Article: Winning Over Paperwork

Winning Over Paperwork

Here are some ideas for getting through the mounting paperwork in your in-box.

First, sort your paperwork into three categories: 1. Items which require action; 2. Items to be read; 3. Items to be discarded. Dump category three into the nearest wastebasket.

Clear your workspace from clutter. Stacks of files and other items on your desk are sources of distraction.

Focus on one item at a time. Minimize the number of times you handle a piece of paper. Take action on it the first time you pick it up or schedule a time when you will perform the necessary action. Most correspondence can be answered upon the first reading. With many items you can simply write your comments on the original letter and send it out. Make a photocopy if you need a record.

To get through your stack of unread materials, schedule regular time for reading. Instead of reading an entire journal, scan the table of contents for the articles relevant to you and ignore the others. Clip articles you want to read and carry some with you to read during waiting times, such as when at the airport. Consider dividing reading materials with colleagues. Each person can summarize what they read during lunch or staff meetings.

As you better manage your paperwork, you will find yourself with additional time for more important and satisfying activities. You will also gain a neater office.