Working with Paperwork
Lisa J. Downs
American Society for Training & Development
Questions to Ask Yourself
Can I really find what I need quickly and
can someone else find it if necessary?
Is my work environment slowing me
down or making me feel out of control?
Do I feel overwhelmed by paper?
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Our Sources of Clutter
A nesting instinct: Things provide a
sense of security and comfort.
Messy = creative: In reality, a mess is
costing you time.
Chronic saving: You never know when
you might need it.
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The Paperwork Process
Step 1: Sort items into categories. Step 2: Take action: File, delegate, or toss.
Step 3: Maintain a paperwork routine.
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Sorting
If overwhelming, start with small chunks
of time: 15 minutes, 30 minutes, etc.
Stand up while sorting; this increases
efficiency with a sense of urgency.
Touch each item only once and make a
quick decision.
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Taking Action
If a piece of paper only needs a brief
response, do it now.
Schedule a short filing session once a
day, week, or month.
If a more thoughtful response is
required, schedule a task.
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Filing Documents
Keep hanging file tabs on one side of the
folder only, for easy scanning.
Create different file folders: reading, to-
do, vendors, invoices, upcoming events, etc., and store them in a wire rack for easy access.
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Maintaining a Routine
Block out time for dealing with clutter: 15
minutes a day, one hour a week, etc.
Use files, containers, and other desk
accessories for easy organization.
Ask, “Do I really want or need this?”
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Tips to Handle Paperwork
Carry a notebook with you at all times to
prevent having loose pieces of paper.
Create files immediately and keep an
accessible file cabinet close.
Keep supplies for rerouting and recycling
handy.
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Tips to Handle Paperwork (Cont’d.)
Ask to be taken off of unnecessary
mailing lists and subscriptions.
Clip useful material from periodicals and
toss the rest.
Skim and scan reading material;
schedule reading for twice a week.
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Tips to Handle Paperwork (Cont’d.)
Ask, “How valuable is this information?” Toss envelopes right away.
Toss old drafts of documents. Throw out the previous month’s
magazine when the new one arrives.
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Tips to Handle Paperwork (Cont’d.)
Ask subordinates to limit the number and
length of written reports.
Cut back on sending and keeping
memos; call instead.
Enter business contacts into a database;
toss business cards when done.
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