If you get agitated just thinking about all those papers you need to deal with, then this post is for you. Similarly, if you have trouble finding that piece of paper with the information you need that you KNOW you saved someplace but can't find, this is for you, too. While in future posts, I'll be discussing specifics like getting your affairs in order and what/how long to keep important documents, this post is specifically focused on minimizing your clutter to maximize your calm.
Getting started with any chore is difficult, especially one which you're not even sure how to handle. Add to that, a chore which is likely to be emotionally draining (dealing with family papers, photos, letters, medical bills of a loved one, etc.) and a quantity to conquer which is overwhelming, and you may just decide to put your head in the sand and ignore it all. But we all know that eventually, that strategy just comes back to bite you in the butt (look at me being all G-rated!).
So, how to get started? First and foremost, recognize that organizing paperwork is difficult and mentally exhausting. I read once that a typical person can handle a maximum of 3 hours at a time of paperwork organizing; I concur, based on my 20+ years of experience in this specific area. In fact, in my organizing business (Orderly Affairs), I set in-person sessions at a maximum time of 3 hours, which is often (way) more than my clients can handle. So, manage expectations, and allow yourself plenty of time to get through the clutter. After all, I'm guessing those piles took quite some time to get to the current levels, right?
How to find all that time? MAKE A RECURRING (ORGANIZING) MEETING IN YOUR CALENDAR EVERY WEEK and don't double-book it! To combat the clutter, set aside at least an hour a week. Obviously, the more time you set aside, the quicker you'll be done. Once your clutter is under control, you won't need more than 15 minutes a week for maintenance purposes (although allocating a half-hour is recommended).
Once you have committed to making the time and have given yourself permission to chip away at the clutter over time, then the actual organizing happens. As with all organizing projects, you'll need to make piles of like-items:
Outdated/ not necessary -- these get tossed (or shredded then tossed depending on the nature of the paper/ email).
Are you keeping things from companies or stores with coupons or information? If these are not companies/stores you care about, toss them. If the coupons have expired, toss them. If you have saved them just-in-case, toss them! In other words, junk mail goes.
If you have/ get digital versions of the paper documents, toss the paper ones! (We'll talk about digital organizing in a later post.)
Is something you have been saving relevant for someone else? Get a file or big envelope, put that person's name on it, and that's where all things for that person go. It's fine to have as many of these as needed!
Periodicals (newspapers & magazines) -- choose any receptacle you want (a basket, a shelf, whatever) and limit that to all of your periodicals. If they spill over, then get rid of the ones at the bottom (assuming you just add the new ones to the top). Realistically, you just won't make it through them all.
Tax-related -- always have a file easily accessible with the tax year on the tab, and add all paperwork related to taxes for that year to it, like:
receipts for charitable contributions,
all those forms which come in starting at the end of the year (1099s, W-2s, etc.),
receipts for local taxes paid
receipts for unreimbursed business expenses
any notices received from taxing authorities
anything you think your accountant may ask you for
Medical/ Financial/ Insurance -- most folks aren't sure what needs to be kept and for how long, and how and where. This will be covered in a future post, but if you need this information before then, just google, "how long do I need to keep ____?," and the internet will provide some good guidelines for now.
Photos -- put all together and then, when you have time, go through these and organize them chronologically, or by subject matter, or by the person you think should have them if that isn't you. Put the ones you've decided to keep in an album, or store in a photo box, labeled with the dates or events or subject. Or, send them out and have them digitized!
Invitations, confirmations of orders or reservations, etc. -- my best and favorite trick here is to create folders (both electronic and paper) called, "Current." This file receives all those items you think or know you need or will want to refer to later -- directions, invitations, estimated tax forms, etc. Everything in the Current folder expires (eventually) and get rid of it when its time has passed.
User manuals/ warranties -- divide ALL of your user manuals and associated warranties into piles by room. Then, create a folder which covers each room in the house (bedrooms can all be one folder, if there aren't too many items, for example). The kitchen should always have its own folder and kept, if possible, in the kitchen. All the others can be kept together elsewhere.
How to store everything? So you've got your piles together. You'll need file folders and either a file cabinet or boxes in which to put said file folders. What you get will be predicated on available budget and space. If space is limited, you will need to be more aggressive when determining what to keep. If you have a dry attic or basement, you can keep everything, as long as it is well-marked. And, speaking of well-marked items, you really need to think about what labels to use on those folders -- specific is best. The goal is to be able to find what you want when you want it. If any one folder is too thick, that's a sign you need to break out the contents into two (or more) classifications. (An example: Auto-related might be fine if you don't have much paperwork around it, but you may need Auto: Purchase-related, Auto: Servicing, Auto: taxes or insurance, etc.).
Now, if all this is giving you a headache, there is another way. You can hire a professional organizer -- just google or ask around. (If you or a loved one is in need of this type of help in VT, contact me). It likely won't be cheap (costs range from $50-$150/hour depending on where you live), and it WILL be painful as you will be required to work alongside the expert. But, it will force you to get things done (after all, you're paying someone to go through things with you!), and you'll (hopefully) end up with a system which makes sense to you and which you can realistically maintain going forward. And, if you find that the upkeep is too much, professional organizers are happy to come in for maintenance visits (weekly, monthly, whatever).
Just think... Every bit of progress you make brings you closer to feeling unburdened by paperwork. And, to quote Martha (Stewart), "that's a good thing."
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