Donna D. McMillan, West Los Angeles-based Professional Organizer, helps clients organize, categorize and systematize their paperwork, time and workspace. One focus is to create systems for tax-deductible expenses and income records.

Tax time is a routine part of life every year. The deadline for filing annual tax returns is April 15th (gulp). Once that day has passed, it’s important to prepare for the next one. There’s federal and state income tax, personal property tax, payroll tax, city business license tax, sales and use tax, capitol gains tax, and estate tax. Calendars should be highlighted with reminders of Due Dates and prior dates to systematize all the required information.

Just the thought of Tax Day approaching triggers panic for many people. Here are a few causes of this mind-numbing anxiety:

• Overwhelmed and don't know where to start.
• Routine bookkeeping does not happen during the year.
• Receipts and documents are in piles instead of files, often in more than one location.
• Waited until the last weekend or month to gather supporting information.
• Depressed or in denial about the reality that recordkeeping reveals.

Of course, we encourage everyone to mail tax forms in advance. If you wait until April 15, some Los Angeles Post Offices offer extended hours. Examples: Airport Station at 9029 Airport Blvd., Los Angeles 90009 and at 7101 South Central Ave., Los Angeles 90001. To locate one near you, call the United States Postal Service at 1-800-ASK-USPS or 1-800-275-8777 and they will search your zip code.

Cure the pain

Here are 10 Hot Tips To Cure The Pain while preparing for tax time:

1. In January, create separate folders for the new year's income, expenses, investments and bank statements.
2. Set-up a General Tax folder to hold 1099s or W-2s and other pertinent records.
3. Create appropriate categories for your accounting software or spreadsheets.
4. Every day, drop your receipts into a folder labeled "To Input" for bookkeeping records.
5. Every week, schedule a regular time to pay bills, post deposits and receipts, plus do your filing.
6. Every month, reconcile bank statements and credit card statements to avoid any errors.
7. At the end of the year, a P&L (profit & loss statement) can be provided to your tax preparer.
8. Start a special savings account and make weekly deposits in order to pay your taxes on time.
9. Hire an experienced, professional service if you can't keep up.
10. An established CPA who knows your affairs can provide advice during the year.

Wasting valuable time or adding stress is not something anyone needs or can afford. Remember ... Organizing is a 'process' ... it's not a one-day project.

Solve the puzzle

Ask your accountant how many years you must keep your supporting documents. Store your records in a waterproof box labeled (2009 Taxes - Destroy _______ ). On the expiration date, be sure to put everything through a shredder. Especially shred cancelled checks, bank statements showing copies of checks, and receipts or statements with your account numbers. Protect your identity. Store separately all your annual tax returns, confirmation slips for investments, home improvement records and receipts for major purchases, which must be kept indefinitely.

As Nike says, "Just Do It." Procrastination is a leading cause of disorganization. Make it a practice to be more aware of your actions. If they include old unproductive habits, stop and allow yourself to practice new, more efficient habits. This will make a huge difference in every phase of your life.

Fast forward to January next year, you are organized with systems and procedures in place. Tax time will be less stressful from now on, right? If this process seems too difficult for you to complete alone, call a professional for assistance. The reality is the longer you wait to start, the worse the situation could become.

Happy Organizing!

About Donna D. McMillan
Since 1984, McMillan & Company Professional Organizing has helped businesses and individuals in workplaces and homes. Donna provides much more than a "clean-up-the-mess" type of service -- three experts rolled-into-one -- Consultant, Hands-on Organizer and Organizing Trainer/Coach. She works side-by-side with clients, physically helps them, teaches techniques to become and STAY organized, plus creates personalized-customized systems for each client's specific needs. 310-391-7392; Organizer4Me