Thank you for joining us for the eleventh installment of Tidy Thursday! Here at VolunteerSpot, we’re committed to simplifying the busy lives of parents, teachers and active volunteers. Along that theme, we’re pleased to support your personal efforts in getting organized and gaining quality time and present guest organization expert April Welch, The Mental Clutter Coach! Today, April gives us tips and tricks on how to wade through that pile of important (and not so important) papers on our desks. Thanks, April!
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Paperwork Woes
By April Welch
Paper ... the nemesis of all.
Or at least until you’ve figured out a solid system.
{{collective moan}}
Yes, I know. You’ve all tried some sort of system & felt deserted by the end result of success. But if you have found some value in what I’ve already shared over the weeks then I hope you’ll be able to find some sort of reserve of hope in trying the tips this week.
It’s probably easiest to focus on the paperwork that causes the quickest amount of clutter so I thought I’d share my signature “Black Hole Binder” concept.
Here’s the dilemma:
Floating papers that really don’t belong anywhere:
- sports schedules
- invitations
- neighbors phone numbers
- take out menus
- papers that need signed & returned at a later date
- short term contracts {like volunteer expectations}
Why it’s a problem:
Many of these papers have an expiration date. Unlike your bank statement that you may keep & file away {never to be seen or used again} these documents need to be handy for the appropriate timeline & then can be recycled.
The solution:
Almost every home I work with has the signature bulletin board, refridgerator, corner of the kitchen counter or desk covered with said layers of committments. At some point, someone decides they have had enough with the paper art clutter & go on a tyrant throwing away everything on the surface {including a few of the still important documents}.
Thus, I am called in.
Now the concept is pretty easy, but remember, it’s always hard to change habits at first ~ so go slow & give yourself a little room to be imperfect.
The Container:
- A 3-ring binder can be the best solution ~ if you like binders.
if not:
- A magazine holder can work the same way
Inside the Container:
- Poly Pocketed dividers
How to make it work:
- Consider your pocketed dividers mini containers & label them according to
o purpose or task
+ take out menus
+ neighbors numbers
+ invitations
+ volunteer projects
o family member
+ Mom
+ Dad
+ Johnny
+ Susie
- Now separate your paperwork according to what label “you would think to look in first”
- If you’re using the binder, 3 hole punch the paperwork & put it in the appropriate section
- If you’re using a magazine holder, place paperwork in back pocket of divider & put divider in holder
When new items come in:
- review them
- place them in their ‘home’ {binder or holder}
- & find comfort knowing that you’ll be able to relocate it again
If you’re too busy to review:
- stuff {yes, I said stuff} the paperwork in the front pocket of the appropriate pocket & come back later when you have more time to evaluate
- if you find you don’t have more time later, at least you’ll know where you “laid that schedule down” when Johnny says he has drum lessons this afternoon.
Maintenance:
Maintenance is always the part that is overlooked & ALWAYS the step that is most critical to success of any system.
- Forget “setting a day” to ‘go through all your paperwork’, who wants to do that drab job???
- I say live your life, get out, have some great experiences & next time you have paperwork to put in your system ~ take a few seconds to review what has been hanging out there previously. It takes much less time to clean out a few extra papers when you’re in the mode of making decisions & getting things organized than it is to motivate yourself to give up a few hours of fun in the sun!
Now that we’ve gotten you ready to receive all the incoming paperwork, next week we’re covering “Planning Healthy Lunches” ~ yet another long awaited topic meal planning! Have fun creating your version of the Black Hole Binder ... till next week,
Keepin it Tidy,
April
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April Welch, CPO© is a Certified Professional Organizer residing in Central Washington State with her husband & two children and has been instinctively organizing most of her adult life.
While her philosophies are centered on how individuals are ‘wired’ she believes in providing a fun and educational environment with simple solutions to all organizing dilemmas. She offers live workshops, virtual organizing, tele-classes, habit assessments, public speaking, a radio show online and most recently Mental Clutter Coaching. April is the Franklin Covey® Family Organizing Guru & the Spokesperson for ListPlanIt.com April can be found on: Facebook and Twitter
