Paper Piles: Solved!
At home or in the office do you have: Piles of papers to be filed? Piles of papers to sort through? An overstuffed filing cabinet? If so you are not alone and this week I want to share with you some quick and simple ways to manage the paper and the files. First we’ll look at what a working system looks like, and then we’ll go through finding the time to put the steps into action. Ready, here we go! *System Key #1: Separate Current from Archival* There are two basic types of files: temporary (working) and permanent (archival). How often you need to reference the information tells you which is which. *System Key # 2: Label All Files* Each file must have a title. Shy away from broad titles such as urgent, my stuff, and to do. Instead stick with just what is inside the file like home decorating ideas or prospects to call. *System Key #3: Storing Files* Who will use the files, when and where? Do you need to reach the files while sitting at a desk? Is security an issue?
Most likely the files will go through several areas. For example, you might be working on a file and store it in a wall file system near your desk, then put it into a nearby file drawer until the project is complete then recycle it or store or away. So how many file cabinets do you need? Hoe about file storage boxes? Or file storage options for leaving the files out within eyesight? *System Key # 4: Filing System* How will you file the files? You need one system that makes sense to you and that you use consistently. Here are some of the most popular choices: · Alphabetically- by topic not necessarily by name, if you did it by name you’d be in V for Verizon then C for Comcast Cable which is not efficient · Subject- for example BILLS as the hanging file with manila folders inside for each type of recurring bill · Numerically — excellent for dated material, such as purchase orders. · Tickler file- 1-31 set up by days great for very detailed tasks, such as tracking bills, and correspondence.
*Action Step 1*
Make sure your shredder is in working order, plug it in and keep it nearby *Action Step 2* Set aside 18 minutes of time to weed through a handful of files in the filing cabinet, grab a few files and purge them *Action Step 3* Work for another 18 minutes or until you have at least half a drawers worth of space *Action Step 4* Gather your filing supplies labels, folders (manila and hanging), tabs, label maker and post it notes. *Action Step 5* Set your timer for 18 minutes and pick up the top paper from the closest paper pile and take action. Save it, shred it? Recycle it, read it? Make a decision and follow through. *Action Step 6* Go through the papers in small blocks of time, asking yourself the important questions like: when is that last time I needed this? Am I going to read this before it’s out of date? Can I get this again if I need it? Am I the only one with a copy? What’s the worst thing that can happen if I toss this? *Action Step 7* Stuck about whether to save it or not? Try a two-step toss; designate one box as the two-step toss box. If you are really unsure toss it in the box and save it for a month or two, if you need it then it’s there, if not recycle the box at the end of the time. *Action Step 8* Take action on every new piece of paper that comes your way; do not just put it down! Put it away! *And might I suggest being prepared?* Make it as easy as possible to add new files to your system. Keep a stock of labels, folders (manila and hanging), tabs and other filing materials close at hand. Be ready to quickly create a home for any
lost piece of paper. That’s it! You’re done :) Remember it takes less than two minutes to create a new file so take control of the paper and stop the piles! A great filing system is the key to calming the chaos.
New Program Dates for Jamie Just Added
View Jamie's Calendar of Events Here more dates to come be sure to check back *Featured Service of Product of the Month* This month I want to highlight a space maximizing product: under shelf baskets. These vinyl-coated Under shelf Baskets are great for storing napkins, dish towels, and table linens. Simply slide one onto an existing shelf. Prices run $4.50-$5.99.
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Jamie Novak
Scotch Plains, NJ 07076
Los Angeles, CA 93550
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