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Get Organized With 4 Ways To Win The Paper War

Get Organized With 4 Ways To Win The Paper War

In my thirteen plus years working as a professional organizer I’ve done my share of organizing paper! I have done more paper organizing than any other type of organizing. Why? Because paper is one of the hardest things to organize and keep organized.

    Paper is so difficult to organize because

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    1. It’s boring
    2. It’s flat and therefore hard to see that you’re making progress very quickly
    3. It’s never ending–it keeps coming in every day
    4. It’s usually primarily black and white which is hard on the eyes
    5. It requires that a decision be made about every piece–really tough for people who have a hard time making decisions.

    Is it any wonder that it’s quite common for people to procrastinate organizing their papers when there are so many other compelling tasks to be done that are much less annoying? Unfortunately, putting off managing paper only costs you more in the long run because as the quantities of it build up, your inclination to deal with it diminishes in equal proportion. Before long you have a paper nightmare, one that causes all kinds of bad feelings like anxiety, depression, self-disgust, anger, irritation and exhaustion.

    Since sorting and organizing paper is part of my everyday working experience, I’ve developed some general guidelines for handling paper that keep me sane and moving forward.

    1.  Never start with paper unless it is the only thing you have to organize.

    If you start with paper, you will quit. You’ll run away! You’ll go shopping, watch TV, eat a cake or decide the lawn just has to be mowed right now. Paper will shut you down.

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    I learned that starting with paper is a big mistake the hard way in my first year as an organizer. I took a client’s lead and started with paper. Halfway through the session the client had an asthma attack, ran to the bathroom and threw up. The lesson I took from that dramatic experience was that it’s not a good organizing strategy to start with paper!

    The only way to effectively deal with paper is to back into it. In other words, don’t tackle it head on. Have a blast evaluating, sorting and purging everything else in your space first. Then when the room is feeling great and all that’s left to do is sort and clear paper, you’ll find paper easier to handle.

    2. Never start with single sheet of paper at the top of a paper pile.

    It’s important that you make some visible progress quickly when organizing paper. The best way to do that is to throw away as much as you can as fast as you can. Therefore, you must first process BIG CHUNKS of paper like magazines, newsletters and papers stapled together. You will see yourself as a success when your paper pile goes down quickly and you’ll stay motivated to keep working.

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    3. Keep only those papers that you are likely to USE.

    Most people keep too much paper either because they don’t know what to keep, so they keep everything because that’s the safe thing to do, or they postpone making decisions for fear they’ll make a mistake, resulting in holding on to large volumes of useless paper. Many people don’t slow down enough to think about what papers they really need to keep. Keeping everything seems like the best insurance against not having the papers they need at a time when they need them. But, can they find them when they need them? The more paper you keep, the more work you must do to keep them organized and accessible!

    My advice is to reflect back on your history and remember those times when you needed to retrieve papers. The kinds of papers you needed in the past are the types you are likely to need in the future. The times that come back to me most vividly were when I was buying a house or applying for a loan. Keep only those papers you are likely to use at some later date.

    When in doubt about whether to keep a certain type of paper ask yourself, “How will I use this?” If you can’t come up with a past memory of using that type of paper or you can’t think of a way that you could use it in the future, pitch it! And, celebrate! You just made your life easier!

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    4. Make paper leave your space every day.

    Eighty to 90% of paper that is filed NEVER gets used again. Becoming more discerning and committed to purging paper will lighten your load and empower you. Be sure to process mail every day–meaning, sort it, pitch the obvious junk mail, and deliberately store papers that require further action or filing in specific places where they can be easily retrieved at a later date. Taking regular action to purge paper will keep you in the power position relative to paper. Postponing working with paper is akin to telling paper to go ahead and take over. Vigilance with paper purging takes only minutes per day and will save you hours and hours of agony at a later date.

    Image: Kozumel

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    Last Updated on September 18, 2019

    How to Take Notes Effectively: Powerful Note-Taking Techniques

    How to Take Notes Effectively: Powerful Note-Taking Techniques

    Note-taking is one of those skills that rarely gets taught. Almost everyone assumes either that taking good notes comes naturally or, that someone else must have already taught about how to take notes. Then, we sit around and complain that our colleagues don’t know how to take notes.

    I figure it’s about time to do something about that. Whether you’re a student or a mid-level professional, the ability to take effective, meaningful notes is a crucial skill. Not only do good notes help us recall facts and ideas we may have forgotten, the act of writing things down helps many of us to remember them better in the first place.

    One of the reasons people have trouble taking effective notes is that they’re not really sure what notes are for. I think a lot of people, students and professionals alike, attempt to capture a complete record of a lecture, book, or meeting in their notes — to create, in effect, minutes. This is a recipe for failure.

    Trying to get every last fact and figure down like that leaves no room for thinking about what you’re writing and how it fits together. If you have a personal assistant, by all means, ask him or her to write minutes; if you’re on your own, though, your notes have a different purpose to fulfill.

    The purpose of note-taking is simple: to help you work better and more quickly. This means your notes don’t have to contain everything, they have to contain the most important things.

    And if you’re focused on capturing everything, you won’t have the spare mental “cycles” to recognize what’s truly important. Which means that later, when you’re studying for a big test or preparing a term paper, you’ll have to wade through all that extra garbage to uncover the few nuggets of important information?

    What to Write Down

    Your focus while taking notes should be two-fold. First, what’s new to you? There’s no point in writing down facts you already know. If you already know the Declaration of Independence was written and signed in 1776, there’s no reason to write that down. Anything you know you know, you can leave out of your notes.

    Second, what’s relevant? What information is most likely to be of use later, whether on a test, in an essay, or in completing a project? Focus on points that directly relate to or illustrate your reading (which means you’ll have to have actually done the reading…). The kinds of information to pay special attention to are:

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    Dates of Events

    Dates allow you to create a chronology, putting things in order according to when they happened, and understand the context of an event.

    For instance, knowing Isaac Newton was born in 1643 allows you to situate his work in relation to that of other physicists who came before and after him, as well as in relation to other trends of the 17th century.

    Names of People

    Being able to associate names with key ideas also helps remember ideas better and, when names come up again, to recognize ties between different ideas whether proposed by the same individuals or by people related in some way.

    Theories or Frameworks

    Any statement of a theory or frameworks should be recorded — they are the main points most of the time.

    Definitions

    Like theories, these are the main points and, unless you are positive you already know the definition of a term, should be written down.

    Keep in mind that many fields use everyday words in ways that are unfamiliar to us.

    Arguments and Debates

    Any list of pros and cons, any critique of a key idea, both sides of any debate or your reading should be recorded.

    This is the stuff that advancement in every discipline emerges from, and will help you understand both how ideas have changed (and why) but also the process of thought and development of the matter of subject.

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    Images

    Whenever an image is used to illustrate a point, a few words are in order to record the experience.

    Obviously it’s overkill to describe every tiny detail, but a short description of a painting or a short statement about what the class, session or meeting did should be enough to remind you and help reconstruct the experience.

    Other Stuff

    Just about anything a professor writes on a board should probably be written down, unless it’s either self-evident or something you already know. Titles of books, movies, TV series, and other media are usually useful, though they may be irrelevant to the topic at hand.

    I usually put this sort of stuff in the margin to look up later (it’s often useful for research papers, for example). Pay attention to other’s comments, too — try to capture at least the gist of comments that add to your understanding.

    Your Own Questions

    Make sure to record your own questions about the material as they occur to you. This will help you remember to ask the professor or look something up later, as well as prompt you to think through the gaps in your understanding.

    3 Powerful Note-Taking Techniques

    You don’t have to be super-fancy in your note-taking to be effective, but there are a few techniques that seem to work best for most people.

    1. Outlining

    Whether you use Roman numerals or bullet points, outlining is an effective way to capture the hierarchical relationships between ideas and data. For example, in a history class, you might write the name of an important leader, and under it the key events that he or she was involved in. Under each of them, a short description. And so on.

    Outlining is a great way to take notes from books, because the author has usually organized the material in a fairly effective way, and you can go from start to end of a chapter and simply reproduce that structure in your notes.

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    For lectures, however, outlining has limitations. The relationship between ideas isn’t always hierarchical, and the instructor might jump around a lot. A point later in the lecture might relate better to information earlier in the lecture, leaving you to either flip back and forth to find where the information goes best (and hope there’s still room to write it in), or risk losing the relationship between what the professor just said and what she said before.

    2. Mind-Mapping

    For lectures, a mind-map might be a more appropriate way of keeping track of the relationships between ideas. Now, I’m not the biggest fan of mind-mapping, but it might just fit the bill.

    Here’s the idea:

    In the center of a blank sheet of paper, you write the lecture’s main topic. As new sub-topics are introduced (the kind of thing you’d create a new heading for in an outline), you draw a branch outward from the center and write the sub-topic along the branch. Then each point under that heading gets its own, smaller branch off the main one. When another new sub-topic is mentioned, you draw a new main branch from the center. And so on.

    The thing is, if a point should go under the first heading but you’re on the fourth heading, you can easily just draw it in on the first branch. Likewise, if a point connects to two different ideas, you can connect it to two different branches.

    If you want to neaten things up later, you can re-draw the map or type it up using a program like FreeMind, a free mind-mapping program (some wikis even have plug-ins for FreeMind mind-maps, in case you’re using a wiki to keep track of your notes).

    You can learn more about mind-mapping here: How to Mind Map: Visualize Your Cluttered Thoughts in 3 Simple Steps

    3. The Cornell System

    The Cornell System is a simple but powerful system for increasing your recall and the usefulness of your notes.

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    About a quarter of the way from the bottom of a sheet of paper, draw a line across the width of the page. Draw another line from that line to the top, about 2 inches (5 cm) from the right-hand edge of the sheet.

    You’ve divided your page into three sections. In the largest section, you take notes normally — you can outline or mind-map or whatever. After the lecture, write a series of “cues” into the skinny column on the right, questions about the material you’ve just taken notes on. This will help you process the information from the lecture or reading, as well as providing a handy study tool when exams come along: simply cover the main section and try to answer the questions.

    In the bottom section, you write a short, 2-3 line summary in your own words of the material you’ve covered. Again, this helps you process the information by forcing you to use it in a new way; it also provides a useful reference when you’re trying to find something in your notes later.

    You can download instructions and templates from American Digest, though the beauty of the system is you can dash off a template “on the fly”.

    The Bottom Line

    I’m sure I’m only scratching the surface of the variety of techniques and strategies people have come up with to take good notes. Some people use highlighters or colored pens; others a baroque system of post-it notes.

    I’ve tried to keep it simple and general, but the bottom line is that your system has to reflect the way you think. The problem is, most haven’t given much thought to the way they think, leaving them scattered and at loose ends — and their notes reflect this.

    More About Note-Taking

    Featured photo credit: Kaleidico via unsplash.com

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