to be productive and create results.
    • Why do you want to be productive and create results? – Because that makes me feel satisfied with myself.
    • Why is it important to feel satisfied with yourself? – It makes it easier to enjoy myself and my life.
    • Why is it important to enjoy yourself and your life? – That’s one of my three life goals. It’s super important to me.

Now, my formerly isolated goal fits nicely into the big picture of my life goals!

The desired outcome – to enjoy myself and my life – is much more attractive and motivating than the goal ‘Clutterfree and organised office’.

Now, there is a clear intention behind the goal, and I like the purpose – it’s very important and valuable to me.

Now I can ask: How would my office look if it was easily enjoyable? What needs to change in my office so that I can easily enjoy myself? And my life?

Answering these questions – which are directly linked to my desired outcome – makes it so much easier to decide what I need to do, and why, and how. And to get started. And get going.

What about you?

Do you have a goal that feels reasonable and necessary – but not attractive and exciting?

Give it a try – move it through a series of ‘Why’ questions and see what you can discover about the desired outcome. And how that knowledge can help you get active and take the first steps toward your goal (and the desired outcome behind the goal).

If you found this article useful and don’t want to miss out on similar topics in future, you can decide to sign up for the Simply Organised Newsletter.

Take the first step in retirement planning by reflecting on these key topics

Entering ‘the 4th quarter of our life’ is a big move into unknown terrain.

That’s why I love learning about theories, strategies, and tools that can help us transition into retirement successfully.

And, yes, many external resources (books, blogs, podcasts, YouTube videos, etc.) are available that offer information and advice for a smooth transition into retirement.

However, I suggest you start preparing for the next phase of your life with some internal research before you search for external ideas and recommendations.

Kickstart your retirement journey by reflecting on crucial questions.

Questions like these:

    • Your Identity: Who are you right now? What are the essential parts of your current identity? – Which of these parts will you take along into your retirement? What do you need/want to change about the person you are right now? What are the essential parts of your new identity?
    • Your Purpose: What are your current values, beliefs, and the things you stand and fight for? – What are the topics, goals, passions and interests you want to focus on in future? How do you want to (re-)define the meaning of (your) life?
    • Your Relationships: What does your social network look like just now? Who are the important people in your life? What do you appreciate in your relationships, and what frustrates you? – Who will naturally drop out of your contact list? Who do you want to add? Which relationships do you want to change or intensify?

What else could YOU ask yourself to move forward intentionally?

A real-life example of an optimised paperwork system

Finally! We start building the core element of your optimised paperwork system, the VIP Directory (Very Important Paperwork Directory)!

Example: My optimised paperwork system

As a first step, I want to introduce my own optimised paperwork system to you.

A real-life example will help you better understand why the VIP Directory is the centrepiece of this system and how everything works together.

Most of my clients have created a similar paperwork system.

However, all our systems and directories are still unique – because we are all unique. We have unique life circumstances and lifestyles, and our paperwork-related requirements, needs, and goals differ.

It would be so nice if you could sit here, next to my side, at my desk, and I could actually SHOW you my paperwork system.

That’s not possible, unfortunately, so I will try to describe it to you.

My optimised PHYSICAL paperwork system consists of

    • one binder that holds the VIP Directory (printout of a Word file) and its direct attachments (some tables, lists, and copies of documents),
    • and a set of 12 binders that contain some specific additional information (For example: The folder ‘Insurances’ contains the original contracts and the latest versions of the policies/insurance updates).

Twelve binders are still too many.

However, for now, I am satisfied with the current situation because we had 66 binders (!) before I installed the VIP Directory. So I have been quite successful at applying the radical optimisation approach, in my opinion.

My goal is to further minimise the physical system by reducing the number of the additional 12 binders. I am not there yet because I will have to do another round of decluttering, and then it will take time to scan all remaining documents before I can integrate them into the digital system.

You can click the link to see the table of contents of the main binder that contains the VIP Directory and its attachments:

​table of contents – main binder of my VIP Directory.pdf​

My optimised DIGITAL paperwork system has the same structure as the physical system:

One main folder (called ‘VIP Directory’) and a set of sub-folders.

These are screenshots of the digital folder structure, just to give you a broad idea.

The first screenshot shows our VIP Directory at the top of the list of our private folders in My Drive (Google Drive).

The second image shows the content of the VIP Directory folder. It includes the VIP Directory itself (the Word file ‘A – VIP Directory’) and the four subfolders B to F.

The other two screenshots present the subfolders within the folders ‘B – Attachments to VIP Directory’ and ‘C – Copies Important Documents G & M’.

What I love about my optimised paperwork system

I know – it’s definitely not perfect. I still need to improve it.

It’s also a constant work in progress. I have to make sure that I add new important information.

However,

Its clear and simple structure makes it easy for me to manage it in everyday life.

    • The subfolders under the main folder ’01 – VIP Directory’ contain ALL our very important information (besides the original documents in the twelve physical binders I talked about, which I still have to declutter and then scan).
    • This means that whatever information I need, I find it in the VIP Directory folder system.
    • And whenever new documents or information need to be organised (because I decided they are very important and need to be kept in my system), I know there is a ‘right’ place to store them within the folder system.

My optimised system is also straightforward enough for my husband to take over and find any information he needs – in case something happens to me.

Ready to start creating your own VIP Directory?

My article series, ‘Radical Paperwork Optimisation and the VIP Directory’, provides you with all the information and tools you need to start and complete the process successfully.

Continue reading HERE.

Free Download Template – Table of Contents – VIP Directory

Template VIP Directory

Today, you can – if you wish – download my template of the structure of a VIP Directory.

It offers an example of the table of contents, and it lists a broad selection of suggestions for data and information to add under the typical categories of a VIP Directory.

I believe the template will make creating your VIP Directory much easier – because you’ll not have to start from zero.

However, as I have said several times, your VIP Directory will be unique, and its final version might look completely different from the template version I offer you today.

Ideally, your directory’s structure and content will 100% align with your unique needs, requirements, and interests. It will change over time because you will adapt it to changes in your life.

So, I suggest you take my template as a tool to help you get started.

I can see two ways you can use the template:

    • Use the template as a source of inspiration. – Scroll through the table of contents and then through the suggested categories to see what might be helpful to you. Then, start to create your own VIP Directory somewhere else.
    • Use the template to fill in your data and information directly. – Save a copy of the file on your computer – and start writing in it. You can easily throw out the parts of the template that are irrelevant to you and add whatever makes sense to you.

​CLICK HERE TO DOWNLOAD THE TEMPLATE. ​

The VIP Directory summarises the ‘story’ of your life’s relevant data and information.

This story can’t be just told; it must be written down. You can choose wherever and however you wish to do that.

You can use a spreadsheet to fill in the story or, as I did, a Word document. You can create a note in your notes app. You can also create a handwritten directory in a paper notebook. – Use the format and container that suit you best.

This is why I prefer to use a Word document as the container for my ‘VIP Story’:

    • I can add new content and change the order easily.
    • I can move through the document quickly and jump directly to the part I want to work on or check. (In the Word settings, if you check the box next to ‘Navigation Pane Show’ under ‘View’, and then click on ‘Headings’ at the top of the column that appears on the left side of your document, you get a temporary table of contents, allowing you to move around in your document.)
    • I can create the ‘Table of contents’ on page 1 of the document, and I can print it out together with the rest of the document – my directory becomes a little booklet. (That’s very useful in my case because my husband doesn’t like to scroll around in digital files. I showed him where I file the printout of our VIP Directory, and I can trust that he will find the information he needs if something happens to me.)
    • It’s so easy to type and write in a Word document that I tend to write a lot when I work on my directory. And that’s good! I believe that in this case, ‘more is better’. The more I tell and explain in the directory, the easier it is to understand – for me but particularly for others – the meaning and purpose of the data and information I decide to include in the directory.

Some final tips

    • Just get started! – You will never be ready prepared. You will never be able to do it perfectly. Don’t try to assemble all the needed information before entering it into the directory. Take any information that comes to your mind or gets in your hands and add it to the directory.
    • Don’t limit or restrict yourself in your writing. – You cannot write too much. Make good use of the sub-sections ‘Notes / To do’s’ – this will clear up your head and help you focus on what you are working on.
    • Don’t try to do it all at once. – Take your time. Yes, it’s a lot of work – but it’s absolutely doable – if you do it one step at a time. Plan short working sessions. Don’t rush. Create a routine that allows you to work continuously on this project.
    • Pause and evaluate what you have created so far. – While you are compiling the content in the directory, stop from time to time. Imagine someone else is reading through the category you are working on. Will they be able to understand your data and information? Do you need to add some explanatory information? What about you? Will the content you just added still be clear to you when you access it again in 6-months-time?
    • Get feedback on your VIP Directory. – Show the directory to your spouse or partner or to a family member or close friend and explain its purpose and content. Do they understand why you created the directory and what’s in there? Do they have questions that help you see areas of improvement? Do you need to change or add something so that others will be able to make good use of the directory in case of an emergency?
    • Update the directory at regular intervals. – At least once a year, or more often if lots of new and important (= to keep) information is entering your home. You can use an easily accessible tray or a box to collect information and paperwork that still needs to be organised. This ensures you have everything handy the next time you update the directory.
    • Be very strict concerning the additional paperwork you collect and store in places separate from the directory. – Commit yourself to only keeping and filing what is absolutely necessary. Remember, your goal is to reduce your paperwork radically – by 50% or more.
    • Do several rounds of decluttering if you struggle to minimise the existing paperwork as drastically as you planned. – Your mind must get used to the idea that most of what you used to keep/file in the past is not genuinely relevant to you and can go without getting missed.

That’s it. 🙂

I think you now have what you need to start the work on your VIP Directory.

However, if you get stuck or have any questions, you know I am here to help.

Just get in touch (margot@letgo-moveon.com.au), and we’ll sort it out together.

One final thing:

If you are not subscribed to my ​Simply Organised Newsletter​, I suggest you ​sign up now.​

The weekly newsletter will bring tips and tricks into your inbox and help you better organise your home, your paperwork, your mind, and your daily life.

AND it will keep you informed about any additional Radical Paperwork Optimisation resources that I will publish on my website in future.

Ready to start creating your own VIP Directory?

My article series, ‘Radical Paperwork Optimisation and the VIP Directory’, provides you with all the information and tools you need to start and complete the process successfully.

Continue reading HERE.

The data and information in your Very Important Paperwork Directory

It’s time to go into more detail and look closer at the types of data and information you want to collect in your VIP Directory.

Tip: If you haven’t read all the most recent articles in the series ‘Radical Paperwork Optimisation and the VIP Directory’ yet, I suggest you do that first before you continue reading.

The three sub-sections that help you organise each category of your VIP Directory:

A – Overview/Summary of most important data/information

B – Information about related physical/digital paperwork

C – Notes / To do’s

Example

Let’s imagine you have a dog called Daisy. You add the topic ‘Pets’ to your VIP Directory. Then, you start filling in the important data and information about your dog.

Your entry in the directory might look like this:

PETS

A – Overview/Summary of most important data/information

Here, you write down everything important to know about your dog.

E.g., name, type, breed, date of birth, microchip no., special needs (food, medication, …), vaccination info; contact details vet, vet clinic, daycare/walker, groomer, boarding service; info about pet insurance, etc.

B – Information about related physical/digital paperwork

In this sub-section, you refer to all additional resources that belong to the category ‘Pets’ that you don’t include in the directory but store elsewhere. You explain where the relevant physical paperwork can be found and where and how you file the digital paperwork related to the topic ‘Pets’.

C – Notes / To do’s

This sub-section is a very important part of the entries in your directory. You should list this section under each directory category – even if you don’t come up with anything to note here at that moment.

This section will remind you to think deeper about each category and consider which data and information might still be missing. Or which parts of the related paperwork still need some organising and/or decluttering work.

While you are doing the first or second round of collecting information to include in the VIP Directory, you will often not immediately find the necessary data, or you will notice that the related paperwork is out of order or that you have accumulated lots of clutter in that category that needs to get sorted out.

Instead of interrupting the work on your directory to do what you realise needs to be done, you quickly write your thoughts down in the sub-section ‘C – Notes / To do’s’.

Then, you can continue to work on the directory entries because you know that you will not forget what you want to do later at a more convenient time.

This real-life example will help to understand the usefulness of the sub-sections:

This example shows, I hope, how useful the sub-sections are.

When I was compiling the information and data I found most important to know about our dogs, I was not completely happy. I noticed that many dog-related paperwork resources need some re-organisation and decluttering.

This is good to know, but it doesn’t mean I must do it immediately. I can do that later when I have more time and energy to focus on this task.

Keeping notes of the to-do’s, however, means I don’t have to remember them; I get them out of my head and can rely on getting reminded of them the next time I scroll through my VIP Directory.

Are you interested in creating your own VIP Directory?

My article series, ‘Radical Paperwork Optimisation and the VIP Directory’, provides you with all the information and tools you need to start and complete the process successfully.

Continue reading HERE.

How to compile the content of your VIP Directory

Before you start to work on the creation of your VIP Directory, I want you to consider this

IMPORTANT ADVICE:

    • The goal is to make the VIP Directory project as easy and straightforward as possible. The goal is also to create something valuable and usable and practical.
    • The goal is NOT to create something nice and perfect – because – please believe me – that’s not possible.

These are the three basic steps of the creation of your VIP Directory:

Step 1 – Create a list of the life areas/topics that are of importance in your life.

This list will become the structure of your VIP Directory, its table of contents.

I suggest you start typing the list into a Word document. This makes it easy to add and change things.

Don’t invest time formatting the document; don’t try to make it look nice. This is not about creating something perfect and final; it’s about writing down the ‘story’ of your life’s essential data, information, and documents – and making this an easy and uncomplicated process.

If you wish, you can optimise the format and outlook later when you have a clearer idea of what the final version of your directory will look like.

For now, just write down what comes to your mind, any area of your life, any topic that you consider important to you.

Step 2 – Pick one area/topic from your list and start compiling the relevant data and information.

What data/information/documentation types are important in this area and must be added to the directory?

In one of the next articles, I will give you the link to a more comprehensive template of a VIP Directory. This template will help you get aware of all the detailed information you want to become part of your ‘information collection centre’.

For now, just get started. Write down the relevant data and information under the chosen area of your life.

It doesn’t have to look nice, it doesn’t have to be complete and perfect. This is the start of the work; you can correct it and add to it later.

Step 3 – Add information about additional documents related to your chosen area/topic.

If all or a part of your personal paperwork is already organised in a filing system, you can decide to leave it as it is for now (and declutter later).

If you start from scratch, you can decide to collect any additional resources related to your chosen life area in a temporary container, like a tray or box. Later, when you know how much additional paperwork you need/want to keep, you can decide on a suitable form of storage/filing.

The three steps applied – A simple example:

Step 1 – Create a list of important life areas and topics

When I started to work on Step 1, I listed these topics: Personal Data /Contacts/ Dogs/ Home/ Car, etc./ Finances/ Heath/ Taxes. I decided that our VIP Directory – and therefore my list of essential life areas/topics – must also include a category called ‘Overview Business M’. That’s because my business is an essential area of my life.

Step 2 – Start to compile relevant data and information for one of the listed life areas.

When I worked on the topic ‘Overview Busisnes M’ from my list, I collected the primary data related to my business. The collection includes, for example, information that I often have to look up, like my tax file number.

Step 3 – Add information about additional resources related to the chosen life area.

At the top of the topic ‘Overview Business M’, I included information about how I organise and file the additional necessary resources (physical and digital paperwork).

I also added some information that would be needed from the person who might have to handle my business affairs if something happened to me and the business had to be closed down.

This is the information I have included in the directory under the topic ‘Overview Business M’ so far (It’s an ongoing process; I’ll have to add more detailed information and explanations.):

 

In my next article, I will present a proven way for you to organise the information on the different life areas/topics in the directory.

I will also provide a comprehensive template of a directory (a Word file) that you can download and use to create your own VIP Directory.

Are you interested in creating your own VIP Directory?

My article series, ‘Radical Paperwork Optimisation and the VIP Directory’, provides you with all the information and tools you need to start and complete the process successfully.

Continue reading HERE.

The structure of your Very Important Paperwork Directory (VIP Directory)

The VIP Directory – The Heart of the Optimised Paperwork Systems

Today, I want to discuss how you can structure your VIP Directory and compile its contents, as well as the additional resources (collections of physical/digital paperwork) that will complement the directory.

The VIP Directory (Very Important Paperwork Directory) is the heart of the Optimised Paperwork System. It’s the central information collection point and contains all the information and data essential to your life’s paperwork/information requirements.

In addition to your directory, you must compile and maintain a set of physical and/or digital folders that contain the very important documents you want/need to keep for various purposes.

The difference between the VIP Directory and its additional resources

There is pure data and information important to you, like your date of birth, and then there are important documents in physical or digital form (= paperwork), that contain specific data and information, like your birth certificate.

The VIP Directory collects the pure data of your life and also the information where the related, more comprehensive documentation is kept.

So, your date of birth will be included in an overview of important personal data in your directory, and the directory will also contain the information where the related document, in this case, the original or copy of your birth certificate, can be found, e.g. in a designated folder called ‘Personal Documents’.

The directory is structured along the various areas or topics that play a role in your life

The structure of our VIP Directories is always 100% unique because we, the creators of our directories, are all unique and arrange our lives around unique sets of areas/topics.

That’s why you will not find a universal template for a VIP Directory that you can just fill out with your personal data and information.

Only you can decide which areas/topics are very important in your unique life and should be included in your directory.

A simple example:

If you own a dog or cat, you need to include the category ‘Pets’ in your directory, while for another person, someone who doesn’t have a pet, this category would be irrelevant. They, however, might need to add a topic like ‘Boat’ in the category ‘Possessions’, which wouldn’t make sense to include in your directory (unless you own a boat as well).

The following is an example of a VIP Directory structure

It is supposed to help you get some first ideas for potential topics of the table of contents of your own directory:

Again, the template above differs from the table of contents you will create for your directory because your directory and its contents will be unique. It might include some of the topics listed in the template above, but it will also contain other topics, topics that are relevant to you and your life.

Let’s say, for example, you are the caretaker of your ageing parents and responsible for organising their daily lives. In this case, you will have a category like ‘My parents’ included in your VIP Directory, in which you collect all essential data and information about the organisation of your parents’ lives/needs.

Another example of the table of contents of a VIP Directory

This example represents the structure of the VIP Directory that I compiled for myself and my husband:

As you can see, our VIP Directory contains a category called ‘Overview Business M – Let Go – Move On’ (at the bottom of the table).

This category is part of our directory because my business, Let Go – Move On, is part of my life. Therefore, the most relevant data and information related to my business belong in our directory.

Now it’s your turn!

Start to think about the structure of your VIP Directory.

And READ HERE how to compile the content of your directory.

Do you feel inspired to create your own VIP Directory?

My article series, ‘Radical Paperwork Optimisation and the VIP Directory’, provides you with all the information and tools you need to start and complete the process successfully.

Continue reading HERE.

The four key functions of your ‘Very Important Paperwork Directory’

Do you have doubts about your ability to manage your radical paperwork optimisation project successfully?

Last week, I received an email from a subscriber who expressed doubt that he would ever be able to compile a VIP Directory himself.

He wrote that he had so much paperwork piled up, most of it in a very disorganised state, that it seemed impossible to sort it all out and collect only the very important stuff in one single place.

I wrote back to him, saying that he was definitely not alone and that his reaction to my introduction of the optimised paperwork system was a very common one.

It’s similar to the feedback I often get when I start working with a new client on their paperwork.

However, I know better. 😉

I know better because I know what so many clients say after we have finished working on their paperwork.

These are just two typical examples of clients’ feedback:

‘I feel I am finally well prepared for my retirement. And I feel lighter. It was not easy to make all these ‘radical’ decluttering decisions, but I did it. I learned a lot about myself and have built a good relationship with my past. I’m proud of myself and ready to go.’ (J.E.)

‘I feel so much better and more in control of my life now. I think it’s because I finally know what really matters to me. I still don’t like doing my paperwork, but at least the stress and frustration are gone.’ (A.F.)

I bring up these comments to encourage you to keep an open mind.

I encourage you to deliberately decide that you want to have positive expectations for your radical paperwork optimisation project.

I will not lie to you and say that it is not much work and that it is easy to do. That wouldn’t be fair.

Because in most cases it is a lot of work and it is not always easy to do.

However, you can believe me – and my former clients – that it is doable. And that you can do it.

I am 100% sure that you can create your VIP Directory containing your very important information and then successfully declutter all the other stuff that is not important (any longer).

I also want to encourage you by listing the four main benefits of the VIP Directory.

The key functions of your VIP Directory.

I suggest that you not just quickly read through the next paragraphs.

Instead, after reading about a key function of the VIP Directory, take some time to consider how this specific function will affect you and your relationship with your paperwork.

# 1 – The VIP Directory keeps track of and simply organises ALL your important personal information in ONE place.

It minimises the time and effort spent organising and locating important documents.

Having a VIP Directory allows you to access the necessary information whenever required, reducing stress and frustration.

Many of life’s important documents and data are housed directly in the VIP Directory. More complex information is organised in separate attachments to the directory or in designated external storage areas.

This means whatever information you need, you know exactly where to go and find it.

And whenever new documents or information need to be organised (because you decided they are very important and need to be kept), you know there is a ‘right’ place to store them.

# 2 – The VIP Directory is your reliable companion and supports you in your daily life.

As soon as important information has been added to the (physical and/or digital) directory, it’s always available to you, and you can trust that you will be easily and quickly able to find what you need in normal daily life and emergency situations.

You don’t have to keep important information in your head, remember the places where specific information lives, or worry about where to store or find information.

You can feel certain that you will find anything you need whenever you need it. This gives you peace of mind.

# 3 – The VIP Directory supports your loved ones in challenging times and acts as a legacy guide.

Organising paperwork and creating the VIP Directory benefits not only yourself but also your loved ones.

No matter what stage in life you are at, at some point, someone else will need to access and manage your personal documents and information. To help everyone be prepared for this situation, all you need to do is add your legacy information to the VIP Directory to transform it into your Legacy Guide.

It allows family members, caregivers, or designated individuals to access crucial information quickly during emergencies, estate settlements, or other critical situations.

# 4 – The VIP Directory helps you define and re-define your values and priorities.

Compiling a VIP Directory is also a process of self-reflection and self-discovery.

The directory is supposed to contain ONLY the very important, but it should contain EVERYTHING that is very important.

To decide what belongs in the directory (and what not), you need to be(come) well aware of what’s truly important to you, what your values and priorities are, and what your responsibilities (legal, social, etc.) are in this phase of your life. This awareness gives your life purpose and direction.

The process of sorting through your stuff and making lots of intentional decisions and choices is not easy and often uncomfortable – but it’s worth the effort: It leaves you with more self-confidence and clarity.

Also, the VIP Directory needs to be updated regularly because life is always changing. Existing information can become outdated, and new information needs to be added. Updating your directory regularly means that you automatically update your values and priorities regularly.

What do you think?

Which of the four key functions of the VIP Directory is the most important to you?

What are the results that YOU want to achieve that make it worth the time and effort you will invest in this project?

Are you interested in creating your own VIP Directory?

My article series, ‘Radical Paperwork Optimisation and the VIP Directory’, provides you with all the information and tools you need to start and complete the process successfully.

Continue reading HERE.