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I feel as if I’m drowning in paper. What can I do to organize all the paper
that is littering every visible surface and spilling out of all my drawers?
By Maggie Rogers of Amazing Spaces Professional
Organizing Solutions
Paper plagues nearly everyone and is the number one organizing problem
in Canada. Every paper you handle requires a decision that demands your
time, concentration and energy. In order to make this decision process
faster and easier, you require to create a simple, basic filing system. To
do this you need hanging file folders and labels, manila folders and labels
to sub-divide the papers in the hanging files, and a storage container for
the files (filing cabinet, portable hanging file tote, desktop hanging file
rack or mobile hanging file holder). You will also need pencils or felt pens
for labelling, an eraser, stapler, adhesive tape, post-it notes, paper
shredder, recycling container and a wastepaper basket. Finally, you will
need that basket of papers clutter requiring action!
Begin by tackling the most current papers first and moving forward one pile
at a time. As you sort, divide the papers into two categories: 1) papers to
be filed, and 2) papers requiring action. Action papers need to be put into
the action basket and dealt with as required.
Once you have identified items to be filed, you can start placing them into
hanging files and labelling these files using broad category names that are
meaningful to you such as: Financial Records, Holidays, Income Tax,
Insurance, Medical, Mortgage, Renovations, Retirement, School Records,
Utility Bills, Warranties, Wills, etc.
These broad categories may, if necessary, be divided into sub-categories,
using manila folders within the hanging files. An example of this, using the
broad “Travel” category: TRAVEL (Alberta, British Columbia, Quebec) or
TRAVEL (Maps, Packing Lists, Immunization Records). When labelled, the
hanging files can then be put in alphabetical order into the hanging file
container.
Once paper enters your home or office, it is important to keep it moving to
its final destination, whether this is the wastepaper basket, the shredder,
the recycling container, the action basket or the filing system. Ongoing
maintenance is essential; therefore, I suggest purging the files at least
once a year if not more often. This ensures the continuance of an efficient,
functional and up-to-date paper-management system.
For more advice regarding paper management & other organizing
challenges, contact Maggie Rogers of Amazing Spaces Professional Organizing
Solutions at 403.828.0400 or email her at
reorganize@shaw.ca |
