Every so often I go through all the paper that I have buried in my many handbags and it amazes me. While I do most things electronically, every so often I feel the need to print something, and then something else, and then another thing, and eventually I start increasing that paper trail.
Give the chance, paper can sometimes takes over our lives and is often the worst thing to get organised.
What I often do now is go through these reams of paper, say every quarter, and I’m very ruthless – if I haven’t read it by then, then off it goes into the recycle bin or shredder. It’s as simple as that.
Here are a few tips on how to tame that paper monster in your home or office for good:
File paper properly
Goodness, I can’t believe I’m talking about filing in 2011, but it’s still a necessity! Work out a system that will work best for you – client files versus project files, colour coding, and so on. Once you’ve worked out your system, make sure to use it – start filing all relevant information in the right file and you’ll soon be doing it on autopilot. It’s also helpful to attach blank sheets of paper to files, so that you can take notes right where you need them in future.
Use task lists
Employ a task list for projects. Think through the project step by step, then, create a list for all these steps, or tasks, to help you get them completed. Keep your task list stapled to the inside front cover of your project file so you can refer to the list whenever you work on that project.
Avoid paper piles
There are normally two things that happen to information buried in a paper pile – either it is forgotten or it can’t be found when you need it. Paper piles are like the plague – they should be avoided at all costs. When you acquire a piece of paper, you should do one of three things: file it, write the information down elsewhere (such as in your diary, on your Blackberry, iPhone or other smartphone) and bin it (the eco-friendly way, of course), or use it as scrap paper.
Post-it notes and scraps of paper are a no-no
Avoid always putting information on sticky notes and other tiny pieces of paper; if you need to write something down, put it in your project file or on your to-do list. While it’s okay to use a reminder such as a sticky note every now and then, using such scraps of paper is dangerous as they tend to get lost very easily.
