Self Help

Papers are probably the most haunting of unorganized mess that every person can relate to. Not only at work but at home, we pile and stock, pile and stock – until one day we need to find an effective organized filing system that can be used to organize our papers and mail. This article will help. You must experiment and find an efficient system that works for you. I like a set of stackable trays, labeled as shown below (vertical dividers will also work).

One of the secrets is to label each slot and divide your papers into two categories: (1) wait-and-see and (2) needs-action. So often these papers are tossed together in the same basket and action papers get hidden under unimportant items. (Papers you want to keep for future reference should be filed in long-term storage).

Action: Papers that you need to act on soon - business correspondence, letters to answer, tickets to buy, registrations, appointments to make, etc. You need to set aside a regular time to take care of paperwork. I answer mail once a week, clearing out this box on Monday. Any matter that needs immediate attention I leave on the top of my desk to be resolved today. The to-do list can expedite this.

Pending: This is the wait-and-see box. Things you can’t throw away yet - carbons for catalog orders that haven’t yet arrived, the notice for a seminar you may want to attend, letters, tickets, wedding invitations (after date is put on calendar), etc. You ought to go through this at least once a month. Most items will then be thrown out, and some will be filed in long-term storage.

Catalogs: These are the catalogs that come in the mail that you may want to order from, but you haven’t yet decided, or don’t yet have money. If you don’t usually buy, don’t save them. But if you just like to dream through them in a spare moment, give those catalogs a place. Go through the box or shelf every couple of months and weed it out.

To read: Things you want to read when you have time. Grab one before leaving for a waiting room or the airport.

To be copied: Information you need to have copied next time you go to the print shop. Not everyone will need this tray.

To be filed: Paper to be filed in the cabinet during the next session or when you have a minute or two.

Be sure to have a desk! A desk gives a feeling of identity. If there is much paper in your life, whether from family, volunteer job, or business, you need a place to centralize it. A wooden door positioned on two file cabinets gives a terrific work surface. Like other work areas, give thought to how you arrange supplies and equipment for a natural motion flow.