Back to Organizing Articles Index
Featured Article
Ending the Paperwork Nightmare
by Maria Gracia
Join our newsletter to be notified when the newest Organizing Article
is available.
With all of the paperwork flowing into our lives day after day, it’s easy for it
to get out-of-control. Forms, memos, letters, catalogs, mail, flyers and
advertising offers are stacked in our In Box. Leave that In Box untouched for
a day, and you’ve got yourself a paperwork pile. Leave it untouched for a
week or more, and you’ve got yourself a paperwork nightmare!
Here are a few simple ideas to help end the nightmare and get all of your
paperwork under control:
BREAK IT DOWN
Break the job, of reducing your paperwork, into smaller pieces. Instead of
trying to organize ALL of your paperwork at once, set a series of mini goals
instead. For example, Day 1, go through one pile; Day 2, go through your
In-Box, and so on.
THE 4 D'S OF EFFECTIVE PAPER MANAGEMENT
Over 80% of the paper most people have in their homes and offices is either
out-of-date or will be of no further use to them. There are only 4 things to do
with a piece of paper:
A) Do it
B) Delay it (File it in an action file or archive file)
C) Delegate it
D) Dump it
The Dump it solution should not be taken lightly. A large percentage of the
papers in your office (except for legal or tax related documents), especially
the ones in boxes that haven't been looked at for years or months, can
probably be trashed.
OPEN MAIL OVER THE WASTEBASKET
When you get your mail each day, quickly open it right over the
wastebasket, or recycling container. Immediately get rid of mail you don't
need, such as catalogs or advertising offers you're not interested in, or
unnecessary inserts that come with your bills. Then, sort the rest of your
mail immediately, so it doesn't have a chance to pile up.
FILE EVERY DAY
If you hate filing, I'm guessing that one of the primary reasons is because
you are overwhelmed with your current filing situation. If you only had 1 or 2
pieces of paper to file, you likely wouldn't see the task as so daunting. Once
your paperwork is organized and an effective filing system is in place, filing
will become an easier task. That is, as long as you file on a daily, or at the
bare minimum, a weekly basis.
USE E-MAIL
Rather than using snail mail, or interoffice mail that must be delivered by a
mail person, communicate and share information via e-mail. And whatever
you do, don't print out every single e-mail you get. Most e-mail, and file
attachments can be stored on your computer, rather than being printed out.
Just beware of virtual clutter! The same rules for avoiding paper pileups
apply to the files on your computer, otherwise you're bound to have a digital
document nightmare.
DON'T MAKE EXTRA COPIES
Many people make lots of extra copies of documents, just in case they're
needed later. Very often, this results in tons of copies, that never get used.
Don't make copies until you truly need them. And don't add to other peoples'
paperwork nightmares, by them copies of something they don't need.
BE REALISTIC WITH YOUR READING GOALS
Many people temporarily store magazine articles, newspaper articles,
newsletters, magazines and other reading material in a To Read basket.
Unfortunately, for most people, there's generally more papers in their To
Read pile then they would be able to read in a lifetime. Be realistic. When
you see the papers in your To Read basket flowing over the rim, it's time to
weed it out. By the way, the only way you'll get through that To Read basket
is by scheduling a reading hour each day, and using that hour to read when
the time rolls around.
Back to Organizing Articles Index
The Original
Get Organized Now!
Website - Since 1997
by Maria Gracia
The Original
Get Organized Now!
Website - Since 1997
by Maria Gracia
GON Organizing Articles
By Maria Gracia - Get Organized Now!™
Copyright 1998 - 2022 Get Organized Now!™
611 Arlington Way, Watertown, WI 53094
All of our GON information on this Web site, discussion forum, newsletters and
e-mail correspondence, is protected by copyright laws. Reprint is strictly forbidden,
unless stated otherwise on individual pages. Anyone posting copyrighted material or
correspondence, without permission from the owner of this Web site, will be liable for
damages. For reprint permission, please contact the owner of this Web site.