Yesterday I wrote about filing strategies that just don't work. One common mistake is the habit of mixing paperwork associated with tasks with paperwork kept for archival or record-keeping purposes. Other efficiency-busters: "pre-filing" paperwork in a temporary file box instead of filing it straight-away in its permanent file; "stash-and-dash" filing, in which paperwork is not dealt with or processed but stored in attractive files or other containers with the vague, optimistic intention of getting to it, eventually; and "non-filing," or letting piles creep up to the point that your entire desk reassembles a gigantic in-box. Happily, there's a solution for every problem, at least when it comes to organizing. Here are some techniques that have been working out well for me:
Separate Tasks from Filing
Basically, there are three types of paperwork:
- trash: envelopes, advertisements that come with bills, fliers for events you're not interested in, coupons for products you don't use or stores you don't frequent, duplicates, old or outdated materials, numbers or notes you no longer need, manuals, receipts, or warranties from products you no longer own, etc.
- things to file: receipts and records associated with taxes, warranties and owners manuals, notes and research for projects, account information, financial records, significant correspondence, appraisals, product information, insurance policies, cv or resume, benefit information, dental, health, and immunization records, etc.
- things to act on: names, numbers, and addresses to input; accounts to reconcile; calls to make; correspondence (rsvps, thank you notes, job applications, birthday cards, recommentations, invitations) to write; numbers to check; questions to ask; decisions to make; products to register; policies to review; things to return or exchange; taxes or claims to file; new files to make.
Group Like with Like
As you separate the things you need to act on from that which you need to file, go ahead and make loose groupings of categories--all banking stuff goes together, as with work-related stuff or things associated for a particular class or hobby. I stop processing paper once I have a good-sized pile--about 2" or 3"--that needs filing. Because everything in the "file pile" has already been vetted and confirmed (i.e. it's not trash and it isn't something that needs immediate action), I know what to do with it and where it will go. (Note: if I don't know what to do something or if I need to make a new file for it, the item goes into the "action/task" pile, instead.) I then start digging through the file pile, pulling out five to ten items at a time to file so as to break the project into manageable chunks. With like items grouped loosely together in the pile, the filing goes even more quickly.
Stashing leftover unfiled items in a box or "to file" file doesn't work for me; I just end up forgetting about the stuff. So I try to go through only the amount of things I'm able to process/file at any given time. If I don't have the time to file everything I've processed, I've been leaving the pile on my desk to process as I have the time.
Put Grouped Action Items In Their Own Folder
This was the real toughie: what to do with the stuff you need to do something with? David Allen in his book, Getting Things Done recommends putting "action items" in their own separate folder, but I balked at the details: Allen recommends having unlimited (i.e. hundreds) of plain manila folders on hand, each containing their one designated task, the name of which you print with the aid of a label-maker. Folks, this is just too much work. Plus: plain manila envelopes are ugly. And: wouldn't most people be overwhelmed with so many folders in front of them?
And yet: the system has its advantages. To-do's are often associated with paperwork--numbers, receipts, notes, bills, proof of purchase, service records, etc. And so it makes sense to have a file for to-do's, in addition to the more familiar to-do list. But surely you don't need hundreds of files? Especially ugly files? With computer-printed labels?
As I made my way through my own piles, I decided I would:
- Group actions items like-with-like (i.e. numbers to file; files to make; concert tickets to order), one group of actions per file.
Use pretty files; in my case, I had some wonderful striped files I'd been saving up. The smooth texture and lovely colors give a little lift to task-list chores, and they are pretty enough to store on or near my desk. I decided to use "interior" file folders for tasks, while archived information is stored in hanging folders in a nearby file cart.
- Limit the number of action files. In my case, I limit my action files to the 12 pretty ones that came as a set. I find this keeps me focused and prevents me from feeling overwhelmed. Once the 12 files are all used, I set aside some time to do the tasks at hand, which assures things gets done and provides a steady turn-over for the task files.
- Skip labels. Since I only have 12 action files open at any given time, I save time and don't bother with labels. After I complete the task at hand, I either toss/shred the info in the task file, or I file it away permanently in a hanging file. I then re-use the task file for a new task.
- Drop a piece of plain copy paper or organizer paper in each of the task folders and quickly jot down the task, i.e. "Call insurance agent about rate increase." I've found this helps immensely, as it's easy to forget what task, exactly, I intended to do. In the above example, for instance, an insurance bill in a task folder could mean anything from asking about a good driver's incentive to arranging for more (or less) coverage, adding a driver, or clarifying a policy. By writing the task out, you make it easier to delegate the task to someone else; you also create a designated place to take notes and capture key information that may arise in the process.
Tomorrow I'll demonstrate task folders in action to provide a few examples and help you brainstorm ways you can use task folders to help get things done.