This post is the second in a series of three articles written on organizing your home office by Brandie Kajino, The Home Office Organizer.

How’s your paper management going?  Not so good?  No problem.  We’ve been talking about how you can manage your paper by taking smaller steps which keeps you organized for the long run.  If you’re following along, last time I talked about the three different categories of paper in a home office.  Let’s review:

1.    Action Paper: paper associated with tasks you need to do.
2.    Projects: papers associated with a longer term project.
3.    Reference: needed for backup, legal or personal reasons.

I also threw you a life line about how organization is not about perfectly labeled, color coded files, obsessively neat desktops and stifling order.  It’s about finding what you need in about 5 minutes.  This alone can open your mind to systems that fit with who you are, and ultimately keep yourself and your paper organized for the long run.  That’s the goal. 

Now, confession time: I HATE filing.  More specifically, I don’t like “overdone” filing systems.  Like my clients, it took me a while to figure out I could do it my way.  A filing system not used is a waste of time and money.  Everyone has different work styles and personalities.  So, you may have a need for a little more detailed system, or you may not even file at right now.  No worries, there are options for everyone out there.   Each category of paper has its own specific needs, so let’s get going.

Action Paper is associated with tasks you need to do.  Keep a desktop file or basket with folders for:

-    Waiting For or Pending: Orders placed, information you are expecting a call back on, things you are generally waiting for whether it’s a delivery from a person or company.-    Bills To Pay:  Set aside a regular time to pay bills, and put them in this folder in the meantime.  Sort the mail and place directly in this file.  When bill paying time comes around, they’ll all be there waiting for you.

-    Data Entry:  Bookkeeping, financial statements which need to be reconciled or tracking information in a database.  This is also helpful if you have an accountant or assistant.

-    Action: Notes for a call to a client, the phone company or a vendor;   a form that needs to be filled out and mailed (but with no due date).  These are examples, but generally if you need to do something, the associated paper goes in this folder.

-    Travel:  Travel itineraries, conference agendas and tickets.  When you are packing, grab it and go.

-    Tickler File:  This is often called a “43 Folder” system.  It’s great for date sensitive paper like event tickets, registration forms, maps or reminders.  You’ll need 12 folders for each month of the year, and 31 folders for the day of the month.  Rotate the date folders for each month.  (For a picture of this system, see my blog below.)

Projects are longer term paper producers.  They generally need more than one action item to complete and you may need documents at your fingertips.  A couple ways to organize them:

-    Notebook:  If you need to leaf thru paperwork and it’s a bigger job a three ring notebook is your best bet.  You can use three hole punched dividers and pockets.  If you carry this notebook around, put a small hole-punch inside (look at your local office supply store) to easily integrate new paper.

-    Project folder or jacket: There are box bottom files, tabbed files, “see-thru” and bound options.  If you will use it again after archiving your current project, go for a more durable material like plastic or recycled press board.

We have one category left, and that’s Reference.  I’ll cover that next time.

Have a question or getting stuck?  Leave a comment below.

Wishing you continued success!

About the Author

Brandie Kajino, The Home Office Organizer, is a speaker, author and professional organizer. She is the author behind the Organize.Simplify.Transform Blog, where she gives tips on organizing and simplifying life. Her website, The Home Office Organizer offers resources, articles, services and teleclasses to help home-based professionals organize their home office and increase productivity.

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