April 15, 2010
Organize Your Files Week
The third week in April is Organize Your Files week and the timing couldn’t be better. It’s probably no accident either. If you struggled to locate all the receipts and records you needed to file your taxes on April 15 this year and have vowed to do things differently next year, now is the time to start.
All clutter - paper included - is the result of delayed decisions and actions. Piles of paper can represent dozens - even hundreds - of delayed decisions and actions. Sound like a scary thought? It should. Putting off this many decisions/actions is most definitely not a good idea and a sure prescription for problems down the road. The longer you put off dealing with your paper, the harder it will be to get started and the more deadlines you’re likely to miss.
Before we can even get to the mechanics of a good filing system (I’m saving that for another column!), you need to figure out how to handle each piece of paper in every pile. It’s not as hard as you think, but, if you really want to get a grip on the paper in your life, it does take discipline and a commitment of time and effort.
I know that most people don’t get excited about paper - except maybe those of us who teach paper management or create systems to help others file things - but try thinking about your paper as outlined below and watch the piles disappear! Ask yourself these three questions to help you get through the piles faster:
1. WHAT DO I HAVE TO DO WITH THIS PIECE OF PAPER?
Scan the item quickly. Look at the first sentence, the last sentence, anything in bold, anything in large size type or meant to catch your eye because it’s in a different color. Look for anything highlighted or underlined and catchwords like "Statement Enclosed," "Pay by," "Due Date," "Return by." Checking for all of these tells you what decision(s) you need to make and what action(s) you need to take next.
2. IF THIS PERSON OR COMPANY KNOCKED ON MY DOOR OR CALLED ME ON THE PHONE, WOULD I SPEND TIME TALKING WITH THEM?
If you have a lot of catalogs or junk mail, it’s important not to let them distract you from working your way through the piles. Imagine that you’re a busy executive. A busy executive would not waste time talking to someone selling something they’re not interested in…and neither should you! Decide quickly if you’re interested in what they’re selling. If you are, put those items aside and save them for when you really have time to concentrate on them.
3. WHAT CATEGORY DOES THIS PIECE OF PAPER FALL INTO: ACTION, REFERENCE OR TRASH? (Think A.R.T.)
Once you’ve figured out what each piece of paper is all about, you can decide if you want to take action on it, file it for reference or shred/recycle it. Shred/recycle is self-explanatory, but for the rest, set up five folders in your paper processing area and label as follows: FILE, PAY, ACTION, READ, INFO. Any paper that needs to be saved should go into one of these folders. If you put a post-it note on paper that goes into your ACTION file indicating what the next action is that needs to be taken and the date that action needs to be taken by, you will save time when you come back to it later. Be sure to note the date the ACTION needs to be completed in your calendar and give yourself a warning with an extra reminder in your calendar a few days prior. Use the “INFO” folder to hold invitations, tickets to the theater, sporting events, etc. and other papers pertaining to upcoming events.
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MILLER ORGANIZING. All rights reserved.
14 Stuyvesant Oval
NYC, NY 10009