Ruthless paperwork is the route to a clean desk. It’s a problem of small-scale decision-making, every piece of paper requires a decision and a final destination. Too often, papers fall prey to the procrastination syndrome: I’ll think about it tomorrow.
Ideally, mail and paperwork should be attended to for a few minutes every day. If the amount is small, three times a week may do. You don’t want papers to build up to the point where you look at it and you get discouraged. The easiest way to avoid that is to keep up to date.
Files can be kept in open piles on a desk or in folders, according to your style. If a clean visual environment is important to you, use boxes and folders as you RAFT. If you prefer a look of activity and busyness, paper piles may be the answer.
If you do keep stuff, keep it in a way so that it doesn’t jam up your life and you can find it again.
Use the RAFT template: refer it, act on it, file it or toss it.
- Refer it to the correct person, if you’re not the one to handle it.
- Act on it immediately. Items that can be dealt with easily, do now; David Allen’s two-minute rule.
- File it, if necessary. Eighty percent of filed papers are never looked at again. Make sure you really need it before you keep it.
- Toss out anything you no longer need. Don’t keep routine memos or anything that gives you information you already know or have. Record meeting information on your calendar, then toss the memo. We you receive document revisions, toss the orginals.