Get Thinner Files in Just Minutes a Day

A few years ago, I reached the point where I was tired of handling papers and despised filing even more.

I sorted through my files, took out as many papers as I could and then dumped the papers I didn’t need in my recycling bin. This decluttering process took a few hours, but when I finished, I knew that maintenance would take only a few minutes every day.

Now, instead of adding more files to my file drawers, I store files electronically and back them up in three places. This may seem like overkill but it takes only one computer crash to figure out it’s easier to back up info than to try to recreate it.

Try these ways to reduce your files and overcome information overload, without spending too much time or money.

Think before you buy

Before you spend money on another file cabinet, weed through your file drawers and either dump files or put them in a box with a lid and label the box. Several of my clients have trashed files they didn’t even open because they knew they’d never refer to them again. Decluttering is easier when you label files clearly.

Don’t let your desk turn into one big “in” box

Separate magazines and anything else you can read later, and papers you need to file, from papers that need your attention. That includes bills, proposals and correspondence from clients. You shouldn’t have to sort through papers you don’t need, to find the papers you do need.

Use a stacking bin, basket or other type of container to hold anything you want to read and use a separate container for papers you need to file. Better yet, use a scanner to store important information you need to keep for tax or legal reasons. Then, remember to back up your files.

Use reliable reminders

Don’t leave stacks of paper on your desk to remind you of what you need to do. Instead, rely on a to-do list, whether paper-based, electronic or computerized, to remind you to handle important tasks. Then you can file the papers in a current file system, in your reference files, temporarily store them in a stacking bin, or put them aside to handle later. Filing isn’t for everyone, and because you’ve recorded any action you need to take with each piece of paper, you’ll be able to handle tasks without keeping papers in front of you.

Move paper forward

The saying, “handle paper (or incoming information) once” is outdated and unrealistic. Instead, take action to move papers and e-mails to the next step. That means that instead of looking at a piece of paper and then putting it back into a stack, do something to move it forward. The P-A-P-E-R system is a good place to start.

The stacks of paper in your home office didn’t appear overnight, so it’s going to take time to thin your piles, set up files, and get your papers under control. After you’ve set up systems that work, maintaining paperwork should take only minutes a day.

How do you handle paper overload?