When people and businesses started using PCs, did you envision a paperless future? I know I did. That was many years ago, but paper clutter is still one of the top reasons people want to work with a professional organizer. For some reason, we still struggle with those piles, bags, bins and boxes of paper.Most people think they have to organize all of the paper they have, sort it all out, set up files and THEN they're ready to be organized with what's coming in. That thought alone can send us running for our favorite avoidance strategy (t.v., ice cream, Facebook, etc) .
The good news is that the backlog doesn't have to disappear before you can set up a system, if you start with today and think only about going forward for now.
The very FIRST step is to set up a system for handling the paper that's coming in today. You can even put all of the old stuff in a bin or box and set it aside for now. You could probably light a fire under it and never miss it, but I won't recommend it.
This is what has worked for many organizing clients: You'll need three baskets or trays, or mail sized containers. I use wire baskets because they're easy to move and things don't fall out of them easily.
OPEN AND TOSS (5 minutes)
When you get today's mail, IMMEDIATELY (today!) recycle or add to the shredding pile any and all junk mail, brochures, catalogues, etc. If it's not something you intend to act on NOW, it goes out. Unless you're a really organized coupon person and you use them all the time, get rid of those too. You can lose more money as a result of disorganization than you'll ever save with the coupons, and they won't be there to torment you about not using them. Now the mail goes into the Holding Basket.
THROW IN HOLDING BASKET AND FORGET IT FOR NOW (1 minute) The holding basket might be in your kitchen or entryway, or wherever you normally put the mail down when you bring it in.
Basket #1 is your Holding Basket. This one is kind of controversial. Theoretically, you're supposed to sort your mail the minute you bring it in, but the problem is, no one does that! I throw mine in this basket and then open and sort it every few days, or at least once a week. I also put in receipts I need to keep or other information I have to deal with or file.
SORT AND TAKE ACTION ( 5-20 minutes at least once a week!) This is when you get everything out of the holding basket and put it where it belongs. These baskets would be located in your office, or wherever you do your paperwork.
If you can pick the same time each week to sort, it's so much easier to remember. When you sort ( at least once a week) everything goes into basket two or three.
Basket #2--Action Basket. Doesn't that sound great? You're going to take action! These are things such as bills that need to be paid, classes you're going to sign up for, invitations to RSVP, permission slip forms that need to be signed, and anything else you have to take care of.Basket #3 --Reference Basket. Here's where you keep information you're absolutely going to want to refer to IN THE NEAR FUTURE. "Might want to use some day" doesn't fit into this category! "Can be found on the internet" doesn't fit into this category, either. It might be schedule of community classes you want to sign up for, or store sales and coupon notices. I recommend NO catalogues, unless you know for certain you're going to order something. Each time you sort your mail, you'll get rid of outdated stuff in this basket.
To be filed--this can be a file folder. In here you'll have things that should go in your yearly files, such as bills that you've paid, receipts, statements, etc. You'll be filing these at least once a month.
(Note: the HOLDING BASKET is now EMPTY. Yes, you heard me correctly: empty! No exceptions).
Yay! Now that you have a system going, you've made a HUGE first step in dealing with all that paper. Watch this spot for strategies to deal with the backlog.
If you need help getting started, remember that your friendly home organizer is just a phone call (or email) away.
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