Working
on a clean, organized desk can increase productivity and
eliminate confusion and disarray.
Below are 17 simple ways to eliminate accumulated paperwork
and create a productive environment:
-
Create a block of time during non-prime hours to handle
paperwork. Schedule this in your
planner and stick to it.
-
Sort
through and handle the papers in your in-basket no more than
twice a day.
-
Never
handle a piece of paper more than once. Avoid the "I'll just
put this here for now" habit.
-
Throw
away previous drafts. They serve no purpose.
-
Limit
the length of letters, recommendations, responses, meeting
requests and other correspondence to one page.
-
Ask
people if reports they prepare (or you prepare) are really
necessary. Prepare them only
when needed, not as a regular routine.
-
Do
something with every piece of paper that reaches you and put
it in its proper place -- not
just back on the pile.
-
Reduce
the number of memos you keep. After all, memos are primarily
for short-term information. Record the information you need
and toss the memo.
-
Create
different file folders:
-
Training file for useful items on personal or professional
development
-
Supplier file for
information on products and services
-
Invoices to pay
-
Upcoming events to
attend
-
Throw
out last month's copy of a magazine when this month's copy
arrives. If you must save them, only keep a year's worth.
Stop subscriptions to magazines and newspapers you don't
read anymore. This saves you money as well as time and
guilt.
-
When
you find items you keep putting off reading, ask "How likely
am I to read this and how valuable is this information?"
Throw it out.
-
Extra
storage space ends up getting filled up quickly. Try
reducing or throwing out extra paperwork collectors. Limit
your stacking trays to two: one
for incoming papers and the other
for outgoing papers.
-
Reduce
your credit cards to one per adult, two if you use one for
home and one for work. This reduces statements and
bill-paying time.
-
Reduce
your bank accounts, if you have several. If you find
yourself dealing with multiple bank statements every month,
this is a good place to start.
-
Pay
bills by automatic deduction. Most utility bills can be
handled this way.
-
Put all
your receipts in a small envelope. Sort through them every
month or every quarter.
-
Handle
routine requests or tasks immediately whenever you can.
-
Cut
back on sending memos. Use a phone call or email instead.
Sharon
Williams
©Sharon Williams All Rights
Reserved.
About the Author
Sharon
Williams, MVA, PREVA, is president of
The 24 Hour Secretary
and
provides
administrative, secretarial, marketing and internet-based virtual support
services for successful but sometimes overwhelmed executives
and busy entrepreneurs. Subscribe to Smart Business = Success,
the free monthly ezine stocked with business tips for the
busy professional. Contact Sharon by email at
info@the24hoursecretary.com.
You have
permission to reprint this article electronically or in
print, as long as the text
and byline remain unedited. A courtesy
copy of your publication
would be appreciated.
Link to 17 Ways
to Reduce Handling Paperwork
Eliminating paperwork increases productivity
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