Expert: Jamie Novak - 9/12/2005

Question
Hello,

I am a free-lance professional translator and mostly work from home. Most of the time I am working under a tight deadline. When I clean my desk, it seems that it gests cluttered again in no time at all because I don't have time to sort the papers I get. What is a quick solution that does not make me waste time?

Thank you,

Virginia

Answer
Hi Virginia,

Thanks for the great question. First let me say what an unusual and fun job you have.

As for a great, quick, efficient desktop fix, I think we are all searching for such a thing : )

If I understand your dilemma correctly, the major problem is with the work related papers. Here is the no fail solution I use for household papers. You can adapt the solution to deal with work related papers. Simply adjust the categories. Read this over and please let me know of you have any other questions.

You are also welcome to join the free clutter club teleconference on Oct. 5th from 9-10pm EST the call is free but it will be a long distance bridge line. It is open to everyone and a great way to get professional answers to your biggest clutter challenges.

NO FAIL PAPER SOLUTION
    This is a foolproof system for dealing with all the pending papers in your life. This is the exact one I’ve used for years, and the one I set my clients up with. So this is the real McCoy, don’t be fooled by imitations.
    What this system is good for is all the pending papers in your life. You know, the ones that sit in a pile on your tables and countertops waiting for you to do something with them. The trick is to keep them out an accessible with out having them scattered every which way from Tuesday. How you are going to do this is by using a desktop file box. This desktop box will most likely sit on the kitchen countertop since you want to have the papers on hand.  
    This type of box has no lid and accommodates about twenty, letter size hanging folders. The boxes come in a wide variety of styles and colors and are available at office stores and most home goods stores. They range in price, but most are under twenty dollars. You’ll want to find one that blends with your décor, since it will be sitting out.
Here’s what you’re going to need to whip your paper piles into shape:
·   A desktop file box
·   Set of hanging folders (any color)
·   Pad of 2� x 2� sticky notes  
·   Pen
·   Calendar
To deal with any backlog of papers that may be sitting around:
1.   Set your kitchen timer for eighteen minutes and jump in. No you will not finish, but you’ll make a serious dent.
2.   Gather up all your pending paperwork from the countertops and tables
3.   Sit down and separate it into piles of like papers for example: all the bills, all the items to read, photos, coupons, receipts, and so on.
4.   As you sort into piles toss the no brainer stuff like expired coupons. But do not get caught in decision making about the papers. This is not the time to decide to keep it or toss it. It is also not the time to think about if you do or do not want to go to the party you’ve been invited to. Instead, toss the invitation in the invitations pile and move on.
5.   Once you have the large pile sorted into smaller piles with specific categories you are almost done.
6.   Next, grab a hanging folder and put all of a kind paper in the file.
7.   Use a post it note to label the file. Do this by sticking the sticky part of the note to the file and leave the rest sticking up as the label. There are no perfect label names, just write something that will help you remember what is inside. Important, pending, this week and urgent are not the best choices, since so many of the papers potentially fall in those categories. Instead use names like, sports schedules, social invitations, scouts and so on. A more complete list is below.
8.   The final step in the process is to note anything that needs your attention on the calendar. Since you are not going to want to have to sift through each file every day to see what needs you attention, you want to be prompted. So let’s say for example you need to sign your child up for swim lessons by the 20th of the month. On the calendar write in a box about a week earlier ‘swim sign up- paper in swim folder.’ When you look at your calendar that day you’ll be reminded not only to sign up, but where the paper is. And since it will be about a week before the deadline, there will not be a last minute rush.
    Here is an example of how a paper might flow through your new system.
    The mail comes in today and you receive a community school brochure that you’d like to flip through. You may or may not register for a class; you need to read the brochure first. Open the brochure to the registration page to see what the date is to register by. Go to your calendar and write in a note about a week before the deadline to remind yourself to read the brochure and that it will be in the community school folder. Then take a sticky note and write community school on it. Put the label in the file, put the brochure inside, and tuck it away. When the date rolls around you will see the note on the calendar reminding you that you need to read the brochure. At that point, carry the brochure with you so you can glance at it in your spare time. If nothing catches your eye then toss the brochure. If you see something you want to register for then either fill out the form and send the check in. Or if you have enough time put it in the bill file to be paid next bill paying session. Write the date of the class on the calendar. Then, place the brochure back in the community school file, since you’ll want to have it on hand to refer to the day of the class so you have all the pertinent information. Done!
     These files live here a short time, the summer camp files stays only until you register for summer camp or camp is ended. But no longer. Other files, like bill and receipts stay but the contents only stay a little while. That is why you use the post it notes instead of the plastic tabs. Since the file is temporary, no sense wasting time making a file tab. Although for the files that are long term categories, like ‘bills’ and ‘receipts’, you may choose to use the tabs, since the post it notes will eventually fall off.
    Here are some examples of what belongs in which basic folder:   
§   Household: warranties
§   To Read: magazine articles, newsletters
§   Receipts: receipts
§   Recipes: recipes
§   Travel: brochures, ideas
§   Entertainment: invitations, day trips
§   Bills: bills to be paid
§   To File: select papers that will be moved to a permanent file
§   Taxes: items needed for the upcoming year
§   Contacts: business cards
§   Photos: to be put into an album
§   Family Meeting: topics to be discussed
§   Activities: sports schedules
§   Health: kids medical records, prescriptions
§   School: lunch tickets, school work in progress, calendar
§   Spiritual: schedules of events
§   Memory Box: artwork and other items to be saved
§   Give each family member their own file
    Remember however, your box will be personalized since every person has different papers. You may have some or all of these categories and others like hairstyles, places to visit, landscaping, and so on.
NOTE: The desk top file box is available at most office stores, home good stores and at Daytimer online at www.DayTimer.com or call 800-225-5005 Item # 5782 $25.00