How To Set Up A Paper Management System

Office before and after organizing by The Time Butler

Maintaining an organized office requires a system. Last month, we discussed ways to organize your office using SPACE and SAVE methods. Both strategies can be utilized to organize your workspace.

To maximize productivity in your office space, you’ll also need a way to manage paper. To create a custom paper management system that is effective, efficient, and streamlined, follow these six steps.

  1. Make a pile of your Action Items, and calendar time to address each one. Then honor that calendar appointment with yourself as much as you’d honor an appointment with anyone else. After you’ve addressed these, file them.

  2. Gather reference information that you use regularly. Store it in a binder, on your computer, or in an easily accessed file cabinet rather than on your desk.

  3. Create a project folder for any task that has more than 3 or 4 documents. Depending on frequency of use, this can be stored at your fingertips, on a shelf, or in the file cabinet.

  4. If you don’t need it, pitch it. Most of us keep way more than we need to keep, especially where paper is concerned. Unless the document is critically important or tax-related, when in doubt throw it out.

  5. Consider going paperless for financial statements, bills, and notifications.  These can then be downloaded and filed in your electronic filing system. And because they are not actual paper, they don’t require physical space. And if you don’t have an effective e-file system, there is always the Search feature.

  6. To make downsizing easier, keep recycle, shred, and trash bins at your fingertips. Having things within reach removes barriers to moving forward. We are less tempted to delay something if we don’t have to get up and walk across the room to do it.

Lisa Mark, C.P.O. is a productivity expert and Certified Professional Organizer. Contact Lisa if you would like to find out if she is a good fit for your organizing or productivity needs.

One response to “How To Set Up A Paper Management System”

  1. […] month, we examined how to set up a paper management system. Now, let’s discuss how to increase the odds that the system will continue to work long into the […]

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