Handling Paper Clutter, Part 3

Keeping a Calendar

Another key component to your paper management system is the Calendar/Planner.   If you live a busy, active life, work, have children, a good planner is and absolute necessity.  If you’ve been using one of those pretty picture calendars with the little blocks – STOP!  As nice and they look they are not even remotely effective!  I recommend a weekly planner, one with decent-sized blocks for each day of the week (Staples has some very nice styles).  These planners have plenty of room to record lots of information, information that would otherwise be sitting in your paper piles!  Although not referenced in this article, electronic calendars or palm pilots are another viable option.

The planner helps to eliminate paper because you can extrapolate information from your papers and put that information into your planner.  Record party dates, appointments, meetings, games, practices, and other activities you and your family are involved in and then toss the papers!  You can also put reminders in your planner versus leaving notes everywhere.  For example, reminders like buy the birthday gift, organize papers for meeting, buy soccer cleats, etc. can all go into your planner.  The reason planners are more effective than “to do” lists is because “to do” lists are lists of intentions.  Once an item makes it into the planner it becomes a commitment.  By being aware of what’s expected of you in a given day you can better plan your time.  You can take those piles of paper, those action items, and assign a day to complete each one.  Committing to the day you’ve assigned will allow you to pace your week accordingly. 

Another method of planning is the Tickler File System.  Also found at Staples, these books are divided into sections 1-31 and January –December.  Placed on its side in a desktop file, you can place papers in the slot/day when you want to complete them.  Use the month slots to put papers to be addressed during that month.  When the month comes up, reassign the papers to a specific day.

Regardless of which system you choose, if used correctly you will be able to decrease your paper piles and complete action items in a timely manner.

More in August…