In the last Quick and Dirty Organising post we looked at how to get some fast relief from your email-induced stress. This time around, we’re tackling piles of paper.

As I said before, if getting organised is one of your resolutions, you need to be smart in your approach. If you bite off more than you can chew and/or dig in without a rational plan, you may well end up feeling worse than when you started.

So, to review – here’s the process we’re going to apply to our high-stress, low-on-time organising projects this year:

The Quick and Dirty Organising Process:

1. Get real
2. Get some breathing space
3. Get past the guilt
4. Get new systems
5. Get a new mindset
6. Get support

Quick and Dirty Paper Organising

More often than you might think, I come across an office that has paper piled up on every flat surface, including the floor. After reassuring the client that it’s not the end of the world, we do a few really tough things in that first session.

I have to say, “Trust me…” a lot. But then…the sense of relief and optimism we both feel at the end is pure magic. Ready to give it a whirl yourself?

Step 1: Get Real

I know you’d really like to go through every piece of that paper and get all those tasks done, apply all those great ideas, take advantage of all those discount offers, visit every travel destination, read each article, write every thank-you note…and on and on and on and on…

But the thing is, that would take for-e-ver, especially if you don’t know how to process that stuff properly.

Plus, a lot of it is old news or stuff you wish you had done. What good is spending time on that? Looking at it all now is more likely to make you kick yourself than propel you forward.

Look around you. There is probably one pile that represents your ‘hot’ papers, in other words, the ones that matter most – and soon. Those are the only ones to pay attention to right now. Put those on your chair.

Step 2: Get some breathing space

As for the rest of those piles? Get them out of your way. Grab some shopping bags or file boxes, and load them up with all those piles, starting with what’s on top of your desk and continuing out from there.

Label the bags or boxes as best you can (if at all), and move them as far from your workspace as you can. Another room is ideal. Then turn your back on it all and return to your desk. This is the dirty part, but trust me…

Get past the guilt

I KNOW there may be things in there you need. Fine. You can go after them later, when your office is functioning again. You’ll be much faster and better at getting through that backlog effectively once you have learned to work systematically.

If you tell yourself you have to start getting organised by sorting through the backlog, you will never get there. Focus on managing today’s papers – and tomorrow’s.

Get new systems

1. Create a single collection point for all incoming paper. Most people use a letter tray, but just an area of your desktop will do. Move your hot papers from the chair to this collection point.

2. Set up some lists and learn to pitch/recycle the paper, keeping only the idea, or task, website address, restaurant name, travel destination, or other bit of valuable information that is represented by each item. Write these things down on your lists, and look through them when you do your planning.

You can set up your lists in a small ring binder with tabs or use an electronic system like Evernote or Mind Manager. You can also use the Notes function of your handheld device and/or the Notes function of your electronic organising program (Outlook, Lotus Notes, Entourage, etc.)

3. Create some action folders that stand upright on or near your desk. These folders will help you clear your In-Tray quickly each time you sort through it. Common examples:

• Discuss (with boss/team/spouse at regular meetings)
• Bills to Pay or Receipts/Expense Claims
• Database/Address Book Updates (Put business cards in here)
• Reading (Great for regular newsletters, etc.)
• Watching/Waiting (For things you’ve delegated or pending events)
• Idea Capture (A personal favourite – for great ideas you want to process into your idea/project lists later, say once a month)
• Review on Weekend (This is for stuff you don’t need to think about until you’re planning for next week.)
• Current Projects (one file for each of your main projects)

4. Now sort through your in-tray items one by one, and process them onto your lists and into your action or project files. Do this at least once a week.

5. If you come across items you need to keep for longer term reference, you’ll need a hanging file box/drawer or some ring binders…but that’s a project (and article) for another day! For now, put them in a letter tray marked ‘filing.’

5. Establish a regular time each day or week to deal with what’s in your action folders. Tie this to a reliable routine you already have, or set a reminder on your desktop calendar or phone until this becomes a habit.

6. Make a personal commitment to clearing your work surface each day before you walk away from it. At worst, put what you’re working on in your in-tray. At best, put it where it belongs.

Get a new mindset

Dealing with piles of paper does set off a lot of emotional triggers for people, but remember this: If you believe it’s impossible to get organised, you’re right. If you believe you can get – and stay – sorted, you’re also right.

And do you know what? If you work at that backlog over the next few weeks, bag by bag in little bursts, you’ll get through it faster than you think – once you have the right systems in place. In the meantime, it won’t be in your way.

Get support

It’s no fun to do big paper organising project alone, so I’d recommend doing whatever you can to recruit some help:

• Do you have an assistant, partner, helper, colleague or child who could help with your sorting – or filing?
• Is there someone who can help you get through some of the administrative work in your paper action files on a regular basis?
• Could your friends, family members or coach help you stay positive and keep moving forward?
• Can someone cover for you at work or at home for a few hours here and there so you can get this project done?

Good luck – and send me your before/after pictures so I can celebrate with you!!

Filed under: Info-Overload, Paper | 1 Comment »