Can you see the surface of your desk? Are important papers and files buried amongst other important papers & files, in ever growing stacks spread around your office? Do you often lose your pen amidst the papers?
Or maybe you are one of those sleek sophisticated types that has a beautiful imported African cherry wood desk, polished to perfection, with nothing on it except your streamlined notebook computer, a gorgeous office complete with a breathtaking view of the water, and nary of piece of paper in sight. If so I wouldn't bother reading this article, (but you may want to consider writing it!).
Paper, if not attended to on a regular, consistent basis, has a way of spreading and multiplying like the latest virus, at least that is the case in my home office.
I pay all my bills online, and save important information to my computer's hard drive and disks. Yet there is no shortage of paper that threatens to consume my office if not acted upon by being sor ted, filed, shredded, recycled or burnt in the fireplace, more frequently than I care to deal with it all.
Our paperless society may be quite a way off yet, and I must admit, that I do feel a certain level of comfort knowing I have a hard copy filed away somewhere.
When I am not avoiding the task at hand, and fantasizing about living in a time before paper was invented, I have found that some of the following systems have helped me deal with my never ending piles, (of paper that is).
1. Buy colorful folders, envelopes, boxes etc., which appeal to you, and designate the colours to be associated with certain papers, bills, receipts etc.
2. Designate an area on your desk for papers that are 'PENDING' that can not yet be filed, recycled or shredded. Using colour-coordinated folders or envelopes will prevent these papers from spreading across your desk. Be sure to have a 'TO READ' folder for information you intend to read at a later date. As you add to thi s folder you will likely find information you intended to read, but n ever did, that is now so old or no longer of interest, that you will happily discard it without reading it.
3. Keep paper handling to a minimum. Pay it, file it, recycle it, shred it. When you open the mail, put the paper in the appropriate folder or file and drop the envelope in the recycling bin. Be sure to have a 'TO BE PAID' folder or file box that is categorized by date so your bills will be paid at the appropriate time. Setting up auto pay systems for recurring bills like your mortgage, hydro, phone bill etc. will eliminate unnecessary paperwork, late payments, and may create the blissful illusion that you don't have a lot of bills to pay.
4. Keep cheques, envelopes, return address labels, stamps, staples etc. together in one area like your desk drawer or an attractive box. You'll have everything you need at hand when its time to pay bills, (for those of you that still pay bills via snail mail), and of course for those few of us left that still write handwri tten letters to be delivered to appreciative recipients by Canada Post.
5. Stop printing everything. Most information you print will never be read again anyway, and you are just contributing to your own excess paper problem. Retrieval of information is usually faster and easier via your computer provided you know where to look for it, and have saved the information with a title that easily identifies what it is.
6. Become ruthless in what is spared from the shredder and recycle bin. Information is readily available on the internet and frequently recycled in magazines and periodicals. Ask yourself "Why do I want to keep this?"
7. Designate 5 to10 minutes on a daily basis to handle all papers on your desk. A few minutes handling the paper during your workday will keep it under control. Make it a habit.
If you haven't been regularly attending to your papers and you've got a daunting task ahead with mountains of papers, schedule 30 to 45 minute blocks of time a couple of times a week, on top of your 5 to 10 minutes per day , until you are caught up. Listening to your favorite music while you sort and file can make the task more pleasant.
Paper clutter drains energy. Once your desk is clean you will likely feel a boost of energy, and be able to work more effectively while in your office.
As you sit and admire the wood grain of your desk, remember to give yourself a pat on the back for a job well done!
Katherine G. MacRae
SuccessBiz
November 25, 2002
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