Best tips to reduce paper clutter

It’s amazing how much paper our ‘paperless’ society accumulates. Each one of us hangs onto information of some kind, just in case we might need it. 

Homeowners and business owners alike can choose from arch lever files with dividers, simple hanging files, a top retrieval system or grouping like papers into categories tailored to their needs - use manila folders and post-it notes to temporarily label files.

Valuable time is wasted in search of “I just had them a minute ago” documents, which seem to disappear the moment you put them down on your desk. 

According to Katina Jones, author of The Everything Feng Shui Declutter Book, not only does clutter fill up your desk but it also fills your mind – you worry about what has been done and what still needs attention, this causes worry and distress. 

Getting your work area and papers in order has an immediate pay back in terms of time. As an organised business owner things tend to move much faster when you stop wasting time looking for information. 

Therefore, investing a bit of time and effort in a proper filing system will pay dividends over and over. 

Information is readily available online so there’s actually little value in keeping paper you don’t need. However, there are some instances where keeping hard copies is a must. Documents for tax purposes or personal use such as your will, ID, passport etc, should be kept in a ‘Life File’. 

Causes of the stack and spread syndrome

1. Indecisiveness - not knowing where to start, what to toss or what to keep or not having a functional system.
 
2. Failing to make time to file your documents because you might still need them. Information does not disappear simply because you’ve filed it. Being organised makes it much more accessible and easier to find.
 
3. Being unable to delegate or trust anyone to do the job.
 
4. Bad layout, not having enough space or having the desk positioned far from the filing cabinet.
    

How to create a functional work area

Prioritise and be decisive. What do you want your work area to look like and why do you need a peaceful work environment? 

To get it right, only surround yourself with current paperwork - everything else should be archived or thrown away. 

1. Sortthrough the visible clutter. Be ruthless - most of the paper people keep is never looked at again.
    
2. Decide what needs to be done with the documents. Ask yourself the following questions:

- Why is it here?
- Do I need it?
- Where should it go?
- Is it taking up valuable space that could be used for doing something else?
- Consider the function of each document and consider how often you use it to establish its ‘home’. 

3. Toss anything that’s irrelevant and outdated such as messages, catalogues and articles that have not been read. 
    

An effective work environment

Decide on a filing system that will work for you. Homeowners and business owners alike can choose from arch lever files with dividers, simple hanging files, a top retrieval system or grouping like papers into categories tailored to their needs - use manila folders and post-it notes to temporarily label files. 

To keep the clutter at bay you could also make use of label files or move paper into labelled categories to the filing system. You could place your paperwork in drawers or shelves, or group different categories in a drawer, shelf or allocate one category per shelf. 

How to stay in control

1. The best way to stay in control of document clutter is to deal and sort through your paperwork daily and keep your desk clean. Edit your files as you work on them, taking out anything that is no longer needed or wanted. Another good idea is to open your mail over the recycling bin and toss out the envelopes and contents as you go. 
2. Junk mail, newspapers, travel information, old grocery receipts, expired warranties and service contracts, solicitations and recipes you’ve never tried should all be recycled. 
3. When it comes to greeting cards you can keep these for a week. After a week you can cut off the message and pass it along to a hospice or old age home that recycles them for resale. 
4. Magazines can pile up very quickly. To cut down your collection, cut out inspirational articles and file them in a special folder or have them recycled. 
5. When it comes to letters from school and invites you need to act on them immediately. 
6. Keep your receipts for clothing and other big-item purchases until the refund date expires. 
7. Shred your ATM slips after reconciling them with your bank statement. 
8. File your business cards according to the services offered or, if you no longer need them, have them recycled. 
    

Papers that need action

1. Papers that need action should be kept in a temporary folder such as a buddy system or an open tray. Label the drawers. 
2. Consider a monthly tickler system for ‘to do’ items such as appointments and calls, etc. 
3. Set time aside to make payments at a certain time of the day or month. Then file your invoices and receipts. 
4. Recycle any reading material if you haven’t done so within a month. 
5. Last but not least, delegate tasks to others. 
    

General organisational tips

1. When it comes to organising your desk, keep the supplies you often use close at hand. 
2. Staple your proof of payment to your invoices 
3. Set aside the last half hour of the day for filing. 
4. Clear your desk at the end of each working day. An organised desk creates a professional image, showing that you have things under control. 
5. Get some fresh flowers or a pot plant for your office to brighten up your day. 
    

Start each day with a clean desk. You’ll feel invigorated and much more productive. – Heidi Meyer, Cloud9organised.