25 Ways to Reduce or Eliminate Paperwork

Posted by Ian McKenzie
April 15, 2008

Posted in

One of the biggest enemies of an organized workspace is paper. Paper seems to take on a life of its own and before you know it, every flat surface is covered with paper. There are two simple rules to remember when handling paper:

  1. When you don’t need to keep it, toss it.
  2. When you do need to keep it, file it

Eliminate_paperworkBelow are 25 simple ways to eliminate accumulated paperwork and create a productive environment:

  1. Schedule time during non-prime hours to process paperwork.
  2. Sort through and handle the papers in your in-basket no more than twice a day.
  3. Never handle a piece of paper more than once. Avoid the “I’ll just put this here for now” habit.
  4. Throw away drafts. They serve no purpose.
  5. Limit the length of letters, recommendations, responses, meeting requests and other correspondence to one page.
  6. When printing or copying, set to duplex and use both sides of the paper.
  7. Ask people if reports they prepare (or you prepare) are really necessary. Prepare them only when needed, not as a regular routine.
  8. Do something with every piece of paper that reaches you and put it in its proper place—not just back on the pile.
  9. Reduce the number of memos you keep. Memos are primarily for short-term information. Record the information you need and toss the memo.
  10. Create different file folders:
    • Training file for useful items on personal development
    • Supplier file for information on products and services
    • Invoices to pay
    • Upcoming events to attend
    • Tax information
  11. Review your files periodically and purge what you no longer need.
  12. Throw out last month’s copy of a magazine when this month’s copy arrives. If you must save them, only keep a year’s worth.
  13. If you need to keep an article, tear it out and scan it to a pdf. Better still, see if the magazine has the article in their on-line archives and bookmark it.
  14. Use a scanner to reduce paperwork and archive your important data.
  15. Cancel subscriptions you no longer read.
  16. With items you keep putting off reading, ask “How likely am I to read this and how valuable is this information?” Throw it out.
  17. Extra storage space ends up getting filled up quickly. Reduce the number of paperwork collectors. Limit your stacking trays to two: one for incoming and one for outgoing.
  18. Reduce the number of credit cards. This reduces statements and bill-paying time.
  19. Reduce the number of bank accounts. If you find yourself dealing with multiple bank statements every month, this is a good place to start.
  20. Automate your bills. Sign up to receive an electronic copy of the bill, then pay the bill electronically.
  21. Put all your receipts in an envelope. Sort through them every month. Shred when you’re finished with them.
  22. Stop sending paper memos. Use a phone call or e-mail instead.
  23. Reduce coupons. Clipping coupons can save money, but if you cut them, use them. Keep coupons in a regular spot so they can be easily accessed for a trip to the grocery store.
  24. Buy and use a shredder.
  25. Open your mail over the shredder or the garbage. Toss or recycle any extra paper that comes with your mail. Shred those that have personal information on them.
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