Prioritizing Action Items: Paperwork

What are Action Items? Prioritizing Action Items.

Let’s talk about prioritizing action items!

Action Items

Action items are a type of paperwork that needs attention, like reminders of appointments, or a bill that’s coming due.

One common mistake people make when organizing their paperwork is keeping action items out to help them remember. Put away the paper and keep the reminder. Keeping an action item on your desk leads to clutter. Have a specific place for action items, so you know where to look for them when it is time to take that action.

Have a reminder system in place. You can set a reminder on your phone, write it in a paper planner, or use one of the action item systems below, and put the paper away.

Use the 2-minute rule – if it will take less than 2 minutes to do it, do it now. It’s not worth your time to file it. Set the reminder, and find it again – just do it!

I have four suggested methods for prioritizing paperwork in increasing complexity: an in/out tray, a 3-level priority system, Steven Covey’s quadrant method, and tickler files. Use the one that suits you best and is going to be the easiest for you to maintain. Remember the point is not to organize the paperwork, the point is to take action on your paperwork.

In/Out Tray

In/Out Tray: An in/out tray is a very simple way to keep track of action items. When you have a task to complete or a reminder of something due, it goes in the In tray. Once completed, move it to the Out tray. You can always look in your In tray to remind you of what you need to accomplish.

3-Level Priority System

3-Level Priority System: There are many ways to do a 3-level priority system, according to what works for you. Create three folders and label them based on level of importance or urgency. Hot/Warm/Cold, Do Now/Do Soon/Do Someday, Today/This Week/Next Week, and Red/Yellow/Blue are just a few ways to label these folders.

This kind of system breaks down action items into easy-to-understand categories. That way, you can see at a glance what needs your attention.

Tickler Files

Tickler Files: Tickler files – file folders labeled with dates – are a great way to keep action item paperwork accessible and organized. Here are two ways to use them:

  • 8 Folders By Week: This system consists of one folder for each day of the week and one folder for the next week or later. As you go through the week, complete items in the appropriate folder. Once a week, review the items in the “next week” folder, then decide when to do them in the coming week.
  • 43 Folders By Month: This is a more detailed system consisting of 31 folders (one for each day of the month) plus 12 folders (one for each upcoming month). At the beginning of the month, review all items in the monthly folder and sort them depending on which day you want to do them. Complete items in daily folders daily to keep on top of your action items.

The Quadrant Method

Stephen Covey’s Quadrant Method: Stephen Covey, author of The 7 Habits of Highly Effective People, had a simple way of categorizing tasks based on urgency and importance, and this works with paperwork too. The infographic below shows how to use this system.

Using these strategies, you can organize your action items and work more effectively! Which of these do you think you’ll try when you’re prioritizing action items?

Drowning in Paperwork? Use RAFTS!

Why organize your paperwork? Organizing your paperwork clears piles of paper cluttering your space, helps you find information efficiently, keeps you on top of bills and to-dos, and avoids late fees, missed deadlines, and wasting time. Organize your paperwork to reduce stress, have a clear mind, and focus on what matters.

The first step toward fully organized paperwork is to sort. When I am clearing someone’s desk, we use use RAFTS to sort paperwork. What does RAFTS stand for?

Recycle

Recycle any paperwork you no longer need that doesn’t contain sensitive information. This includes things like advertisements, takeout menus, old Post-it notes, or junk mail.

Don’t forget that you can also repurpose paper! Anything with a blank back can be used as scratch paper for quick notes! If your home has kids, they can color on unwanted paper, too. You could even use it to make paper mache art! Why not?

Action

Action items are anything that needs your attention, like a bill to pay or a letter to reply to, or phone calls to return. I will address action items in more detail in my next post!

File

File paperwork that contains things you will need later. Statements, school records, and policy documents fit into this category. For more about how to file paperwork, check out this post!

Trash/Treasure

Trash/Treasure: Go through your paperwork and decide what’s worth keeping, and what’s worth letting go. Any paperwork with grease or other food on it can go. Treasure could be anything from special holiday cards to important documents that must be kept. If you’re holding on to something you can’t remember receiving, consider recycling or trashing it to minimize clutter.

Shred

Shred anything with account numbers, social security numbers, or other non-public information that you no longer need. You don’t have to shred items with your name and address because that’s public information.

Any questions about how to use RAFTS to sort paperwork? Ask them in the comments!

Organize Your Desk: A Non-Boring Guide to Paperwork

Paperwork can be a dry subject (literally and figuratively!), so while I relay my expert tips for keeping paperwork under control, please also enjoy these very cute images of cats in business attire. Let’s go! 

Go Digital

The best way to manage paperwork is to make sure there’s never paperwork in the first place. Your bank statements, utility bills, and other recurring payments often have the option of digital delivery instead of paper. It’s eco-friendly, and it takes no physical space on your desk! 

Make sure that you download statements and other documents that you might need to refer to later. Your utility provider may clear old documents on their schedule instead of yours. 

Use RAFTS to Sort

The first step toward fully organized paperwork is to sort. When we are clearing someone’s desk, we use the RAFTS system: Recycle, Action, File, Trash/Treasure, and Shred.

Recycle any paperwork you no longer need that doesn’t contain sensitive information can be recycled. This includes things like advertisements, takeout menus, old Post-it notes, or junk mail.

Action items are anything that needs your attention, like a bill to pay or a letter to reply to, or phone calls to return.

File paperwork that contains things you will need later. Statements, school records, and policy documents fit into this category.

Trash/Treasure: Go through your paperwork and decide what’s worth keeping, and what’s worth letting go. Any paperwork with grease or other food on it can go. As for treasure, you can store holiday cards from family in a keepsake box. If you’re holding on to something you can’t remember receiving, consider recycling or trashing it to minimize clutter.

Shred anything with account numbers, social security numbers, or other non-public information that you no longer need. You don’t have to shred items with your name and address because that’s public information.

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Organize Your Desk: 3 Common Paperwork Traps

Let’s organize your desk!

Whether your desk is at the office or at the home office, it’s a place where productivity is key. But if your desk (like many desks) holds too much paperwork, how the heck do you get anything done? 

Over the next four weeks, I’ll show you my expert tips for turning your desk from cluttered to calm. That way you can focus and do your best work! Let’s start with paperwork. 

There are three major traps that people fall into when it comes to their desk. Do any of these sound like you? 

Trap 1: Wanting everything at hand.

While a Homer-Simpson-esque desk setup where all the buttons and knobs are within arm’s reach sounds nice, it’s actually very good for you to have to get up to get things. According to the University of Michigan Human Resources, you should get up and move around “approximately three minutes every 30 – 60 minutes.” If your printer is a few steps away, turn printing into a mini-break and get your body moving. 


It’s also good to have some room around you! You can stretch out and actually do things with your desk. If you have everything you could possibly need on your desk at once, where do you put your coffee?

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On the Go: Checks & Balances

Checklists

Last week I wrote about making to-go kits for your car to avoid clutter and save time. But what about work? Learn how checklists and restocking cues can keep your supplies organized! Now I’d like to expand that idea to include hot-desking. If you have to pack up your desk at the end of every day, you need to use similar principles:

  • limit clutter,
  • have a home for each item, and
  • make sure it’s easy to put things away when you’re done.

There are all kinds of bags that can help, with designated laptop sleeves, expandable sides, and lots of compartments to contain everything a mobile office might need. This one is pretty neat!

Before you buy a bag, take stock of the things you need every day at work (and keep a critical eye, because when it comes to hotdesking, traveling light is key!). Buy a bag that has room for these items with some extra space for flexibility, but don’t go way bigger than you need. If your essentials only fill up a third of your bag, you might be using the wrong one.

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How to Organize ANYWHERE

I love easy-to-follow systems that let you organize anywhere. No two homes or businesses are the same, and over the years I’ve relied on the I CARE system to help clients get and stay organized. You can use it anywhere–homes, businesses–wherever there is stuff!

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