How To Handle The Paperwork Mountain

Posted on July 28th, 2009 by lol in Deligation, General Business Advice, time management

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On my desk you will find just one folder, I hate an untidy and unorganised desk. I find that most people who scatter paperwork over there workspace are greatly stressed and subconsciously busy doing nothing!

Some time management and business system books will tell you whatever system works for you, is best. In my opinion this is terrible advice. I once worked with someone who’s desk and office looked like it had been burgled. It use to take up to ten minutes to find an item of paperwork and on many occasions some were lost for weeks. By having no clear workspace there is a tendency to accidently mix up paperwork and file incorrectly. He looked stressed, overworked and his inefficiency accounted for three hours of lost time each week.

It doesn’t need to be this way…

Starting from scratch take all your paperwork which requires an action, place in one pile on your desk and then go through each item following this simple five step process:

If the item of paperwork can be completed in less than one minute, DO IT STRAIGHT AWAY! Anything more involved is impractical and inefficient to do straight away, so in this case follow the following steps.
Delegate! Learn to let go of certain duties, and if you are passing it on to a colleague, make sure you select the right person for the job. Staple a note to the paperwork (do not stick it, a staple is more secure!) and write a concise and easy to read to-do action. Put today’s date on the note and if the item is important write a task in your time management system and label it with a ‘Waiting For’ category. Set a reminder if there is a deadline. By following up your ‘Waiting For’ tasks regularly your colleagues and peers will know that you are on the ball and if they don’t action the item, they will get a follow up chase. Your efficiency will rub off on to your colleagues!
If the item requires more time than one minute and can not be delegated, staple a note to the item and list what you need to do to complete it and then do at a later stage. Place the item in to a simple brown folder or envelope folder and name it ‘Current’. If the item is a bill that requires paying place in a separate pile.
If the item has been completed or is reference material place in a tray labeled ‘To Be Bulk Filed’ and complete this job every two weeks. Ideally delegate this job also. For an effective filing system click here.
As for anything else simply file in the BIN. (If its paper remember to recycle! If its confidential make sure you shred first!)

Notes:

The urgent items you placed in a separate pile; action and complete before anything else. Do not procrastinate; just think how distressed and how good you will feel by completing and clearing the urgent items.
You should only have one folder continually on your desk. Schedule a set amount of time each week to go through your ‘Current’ folder. This rule applies even if you have multiple business interests. It really doesn’t matter; don’t be afraid to mix paperwork within your ‘Current’ folder, it is simply raw material that is still to be sent through your sorting system. It’s how it comes out at the other end that matters!
As you receive more incoming paperwork follow actions 1 to 5 as above. If it cant put through the process immediately place on top of your folder and schedule some time to put it all through your system.

I appreciate the above is regimental but it works! It’s very important to be ultra efficient in every aspect of work because it frees up time so you can concentrate on what’s initially important; and that is making money. Once you have established an income you then automate it.

With a combination of effective time management and automation only then are you free to concentrate on whats ultimately important, and that is to leave The Rat Race and become a true winner!