For today’s Paper Organization Challenge, we’re going to cover organizing paper that still needs your attention.
Now that you’ve spent a few days sorting your papers into broad categories, it’s time to start taking a closer look at each category. Let’s begin by dealing with the pile that you may have called “To Do,” or “Action.” These are the papers that generally accumulate all over the kitchen counters, or your desktop, or any flat surface they can find.
If you find it nerve-racking and stressful to look at piles of paper. If you find yourself worrying about what might be lingering in there, or what deadline may have been missed, or what bill has gone unpaid … here is a simple solution: use a desktop file box (like the one pictured here) to create your own Action File System.
The key to an Action File System is that papers are organized according to what action is required. You’ve just spent 2 days sorting paper into broad categories … so you should be getting a bit used to grouping “like items” together.
Your Action File System should have approximately 10 categories (again, think broad). Here’s what you do: pick up a piece of paper and ask yourself, “what is the first thing I need to do about this matter?” Hint: think in terms of verbs. Your answer will be your category.
Here are some suggested Action File categories:
- To Call
- To Pay
- To Read
- Discuss
- Data Entry
- Waiting For
- Write
- Schedule
- To File
Once you have your Action File established, keep it in a prominent spot (ideally, right where you generally place your incoming mail). And the most important piece of advice: use this system daily. After all, the papers you have placed in here need your attention!
Happy Organizing,
Hi Kim,
I realize I may be ahead of your program – I have been working on paper the past month. I have created lots of hanging files with what is left that are keepers.
The reason I am writing is that I am stuck. I would like to type labels for the plastic tab holders and cut them apart from a template that has lines.
Cannot seem to find one that is the right size and also has cutting lines. Any suggestions??
Thanks, and ps…I am really enjoying the series.
You’re doing great! Here are two ideas for your labels:
1. I simply use my label maker. Type your label, print (don’t peel) and slide the tape inside the plastic tab. Done!
2. You can buy a package of Avery labels at any office supply store (they come in perforated sheets). Then, log into , go to Templates and search for “basic hanging file tab.” You will find a template that matches the physical labels you purchased.
Hope this helps. Happy filing!
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