Bills and other paperwork can be seriously overwhelming. However, you can bring order to the chaos by setting up a simple, three-slot paperwork system.
The system helps you process all of your incoming paperwork for one of three operations - ACTION, FILE and READ/CONSIDER.
Yours should be located in a convenient place in your house, such as the top of a filing cabinet or table - somewhere not too far from the front door. Below is an example of the paperwork processing area at my house:
How to set up and use the three-slot paperwork system:
- ESTABLISH a set of three file folders: ACTION, FILE and READ/CONSIDER, and place your three file folders in a slotted organizer like this one.
- DEAL WITH JUNK right away. Each day, place any junk mail you receive 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, because it will only pile up!
- SHRED. To avoid identity theft, shred any credit card applications, 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.
- Identify items for the “ACTION” folder. These are 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.
- Identify items for the “FILE” folder. These require no action but need to be filed. Items to file might include items such as letters, notices, records and paid bills. Put these into the FILE folder.
- Identify items for the “READ/CONSIDER” folder. These require no action or filing, but are those 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 items. Five to ten minutes of follow-up and filing every couple of days is a great goal.
—–
STOCK UP. Stocking your paperwork processing area with envelopes, return address labels and plenty of stamps will 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!
1 Response to “How to simply your paperwork”