One of the most popular questions I get is this:
How do I control all the paper?
I understand this question completely because I have a big yellow desk and when I get lazy, that’s the first area that goes out of control for me too.
The first thing you have to do is make decisions on what next for every piece of paper. I like using a timer because I’m naturally competitive (anyone relate?) and that inspires me to take action, and quickly too!
Before you start, gather the following items:
1. a timer (use the timer on your phone)
2. wastepaper basket
3. brightly coloured pen (I like a nice thick red gel pen)
4. notebook and/ or planner
5. post-it notes (the originals, not the cheap stuff)
Right, now you’re set!
There are only four actions you’re allowed to do once you’ve looked at each piece of paper. Don’t take longer than 30 seconds to scan the page.
1. Dump it
Throw it in the bin. The more ruthless you are, the less you have to file. Win-win!
If you only need one piece of information, write it down straight in your notebook or diary, and then throw the piece of paper away. Some of you are hyperventilating – you’ll be okay.
2. Delegate it
If someone else has to attend to it (husband needs to phone), write the action on the paper itself or on a post-it note and put that in a separate pile.
3. File it
Please do yourself a favour and only put paper in this pile if you absolutely need to reference it again. Just a quick statistic before you add anything to that pile… only 20% of filed papers are ever referenced again. Ahem.
Use your post-it pad for different categories. For example, when I’m doing my weekly paper sorting session, I use Household, Marcia, Dion and Kids as my categories.
4. Do it
Here I apply the two-minute rule. If you can do it in two minutes or less, do it right there and then. When I say “do it”, I mean either action it or schedule it to action later.
For example, if you’re working on your papers at 10 pm and need to make an appointment, you can’t phone right there and then, so write it on tomorrow’s to-do list or add it to your phone as a reminder. That’s within two minutes and it counts.
There you have it – the only four things to do with paper. If you stick to making decisions and taking action continually, your paper will be beautifully organised in no time at all. But remember, there’s no shame in the paper getting out of control now and again.
Is paper an area in your life that you battle with?
Is it the decision-making part, the sheer volume, the fact that you’re scared you may need it again? Tell me more.
