Are You Overwhelmed By Paperwork?
We're constantly being overwhelmed by paperwork despite the fact
that this is the electronic age and supposedly the need for
paper disappeared with the introduction of the personal
computer! Whether at home or work, in reality, we still like to
read things in 'hard copy' so paper is never going to disappear.
Here are some ways to help you get the paperwork back under
control:
The golden rule to dealing with paper is to do something with it
the first time you touch it. I don't quite hold with the 'handle
it only once' statement, as that doesn't really work in practice
but trying to avoid shuffling it from one pile to another is
definitely to be recommended.
First point - Go out and buy as many folder, trays, boxes and
files as you need to organise your paperwork. You should have
separate files or folders for action items, accounts, tax
information, client information, invoices, reading etc. When the
post lands on your doormat or the paper comes into your office,
decide what to do with it there and then. As you open the
morning post, sort it into the appropriate folder/tray. Action -
pay a bill, make a call, make an appointment, fill in a form,
sign a document etc. Deal with it immediately or as soon as
possible.
If this needs further organisation, create additional
files/folders/trays for bills, phone calls, clients and place
the paper in the appropriate place. Then all you need to do is
to go to this one place.
Read - magazines, reports etc. Put to one side to read later.
Again, subdividing into files such as Urgent, Review, Business
and Fun might help. Set aside time in your day/week to do the
reading. Take a break at lunchtime to read through some
paperwork or magazine.
Carry some reading material with you for those quiet moments
when you're sitting waiting. Don't let things build up - if
something's remained in your unread pile for a period of time,
chuck it out. Cancel any magazines that you don't have time to
read anymore.
File - statements, receipts, articles etc. Place them to one
side in a tray for filing later. Receipts and accounts
information should be filed separately so they can be easily
dealt with when you're working on your accounts. This is not
something that needs to be dealt with immediately and it's the
one area that tends to build up and doesn't get the intention it
should, so don't let it build up. Clear your filing tray on a
weekly basis or perhaps at the end of each day.
Bin - junk mail, flyers etc. This can get thrown out as soon as
you receive it. Recycle any paper you can, rather than just
chuck it in the bin.
Of course your first task each day is 'planning'. Schedule the
time you need during the day for all your tasks - clear your
'Action' folder and make it a habit to clear this by the end of
each day. When are you going to go through your 'Reading' file
and when do you do your filing?
Tackling a BIG Filing Pile!
If you have a large pile of filing or several piles taking up
space on your desk or in your office, set aside a couple of
hours in your diary NOW and book in a time to tackle it. This is
a useful task to do at the end of the day or if you need to
clear a backlog, perhaps at a weekend or even one evening (OK,
this should be an exception, I want to reduce your hours not
extend them!).
Clear a large space to work in - the kitchen table or the living
room floor. Go through it and sort each piece of paper as you go
into appropriate folders, files or 'sub-piles'.
- Bin anything you no longer need. - Action anything that's
lurking! - Put to one side anything that needs to be read.
Depending on how old this pile is (!) you might want to ask
yourself, if I haven't read it by now, how relevant is it? ...
Bin it!
You may end up surrounded by several piles of bank statements,
credit cards statements, client info, paid invoices etc. but at
least now you can pick them up in one group and file them all
away together.
It's immensely satisfying to reduce a large pile of paperwork
that's been glaring at you, into a larger pile that ends up in
the bin and a smaller pile that you now need to do something
with i.e. file!
A couple of hours should be all that's needed, even for a large
pile and if you can't file it all away in one hit, do what you
can in the time you've got, then make an effort to clear a
little bit each day or even 2-3 times throughout the day and
you'll be amazed how quickly it will soon be gone!
Reduce the incoming flood.
Get as much paperwork as you can electronically. Most bank
statements and utility bills are now available online and can be
stored electronically or printed off - but only if you need them.
Cancel subscriptions to any newspapers or magazines that you no
longer need.
Read magazines and newspapers online or go to your local
library. Most publications with a website will publish their
most recent articles online. Newspaper sites have searchable
archives.
Subscribe to the Mailing Preference Service to avoid unnecessary
junk mail coming through your door. I significantly reduced the
amount of junk mail I received once I'd signed up.
Always tick the box on any forms to stop promotional mail,
offers or your address being sent to 3rd parties.
You can recycle old newspapers and magazines by either taking
them to your local recycling point to local schools, hospitals,
surgeries etc.
How could you streamline your office to reduce what comes in and
how much you have to handle in the first place?
Take some time to think about all the paperwork that you have to
deal with on a daily basis and come up with a solution to ensure
that piece of paper ends up where it should first time round.
If you'd like to find out more about how you could put some
systems and strategies in place to enable you to be more
organised, then call or email me for a free consultation.
Copyright 2006: Clare Evans