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Get Organized
Getting Rid of Paper ClutterQuestion: Debbie, I have so much paper. I have magazines w/ recipes, articles of interest, personal papers. I have 2 full filing cabinets, recently purged. How do I organize this? I was scanning recipes into the computer that takes forever. HELP!!!! My husband calls me the Queen of Chaos.Liz
Answer: Dear Liz,
1. Organize -- now that you've recently purged your current papers, it's time to organize them so you don't have to keep repeating this dreadful step each month (or week, in some cases). Create two sets of files, Current and Archived. The current files consist of things you access daily or even weekly such as: bills to be paid, appointments to be made, and anything else requiring action (either today or in the near future). Create simple categories for these items with names that make sense to YOU and keep the stacks separated in manila files or stacking bins. (I recommend folders so that I can store them vertically-- stacking bins are just one more place for folks to add to your clutter!) Color-code if you think it will help you stay focused, either by using colored folders or colored dots on plan manila ones. Store in a vertical stair-step rack on your desk or countertop, or in hanging files in a small crate or desk drawer. Just don't file these away so safely that you forget where they are and stop using them! Archived Files are those you've processed but need to retain such as: paid bills, receipts, warranties, tax records, business expenses, and so forth. Store them in your file cabinet inside hanging folders, and purge on a regular basis. Paid bills such as utliities and mortgages can be moved from your file cabinet to bankers boxes on a yearly basis to make room for the next year's paperwork. Be sure to label your boxes before storing so that you can find papers in a hurry for taxes or when selling a home. 2. Maintain --- since you know what types of files you need to organize, it's time to keep that system running smoothly. Your papers should be processed routinely, same time same place. Try to get in the habit of being the one to open mail, and read it in the same place each day. This avoids scattering and possible loss, which occurs when too many people have access to the incoming mail. Sort your paperwork as it arrives in your home, in categories such as TO FILE, TO TOSS, TO PAY, TO CALL, FOLLOWUP LATER, etc. Those become the titles or labels on your file folders, and make this whole process easier to deal with. Store your papers together in manila folders, pocketed folders, a binder with pocketed dividers, or an accordion file. The tool doesn't matter, but your system DOES. Perhaps you've used a system at work; don't hesitate to bring that concept home with you to make paperwork easier. 3. Manage -- as for those articles and the rest of the daily paper deluge, try to clip & toss as much as possible. Clip the article, file it in a binder or photo album with magnetic sheets, or even a pocketed folder. Keep it in a folder TO BE READ until you have time to peruse, or once read, file in your cabinet for future reference. You'll find there's no need to keep the entire magazine or newsletter for one small article or recipe. Prevent input overload by requesting that your name be removed from junk mail senders' mailing lists. It's hard to be overwhelmed by overload if it's stopped at the door!
Good luck,
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