The Fear of Filing
However, the reality of that printed paper is OVERWHELMING. You don't want to look at that pile of papers sitting on your desk, you can't sleep at night, and the knowledge of what may lie within the pile is enough to get you physically ill. Yet, no matter how hard you pray the file fairy never comes in and cleans it for you while you sleep. Yes, I agree she should be fired, but it still will not eliminate the paper stacking up on your desk. The only person who will be able to do that is you.
If you have already accomplished the 30-Second Desk Tidy Up, you are half way to solving your File Phobia. If not, we're going to jump ahead and pile up all of the loose paper in your office. Go through all of your To File bins and secret hiding places for papers better left unseen and place them in one big pile. Feeling panicky yet? Don't worry, it will all go away in a bit.
1. I want you to take that pile and put it somewhere out of sight. In the garage, in a bin, I don't care where it goes, but I want it away from your line of sight. It's distracting and it's taking away from your focus so hide it.
2.Next, I want you to either designate a drawer or a filing box for hanging files.
3. I want you to label 4 hanging files with Monday, 4 hanging files for Tuesday and so on for Wednesday, Thursday, and Friday. You should have 20 hanging files in total.
4. In each hanging file I want two file folders, you can even color code them if you are so inclined. Those file folders will need to be labeled TO FILE and TO ENTER. Yes, you will need 20 To File folders and 20 To Enter folders.
5. Once you have your file drawer put together, go and grab that ugly stack of papers I told you to hide.
6. Sort through them and separate them into 3 piles.
a. To File
b. To Enter (Data Entry)
c. Project or To Do's
7. Take your To File pile to the drawer or file box and place 10 pieces of paper that need to be filed into each of the To File folders.
8. Whatever is left, I want you to take it back to its hiding place and leave it there.
9. Next, take the To Enter pile and repeat the process. Only 10 pieces.
10. The rest, hide it.
The pile that you have left should be your Project's and To Do's. If you don't have a system in place to handle the active projects, let's create one. I personally like to separate my projects by using stacking racks. Each project has its own rack and everything pertaining to that project goes in with it. This helps to separate the papers, books, and misc. doodadds that go with the project. I also keep them right next to my computer monitor so they are in sight.
You can use stacking racks, file folders, poly envelopes, anything you have on hand will work out perfectly, as long as it allows you to physically separate the piles of paper into a grouping. Let's also make sure that whatever method you use it's in sight and it's close by.
Go ahead and break out each project and create their own pile. Once you have your Project's and To Do's sorted, let's go ahead and determine the purpose and due dates on those bad boys.
1. Take the first project and check and see if you can find a nice obvious "reason for being" anywhere on the page. If there is, highlight it. This will help you remember what you need to do on the project.
2. Next, grab a sticky note and slap it onto the same page you highlighted. When do you want to have this project completed by? Whatever magical number that popped into your head, put it on the sticky. This would also be a great place to write the "reason for being" if you didn't highlight anything.
3. Once you have identified the purpose and the date for completion, place it into its new home and move onto the next pile.
If at any point in time you feel a moment of panic, stop. It is perfectly fine to take a break and relax. Just remember, you are the boss here, not those flimsy white papers. You control them, not the other way around.
Also, be sure to schedule yourself some time toward the end of the month to restock your To File and To Enter files from the ugly stack hiding in the other room. Before you know it, your pile will be gone and you will be on your way to No Pile Heaven!
Enjoy and Happy Organizing!
Suzanne Babb
Organizational Empowerment
http://www.OrganizationalEmpowerment.com
Related Tags: paper, filing, projects, office mess
Happy Organizing!
Suzanne Babb
http://www.OrganizationalEmpowerment.com
For over 20 years, Suzanne has been helping corporations and small businesses organize their time so they can spend more time and energy doing the things that are most important to them. With a philosophy of "life is too short", she thrives on making the most of her time and trying to encourage those around her to do the same.
As an organizational consultant, public speaker, and former radio talk show host; Suzanne has been offering her Organizational Quick Tips to anyone and everyone who will stand still and listen for "30-seconds".
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