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Knockout Paper Chaos

Conquering paper clutter was the turning point in my journey to organize my life. When I embraced decluttering paper in 2017, I realized I was the most organized paper hoarder in the world! I went from an entire closet (and beyond) to one file cabinet, one crate, and some digital files. 

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Paper Solution® Certified Organizer specializing in the following Organize 365® products:

Binders • Paper Retreats • Sunday Basket®

  • You must have a plan for papers that are important and/or hard to replace (passports, birth/death/marriage/divorce certificates, social security card, loan payoffs, titles, business files). I have a fireproof box.

  • Incoming papers and any "current papers" should have a paper management system. Learn from my mistakes. Go as macro as possible at first. You can always go more micro later if needed.

    • ​Quick sort as you bring in the mail, discarding junk mail.

    • Designate a location for ALL mail until action can be taken. Plan on going through this at least weekly (file, pay, update calendar, shred etc.).

    • Monthly folders/sleeves for short term and tax files.

    • Taxes

      • Files 0-9

      • Checklist

      • Active files for that current year - receipts/documents

    • Bills

      • ​Checklist for paying

      • Google Sheet to share login and account info with spouse

    • Files / Binders​

      • ​Freedom Filer System

      • Organize 365 Binder System

    • Scan​

      • ​You can keep most things in a cloud based system such as Evernote.

      • Manuals

      • Recipes

    • Shred​

      • ​Invest in a shredder that does cross cut (safer and jams less).

      • Use a bin to put papers into for a quick action. Then batch shredding by doing it once a month or so.

    • Receipts​

      • ​Immediately throw away any receipts you don’t need for taxes or possible return (grocery, restaurants, etc.).

      • Have one container for any receipts of things you may need to return or need for warranty. I use an accordion file and have it sorted alphabetically by store. I go through it quarterly (sometimes biannually) and destroy the ones that are out-of-date and no longer needed.  I have a separate accordion file for long term receipts (electronics, glasses, etc.). You could also scan into Evernote for long term warranties.

        • ​I sort by "where" (not "when") because I usually remember where I purchased something not always when.

        • Circle dates for easy identification later.

      • ​Any receipt for taxes is filed with my short term monthly folders (see "Taxes" above).

    • Keep in mind where you set up your work zone, how long the process may take, and your plan for how to clean up after each session. For example, if you don’t have small kids or pets you can probably leave it out in stacks and just keep adding to them. If you do, you may have to put your "stacks" away after each session. I like to use file folders with sticky notes as labels.

Step One - Quick Sort

  • You will not go through each file/paper in detail. While you are collecting files/paper you will QUICKLY (two seconds per file/paper) put into one of five zones:

    • ​1. TIMELY

      • ​If you see something that needs immediate action set aside to do at the end of the session.

      • Anything you know has recently entered your home (within the last month).

      • Anything that may have time sensitive items.

      • Unopened mail goes here.

      • Anything you know is for taxes for this year.

      • Checks, gift cards, etc.

      • Invitations or event information – you are not making decisions or adding to calendars at this time, just put it in the bin and move on.

      • Papers for your child’s school that are in need of you to do something.

      • GOAL = Take action on these items within one week to avoid overdue charges.

    • 2. IMPORTANT​

      • ​Any files/papers that you know are important, but do not require immediate action (legal Items, medical files, school files, taxes, etc.).

      • Scanning may be an option.

      • Tackle in small chunks to avoid being overwhelmed.

    • 3. EVERYTHING ELSE (to keep)​

      • User manuals​

      • School files that are not timely or important (graded papers, art work, etc.).

      • Any files you have but are not sure why or what is in them.

      • Scanning may be an option.

      • Tackle in small chunks to avoid being overwhelmed.

    • 4. TRASH​

      • ​Anything that is obviously trash, and does not need to be shredded.

      • If in doubt, put in one of the zones above.

    • 5. SHRED​

      • ​Anything that is obviously trash but needs shredded.

      • If in doubt, put in one of the zones above.

      • Shred these papers at the end of the day (or end of this process if off site).

Step Two - Macro Sort

  • Get "in the zone" to work on a task uninterrupted if possible. I waited until the kids were in bed and then put on a movie I’d seen a million times for background noise. You might set a timer for 30 minutes to give yourself a quick stretch break.

  • Take the time to SORT (not organize yet) the three zones (from Step 1 above) into one of five categories:

    • 1. ACTION​

      • Must be dealt with ASAP! Try to finish the action tasks at the end of each work session (no later than the end of each week). After you have completed the action on each paper add it to one of the other four categories below.

      • Open the unopened mail and put it into one of the five categories.

      • Batch like actions! Since the majority of the TIMELY zone falls under this category, do a macro sort of this category as I did that zone to get all common tasks in separate piles. 

        • Make one stack of unpaid bills/invoices so you can pay them all at once.

        • Checks, gift cards, etc.

        • Make one stack of all events/invitations so you can make decisions and add them all to your calendar at once.

        • Papers for your child’s school that are in need of you to do something.

    • 2. FILE​

      • ​Will continue to be added to until all zones above are completed to avoid duplicate file categories. Most of this category will come from zone two (IMPORTANT) above.

      • Anything you know is for taxes for this year.

      • Anything you want to keep the paper copy but all actions have been completed.

      • Any files/papers that you know are important to keep originals (legal Items, medical files, taxes, passports, etc.).

      • School files that are not timely or important (graded papers, art work, etc.). Declutter first!

    • 3. SCAN​

      • ​You can scan at the end of each session or wait until all zones above are completed. Most of this category will come from zone three (EVERYTHING ELSE) above. I personally waited in case I wanted to add more to the scan pile and/or decided to add something from the scan pile to a file I ultimately created.

      • User manuals

      • Any files you want to have for reference but originals are not needed.

      • After you scan, you will add the paper to the trash or shred category.

    • 4. TRASH​

      • ​Discard when full (or daily).

      • Anything that is obviously trash, and does not need to be shredded.

      • If in doubt, put in one of the categories above.

    • 5. SHRED​

      • ​Anything that is obviously trash but needs shredded.

      • If in doubt, put in one of the zones above.

      • Shred these papers at the end of the day (or end of this process if off site).

Step Three - Organize

  • This step takes a decent amount of space and concentration. Get "in the zone" to work on these tasks uninterrupted if possible. I had to concentrate more on this, so no movie for me. Set a timer for 30 minutes to give yourself a quick stretch break.

  • If you have any action items remaining they are FIRST PRIORITY. You will complete all actions and then add them into one of the other categories.

  • You are then going to have to take the time to organize the two remaining categories. Start with “FILE” in case you want to add more to the SCAN pile and/or decide to add something from the scan pile to a file you ultimately create.

  • FILE PAPERS:

    • ​I used a program called Freedom Filer as a starting point. You can utilize by getting colored folders or colored labels. You can even use white labels and a highlighter to color-code.

      • ​Green Labels/Folders = Active Files

        • ​Hanging file folders by month - for files that can be discarded within one year.

        • Inside have a sleeve for each month for anything for taxes.

      • ​Orange Labels/Folders = Remove/Replace Files

      • ​Red Labels/Folders = Permanent Files

      • Blue Labels/Folders = Tax Files

      • Purple Labels/Folders = Hobbies

    • ​Place a hanging file folder down and use sticky notes to create “signs” for the titles you want to use (ex. medical, utilities, financial, pets).

      • ​REMINDER: think macro when possible and if needed, later go micro.

        • ​For example, make a separate file for each person in the family's medical papers, but not separate files for dental, vision, etc. unless a specific need arises.

        • Exception: for anything dealing with taxes make a sticky note for each year going back 10 years. (I know audits can only go back 7 but I will explain the idea of 10 later). Add anything older than 10 years goes to the SHRED category.

      • ​Learn from my mistakes: 

        • ​Don’t make the labels yet, because you will change your mind throughout this process.

        • Place the sticky notes above each folder or otherwise you will cover it up after you place the first paper down.

        • If you use regular file folders, you may want to be careful with the folder tab locations.

      • ​Sort the papers onto (not into) each hanging file folder based on the labels created. Create new sticky notes as needed throughout the sort.

        • Once all papers are sorted, put the files into the hanging file folders.

      • ​Put the sticky notes on the outside of the hanging file folder, so you can get them in the order you want them, before you create the final labeled tabs.

      • VERY IMPORTANT – insert the labeled tabs to the inside front not the back.  This helps with reading labels even if items get a little tall.  I personally put all categories lined up on the same slots so the different categories stand out.

  • Process for scanning.​

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