| Paper Management |
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| By Cyndi Seidler |
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| Controlling paper is the first step to organization, whether it
is business or personal papers. It can be an easy task, providing
you WANT to do it and KNOW HOW to do it. I can provide the how-to
part and you will need to provide the want-to part. |
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| Basically, there are only five things to do with paper: |
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1. You can do something with it right then and there
2. It can be placed in an "Action" or project folder to
do something with it later, even a reading or "To Review"
basket
3. It can be routed or delegated to another
4. It can be filed
5. It can be thrown away |
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| The paper-sorting process involves this approach, as does routine
mail in the In-basket. By dealing with each piece of paper, one
by one, it is not so difficult to discover what is worth saving
and what needs to be discarded. The accumulation of paper will occur
when one doesn't know how to orchestrate it into their life or business.
Therefore, the first approach in sorting is to make a decision on
each piece of paper and either handle it right then and there or
put it in its designated place to be handled. The goal is to give
EVERY PIECE OF PAPER A HOME. |
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| There are various "action" type papers which involve
sorting in particular categories. There are: |
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| ACTION PENDING FOLDERS. Any item that requires action which cannot
be done during the sorting process because it involves more than
a few minutes is noted on a "To Do List" and placed in
an Action File Folder or pending basket. (NOTE: It is best to keep
these action folders in a vertical desktop file holder). |
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| PROJECT FOLDERS. This is an action-type folder, however it is for
a specialized project that involves various steps. Anything that
relates with a particular project goes into that file (i.e., researching
a new computer, etc.). When it is done (i.e., you have purchased
your computer), it can be filed away. |
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| REVIEW FOLDER. Any item that requires review or discussion (such
as events to attend, issues to discuss or research, service or products
you want to purchase, etc.) should be placed in a "To Review"
folder. If it is an event you are strongly considering, it may be
best to note it on your calendar in pencil right then and there!
Whatever the case may be, the item needs to be noted on your "To
Do" list (i.e., "Discuss video idea with Smith"). |
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| READING BASKET. This can be anything from article clippings, to
whole newspaper or magazines. It is best to set aside "reading
time" or just take some reading along with you to look over
while you wait for appointments or while traveling. |
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| FINANCE FOLDER. Outstanding bills to pay and things to purchase
should be in action folders, "Bills To Pay" or Purchase
Requests" or "Orders To Fill," etc. The expense items
are entered in a summary ledger of bills to pay (or in computer
program's bill reminder). |
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| MESSAGE SLOTS. Any message papers should have a designated spot
to ensure that calls are returned. If you have a voice-mail system,
there are voice-mail log books which assist in tracking all calls. |
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| The management of your paper flow means getting rid of any paper
stacks and handling each piece so you know what you have to deal
with and how to find something easily and fast. Everything should
have a "home," meaning there is a place for it. The piles
may initially appear like it would take weeks, even months, to sort
through, but they won't. Once you start, you'll begin to enjoy a
clean, happy work place! |
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| Cyndi Seidler is an author, columnist and professional organizer.
She developed an online resource to help people get better organized
at www.organized-living.com.
Please feel free to contact her at Cyndi@orgnanized-living.com. |
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