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Energize and Organize: Step by Step Paper Management

3/10/2016

 
Picture
Picture
​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.” (Tip: 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 XXXXXX".

​
​
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.
© 2016 Articles on Demand™


Donna LaRoche, M.Ed., Professional Organizer Serving Cape Cod, MetroWest and Eastern Massachusetts  Contact:  617.640.2366  http://www.energizeandorganize.com


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  • Welcome
  • About Us
  • Services
    • Home Office Organization
    • Residential Organization >
      • Are You Chronically Disorganized? >
        • Common Characteristics of Chronically Disorganized Individuals
      • Are you Situationally Disorganized?
      • Organizing by Learning and Action Style Preferences
    • Senior Organization
    • Student Organization >
      • Executive Function
      • Improving Your Child's Organizing Skills
      • Organizing by Learning/Sensory Preferences and Action Style Preferences
      • Organization and Time Management Strategies for Kids with L.D.
      • Student Organizing Tips - Internet Resources
  • Gallery
  • FAQ
  • Resources
    • Charitable Donation Information
    • Decisions, Decisions, Decisions ... To Keep or Not to Keep?
    • Green Tips from NAPO-New England Professional Organizers
    • Insightful Education Websites for Children and Students with All Kinds of Abilities
    • Inspirational Organizing Quotes
    • Interesting Readings
    • Junk Mail and Telemarketing Phone Call Reduction Resources
    • Miscellaneous Organizational Tips
    • NAPO Code of Ethics
    • NAPO-NE Tips for Adopting Green Organizing and Celebrating Earth Day
    • NAPO-NE Tips for Practical Ways to Get Organized
    • Outstanding Professional Organizer Websites
    • Organizing Product Stores
    • Resale Information
  • Testimonials/In the News
    • Testimonials
    • In the News
  • Contact
  • Blog