Organizing Boston Logo

Quick and Simple Tips for Catching up on Paperwork

Organizing Boston
October 2009

Paper Piles

The most common call we get this time of year is for help with paper organizing. It's not surprising - we all slack off a bit in the summer. Who wants to be stuck inside sorting papers when it's so nice outside? Well, now that summer is over, it's time to catch up!

This newsletter contains a simple plan to help you quickly whip your paperwork system back into shape and create a system that will make dealing with paperwork a breeze.

And...because paperwork is never exciting (except maybe to us organizers), we've included some fun paper organizing anecdotes, complete with tips to keep these situations from happening to you!
 
Happy Organizing!
 
Sarah, Kate, and the Organizing Boston Team
Catching up on Paperwork - The Easy Way

Start with a quick sort
Grab a pile of papers and quickly sort it into four piles: To Do, To Pay, To Read, To File. Some organizers urge you to "only handle it once", but we find this approach to be easier and much more effective.
 
Deal with it all

First, pay your bills.
Second, do your To Dos. Go through each piece of paper and take action on it. Is there a call to be made? Make it. Is there an address to be entered? Enter it. This is the most time consuming part of the process, so if you are limited on time, you may want to do a quick sort through and pick the most immediate items to do first. However, don't let the rest of the pile remain for long. Put time in your calendar to tackle it all.
Third, file. This won't take long if you have a simple and effective filing system (see below).
Finally, prepare to read. Create a folder for your To Read pile and put it in your bag or car. This way, you can pull them out and read through them whenever you have a few moments to spare.
Setting up a System that Works
 
It's important to have a good system to deal with the daily influx of paperwork. Remember to keep it simple: the more complicated the system, the more time it takes to maintain it.

Create landing zones
Instead of fighting habit, work with it. Set up a bin or basket in the place where you usually drop the mail when you come into your home. This is typically the kitchen counter, or an entry way table. The important thing is to collect it in one place, so bills and important items are not lost in the shuffle.

Set up a filing system
You can set up a simple filing system in about an hour. Create it in an accessible location, and use sturdy drawers and quality folders - these make the process much easier. Choose straight-forward, general categories for your hanging files: Home, Auto, Insurance, Bank, Credit Card. Then, create folders with subcategories to go in the hanging files. Label everything clearly and don't overstuff the folders.
The Fun Part : True Paper Organizing Stories!
Dog with Papers
Wondering if you should bother organizing your paperwork? Here are a few true stories...and some tips to keep this from happening to you.


 
Getting organized could save your house

Sorting though the huge pile of unopened mail on a client's kitchen counter, we found a notice of a lien on their property due to unpaid real estate taxes. Deeper into the pile were the real estate tax bills - also unopened. Fortunately, we found that letter just in time for the client to avoid the lien. Tip: Open your mail as it comes in.
 
Found money
Sorting through a box of unopened mail in a client's basement, we found a check for over $13,000. The client had been waiting for that check for over a year, was convinced the sender had never sent it, and was pursuing legal action over it. Tip: Deal with paperwork as it comes in - it can save you time, money, and embarrassment.
 
1951 was a good year...
So good that one client kept his tax return from that year ... and every year since, all the way to 2007, when they were discovered in a basement file cabinet. Tip: You only need to keep personal tax records for seven years.
 
The desk drawer

In 1994, a client took over his father's company. On his first day in charge, he sat down at his father's desk and opened the top right drawer ... and found invoices from 1955! Tip: Purge regularly - definitely more frequently than once every 50 years!
Need Some Help?
We help people dig through their piles on a daily basis. If you are feeling a bit overwhelmed at the process, have no fear. We make it fun and easy to get organized!
 
Please call for a complimentary phone consultation.
617-699-1263
Recent Press
New England Dream House
Extreme Home Office Makeover
Watch this amazing transformation from chaos to calm.
 
Back to School Organizing
Helpful tips on keeping your kids organized this school year.
 
Green Organizing
Get organized to help you live a greener life.
 
Quick Links
Contact Us
E-Mail

Website

Phone:  617.699.1263

Join Our Mailing List

Save $50.00 off Paper Organizing!

Now through December 31st, let us help you organize your paperwork and save $50.00 off of your first session!* We'll help you sort through your paperwork and set up a filing and paper management system that is expertly designed for your space and needs.
 
 
Offer Expires: 12/31/09     *four-hour minimum session required for discount to apply