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by Janet Barclay, MVA

One of the most common reasons people invite me to their office for an organizing consultation is to help them deal with the piles of paperwork that are encroaching on their workspace.

It is generally understood that part of the problem is the lack of an efficient filing system and by efficient, I mean one that includes making time to file paid bills, completed projects, and so on. The other part of the problem relates to active projects. For some people, designating a desk drawer for these files is a viable solution, but for visual thinkers, and there are a lot of you out there, the immediate reaction to such a suggestion is, If I can’t see it, I’ll forget about it! Sometimes a desktop vertical organizer will work well, especially if it is slanted so you can see all the file labels, but if you have a large number of active projects, or if the files are very thick, it’s not very effective.

Under these circumstances, the organizing product I recommend most often is a literature sorter, which consists of a number of sections, similar to the mail slots frequently seen in large offices. You can assign a specific topic or project to each section, affixing a label to the front of the shelf, and when you receive a piece of mail or other document, you can quickly and easily put it away in the appropriate section. This ensures that all documentation related to a particular project is kept together, without having to dig through piles of paperwork on your desk to match them up.

Because it is only slightly deeper than a sheet of standard letter-sized paper, it can fit on most desktops without taking up valuable workspace, but if you have a smaller desk, you may need to place it on top of a filing cabinet, credenza, or small table located within your work area.

I’ve found that a literature sorter works well for all kinds of people. It works for pilers� because it allows them to continue piling, but instead of having unidentified piles all over their desk (or office floor!), they have neatly organized and labelled piles, which also makes life easier for any associates who may need to find information when they are not in the office. People who like more traditional organizing strategies also like this system, because they can customize the sections to meet their individual needs, and easily modify them as their workload changes.

Literature organizers can be purchased from most office product suppliers in sizes ranging from 12 to 72 sections, and some of them are stackable so you can expand your system if needed. They are available in a variety of materials, including cardboard, plastic, laminate, wood, and steel. If you aren’t sure that this type of system will work for you, you may wish to start with a cardboard version, and if you like it, you can then invest in a sturdier product.

Since it doesn’t look like the paperless office� is going to come about any time soon, you owe it to yourself to find a way to manage your paper efficiently, so you can devote your time to doing what you do best.

About the Author

Janet Barclay, founder of Organized Assistant, provides office organization services in and around Hamilton, Ontario, and virtual office assistance throughout North America. Visit www.organizedassistant.com for additional information or to request a complimentary subscription to The Organized Assistant Resource, a monthly ezine dedicated to Maximizing Your Time and Space.