Organizing Tip :: A Step by Step
Guide to Paper Management
If you feel like papers are taking over your home or
office, this guide is for you.
Paper management takes two things to be successful.
1. A filing system that works for you. (works for you is
the important part)
2. Some small measure of discipline to stay on top of your papers
I read a quote once that really resonated with me. The quote said that
“Perfectionism leads to Procrastination.” This is especially true when
it comes to paper management. There is no perfect filing system, perfect
folder or perfect circumstance that one has to achieve to manage their
papers. Just roll up your sleeves and dig in.
Here’s how to get started:
Every home or office needs to have an adequate file cabinet to store
papers in. The size of the cabinet depends on the amount of papers you
or your family acquires. You may want to spend some time thinking about
what you really need to keep before you go out and buy a file cabinet.
Consult with your accountant if you need some guidance about what is
really important to keep and for how long.
Next, gather your supplies to make the process move more quickly. Make
sure you have manila folders, hanging folders, bags for paper recycling
and bags for shredding. File labels for the folders should always be
done with consistent marker color and letter size. Buy a label maker if
you don’t have legible handwriting.
Now start sorting your papers. Take a stack of papers from your desk or
counter and place them in a single pile in front of you. Start with
whatever is on the top of the pile and make decisions. Decide what it
is. Decide if you need to do something before it gets filed away.
Whatever you do, do not “put it aside for later” or place it in a new
pile.
If you find something that requires action, put it in a Requires Action
or To Do area or folder. Some people are very visual so putting papers
in a folder may not work. If that’s the case, put it in an upright
holder on your desk where you will see it. Do the same for Bills to Pay.
Everything else that you decide to keep should be categorized into files
that make sense to you. Try not to make files for every piece of paper
you come across. Unless there is a real reason to do so, make one file
called Medical Bills instead of separate files for every doctor you
visit.
Keeping making 1 hour appointments with yourself to continue the process
until all of the backed up papers have been dealt with. Remember we only
go back to look at 20% of papers we file. Toss out or shred what you
don’t need!
Now comes the discipline part of the process. Make time to manage your
papers on a daily basis. Sort your mail every time you bring it in. Keep
a recycle bin near the place you tend to drop the mail so recycling can
happen right away.
Put papers to be filed in a shallow box on top of the filing cabinet.
Keep it shallow so things don’t pile up. Make a weekly appointment with
yourself to take care of the filing!
So there you are, a simple way to get control of your papers. Remember,
it doesn’t have to be perfect, it just needs to get done.
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