Thinking about going “paperless”, or at least gaining some control over all those piles of paper that seem to breed when you turn your back? I have been fighting this battle more intently over the last few months, and thought I would share some observations. Creative thinkers (myself included) have a different system of organization that others may not understand (and consider messy); but the good news is almost everyone has some sort of system that allows them to find what they need when they need it, so you won’t be starting from zero.
Find Your Starting Point
Where to start? The articles on going paperless and the stacks of paper themselves were overwhelming to me. There was a lot of advice out there, but most seemed to start with the main part of the process, and assume that I was organized in the same manner that the author was. What pile should I start with? We have a rather small house, so at the beginning of the year I got aggravated enough to do something (further) about it. I had bought a shredder and that helped somewhat, but I was ready for more. Being tempted to rush out and buy something else to corral the paper, I thought about how well
that had worked in the past--hmmm… So reluctantly I reviewed some notes I had on an organizational system I was trying (Getting Things Done by David Allen), especially his chapter on setting up (or tweaking) your office.
Use What You Have
So here’s my first tip: before you get lost in the articles (or piles),
inventory what you have and review your system. For me that was the physical system:
- an overflowing Inbox
- a stuffed filing drawer in my desk (which was nearly impossible to file things in, hence the overflowing inbox)
- a step file rack for action files (Calls, Errands, et al.) and active projects
- a bill file
- a 3 year Tax Box (tax files for the last seven years in a portable file tote)
- oh, and the piles of homeless documents on the kitchen table, kitchen temporary bill holder, bulletin board… of course
Again, use whatever organizational system, books and/or literature you already have. With help from Mr. Allen, I decided to buy a two-drawer filing cabinet, a box of manila folders and two boxes of hanging folders. This at least would help the traffic jam at my desk. Admittedly this took a while because first I had to reorganize part of a closet to make room for said filing cabinet. But this allowed me to
separate the files further for manageability and efficiency: Current and Archive(d). This would be my second suggestion; it allows you to focus on the Current set and deal with the Archive(d) files later. The filing cabinet was the new home for my Archive files. Sidenote: I also would up buying a label maker for labeling said files which made the files legible and structured, but this is up to you.
Keep Up Your Momentum
Maintain your momentum and pace yourself. This may seem paradoxical, but I have a tendency to dive in and burn out. As The Flylady Marla Cilley says, set a timer for 15 minutes; at the end if you are still enthusiastic reset it, but don’t do it for more than an hour or so.
Yes, I haven’t said anything about digital files yet. It was easier and more of a quick win to start with the physical ones. More on the digital ones later, although I would include them in your system review as part of the overview of your workflow. You will probably find that the software/resources you already have will help with organizing your digital files.
If you aren’t sure what to keep and what to throw out, see
Bankrate's table. As a great resource in this initial process, I would also recommend Brooks Duncan’s website
www.documentsnap.com. You can sign up for a free Paper Sanity course there which sends you periodic emails to help you get started.
Resources
Here’s a short list of the resources/articles that helped or motivated me the most in these initial stages in addition to the ones mentioned above.
- http://www.documentsnap.com/juststart/, “We Are Our Own Worst Enemy When Going Paperless”. The first three-quarters of this article were the most helpful to me, through the Starting section (and the Ignore Complexity section, particularly for the idea itself--again, discussion of the digital files is food for a later post)
At the end of this process, I had a manageable set of files, an idea of my current structure (and ideas on how I wanted my future structure to look), and a more streamlined system altogether. (Being able to file new papers in the file drawer in my desk, for example). Next time, more on digital files, scanning and tackling the bill file and the mail. Thanks for reading!
