It doesn’t matter who you are or what you do -- you could be the
CEO of a Fortune 500 company or a stay-at-home mom -- you are deluged
with PAPER! The pile of mail on the counter, the stack of letters
to write on the desk, the pile of magazines to read by the chair
-- junk mail, bills, correspondence, reports, memos, catalogs, kids’
schoolwork -- make it all stop! As a professional organizer, I end
up working with nearly 99% of my clients on paper issues, even if
they originally hired me to tackle a closet or set up business procedures.
And this is because paper is such a PERVASIVE part of our lives.
Our finances, health care, housing, jobs, and even basic living
necessities are dependent on paper. But what can we do to keep it
from controlling our lives?
Barbara Hemphill has been the recognized “queen of PAPER MANAGEMENT”
for decades -- and her classic book "Taming The Paper Tiger" has
become the standard “how-to” manual for regaining control over your
piles and stacks. Her methods are proven-effective, her writing
style is clear and concise, and her SYSTEMATIC approach to dealing
with paper is just what today’s overwhelmed individual needs to
get on top of everything. So let’s find out exactly how Barbara
does it -- and how you can do the same thing in your home or office.
ANSWERING THE TIGER’S ROAR
Before you can tackle the paper in your life, you must understand
a little bit about its purpose and origin. Barbara starts out by
suggesting that you ask FOUR QUESTIONS about each piece of paper
that enters your life:
• Do I really NEED to keep this?
• WHERE should I keep it?
• HOW LONG should I keep it?
• How can I FIND it?
Of course, these questions may not be easy to answer at first. Paper
management is a skill to be learned, just like any other. But keeping
these four issues in mind as you implement Barbara’s systems will
help you understand the big picture. She also offers a paper management
skills SURVEY to help you assess your current strengths and identify
those areas which need a little work. If you find that you are great
at managing your calendar, but need some help with filing, Barbara
points you toward the exact chapter which addresses your concerns.
It’s well worth a few minutes time to get oriented with the layout
of the book.
SETTING UP YOUR PAPER MANAGEMENT SYSTEM
An effective paper management system should accomplish four basic
GOALS:
• ELIMINATE unnecessary paper
• Avoid generating unnecessary paper
• Establish a LOCATION for essential paper
• Create a method for easy RETRIEVAL of paper
So get out your hard hat and shovel -- Barbara will lead you through
the entire process of sorting through your stacks, learning the
“art of WASTEBASKETRY,” and creating meaningful categories for your
paper. She also guides you through the development of your ACTION
files -- for items that require your immediate attention -- and
REFERENCE files -- for paper that requires no immediate action but
you might need in the future.
And remember that paper includes much more than your incoming mail.
A comprehensive paper management system will tie in your CALENDAR
or planner, your TO-DO LISTS, and the method by which you keep track
of people’s CONTACT INFORMATION (addresses and phone numbers). For
you to really be in control of your paper, each of these elements
must be in good working order.
STRATEGIES FOR PAPER MANAGEMENT
Unfortunately, you can’t just set up a stellar paper management
system and expect it to maintain itself! You have to exercise constant
vigilance to keep those stacks and piles from creeping back up on
you. No matter what you do with your paper, Barbara has a solution
for making it easier and more efficient. Check out her systems for
paying BILLS, tackling those piles of READING, and taming your MESSAGE
center. She even offers suggestions for dealing with FAMILY PAPERS
(medical records, insurance, home repairs, employment records, kids’
schoolwork) and MEMORABILIA -- as well as what to do with TAX receipts
and other financial paperwork.
Staying on top of paper is all about what you do on a daily basis
-- and Barbara will not only help you design effective systems,
but also build good habits. And if you are a bona fide PAPERHOLIC,
read the last two chapters for some special resources that might
help you tame your own paper tiger!
Ramona
Creel is the founder of OnlineOrganizing.com
--
offering "a world of organizing solutions!"
Visit OnlineOrganizing.com
for organizing products, free tips, a speakers bureau -- and even
get a referral for a Professional Organizer near you. And if you
are interested in becoming a Professional Organizer, we have all
the tools you need to succeed. (Copyright 2000, Ramona Creel)
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