As a professional organizer, I serve clients with
organizational challenges varying in degrees from slight to significant. Across the board the biggest challenge is
paper management. Paper comes often
comes in faster than we can deal with it and without paper management systems
the task of dealing with and storing that paper (let alone retrieving it) is
enough to drive you crazy.
Most spaces have at least one pile of ambiguous papers no
one dares to touch. The papers are
important enough not to discard, vague enough not to be able to handle quickly
or emotional enough not to want to lose.
This one pile can easily multiply into 3 stacks, 4 boxes or even spread
as cancer throughout the space. Soon
enough, the once “sorted” pile contains junk mail, magazines, old receipts,
napkins and gum wrappers. This once upon
a time manageable pile now becomes a behemoth that drains your energy just by
its very existence.
It’s a proven fact that the size of the pile is inversely
related to the motivation to deal with it (the bigger they are the harder they
fall) so let’s discuss proven steps to organizing your papers that will corral
even the hardiest paper possessors.
1.
Establish
a file retrieval system – Just mentioning filing can throw people into a
tailspin, but a filing system doesn’t have to be elaborate or complicated. In fact, the best systems are simple systems. Filing systems should really be called retrieval
systems because there is no reason to keep a document unless you intend to retrieve it at some point in time. Systems should be tailored to the
user(s) by how the documents will be used.
Take a piece of paper and jot down categories of papers that you handle,
i.e. receipts, contracts, bills, marketing ideas, financial statements, medical
history, etc. The categories need to be
either in your words for an individual or standardized across the company for
businesses. Now organize the categories
into an outline such as the one below:
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The storage of
the papers within the categories depends both on bulk and frequency of use. When considering the physical placement of
the documents follow your outline. Just
as outlined topics go from general to specific, physical storage goes from larger to smaller
(room, cabinet, drawer, hanging folder, tabbed folder). The
more frequently an item will be used, the closer it needs to be to the user. Archiving documents that will not be used more
than once a year will preserve valuable space for more frequently used
documents. Archived documents can be
moved to a storage closet, another room, or even off site depending on your
need for space. Deciding ahead of time
how long documents should be kept will allow for entry level document
assistants to manage files. Make a note
inside the file that says, “keep for 1 year” or “keep indefinitely.”
2.
Dedicate time for paper management - Routine is
the only solution to random, stressful dig outs. It’s not exciting to block off your calendar
to manage your files, but it is necessary.
By developing a routine that is tailored to your needs and sticking with
it, you will save time and money.
Guaranteed. Most tasks seem much
bigger than they actually are, and by methodically incorporating paper management
into your schedule you will be reclaiming the power the paper has held over you
for so long. Having a filing retrieval
system ready to accept your documents streamlines the process significantly. Bills to pay are in the “bills to pay”
folder, calls to make – well, you know.
3.
Working your system - The biggest obstacle to
organizing paper is fear. “If I put this
up, I’ll never see it again. To this I
say, “Can you find your forks?” Forks
are put away in a drawer, yet almost everyone uses them regularly, finding them
first in the drawer. Learning to look for bills in the “bills to pay” folder
instead of on the floor in the second to last pile may be a paradigm shift, but
one that pays big dividends. What a joy
to have like minded papers grouped together, ready for action. Whether or not you are ready to deal with
them is beside the point, at least you can find them when you are ready. The key to success is familiarity. If you have a marathon dig out once a year
and only file on random occasions, of course you will misplace or forget
documents. But if your file retrieval system
is worked as it is intended to be worked, just as a fork drawer lays in waiting
for your forks, your paper problems are solved.
Add reminders to your calendar (on several days if necessary) to
complete tasks. When the time comes to
use the documents you will know where to find them.
For more information on organizing your important papers
visit: http://www.extension.org/pages/12475/organize-your-important-papers
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