Sparkleize the way you live

Paperwork can be seriously overwhelming. However, you can bring order to the chaos by setting up a mail processing center.

A mail processing center is a convenient place in your house that is well-equipped to help you sort your incoming paperwork and prepare them for one of three operations - ACTION, FILE and READ/CONSIDER.

Below is an example of the mail processing center at my house:

How to process your paperwork and make life easier:

• ESTABLISH a set of three file folders:  ACTION, FILE and READ/CONSIDER. I recommend placing your three file folders in a slotted organizer like this one:

• DEAL WITH JUNK right away. Place any junk mail either directly into the trash or directly into a bin designated for “mixed paper“. In most towns across the USA, mixed paper can be recycled with your weekly recycling pick-up. Do NOT set your junk mail aside for later. It will only pile up!
• SHRED. To avoid identity theft, shred credit card applications, credit card statements, credit card “convenience checks”, and anything with your social security number on it. Shredders are extremely important tool for protecting your identity. Crystal uses this very tough model, which munches up 8 sheets at a time, and even does credit cards!
• ACTION. Identify items that require follow-up of any kind. This will include bills to pay, appointments to schedule, letters to reply to, etc. Put these into the ACTION folder.
• SET A DEADLINE. Use brightly colored sticky notes and your trusty Sharpie marker to give yourself a deadline for taking care of the action and follow-up items. (Example: For a bill due on April 30th, label it “Pay bill and mail by April 21.”)
• ARRANGE. Arrange the action/follow-up items in the ACTION folder in order of deadline. In other words, the closer the deadline, the closer the item should be to the front of the folder.
• FILE. Identify items that require no action but need to be filed. Items to file might include informational items such as letters, notices, records and paid bills. Put these into the FILE folder.
• READ/CONSIDER. Finally, identify items that require no action, don’t need to be filed, but that you’d like to read or consider later. Put these into the READ/CONSIDER folder.
• SCHEDULE IT! Finally, set a regular schedule for yourself to deal with your Action Files! Five to ten minutes of follow-up and filing every couple of days is a great goal.

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STOCK UP. Stock your paperwork processing area with envelopes, return address labels and plenty of stamps to encourage bill paying and reduce procrastination!

Ready to go a step further? Check out Crystal’s guide to overhauling your filing system!

Have more ideas to share? Post a comment or write to Crystal and let her know!