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Paper Management, Step By Step
GATHER SUPPLIES: First, gather file folders, hanging file
folders, a felt-tip pen and large garbage (or recycling) bags or
boxes. Every household or office also needs an appropriate type
of file cabinet or box; the size will depend on the amount of
papers you must keep. Make a commitment to work on this project
for at least one uninterrupted hour. Enlist a friend or
professional organizer if you need help or encouragement.
Determine where to start: Start on desktops, countertops or
urgently-needed surfaces. Your most recently-received papers
will be here. Resist the urge to start with the papers on the
floor or stuffed in paper bags or boxes.
IDENTIFY: Determine the types of papers you receive on a regular
basis as you start sorting. Create a neat pile of the papers on
the surface you're working on. Pick up the top one. Ask
yourself, “What is this? Do I need to keep it? Do I need to take
action on this? Or do I just need to file it in case I need to
retrieve it later?” Toss as much as you can.
SORT: As you encounter papers that need to elicit an “action,”
put them in a folder labeled “TO DO” (i.e., class to sign up
for, RSVP to send, etc.)
As you encounter bills to pay, separate them out by putting them
in a folder labeled “BILLS TO PAY.” (Try a bright red folder.)
As you encounter papers that simply need to be read and then
disposed of (magazine articles you clipped, newsletters, etc.),
put them in a folder labeled “TO READ.” Tip: Take this folder
with you when you’ll be waiting in lines (e.g. doctor’s office,
dentist, bank, mechanic, etc.)
As you encounter papers that need to be discussed with your
significant other or co-worker, put them in a folder labeled
“DISCUSS WITH XXXXXXX.”
Everything else should be either thrown out or filed neatly
according to subject. Sort into simple categories that make
sense to you. For example, some home categories might include:
medical, pets, taxes, hobbies, outdoor activities, utility
bills, car, home improvement, credit cards, insurance, 401K,
education, projects.
CONTINUE AND TOSS: Work on getting all surfaces clear of papers
using the above techniques. Then, conquer the remaining piles
(if any) from the floor or elsewhere. You should find these
piles contain more papers for your "toss" category. Remember,
only 20% of the things we file will ever be retrieved again.
When in doubt, throw it out!
MAINTAIN: From here on out, manage paper daily. Sort mail
immediately. Toss out junk mail. Put remainder into “TO READ,”
“TO DO,” or “BILLS TO PAY” folders. (Keep these folders in an
easily-accessible spot, i.e., the kitchen.) Make time every week
to file everything else in your filing cabinet or box.
© 2006 Articles on Demand™
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