Tip Tuesday-Managing Paper Overload

Not MY desk, and not as pretty as fall leaves.

If trees dropped paper, my desk would look like autumn year-round. As much as I try to eliminate paper in my life,  it keeps on coming. (I had a lengthy discussion with the newspaper guy handing out free papers at the grocery store about this very topic recently.)

I picked up a few tips/rules  for paper management from the Administrative Professional Conference, that while not completely new to me, were a nice reminder and reboot for my desktop dilemma.

The Touch it Once Rule

I always thought this idea completely ridiculous, perhaps because I was very literal in my interpretation. I am most likely going to touch any piece of paper more than once. I can, however, make some quick decisions about the future of that piece of paper as soon as I see it.

The FAT Rule

The first touch (but not likely the last) is sorting. There are three basic choices you have with any piece of paper: File, Act or Toss. If you are managing a good volume of paper, you probably have one of those stacking trays for incoming, outgoing and to be filed papers. At home, I have a basket in my kitchen where I throw all my mail and kids school papers and forms. I try to sort this weekly.

Some things just need to be saved for future reference. When a document comes in, write the first word that comes to mind for future filing. Some things will go directly in the "to be filed" pile, others will require some action - bills to be paid, forms to be filled out, or some other follow up action. These will go in another pile. (How you manage the filing and action items will be posts for another day.) Being quick, ruthless and decisive about what goes in the trash is the quickest win you can gain in the war on paper.

The YUNK and the Junk

What about that stuff you really don't need but think you might want later - like that Bed, Bath and Beyond coupon or yard sale flyer  - the YoU Never Know (aka YUNK) stuff? If it makes you feel better, designate a basket or box for these things. Go through it every week or so. (If you're like me, you'll probably find it is just a waiting room for the trash.)

Better yet, don't torture yourself with more of these decisions than necessary. Remove yourself from mailing lists. Here are few to start with:

• www.junkbusters.com 
• www.dmachoice.com 
• www.optoutprescreen.com

Do you follow these rules? What tips do you have for managing paper overload?