Do you have a pile of papers you are avoiding?
Thinking you would "get to it later" but later never comes?
Do not be embarrassed or feel bad, you are not alone.
James Clear said it best in his book Atomic Habits:
“You do not rise to the level of your goals. You fall to the level of your systems.”
It is not about motivation - it’s about setting yourself up for success.
Truth is, it’s not about the paper.
It’s about making decisions. Deciding what you really need to keep and for how long.
There is so much we can do digitally these days, yet I find paper management is the area that most people struggle with. As much as we’d like to avoid it, we still have lots of paper. Paper we need, paper we don’t need, paper we asked for, and paper that just shows up at our door.
I am a tactile-visual person and prefer an actual book to a kindle (although I do have one). I have better recall for things I can see & touch, so I probably have more paper than you’d expect - BUT I have created a system for the paper so I know what I have and where to find what I need.
Simply put, create a system. Once you have a system, it will be so much easier to process the paper.
Start with asking yourself some questions:
What do I really need to keep?
How long do I need to keep it?
When will I need it?
Where will I find it?
A simple example is utility bills. There is no reason to hold on to your home utility bills. Each month’s bill shows the payment of the month before. Or if you feel better saving them, maybe have a folder of Paid Bills were all monthly utility bills go once they are paid. Then as you start a new year, you clear out the folder and toss the old ones, making space for the new year. Whatever you decide, it creates a system of how to handle that category.
Sort what you have
As much paper as you might have, there are really only a few of categories they all fall into:
Trash - yep, most of the paper falls into this category
Read - anything you want to read or process before it goes into another category
Action - things you need to do, bills to pay, invites to answer, address to update, issues to follow up on
Keep - tax papers, receipts, home purchase/improvement, financial docs, vital records, estate docs, memorabilia
Use TRAK to sort through a pile of papers or mail, making a different pile for each category.
Keep a bin to toss things you want to Read (like magazines, newsletters). Next time you are heading to an appointment, grab something off the top and read it while you are waiting. It’s a great way to get reading in and remove something from the pile.
Action items can be put in a file or a bin. I like using a desktop file bin for temporary storage, which are things that need attention or I only need to keep for a short time. It works well for Action items.
For the Keep pile – get creative with your file names or categories. It should be something that helps you remember where to find it.
To help you along, I've created a FREE List of common home file categories.
Many people receive and pay their bills electronically, which is a great way to cut down on paper mail. If you are not yet comfortable doing this, have a designated place to put bills that need to be paid.
Get off mailing lists
There are also ways to get yourself off mailing lists.
You can get an App called PaperKarma to stop junk mail. You can scan the address label and opt out!
https://www.paperkarma.com/3-steps-stop-junk-mail/
To stop catalogs, got to Catalogchoice.org
Filing papers
Do you cringe at the thought of filing? You are not alone.
I have yet to meet anyone who likes filing - me included.
Having a system will make it easier and allow you to find what you need.
You likely do not need to keep many papers. It’s easier to google for information than to keep reference files.
Once you have what you need to keep, what is the best way for you to store it so you can find it again?
A file cabinet? Bins? Boxes?
If you like clean surfaces - and keeps a calendar and to-do list, a filing system with folders in a drawer might be best.
Do you need something out as a visual reminder to do things? Maybe a standup file on a counter or sorting cubby’s is best.
Here are some options for desktop storage:
Pendaflex Portable Desktop File
Officemate Large Incline Sorter
5-Tier Mesh Desk File
There is no wrong way to file/store papers - as long as you know where to put things and remember where to find things, it’s a win!
Remember:
Just because it arrives in the mail does not mean it’s important.
Just because someone gave it to you, does not mean you have to keep it.
Just-in-case is not a reason to accumulate paper.
Thinking you would "get to it later" but later never comes?
Do not be embarrassed or feel bad, you are not alone.
James Clear said it best in his book Atomic Habits:
“You do not rise to the level of your goals. You fall to the level of your systems.”
It is not about motivation - it’s about setting yourself up for success.
Truth is, it’s not about the paper.
It’s about making decisions. Deciding what you really need to keep and for how long.
There is so much we can do digitally these days, yet I find paper management is the area that most people struggle with. As much as we’d like to avoid it, we still have lots of paper. Paper we need, paper we don’t need, paper we asked for, and paper that just shows up at our door.
I am a tactile-visual person and prefer an actual book to a kindle (although I do have one). I have better recall for things I can see & touch, so I probably have more paper than you’d expect - BUT I have created a system for the paper so I know what I have and where to find what I need.
Simply put, create a system. Once you have a system, it will be so much easier to process the paper.
Start with asking yourself some questions:
What do I really need to keep?
How long do I need to keep it?
When will I need it?
Where will I find it?
A simple example is utility bills. There is no reason to hold on to your home utility bills. Each month’s bill shows the payment of the month before. Or if you feel better saving them, maybe have a folder of Paid Bills were all monthly utility bills go once they are paid. Then as you start a new year, you clear out the folder and toss the old ones, making space for the new year. Whatever you decide, it creates a system of how to handle that category.
Sort what you have
As much paper as you might have, there are really only a few of categories they all fall into:
Trash - yep, most of the paper falls into this category
Read - anything you want to read or process before it goes into another category
Action - things you need to do, bills to pay, invites to answer, address to update, issues to follow up on
Keep - tax papers, receipts, home purchase/improvement, financial docs, vital records, estate docs, memorabilia
Use TRAK to sort through a pile of papers or mail, making a different pile for each category.
Keep a bin to toss things you want to Read (like magazines, newsletters). Next time you are heading to an appointment, grab something off the top and read it while you are waiting. It’s a great way to get reading in and remove something from the pile.
Action items can be put in a file or a bin. I like using a desktop file bin for temporary storage, which are things that need attention or I only need to keep for a short time. It works well for Action items.
For the Keep pile – get creative with your file names or categories. It should be something that helps you remember where to find it.
To help you along, I've created a FREE List of common home file categories.
Many people receive and pay their bills electronically, which is a great way to cut down on paper mail. If you are not yet comfortable doing this, have a designated place to put bills that need to be paid.
Get off mailing lists
There are also ways to get yourself off mailing lists.
You can get an App called PaperKarma to stop junk mail. You can scan the address label and opt out!
https://www.paperkarma.com/3-steps-stop-junk-mail/
To stop catalogs, got to Catalogchoice.org
Filing papers
Do you cringe at the thought of filing? You are not alone.
I have yet to meet anyone who likes filing - me included.
Having a system will make it easier and allow you to find what you need.
You likely do not need to keep many papers. It’s easier to google for information than to keep reference files.
Once you have what you need to keep, what is the best way for you to store it so you can find it again?
A file cabinet? Bins? Boxes?
If you like clean surfaces - and keeps a calendar and to-do list, a filing system with folders in a drawer might be best.
Do you need something out as a visual reminder to do things? Maybe a standup file on a counter or sorting cubby’s is best.
Here are some options for desktop storage:
Pendaflex Portable Desktop File
Officemate Large Incline Sorter
5-Tier Mesh Desk File
There is no wrong way to file/store papers - as long as you know where to put things and remember where to find things, it’s a win!
Remember:
Just because it arrives in the mail does not mean it’s important.
Just because someone gave it to you, does not mean you have to keep it.
Just-in-case is not a reason to accumulate paper.
|
|
Important docs (VIP’s)
Do you know where all your important (vital) docs are?
These include: birth certificates, social security cards, military records, passports, marriage license, titles/deeds etc.
I label this file VIP’s (Very Important Paper’s). These items should be together in one place, preferably in a fire/water proof bag or safe. They should be easy to grab if needed.
Another thing to include with this group is copies of all the cards in your wallet so if you lose it you know what was in it so you can call to cancel cards and know what needs to be replaced.
Estate docs
Are all of your estate docs up to date and accessible?
Save family and friends the burden of having to figure out what you want. Take some time to put together your Will/Trust, Health Care Directive & Power of Attorney. Include any wished for your funeral or burial. Give a copy to a relative or close friend so they don’t have to search your things to find it.
Re-visit your bank accounts, IRA’s, brokerage accounts etc. and make sure you have designated a beneficiary and/or a transfer at death clause.
Have a document that details account and password information so that your loved ones have access to what they need for your estate.
Estate docs should also be stored in a safe or water/fire proof bag.
Do you know where all your important (vital) docs are?
These include: birth certificates, social security cards, military records, passports, marriage license, titles/deeds etc.
I label this file VIP’s (Very Important Paper’s). These items should be together in one place, preferably in a fire/water proof bag or safe. They should be easy to grab if needed.
Another thing to include with this group is copies of all the cards in your wallet so if you lose it you know what was in it so you can call to cancel cards and know what needs to be replaced.
Estate docs
Are all of your estate docs up to date and accessible?
Save family and friends the burden of having to figure out what you want. Take some time to put together your Will/Trust, Health Care Directive & Power of Attorney. Include any wished for your funeral or burial. Give a copy to a relative or close friend so they don’t have to search your things to find it.
Re-visit your bank accounts, IRA’s, brokerage accounts etc. and make sure you have designated a beneficiary and/or a transfer at death clause.
Have a document that details account and password information so that your loved ones have access to what they need for your estate.
Estate docs should also be stored in a safe or water/fire proof bag.
