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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 January 2, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just pick one thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a start date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for it

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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