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	Paper, Paper, Paper

	by Theresa Frasch

What happened to the PAPERLESS society we were promised? It seems like we have more papers crossing our desks then ever before. Our homes are filled with piles of paper, things we know we need to go through, if only we had the time. We get junk mail, and catalogues, and magazines, and ads, and notices, and bills, and yes, maybe even letters from friends and family. And that's just in our mailbox. That doesn't count what our kids bring home. That doesn't count all the stuff from our office. What are we to DO with all that paper?

REALISTIC GUIDELINES

I know you've heard the "rule" that admonishes us to touch each piece of paper that crosses our path only ONCE. But, you and I know that sometimes that is impractical. You might not want to read that magazine right now. You might not be able to make a decision on that conference today. You pay the bills on the first and the fifteenth of every month, but it's only the third. How can you keep the all those papers from floating from surface to surface until you need them? When papers float, the risk is high that something will be lost.

A HOME OF THEIR OWN

The key to paper management is to have a PLACE for all the paper that crosses your desk, including a large conveniently placed trashcan. What works for some people is to have three baskets at their desk - "Inbox", "Outbox", and "Action".

INBOX

This is the place where all of your INCOMING mail, notes from school, magazines, catalogues, letters, etc. get dropped off. You can train everybody in your family or office to use the inbox -- if it doesn't get in the inbox, it doesn't get looked at. Once you get your desktop cleared off this is where all NEW papers will go.

OUTBOX

This is the box for redirecting anything that belongs to SOMEONE ELSE. At work these things may need to go to your secretary or your marketing director or to a client. At home it could be your husband's catalogue, coupons for your wife, signed papers for your kid's field trip. Having an outbox prevents you from getting distracted and sidetracked. If you stop in the middle of your sorting process to deliver, you may never get back to it. Having everything in your outbox allows you to DISTRIBUTE everything at once instead of making numerous side trips.

ACTION BOX

This is where you put everything that requires your ATTENTION. When you run across something that you need to deal with (file, call, read, etc.), put it in your action box and start on it as soon as, but not until, you are done with the sorting process.

THE FAR SYSTEM

The most practical way of dealing with paper is what I call the FAR system -- file, action, and redirect. Use the FAR system to clear off the top of your desk and to deal with incoming paperwork. Pick up each piece of paper and DECIDE if it needs to be filed, if it needs some sort of action (to be paid, responded to, etc) or if it needs to be redirected.

FILE

Your file drawers and cabinets are where you keep all of your papers that you need for REFERENCE -- insurance papers, housing information, and medical records. You can choose the filing system that works best for you -- alphabetical, categorical, color-coded, etc. Just make sure that each item has a clear and logical place to live where you can easily put your hands on it again when you need it.

ACTION

When you are going through your papers, decide WHAT action you need to take on each item and file accordingly. Your action files might include topics like "To Write", "To Call", "To Pay", "To Read", "Calls Expected", and "Pending". By putting your to do's into files, you can work on them when you have TIME. You can check your "To Read" file before you go the dentist and catch up while you are in the waiting room. You could designate Mondays for writing letters, Tuesdays for phone calls, etc. The "Calls Expected" file is handy for storing information about a call-back you are waiting on. If you have all of the information you need to discuss with your client but end up leaving a message instead, put all the information in "Calls Expected". Then when he calls you back you'll have all of the information together instead of buried under paperwork on your desk.

REDIRECT

Redirecting paperwork can include throwing it into the TRASH or DELIVERING it to someone else. The best rule of organizing is "the less you have, the easier it is to organize" -- so get rid of anything you don't need to handle yourself. Delegate, return items to other people if they don't belong to you, and toss out as much as you can.

SHRINKING THE PILES

The reason our desks and dining room tables get piled with papers is because we have no place to put them. We're afraid they are going to get lost. Having a usable filing SYSTEM will eliminate that worry. Remember, no piece of paper is worth anything if you can't find it.

Theresa Frasch may be contacted at .

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