How to Eliminate Piles of Paperwork, Part II

In part one of this series, we covered how paperwork contains three elements: information, decisions, and time. You took a bird’s eye view of your current paperwork system and you planned what a meaningful, simplified system would look like in your home. Let’s continuing finding ways to eliminate piles of paperwork.

Step 2: Create a Decision Filter

Decision making is tiring. That’s why your default decision is not to decide and instead, let the pile of paper grow. The secret to circumventing the multitude of daily paperwork decisions is to establish a decision filter. A decision filter is a way of deciding, in advance, what deserves your attention and time.

You may already sort the junk mail upon arrival. This is a decision filter. Junk mail = recycling, all else = heads into the house.

Here are a few examples of decision filters:

Urgent versus Important
When reviewing a piece of paper (or email), first decide, “Is this urgent?” Urgent means it requires a response or action on your part within the next 48 hours AND that it affects one of your top personal priority categories. Important information can be addressed over the next week or so.

For example, I had set aside 2 weeks to downsize and move my mother. When I was sorting her paperwork, I asked myself if the sheet of paper contained information pertaining to the ownership/repair of her home, information pertaining to her health/health insurance, or was a bill/invoice/account. These items went into one pile. Every other sheet went into another. This was my initial filter. Then I decided if action was needed before we left West Virginia.

Important versus Noise
A similar filter for you to practice will be, “Is this noise?” Noise means that the information required within isn’t relevant, isn’t important, is out-of-date, or is of so low importance that it doesn’t deserve your time and attention. Don’t underestimate this filter. Your time and attention are your most valuable assets, and every single decision drains your bank. Yet, instead of initially deciding that data or paperwork is noise when you first encounter it, you may set it into a pile to “decide later.” This double drains your time and attention. Observe your habits, then decide if this filter is for you.

Individual versus Input Needed
Lastly, you may find that you need to seek input or more information before taking action on the information in front of you. I was completely transparent with my brother Zach around my mother’s essential data. It was important that we made decisions together about her accounts. I wanted a second set of eyes as her durable power of attorney so that all decisions were made in her best interest. He and I set aside time to discuss anything critical. I will offer that this is a lesser used filter. 97% of your paperwork decisions probably don’t need additional input.

Only you know your personal priorities, so set your decision making filter to save yourself time, energy, and brain space. The more you practice, the more you’ll learn to trust your decision making.

Step 3: Select One Home for Paper

Any new system takes practice. See where the paperwork comes into your home. Make ONE central place to make decisions about paperwork. (It’s okay if this is the kitchen island, just decide and be happy with what makes sense.) Place papers in this central location, then go through it on the schedule you’ve decided.

Selecting ONE place is key, because it saves you from making additional, unwanted decisions. Place paperwork in the same place you’ll sort through it and take action on it. When you move papers from place to place, there’s more room for error.

Next, I’ll share about sorting and categories, as well as how to pull your system all together.

Join me back here next week for Part III of the series.

I’m hosting monthly workshops! Feel free to register and embrace an organized life today.