Do you have a ton of paper staring at you in your office or on your kitchen counter? Most of the time this is a big complaint.

Are some of those papers your monthly bills?

Many of us have files we’ve labeled “Telephone”, “Utilities”, “Water/Garbage”, “Cell Phone”,  ”Credit Cars”… Sound familiar? We’ve set up these folders because that’s how our parents used to do it. So when we moved out of their home we did the same thing. Only, we hate to file them. Do you really need to keep those bills?

Probably not. While what I am going to say may make you feel a bit queasy or uncomfortable, I say it to help you eliminate the paper monster in your life.  No, I am not recommending that everyone go paperless, don’t worry.  I am recommending, however, that you embrace technology. Create passwords to your utilities, phone, and credit card accounts so you can access your information online at any time. Get comfortable with their websites so you begin to use this valuable resource.  You can look up past bills, see recent statements at the touch of a button. If you are reading this blog then you have access to the internet so use it and eliminate the need to keep all those paper bills.

It’s okay if you still want to get your paper statement (or your can request that they be sent to your email in box).  The point here is that you don’t need to file or keep those bills. After you pay a bill, shred it. The information’s still there online any time you need it.

So get comfortable and let go (if you haven’t already) – I double dare ya!

Receipts seem to really confuse some people.  I have seen clients hold onto YEARS of receipts.  They are in ziplock™ bags, crammed into junk drawers, stacked and sliding off counter tops, and forced into bulging file folders.  They come into the home every day but never leave!

There are really only 3 kinds of receipts:

• Weekly
• Big Ticket Items
• Gifts

Weekly receipts come from the grocery store, doctor visits, medication, clothing purchases, and other such purchases made needed for your home and car maintenance.  Big ticket receipts are for large purchases like a washer and dryer, new roof, computers, TV’s… you get the idea. And gift receipts are for – you guessed it – gifts purchased.

Do you need to hang on to each and every receipt?  The short answer is “no”.  The long answer is “it depends”. And that’s where folks get stuck – it depends.  Once they are stuck, no decision is made and hence years’ worth of receipts clutter their life.

At my Declutter Your Life groups (in Sacramento and Chico, CA), this was a hot topic so I created this flow chart to help with the decision making.

The bottom line here is that receipts will hang around forever until you make a decision. The chart reflects what to do with a receipt if you are at home or out and about. The basic premise is this:

1. Set up an in-box to collect receipts.
2. Have a folder or envelope to save questionable receipts for 6 months; purging on at the beginning of each new month.
3. And for the large purchases, keep the receipts with the product manuals.

So take control and start making decisions about those receipts!

I know… most of us hate to file. That’s one reason so many of us are battling with paper in our homes and offices. Most file cabinets are relegated to the back of closets, under the stairs or out in the garage. Some file cabinets are so full they can’t be opened, while others date back to the time of the dinosaurs and need excavation! You might even experience a genuine filing phobia every time you open a file drawer.  It’s difficult to find things when you need them and then you have no idea where to put new papers to be filed.

The first step to overcome your phobia is to re-work your filing system by understanding the types of files and how they are used.  Here’s a chart of the 3 types of files for any home or office.

Now that you have read about these 3 file type, it’s time to take the steps needed to get your file cabinet organized. What I’m about to say is not rocket science or some new age technique…

Use the K.I.S.S. method – Keep it Super Simple!

K eep the 3 types of files separate

I s it worth keeping?  Ask yourself the trigger questions and purge, purge, purge as much as possible  

S implified your categories   Re-think how you have your files labeled; using broad categories will make things easier to find and put away!

S chedule regular maintenance   This is imperative. If you’re not willing to do this step, then all the other steps won’t work! Set up yearly dates to purge files, toss papers, move files from reference to archive, and to re-evaluate your current systems.

Here are a few trigger questions to ask yourself as you sort through and purge your file cabinet.

• Is this information useful?
• Can I get this information again?
• Is this information on the internet?
• Is this information needed for tax or legal reasons?
• What’s the worst thing that would happen if I threw this away?

Let me give it to you straight-

If you haven’t read it by now, you are probably never going to read it. So let it go!

It’s time to start fresh and have a plan for all the reading you intend to do this year.

First, set some boundaries. How many articles, books, magazines will you let pile up to read before you actually get to reading them? Determine what is manageable. I have no more than 2 books in line to be read after I finish the book I’m currently reading. There are certainly lots more I want to read but I just keep a book list instead of buying more books and magazines to have stacked by my reading chair. (I am even moving to more ebooks now that I have my iPad.) Boundaries can also be set for the number of magazines you subscribe to. Take a look at the number of subscriptions you have now and if many of those have gone unread last year then cut back your subscriptions by 50% as a starting point.

Decide how you will contain your reading materials. Some ways to do this are with magazine holders, baskets, or dedicating a shelf on a bookcase or side table for things you plan to read next. Having a specific place that contains your reading materials is also another way to set a boundary. If the reading materials start to exceed the designated space, then some need to be purged. No guilt, just follow your own boundaries…

Avoid printing out articles or emails you find on the Internet; it’s a waste of our resources. Bookmark it and come back to it when you do have time to read it. For newsletters and random sheets of paper you have accumulated to read, create a portable ”To Read” folder.  Take it with you and sneak in some reading while waiting at the doctor’s office, while parked and waiting for kids to get out of school, while getting a pedicure or, my favorite, while sitting in the airport waiting for a flight.

If you really want to get some reading done, plan for it. Set aside time daily or weekly to read. If you are not doing this already, you may need to schedule actual time in your calendar until it becomes a habit. It’s perfectly fine to have an appointment with yourself, you know! Speaking of habits, it’s also a good idea to go through and purge your reading piles quarterly. Things that seemed like a “must read” look a whole lot different after 3 months has gone by! Re-evaluate and purge the reading materials regularly, you’ll feel so much better!

The benefits of Planner Pad:

• Monthly view
• 2 pages weekly view
• Different sizes calendars to choose from
• Space for roles, tasks, and appointments
• Room on the weekly pages to capture bits of information
• Designed to make all aspects of your life funnel into each week, in one place

Click here to See the Planner Pad video

“According to the U.S. Postal Service and Seattle Public Utilities research, Seattle homes and businesses receive an estimated 17,500 tons of unwanted paper in the form of junk mail and yellow pages phone books, approximately 100 pounds of waste per household, each year,” a release from the city of Seattle states. That’s some major waste!  I found this information and photo here.

 A look at the discarded phone books, courtesy of the City of Seattle

 When I read the article, I first thought it only applied to the city of Seattle. But that’s not true – they are just giving it better P.R. than other areas.  Go to catalogchoice.org and you can enter your zip code in the box labeled “1″ and it will tell you if you can request to opt out of the phone books for your city. If your city phone books come up, simply hit the ‘New Request’ button for each one.

You should see something like this at the top of your screen:

Now look below this box and start filling out the form.  The instructions are simple and it took me all of 3 minutes to do.

Catalogchoice.org can also help eliminate your junk mail.  This is a great nonprofit organization that ultimately helps to save trees and simplify the paper in our lives a little bit. They ask that you consider giving them a donation after you're done to show them some love!

Would love to hear if you do go on there to stop your phone book deliveries. I know I'm on a mission to tell as many people as I can!!

Does this look familiar?

Is your desk so cluttered that you forget what the wood grain looks like on its top?  Do you put down papers just about anywhere because you don’t know what else to do with them?

Whether it’s your home office or your work office, having a functional desk is important.  By functional I don’t mean having four legs and working drawers (although that helps!). I mean having a surface where you can do your work, have things at your fingertips and know where things are when you need them.  Here are 3 keys to helping you make your desk more functional:

READ MORE

Do you have mountains of receipts? If you’re anything like me you have receipts in your purse and car and your husband has receipts in his wallet and pockets! Most receipts that we have do not need to be kept. Some can be tossed immediately while others can be cross checked against a bank or credit card statement. Nonetheless, we need to get rid of them sooner than later!

When you need to get your receipts under control, get organized by using these four tips:
1. Sort – First, sort your receipts into categories based on how you paid for your purchases:
▫ Cash
▫ Check
▫ Debit
▫ Credit card charge
Purchasing a small accordion file with dividers will help you with your organization. You will want to label them so you can find the right receipts quickly. Categorizing your receipts this way will help you with the next step.

2. Enter – Whether you write them in your check register or input them in a computer program, each receipt needs to be entered or accounted for. You can do this on a daily, weekly, or monthly basis. Find a place close to the area where you will do the inputting of the receipts to store them, in the small accordion file, until you have time to enter them. If the receipts are for credit card purchases, you can compare them to your monthly credit card statement when it arrives.

3. Toss

Once you have entered the receipts or compared them to a statement, most of them can be thrown away. Make sure you shred the receipts that contain personal information and account numbers. There may be times when holding onto a receipt, for a period of time, is a wise choice.

4. Save

There are certain receipts that will need to be saved. Perhaps you have an item to return, for example. Put these receipts in a place where you will have easy access to them when you are ready to go back to the store. Receipts for large ticket items such as appliances or electronics should be kept for as long as you own the item. Stapling the receipt directly to the owner’s manual or warranty is a good idea.

These days it is not difficult to be inundated with receipts. We haul them home, they come in the mail and usually pile up on every flat surface! If you take a little time each week to follow these four steps, it will help you to get organized, and cut down on the amount of receipts you keep.

Your kitchen counter, near the telephone, on the dining room table, all over your desk, even on your bed! We cannot seem to escape paper. It finds us even when we haven’t asked for it! We all grumble about this paper but did you know you can do something about it? Here’s one way to take action against the mail delivered to your home:

The Direct Marketing Association (DMA) is a global trade association of business and nonprofit organizations who use and support direct marketing tools and techniques. The also have a consumer side which advocates consumer choice. This is the side you want to pay attention to. This is the way to reduce the paper coming from the US Postal Service to your door. Simply go to http://www.dmachoice.org/ ,then click on preferences.

The Mail Preference Service (MPS) can remove your name from DMA’s member prospect lists. You can do this one of two ways:

1. Fill out the online form with all required information. Registering online is the fastest way to see results. The cost is $1.oo. OR
2. Complete the mail-in registration form. Print the form and mail it with a $1 check or money order (to cover processing), payable to the Direct Marketing Association, to the address on the form. Processing your request by mail takes longer than online registration.

I have also discovered http://www.catalogchoice.org/. I have not used this service, but Catalog Choice is a free service that allows you to decline unwanted catalogs, reducing the number of catalogs in your mailbox and the number of trees that get sent to the paper mill. Their site only offers opt out requests for individual catalog titles –which means, unfortunately, there is no way to stop all catalogs with just one click.

This is just one way to start managing the paper in your life, stay tuned for more tips in the weeks to come!

If you are like millions of Americans, you get loads of mail. Often 80% of what we get in our mailboxes is unsolicited mail or junk mail. There are a few ways to cut back on this unwanted clutter. You can send a postcard or letter to have your name removed from mailing lists. Just write to : Direct Marketing Association
Mail Preference Service
PO Box 643
Carmel NY 10512
or go to www.the-dma.org
Don’t forget to request your spouse’s name or other family names removed as well.

When ordering from catalogs or the internet, just say “no” to the advertising offers they want to give you. If you receive catalogs at home or work that you no longer need or want just call the number on the back of the catalog and ask to be removed from their mailing list. This may take one or two months to go into effect, but it does work!

Another tip : Don’t sort through that junk mail every day! Don’t waste precious time on such a menial task. Place a basket or some other container near the entrance you use when coming in with the mail. This will become your mail basket. When you come in from the mailbox, take out any bills and important letters. Throw the rest into the mail basket and choose one day each week to go through the junk and take action! Be sure to have a shredder and trash can nearby as most of the mail will be “filed” there. If there is mail left over, then take the appropriate action needed – a phone call, file it away, mark it on your calendar, or give to the intended receipient. The mail basket should be emptied each week, ready for the next load of mail!