7 Ways to Organize Paper Clutter
Paper clutter is perhaps the most unsettling type of clutter. After all, it is representative of lingering decisions and to-dos. When you have paper clutter all around you, it’s hard to know exactly what’s hiding at the bottom of the stack and you’re not sure what needs your attention and time.
However, when you have a filing system in place, you can put an end to the uneasy feelings created by paper clutter. Check out Declutter Fast for more tips on decluttering your environment. Here are seven steps to get paper clutter organized.
Create a Collection System
The very first step to getting rid of paper clutter is to create a spot to place incoming paper. First of all, determine the best place for this collection system. If you’re not sure, think about where things are landing now. This is the place you’re putting things now, so it makes sense to make this the area.
Once you’ve decided where to put it, place a container such as a basket or tray and make it official. This will help you keep all papers together instead of allowing them to be strewn all over.
Once you have implemented a collection system for your papers, the next step is to set up a system for each type of papers: action, reference, and archive.
Create a System for Action/”To-Do” Papers
You should start by setting up a system for processing your action/”to-do” papers. After all, this is the most important type because they tell you that you need to make sure a specific task gets completed. This includes permission slips, party invites, and bills.
Make sure that you consider convenience when you are creating your system for action/”to-do” papers. Ideally, the system should be set up close to where you do the tasks associated with paperwork. For example, if you process your bills at the kitchen table, the file should be set up somewhere close to the kitchen table.
Create a System for Reference Papers
The next type of paperwork is the reference papers. This is anything that doesn’t require any specific action at the moment. If there is an action required by this paperwork in the future, there will be something on it that will trigger your action.
One reference item is carry out menus. The menu doesn’t tell you to order food- but when you’re hungry and you want to order take out, it’s good to know where the menus are kept.
Since convenience is key to a great reference system, binders work well. You might even consider keeping this file in your filing cabinet if you have a home office. After all, chances are that’s near your phone- so you can grab the menu and then call in your order.
Create a System for Archive Papers
Archive papers are permanent records such as old tax returns and anything else that needs to be held onto for a certain amount of time. Just as with reference papers, archive papers don’t really have any specific action associated with them at this time.
Since you’re going to be accessing these less than you would any other type of paper, you can keep these in the bottom file drawer of your filing cabinet.
Develop Habits for Using these Systems
Once you have successfully established your filing systems, you need to establish habits that you need to use them. Of course, each one requires different habits. For example, you should empty the collection system once a day to distribute everything to its proper place.
As you use the systems, you’ll find that your habits will change and develop as necessary until you have found a successful way to use them. Plus, you’ll find that the more often you process your action papers, the less likely you are to get behind.
Process Your Paper Backlog
Now that you know what to do with incoming papers- do you know what to do with the backlog of papers that seems to be staring you down? The best way is to prioritize it and take it down one step at a time.
- Daily Inflow: the best way to deal with backlog is to avoid adding to it. The first priority should be to stay on top of new things coming in by dealing with it right away.
- Visible Backlog: once you have learned to deal with the daily inflow, you should deal with the papers that are stacked up everywhere. This means the piles of stuff that people can see when they come into your home or office.
- Hidden Backlog: once you have learned to deal with the daily inflow and the backlog that can be seen- it’s time to deal with the stacks that are hidden away.
Enjoy Your Clutter Free Desk/Counters
Once you have gotten your paper clutter under control, you can relax and enjoy the peace that comes from being free from it. Enjoy it- and then live your life! Don’t forget to check out Declutter Fast for more help on decluttering.
