Developing Effective Time Management Habits - Managing Paperwork Techniques II

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According to academic studies, around 80 percent of the paper in office filing cabinets, and on desks, rightly belongs in the throw-away category. It does not need to be read at all. Or, if it needed to be read and filed initially, it is now purely historical, and will never be referred to again.

This paper clutters up the office, and clutter, by its nature, reduces your efficiency. Do not keep paper in your office because "You never know, it might come in useful some time." Remember, in the unlikely event that you ever need to refer to anything you have thrown out, you can almost always obtain a copy.

Mike wants to waste as little time as possible going through paperwork, because he has plenty of other things to do. So, he is strict about the way he applies the basics of the "file, pass on, throw away, read" approach. Unless you have a system for managing all the paper that comes across your desk, the use of your time is likely to be distorted fatally.

The "file, pass on, throw away, read" approach will help you to use your time effectively - try it! This is what he says about his approach: He files first: "I place any document on which I need to take action in a file marked 'current.' Each month, I set aside an hour to cull my files, and remove documents that no longer have any current value."

 Then he decides to pass on: "I only pass a document on to one person--I do not distribute multiple copies. I inform other people of the contents if it is important to do so, for example, through an e-mailed memo." Next, he will throw away some: "I throw out anything where there is not a clear need to keep it. I immediately sift materials I bring back from conferences, seminars or any meeting.

I don't keep reports, or other papers, that are simply sent as a courtesy, or 'for reference'." and, finally, he will read what’s left: "I only read a document if it will take me less than ten minutes. I make an exception, if a long document requires an urgent response. I put aside an hour or two at the end of the week to read longer texts, such as reports and articles.”

Now, use what you have learned to decide how successful Emily is in applying the "file, pass on, throw away, read" principle, to keep on top of her paperwork. (...)

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