Establishing a Paper Flow System

A paper flow system should operate the same way you digest your food. When a plate of food is placed before you, you immediately decide what’s good and what’s bad. The good stuff goes into your mouth to be processed and the bad stuff goes into the trash. The food in your mouth is quickly broken down into parts, swallowed, and then broken down even further into individual nutrients. Some are stored for a long time and some are used right away. Either way, you need these nutrients to help you make it through the day; the week; or even the month. After your body is done using the food, you discard it.

Just like your digestive system, there are 3 basic parts to a paper flow system:

• Inbox
• Storage & action file system
• Outbox

Follow These Simple Techniques

As soon as you get your mail from your mailbox, proceed into the house, stand directly over the trash can and sort the junk mail from the “real” mail. The mail you plan to keep should always go directly into your inbox, not the kitchen table, sofa or floor, etc. Your inbox should be easy to access and convenient for you to use. Schedule a time to go through your inbox at least once a week. This will keep your paper flowing nicely and prevent clogs in the beginning of your system.

If you haven’t already, you need to create storage and action files so that when you go through your inbox, you’ll have a place to put everything. Papers without a home cause clutter. Action files, also known as working files, should be placed at arms’ length. Label them with verbs such as READ, PAY, FILE, SHRED, etc. These verbs prompt you to do something. It’s imperative that you also spend adequate time creating a storage filing system to house all the papers you plan to keep for a long time. Without a storage file system, you won’t function well and your papers will grow out of control. Make sure to purge your storage files at least once a year to keep your papers flowing.

**Always keep a trash can and paper shredder near your paper flow system**

Position your outbox near the office or home door so you can grab your papers and go. Nothing’s worse than wasting valuable because you can’t find one piece of paper. If it were in your outbox, your troubles would be over.

If you structure your paper flow system with an inbox, storage and action file system and outbox using simple techniques, you’ll always keep your stack of papers at a manageable size to digest, free from stomach aches and heart burn.