Working with Paperwork

1
Working with Paperwork
Lisa J. Downs

• American Society for Training Development

2
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?

3
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.

4
The Paperwork Process

• Step 1 Sort items into categories.
• Step 2 Take action File, delegate, or toss.
• Step 3 Maintain a paperwork routine.

5
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.

6
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.

7
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.

8
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?

9
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.

10
Tips to Handle Paperwork (Contd.)

• 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.

11
Tips to Handle Paperwork (Contd.)

• Ask, How valuable is this information?
• Toss envelopes right away.
• Toss old drafts of documents.
• Throw out the previous months magazine when the
  new one arrives.

12
Tips to Handle Paperwork (Contd.)

• 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.