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10 Tips for Avoiding An Office Paper Nightmare!

10 Tips for Avoiding An Office Paper Nightmare!

Messy Home office

    How do messes like this happen?

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    Until I started working as a professional organizer I had no idea that spaces could get like this. Sure, I’d find myself frustrated by a pile of paper from time to time, but paper never took over my space.

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    So, how does it get this far along? What causes this kind of chaos? Here are some possible answers.

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    1. Paper comes in at a rate that is faster than the rate at which it is processed.
    2. There is no system for processing and storing the paper.
    3. Decisions about what to do with papers are postponed and papers land in undifferentiated piles.
    4. The person is not being selective about what papers to keep and what to throw away.
    5. The person is not devoting enough time to managing the paper flow.

    How could this person turn this paper challenge around?

    1. Commit time to complete an initial organization (sorting, purging and filing) of the papers in the space. Then plan to make time at least once a week to process incoming papers and file papers that are worthy of being kept.
    2. Reduce the volume of paper coming in by sorting mail over the recycling bin or trash, keeping only those papers that require an action or filing. In other words, don’t let the junk mail make it into your home office!
    3. Reduce the volume of paper coming in by leaving church bulletins at church, and getting rid of papers and handouts given to you at conferences, workshops, and at meetings with financial planners and insurance agents that you know you’ll never reference BEFORE you enter your office.
    4. Reduce the volume of paper coming in by reducing magazine and journal subscriptions to just those that actually get read from cover to cover every month.
    5. Get rid of magazines and journals monthly by creating deadlines for how long they will be kept and recycling or throwing them out when they reach that deadline.
    6. Reduce the volume of paper by becoming much more selective about what to keep and what to get rid of. Keep only those papers and publications that are needed for current actions or are most likely to be referenced at a later date. The only paper worth keeping is paper you WILL use!
    7. Set up a filing system for paper storage so paper can be easily accessed when needed.
    8. On the desk, keep only papers that require an action. Those papers can be separated into actions that must occur immediately and those that can occur later. Those that must occur immediately should be most accessible.
    9. Store papers and publications that are considered “reading” in a location away from the desk top. A tray on a shelf, in a basket near a chair where you’re likely to read, or in a briefcase to read on a plane or in a doctor’s office are good locations for papers that are optional reading. Optional reading means, if they don’t get read, there will be no significant consequences other than not benefitting from the information they contain. Reading should not be mixed with papers that require an action.
    10. When you encounter paper that does not require action or filing and you are uncertain what to do with it, place it in a tray or file that is off the desk. Label that file “Possibilities.” Consider this the location for papers that you don’t know what to do with at the moment. By giving those papers their own location, they won’t stop you in your tracks and become the bud of an undifferentiated pile on your desk. The better organized you become, the easier it will be to discern what to do with those papers. In the meantime, those puzzling papers will be grouped together, available but not blocking progress. Periodically look through those papers when you add new papers. You’ll find that given a little time you’ll know what to do with them–most likely toss them!
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    Published on July 15, 2019

    10 Simple Strategies to Make Your Life Better Starting Today

    10 Simple Strategies to Make Your Life Better Starting Today

    Habits are an important part of the direction you take your life, and — as I’ll share with you shortly — there are certain daily habits you can adopt right away that are guaranteed to improve your life.

    Think back to when you were just six or seven years old…

    At that age you probably didn’t have many habits. But, as the years went by, you picked up more and more good and bad habits.

    You may not have thought about it before, but habit forming never really stops.

    That’s why it’s never too late to change your habits and transform your life.

    So, if you feel burdened by your bad habits, start kicking them into shape by replacing them with these 10 positive, life-changing strategies:

    1. Go to Bed a Little Earlier and Wake up Earlier 

    Starting tonight, get yourself to bed 30 minutes earlier than usual. And, then make sure you get up tomorrow morning 30 minutes earlier, too. This small change can have a BIG impact on your day. 

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    Instead of furiously rushing in the morning to get ready for work, the extra time will give you a golden opportunity to start your day off on the right note. You can drink a smoothie while sitting on your porch, spend 10 minutes exercising and stretching, and still have time to read a few pages of an inspiring book.

    2. Be Grateful for the Good Things in Your Life 

    Setbacks and obstacles are inevitable in life. But, with a positive mindset, you’ll be able to overcome most of these. And, when you do, you’ll boost your self-confidence. 

    This is something you can definitely be grateful for. 

    However, if worst-case scenarios are playing out in your life, then sometimes, to stay strong, you’ll need to keep your mind on the good things that are happening to you. For example, your relationship with your partner might be crumbling, but your career is continuously getting stronger. It’d be easy to feel downtrodden and miserable about your relationship problems —  but, it would be much healthier to keep your mind and gratitude on these things that are going well, such as your career.

    3. Drink Water All Day Every Day 

    I’m sure you’ve heard the advice of drinking at least eight glasses of water a day, but are you following that advice? If not, you’re robbing your body and mind of essential hydration. 

    With the right amount of water intake a day, you’ll be amazed how good you feel — and how good you look!

    4. Take 15 Minutes to Set Goals for the Day, and Then Tackle Them One by One 

    This strategy will put your life into a new stratosphere! And, it’s very simple to do. 

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    Simply spend 15 minutes in the morning (either at home or at work) planning what you need and want to achieve during the rest of the day. Once you’ve listed your tasks, the next step is to put them into order of priority. 

    For instance, you have three things to do: catch up with your emails, write a project update, and prepare a briefing for your CEO. It’s best if you put these in order of importance. In this example, your emails can probably wait until you’ve created your CEO brief and updated your project documentation.

    5. Turn Off Your Cell Phone (or Put it on Airplane Mode) When You’re Focusing 

    A 2012 study found that even looking at a cell phone or feeling it vibrate in your pocket can significantly distract focus and reduce your ability to complete complex tasks.[1]

    It’s no surprise really, as our thoughts are subconsciously drawn towards checking our phones when they’re switched on. It’s a bad habit — but one that most of us have. However, when you need 100% focus (like I do when writing my articles), then switching your phone off, or at least putting it into airplane mode, will free your mind and supercharge your focus. Try it and see!

    6. Walk as Much as You Can 

    Have you noticed that most people’s lives are sedentary? They drive to work, sit in front of a screen all day, then drive home and binge on the latest Netflix series. It’s no wonder there’s a growing epidemic of obesity and mental health issues. 

    Our bodies are made to move — so we should move them! This can be as simple as walking up the stairs to your office instead of taking the elevator, and going out for a walk around the block at lunchtime. In the evening, instead of arriving home and crashing on the sofa; spend 20 to 30 minutes walking around your block.

    When you make these things a habit, you’ll be amazed by how much better you feel. You’ll have less stress — and more energy.

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    7. Be Mindful of Your Surroundings

    How often do you stop, think and appreciate the “here and now”? I’m guessing not very often. But, I understand why. Modern life is demanding and fast-paced. There’s precious little time to appreciate the small things. 

    But, if you want to live a healthy and happy life, you must break out of this trap. You can do this by allocating 15 to 30 minutes each day for mindful meditation. This could be in a park, in your garden, or even in your lounge. The trick is to focus 100% on your surroundings. 

    For example, if you’re outside, watch how the leaves on the trees blow around in the wind. By keeping your focus on this movement, you’ll clear your mind from your usual stresses and strains. This will give you brain a much-needed break. And, as well as improving your mental health; you’ll find your creativity gets a boost, too.

    8. Ask for Help When You Need It 

    No one can know or do everything. Which is why you shouldn’t be embarrassed to delegate tasks to others when needed, ask questions when you don’t have the answers, and work with partners and colleagues to clarify intentions. 

    When I first set up Lifehack, I tried to do everything myself: blog writing, website creation, marketing, financial planning, etc. However, I quickly learned that it was much better to hire some help. Not only did this inject some fresh ideas and inspiration into Lifehack — it also made the whole operation way more enjoyable!

    9. Practice Self Care 

    Are you looking after yourself as well as you should? If not, then take steps to improve your diet, exercise more, and to speak to yourself with encouraging words and thoughts. 

    The latter suggestion is often overlooked. But how you speak to yourself determines how you feel, what you believe, and what you achieve.

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    10. Embrace Learning 

    You cannot transform your life without learning something new. That’s because the process of change forces you to adapt. But, many people stop learning as they get older, as they find the learning process boring and bothersome. However, it doesn’t have to be this way. It can be fun and rewarding. 

    Whether you decide to learn to play guitar or study the basics of accounting — embrace learning, and begin changing your world for the better.

    I’m sure you’ll agree that these 10 strategies are simple enough for you to start putting them into action in your life. (I suggest you begin today!) 

    Nevertheless, you’ll probably need to use some extra willpower for the first 30 days or so, as this is the typical length of time it takes to create a new habit. After that, these strategies will be part of your day-to-day life, and you won’t need to think about having to do them. In other words, they’ll have become habitual actions.

    If you need any further encouragement to get started with the 10 strategies, then consider this:

    Even just adopting one of the strategies can turn the tide in your favor. But, when you implement all 10, you’ll create an unstoppable trend towards success, health and happiness.

    So start making your life better — today!

    Featured photo credit: Javier Garcia via unsplash.com

    Reference

    [1] Deborah R. Tindell and Robert W. Bohlander, Wilkes University: The Use and Abuse of Cell Phones and Text Messaging in the Classroom: A Survey of College Students

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