Organizer - Leah Harvath and her happy client - Sara with the Office Paper now under control

What is it about the paper?  Why is it always there, piling up so quickly, chattering and distracting me from what I want to focus on?  And now we can add to the “paper chaos” all the electronic communications that come our way in any given day?  What would it be like to experience freedom from the paper piles?  Wouldn’t you like to know?  Wouldn’t you like the pile on your desktop and your email folder to hold today’s tasks and only today task’s?  “That’s impossible” is what I usually hear.  But if we can put a human being on the moon then can’t we conquer the piles of paper.  The problem is the lack of systems, systems designed for the volume and speed with which communications come at us.    

The best system I have found is FreedomFiler – an all encompassing, self purging filing system that is designed to hold it all – everything from your daily actions to the tax archive.  FreedomFiler was designed by Seth Odam who spent two years researching our complicated interactions with paper and filing.  His solution to all our paper problems is this amazing system.  Check it out at www.freedomfiler.com

Sara's "pink" Freedom Filer Action System

SEE IT – what is your greatest source of pain, fear or frustration with your communications?

Yes, my paper is all in order.  My problem is my computer working files that hold everything!  I have years of documents because I don’t take the time to perform an annual S.T.A.C.K.S to clear them out and create the updated folders that I need.  I often get frustrated when looking for an important document that is in a folder with old docs.  Simply put, my system needs updating now that my business and volume have changed.

MAP IT – what would you want most for this year in terms of sanity with your communications?

I want my working computer files up to date and organized.  I also want them stored on the internet so that my office manager and I can access the most current files easily.

DO IT – Because paper is so loaded I will take you through a simple S.T.A.C.K.S process. (For more depth, contact Clear & SIMPLE or get my audio book “Get Organized, the Clear & SIMPLE Way” with an entire CD on paper solutions.)

SORT:  Sort just the active papers first.  Leave the old papers for later. Remember to label the piles.

TOSS:  Check out our record retention guidelines for help on what to keep and what to let go. (See www.clearsimple.com/resources.html  for more help)

ASSIGN & CONTAIN:  Get the FreedomFiler if you don’t have a system for your paper files.  You can also get a P.O. who is trained in the system to get you up and running if you don’t have the time or desire to do it yourself.  This kit includes the files for your Action System which is the most important piece to get in place. KEEP IT UP:  Freedom Filer will help tremendously.  I also suggest having a Professional Organizer come on a regular basis to support you in creating a new pattern with the paper.  You could also hire a part time assistant (even for the home) to do all those pieces you don’t want to – like filing. Even I get help! As a professional organizer, single parent, business owner, and community giver, I have a multitude of communications.  I use my systems and I depend on them.  But I am still human which means it builds up again.  So every 3 months I need my professional organizer (Donna Harper) to come in and help me through the delayed decisions.  It feels so good.

SIMPLIFY: Set aside 2-4 hours a week for home and 4-6 hours for business just for the routine maintenance taking care of the paper items in your system.  You will accomplish much more if you do this as a dedicated session than trying to squeeze it in all during the week.  This can include paying bills, making phone calls, writing up proposals, sending thank you cards, etc.  Step into power with the paper and enjoy this time.

For a Mothers Day present to myself, I spent ½ a day clutter clearing my home office.  I used S.T.A.C.K.S on all the paper and stuff that had built up again over many months.  It was in my system but it was just too much.  What I remember is how fantastic I felt when it was done.  I was free (yes, we feel those piles even if we are ignoring them).  I was back in present time and able to focus on the day.  Will it come back again – yes, but never very much and not for very long because I have Systems in place to catch everything.  Let me know what happens.  Marla Dee

Resource – www.freedomfiler.com