Paper Management 101 by Debbie Williams
Did you know that the average executive wastes 150 hours per year
looking for documents? One in 20 documents is lost and never recovered.
As an organizational consultant, the most common question I hear from
clients is: How Do I Get My Papers Organized? Id like to help you create
a working system for your home or office. A basic filing method can be
set up with three easy steps: sort it, file it, or follow up on it.
Sort It. Before you can file a single piece of paper, you need to sort
through the stacks. Get rid of anything that you havent used for the
past year, except tax and business documents. This applies to business
and personal papers, magazines, newsletters, business cards, and your
Rolodex.
File It. 80% of what you file is never looked at
again! This puts things into perspective, doesnt it? There are two basic
file types: archives and current. Archive files contain legal and tax
papers, while current files include receipts, warranties, instruction
manuals, reference material, client information, etc.
Follow
Up on It. There are several ways to keep track of projects you need
to complete, or clients you need to contact at a later date. File Box:
Purchase index cards with labeled dividers. You can use an alphabetical
system, or write your own category name on the tab. Note important dates
and projects on each card, then file. Accordion File Folder: Buy a
3-sided folder labeled A-Z or 1-30 for your desktop or cabinet. Place
each document to be processed at a later date behind the corresponding
numbered or lettered divider. Keep only the current month in the
dividers, placing the distant dates in the back of the folder. At the
beginning of each month, pull the papers for the current months
attention to be filed. Repeat as necessary each month. Computerized
Planner: The software is designed for use alone or with a companion
notebook organizer. Some have an alarm or flagging feature, which
automatically notifies you of upcoming projects and their due dates.
Now that youve established your paper management system, lets think
about maintaining it. Just remember three easy rules: keep everything in
its place, file as you go, and be consistent.
Mail order catalogs
contain wonderful organizing products such as bill paying notebooks,
greeting card files, budget managers and planning calendars. Discount
stores or office supply stores offer magazine holders, hanging folder
holders, milk crates, vertical file holders, wicker baskets, and
stacking trays.
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Use a tray or a folder to collect mail and process daily.
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File business cards or update your database on a daily basis.
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Post upcoming business and personal transactions in your planner or
follow-up file, then file the documentation.
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Keep receipts in a folder or envelope, then cross-reference with your
itemized bills.
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Purge files at least once a year.
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Designate a time and place to process mail and record incoming bills.
Remember to only be as organized as you need to be. Tackle those stacks
of paper ten or fifteen minutes at a time each day until you can finally
see your desktop. I think youll be surprised at how much you get done in
a short time.
Set up your files where they will actually be used,
not where you think they belong. Once youve set up your working system,
commit to maintaining it. And youll find that you have created more time
to spend on the things that are really important.
As an expert in
the field of organization, Debbie Williams offers tools and training to
help you put your life in order. Learn more at
http://www.organizedtimes.com
