We received a note from a reader who wants to know how to gain control of all the paper that floats around on her desk and we might add, that floats around on most people's desks! This problem of loose paper is a genuine problem, and it's not getting any better as we print out hundreds of documents from our computers. It is estimated that the average person spends between five to seven hours each week just looking for things on his or her desk. That's an incredible amount of time that could be considerably reduced if a system were in place to put things where they can be easily located. 

Some people have the capacity to put a piece of paper down on the desk and then know exactly where it is. However, most people can't do that, and I would bet that even for people who say they can do that, it's a hit and miss skill. 

Here's our best recommendation. Set up a desk file with broad categories. We've listed some suggestions below: 

Today: Here put everything you need to get to today. By the end of the day, it should be empty. If you are going to do something about this item, also mark it on your daily plan. This way, you won't have to look in that pile of papers all day long. You can keep referring to your daily plan. 

This week: Same principle as the daily plan. Put everything you intend to get to by the end of the week. Again, mark the entry onto your weekly plan. 

Don't Forget: These are things you don't need to do for some time. Mark these onto your Don't Forget pages. You be thinking that this is a lot of extra work. It saves you from going through piles of paper. You'll never have to worry about paper that needs to be handled or responded to, because you will have a listing in your Time Manager. 

Other categories: The rest of your categories will depend upon your personal needs. For example, you want to have one labeled "receipts," to put all the small receipts that appear during the month. You might want to have one labeled, "To be filed." Another handy one is "Read." This file is for the items you want to read at some point but you don't have to cover at any particular point. Magazine articles, journals, newspaper clippings, and reports can all go here. Most people will benefit from "Projects" files for temporary storage in an organized fashion. Be sure to make an entry into your Time Manager if follow-up work is required. 

Some people say, but this all takes so much time. We agree. It definitely takes time to get organized, but all your have to do is watch someone spend several hours trying to find an important document, and you quickly realize how much time there is to be saved by being organized. 

Good luck! Janelle M. Barlow, President 
TMI, USA  

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