Paper patrol: 10 steps to a clutter-free office

Home Office Computing, Feb, 1991 by Andrea R. Davis

You're probably thinking, "Oh no, another list that's supposed to help me get organized." You're right, this is a list, but it won't just help you get organized; it'll help you stay organized. Follow these strategies from Stephanie Culp, author of Conquering the Paper Pile-Up, to help you get your papers in order.

1. Open your mail as soon as you get it. Then sort mail into four categories: "To Do," "To Pay," "To File," and "To the Trash. "

2. Be realistic about reading. Evaluate your subscription list on a regular basis. If you're constantly falling behind in your reading, let some subscriptions expire. Have someone prescreen your business-related reading material. Clip only the most important articles for reading; throw the rest of the periodical away.

3. Decide to decide. Make decisions about your paperwork. Stop putting papers in piles "just for now. " Decide to read it, file it, pay it, or do it.

4. Prioritize. Don't let your "To Do" box turn into a burial ground. Start each day by going through the box, prioritizing what must be done. Move these papers to the center of your desk, then deal with those items first.

5. Put off procrastination. If you find yourself procrastinating on your paperwork,, try to address the worst of it first. Or tackle it in small segments-it's a cinch inch by inch. Or, better yet, delegate it. Let somebody else take care of it if you can.

6. Don't dump. Quit using your files as a dumping site. Remember that you may never again look at 80 percent of th you file.

7. Follow the KISS rule-Keep it Simple, Sweetheart. Remember that it's difficult to save and file all your papers. To maintain paper management in your office, you sometimes need to kiss your perfectionist tendencies goodbye.

8. Learn to let go. Be selective about the papers you keep. Save the most important of your paper memories, and let go of the rest of your paper past.

9. Purge your papers regularly. Make it a rule to streamline your files and papers at least once a year, or more often if possible. While you have a file open, clean it out.

10. Daily duty. Spend 10 minutes at the end of each day tidying up your work area and prioritizing your work for the next day. The following day will get off to a better start if your desk is organized. -A. D.