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Health & Fitness

Community Update

Paper is the #1 organizing challenge my clients face. It comes in daily and seems to multiply like rabbits. I wish I had a magic wand to make it go away, but here is the next best thing:

HOW TO SORT PAPERWORK

1. Gather your tools:

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-   Sharpie/pen

-   Pad of Post-it notes

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-   Box of manila folders

-   Box of hanging folders

-   Large envelope/box labeled “PHOTOS”

-   Bag/box labeled “TRASH”

-   Bag/box labeled “RECYCLE”

-   Bag/box labeled “SHRED”

-   Bag/box labeled “ELSEWHERE”

-   Your planner, “to do” list

-   A filing cabinet or box. [If you don’t yet have this, you can use a cardboard “banker box” as a temporary holding location until you can get one.]

2. Clear a reviewing surface, such as a table or desk. Remove EVERYTHING else from this surface.

3. Bring a small stack of paper to your reviewing surface and place it to your left. Sit down and look at each piece.

  • If you decide you no longer need it, put it in the appropriate discard container (trash, recycle or shred)
  • If you need to keep this piece of paper and you already have a file for it in your space, put it in a manila folder and label it with a Post-it note “TO FILE: _(FILE NAME)___”, with the name of the existing file into which you want to put this paper.
  • If you need to keep this piece of paper, but you do not yet have a file, put it in a manila folder labeled with a Post-it note “MAKE FILE: _(FILE NAME)__”, with the name of the new file you want to make to hold this paper.
  • If you find paper that you need to read, put it in a manila folder and label it “TO READ.”
  • For paper that you need to follow up on (e.g. an invitation), put it in a manila folder and label it “TO DO.” To ensure that you act on this piece of paper, pull out your planner/to-do list and schedule when you will take action on this piece of paper. You want to rely on your schedule to remind you of tasks, not seeing the piece of paper.
  • For a bill you need to pay, discard the outer envelope and advertising, open the bill so it is no longer folded, and place it & it’s pay envelope into a manila folder which you label “TO PAY.” As with above, be sure to schedule in time to pay your bills.
  • For paper that you are holding onto until a transaction is verified or completed(e.g. a slip for picking up an order), place it in a manila folder labeled  “PENDING”
  • Paper you are holding onto for sentimental reasons (e.g. an award or certificate) can go in a manila file labeled “(YOUR NAME) MEMORABILIA”
  • If you come across photos, put them in the envelope you labeled “PHOTOS”
  • If you come across items which are not paper, but which have gotten stuck in between papers in a pile, put them in the bag/box labeled “ELSEWHERE”

4. Keep sorting paper until 15 minutes before you need to move on to another task. It’s okay if you aren’t finished – accumulated paperwork may require many sessions. In the meantime…

  • Place the manila files into a large box to “hold” until your next session and keep it in an easily accessible location.
  • Clear the area by shredding, trashing, or recycling the contents of those containers.
  • Take your “ELSEWHERE” container around your home/office and return items to their proper location.

5. The last step is to get the paperwork out of the manila files and into the hanging folders. (For more tips on setting up files click here)

  • Move the contents of the “TO FILE” folders into the existing hanging files in your filing system
  • Create labels for those in “MAKE FILE” folders and add to your filing system.

                                           *   *   *   *   *

As you might guess, sorting paper is an ongoing project, but once you’ve cleared the big stack, you will gain motivation to keep at it.

What’s your biggest challenge when it comes to paperwork?

Submitted by Professional Organizer Seana Turner, Founder and President of The Seana Method.

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