The Paper Chase: How to Clean Up Your Paper Piles

One of the most common questions we face is how to get rid of paper clutter. Each of us has our own unique and maybe even quirky system for handling the daily onslaught of incoming mail and papers, and most of us fall into one of two categories with the way we deal with it: filer or piler. If you are a piler, this article is for you! The piles of paper in your kitchen or home office can stack up and get messy and annoying. Important papers can get lost, and time can be wasted searching for bills or documents, creating stress and frustration.

You can clean up your paper piles and decrease stress by choosing and using tips gathered from organization websites, readers, and organization gurus who have shared their tricks for reducing paper stacks, chaos, and clutter. We’ve brought you the best of the best to choose from.

Step One: Set up a collection system.

The first step to ending paper clutter is to establish a single place to collect incoming paper. First, decide on a location for your collection system; typically, a surface close to the door you use most works best. Take note of where papers like the daily mail are landing now. If you habitually put these papers there anyway, it makes sense to designate this location as the spot for incoming paper. Once you’ve selected your location, add a container, such as a decorative tray, wicker basket, or inbox, and proclaim this as the one and only spot where incoming paper will go. This will prevent paper from being strewn around your home in various stacks and piles.

Step Two: Rethink what is essential.

Sharply limit which papers get piled. If you are a piler, you are also a saver. You like to hang on to everything because you might need it sometime . . . or you are using paper as a visual to-do list. For instance, seeing a bill reminds you to pay it.

You need a new paradigm: Realize that having piles strewn around doesn't really alert you to things that need to be done. Think of the piles of papers as enemies to be conquered and handled, not as your friends! Possibly the best strategy is to prioritize your backlog and tackle it step by step.

Step Three: Process your inbox.

The most effective method for dealing with backlog is to avoid creating more of it! So make it your top priority to stay on top of the new paper that’s coming in by creating the habit of dealing with today’s paper today. Make it a goal. Handle all incoming paper  in one of the following four ways.

1. The Two-Minute Handoff. If you’re holding a paper, and it will take only a couple of minutes to do what needs to be done, do it right now. Call that company, jot that quick thank-you note, write a date in your planner, and then throw out the paper.

2. Shred It or Recycle It. Immediately toss unwanted pages. Shred anything with identifying bank or Social Security numbers on it. Recycle catalogs, magazines, and newspapers.

3. Set Aside Reading Material. Put magazines or catalogs you’d like to go through in a reading bin, but remember, the bin needs to be cleaned out regularly.

4. Create an Action Container. Some papers require follow-up that can’t be quickly or immediately completed. Creating a place to hold them separately can cut down on the stress of losing important papers, or trying to find that bill you know is due this week. The container can be a shallow box, bin, or tray to hold all papers that require action. Keep convenience in mind. The best paper systems are set up close to where you perform the tasks associated with your paperwork. One woman I know immediately puts all bills that need to be paid in her checkbook. If you pay bills at the kitchen table, set up a small action bin on the kitchen counter to corral your bills and other action papers.

Make a date with yourself once or twice a week to process items in the bin. If you have the goal to clean it out regularly, you will always be able to find what you need, when you need it.

Step Four: Handle the visible backlog.

Once the daily inflow is under control, tackle your stacks of paper that are out in the open, cluttering desks, tables, countertops, and other exposed areas in your home or office.

Begin by trimming your piles. Take time this month to weed out the papers you don't need. One of the challenges of weeding out is making the decision of what to keep and what to throw out. Experts suggest questions you can ask to help you decide what to throw away. If you ask the right questions as you look at each piece of paper, the decisions are easier. Ask questions such as:

1. Is this a duplicate copy?

2. Does this paper enhance any of the goals I am trying to reach?

3. Is this information recent enough to be useful?

4. Did I ask someone for this?

5. If I need this information again later, could I get it elsewhere?

6. What is the worst thing that could happen if I did not have this piece of paper?

If you agonize that "I might need this paper someday" see if you can identify the specific circumstance in which you would want it. If you can't, let it go.

Also, use discretion when handling financial paperwork. Certain papers need to be kept for up to seven years for legal or tax purposes, and there just might be consequences if you don't keep them. However, for most of our other paper piles, the consequences for eliminating them are nothing but good.

Step Five: Take care of the hidden backlog.

Once you’ve tackled daily inflow and visible backlog, then you can begin sorting through papers you’ve tucked away in bags or boxes or drawers from past de-cluttering efforts or the ones in overstuffed filing cabinets.

Make a few longer dates with yourself, and go through your files to empty out unneeded papers. Your goal might be to get rid of every paper that you haven’t looked at in two years or more and don’t need. Then, with anything that remains, ask the questions mentioned above to help you decide what to keep.

Start Small, but Do Start!

No one is likely to do all of the things suggested in this article. However, you can pick and choose the to-do's that speak to you, and then follow through with them one at a time. Over a period of a few months, you will begin to enjoy a clear desk and countertops and feel more in control of your life! Then, all that will be left to do will be to sit back and enjoy the peace of mind that comes from paper-clutter-free living! Enjoy that peace . . . and then go do something you love to do!

By Arlene Bascom