Managing Paperwork

By Cyndi Seidler

We are in an age of expanding information. Technological advances have made the volume of paper increase to newer heights every year. Written or computer generated reports, spreadsheets, presentations, forms, letters, faxes, email, literature and promotional documents all continue to mount up. How does one keep up with it all efficiently and effectively then?

Information comes in various forms. Electronic media is anything computer related and paper, or "hard copy" media, is anything in printed form. There is also information contained in Compact Disks (CD’s), audio and video formats, as well as microfiche and storage disks. To find information we want, when we want it, has become the focus of information strategies.

Issues we have been faced with include the storage, retrieval and tracking of information. When that information is in paper format, an efficient filing system is essential to the operations of of any organization. But then, how do we take care of paper easily when it crosses our desk?

A system needs to be in place to handle the flow of paper so that it flows in and flows out. Imagine a traffic cop who allows cars to come into an intersection but doesn’t allow them to leave it once they’ve arrived. A pile-up occurs and the flow of cars stop with a jammed up intersection.

Paper needs to come in, be directed and sent out. Tray baskets direct incoming mail, outgoing correspondence and items to be filed. When paper is sitting on one’s desk, it should be paper "in action", where it is actually being tended to, not stored. Paper constituting pending action can flow into file folders placed on a desktop file holder. This directs paper with related action or project activities into temporary holding bins.

Establish a time, an agenda, to handle paperwork. A person should only have to pick up and handle that piece of paper once if it is tended to immediately. This, in itself, is a time-saving habit to get into!

See article "Conquer Paper Clutter" to learn about the system of managing paper.

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