Paper Clutter Contained – Part III

By now you have something resembling a paper mountain if you followed my instructions about creating a landing zone.

So what happens once your designated container has reached exceeded capacity? How do you not lose important notes, reminders, and documents in this “contained” mess?  Today I’ll reveal an amazing system that will help you go through it without tearing your hair out.  I can’t promise that it will be entertaining but it is something that with practice will make your life a whole lot less stressful. I can confidently say that 99% of the paper in your landing zone can be divided into six categories:

• Tasks
• Projects
• File
• Read
• Recycle/Shred
• Someone else

For your first practice using this routine (because we do want to make this a habit), I suggest you grab (or drag) your landing zone to a clear area.  Write the six categories above on separate sticky notes and place them out on your surface, leaving some room between each one (for those who need specifics, think 10 inches between each sticky note).

Next, put on some energizing music.  It can help this task feel less onerous. If you own a timer that can count up, I suggest you start it; this is a great time management technique to find out how long it truly takes you to complete this process.

Okay, before we begin sorting, I need to make a very important declaration:

A task is something that can be completed in 3-5 minutes.  If it takes longer to do, then it is a project. You could also say that a project is made up of multiple tasks.

Taking the first paper off the top of the pile, you need to quickly decide (in 15 seconds or less) what category it belongs in.  Here are a few scenarios:

Bills that need to be paid – More than likely this will take 5 minutes so it can go in the task pile.  Once you pay your bill later, it can then go in the File pile.

Brochures of upcoming events – Again, this is considered a task if you decide you want to go and you just need to put it in your calendar.  It becomes a project when you have to spend more time thinking about the event because you need to coordinate with people or travel long distances.

Newsletters & Magazines – Put these immediately into the Read pile.  Do not stop to scan the headlines because you will begin reading them and then time flies by as your paper pile sits there gathering dust.  You can always decide later if you want to recycle them.  Don’t even think about scanning those headlines!

Literature from new vendors – Okay, this is my own weakness especially if the vendors are advertising new organizing tools.  I could put them in tasks if I just want to check out their website real quick. But wait, that sort of falls into Reading.  Okay so maybe I’ll spend more than 5 minutes browsing the site.  Perhaps I should make it a project.  What is great about these categories is that no matter what I decide, the literature will get looked at.  If I don’t like what I see, I recycle it quickly and get on with my day.  The key here is not to get stuck, struggling to categorize the paper.  Remember we are just sorting right now.

“I don’t need it now but I’ll need it someday…” – Put it in the File pile; but if it can be found online, put it in the Recycle pile.

“I need to give this to…” – Put it in the Someone Else pile. Don’t try to walk it over to them right this instant because you’ll break your momentum.

After you make a decision about the piece of paper in your hand, quickly go on to the next piece of paper.  You will be amazed how quickly you can get through a stack of paper.  Now here is what you need to do with each pile:

1. Tasks – Put the pile into an Action folder (or keep it a pile if that is your preference).  You should be looking at this folder during the day when you are on the phone on hold, waiting for someone to arrive, the last 5 minutes in the day, or even first thing in the morning if you are still waiting for the coffee to kick in.  Everything in this folder only takes 3-5 minutes to do. You will feel a sense of accomplishment getting these tasks done and emptying the folder out.

2. Projects – Projects tend to stick around for awhile and are usually involve a variety of papers and other paraphernalia. If your projects tend to be bulky, try putting all the related items in a magazine holder, flat clear box, or even its very own wall pocket (just make sure the label you affix to the container can be easily changed when the project is finished).  For smaller projects, you want one folder for each project even if is just one piece of paper.  You can always reuse these folders later on.  If you tend to pile, try using slash pocket folders or Pendaflex’s PileSmart folders because they help contain your papers while still letting you see what’s in them.

3. File – Put this pile near your filing cabinet. When you have 5-10 minutes, set a timer and file your paperwork. Once the timer goes off, you stop filing and get on with your day.

4. Read – Put this pile next to your favorite reading spot along with a cup of highlighters, pens, and sticky notes.

5. Recycle/Shred – I think this is self explanatory.

6. Someone else – Put this in your briefcase to go out.  Or better yet, pull out your envelopes and stamps and mail it to the person so it is finally out of your hands (and your office).

Now that I’ve described the process, it is time for you to practice it.  It is easier if you process the paper in your landing zone at least once a week, but definitely wait no longer than two weeks (especially because you have bills in that pile).  I would love to know how it goes and if you run into any challenges.  Plus I’m curious to find out: How long does it take you to process your landing zone?

Tagged as: Decision Making, Landing zone, Paper Clutter, Paper piles, Projects, Sorting, Tasks, Time management