How to Tame Your Paper Tiger (or Conquer Paper Clutter with a Home Office System)

Paper in its various forms enters a home at an unbelievable rate, and piles of paper can form and grow seemingly right before your eyes. It does not take long before it feels like your paper tiger is out of control. Fear not. The steps below outline a simple system consisting of one file drawer containing WORKING FILES (action files and tickler system) and a second file drawer containing REFERENCE FILES (receipt files and A-Z storage files). Steps 1 through 4 below explain how to set up the system. Steps 5 through 10 explain how to work the system. Set up and work this system to tame that paper tiger once and for all.

Difficulty: Moderate

Instructions

Things You'll Need:

• Two file drawers
• A box of file folders (preferably straight cut)
• Marker
• In box

1. Place an IN BOX on your desk. Place a box of file folders and a marker on the desk or somewhere easily accessible.

2. Label separate folders as: TO PAY, TO DO, TO READ, TO FILE, and PENDING. Additionally, you may need to label files for your spouse or others of your family for items you need to pass on to them. Place these files in the front of one of the file drawers. These are the “action files,” which are part of the WORKING FILES.

3. Make a set of 31 manila folders labeled 1 through 31 and place them behind the WORKING FILES. This set represents the dates of the current month and is part of the “tickler system,” also part of the WORKING FILES.

4. Make two sets of 12 manila folders labeled January through December. Place one set in the file drawer behind the numbered files; these are part of the tickler system. Place the other set of month folders in the other file drawer. These are the “receipt files,” part of the REFERENCE FILES.

5. IN BOX
   At least once daily gather all papers from around the house and place them in your IN BOX on your desk. Take the papers out of the tickler system (labeled 1-31) for today’s date and place them in the IN BOX. If the end of the month is near, take the papers from next month’s folder and place these in your IN BOX. This will be your working stack of papers. File each paper in the appropriate folder in the working files (TO DO, TO PAY, TO READ, TO FILE, SPOUSE, etc.) or in the tickler files (1-31 or January-December).

6. TO DO
   Periodically (at least once a week) take time to process the papers in the TO DO file. After you have completed each task you will either: 1) throw the paper away, 2) file it the TO FILE folder, 3) place it in a tickler file because it needs another action, or 4) place it in the PENDING file if it is something that you ordered and have not yet received or if it represents a pending action needed from another person.

7. TO PAY
   Monthly (or however often you pay bills) process each item in the TO PAY folder. After each bill has been paid, file the bill in the receipts file for the current month.

8. TO READ
   At least once a week, take the items from this folder and read them. Since you have all your reading materials gathered in one place, you can easily take the folder from the drawer and carry it with you to read on the go or during any waiting time you might have during the day.

9. TO FILE
   Take each item one at a time and label a folder for each (if there is not an appropriate file already in the A-Z reference files. File in the REFERENCE FILES behind the receipts files. Do not make this too complicated. A simple alphabetical system is all that is necessary.

10. PENDING
    Routinely look at the items in this folder. This folder will contain orders not yet received and papers to remind you of someone else's pending action.

Tips & Warnings

• Straight cut file folders (as opposed to third-cut or fifth-cut folders) are easier to read in the file drawer.
• Hanging files can be used (one per file folder). They make the files easier to handle in the drawer. However, if money or space is an issue, omit the hanging files.
• Use a label maker for a neater appearance. For efficiency sake, though, a marker is great.
• Write notes to yourself and put them in your IN BOX (and process through this system) to make sure you remember important events and actions.
• If you are away from home or have no paper or pencil and need to put something into the system, send yourself a voice mail or text message. You can retrieve the message when you are home, write it on paper, and place it into the system.
• Shred all papers containing personal information before putting them in the trash. This can help prevent identity theft.
• Beware. Paper cuts can be painful.
• Don't brag too much about your organization. Your friends may have you helping them organize.

Resources

• Home Made Simple
• Creating Your Home Filing System

[badtea]

on 12/13/2009 This sounds like a great way to conquer paper clutter! I'm going to put this to work in my home office. Five stars and a recommendation!

[goodselfme]

on 12/10/2009 I agree we all can do our part at home AND at the office to reduce paper output.TX 5*

[juliemcmurchie]

on 2/26/2009 My husband is a pile maker. He needs to read this article. 5*

[1InternetSmarty]

on 2/23/2009 great ideas! Thanks for sharing. Five stars.

[bobojo]

on 2/21/2009 Another great organization article. I work from home and being organized is so important. Your warnings crack me up. Thanks for the information and the humor. 5*