Organize Your Home Office Paper: A Crash Course (Part 3)

This post is the third in a series of three articles written on organizing your home office by Brandie Kajino, The Home Office Organizer.

Paper management is one of the most challenging organization topics for work at home professionals.  It can make you crazy and frantic when you’re just trying to get stuff done!  So, we’ve been talking about how to break it up into smaller steps and get it handled so you can work more efficiently.  This time we’ll wrap up the series on managing your home office paper.  Let’s do a recap:

Part 1 covered the different categories of paper and how to get started sorting it all out: Action, Projects and Reference.

Part 2 was all about tips and how to get your Action Paper and Projects organized.

In Part 3, we’ll talk about Reference Paper and the options to manage it.

At the sake of sounding redundant again (*grin*), I want to emphasize what “organized” is and isn’t:

Organized is NOT perfectly labeled, color coded files, obsessively neat desktops and stifling order.

Organized IS finding what you need in about 5 minutes.

Feeling better yet?  I hope so!  Relax and use a system that works for you.  It could be what I have already suggested, a slightly altered version or something completely different.  That’s great!  Mostly importantly, use what works for you for the long run.  With that, let’s talk about Reference files.

Let’s define “Reference” papers a little more.  Reference papers are those needed for archival, legal or personal reasons and do NOT require action.  Things that belong in this category would be insurance information and policies, mortgage information, loans, taxes, education, education, health, banking statements, credit card information, etc.*  You get the idea, right?  So, how do you get these papers in a system you can use?  There are many ways to make that happen.

Here’s a few ideas to get you started:

-    Don’t mind filing?  Get a filing cabinet and use a “system in a box”.  There are a few products on the market which give you lists of categories, color coding, suggested label names, and sometimes an index.  Pull the labels out of the box, put them on folders, insert your papers, and put in your file drawer.  Done.

-    Hate to file? Use a set of banker boxes.  Label each box: Insurance, Financial and Personal.  When you get papers in, toss it in the box.  Done.

-    Somewhere in between?  Use a document box, basket or storage ottoman with some manila folders.  Use categories you have already set up during your “Sort & Edit” which make sense to you. (Bonus tip: Use 3 tab manila folders and for each box or category, use either all right, center or left tabs.  It’s easier to look at and find what you need.)

-    Maintain.  This is crucial, and is for everyone.  Once you set up your system, you’ll need to go thru it once every year or so.  Get rid of old files and irrelevant materials.  Make it a habit and keep up your new system.

Keep in mind that 80% of the paperwork you file, you will never look at again.  So, don’t get too crazy and go off the deep end filing your reference paper (unless you like that sort of thing).  If you have unrealistic expectations for yourself, you may get overwhelmed before you even start.  Be honest with yourself about how much detail you are willing to keep up.  Setting up a filing system is worthless if you don’t ultimately use it.  It should work for you instead of overwhelming you.

Organization is a tool to use.  Systems which take your personality and work style into account have a fighting chance to last long term.  You’re in business to be successful, not to waste precious time looking for what you need to get your work done.  Take some time to evaluate and work consciously in your home office.  Achieving life balance is a lot easier when you can find what you need.

Wishing you continued success!

* Taking a home office deduction?  Make sure you are only keeping business related items in your office.  Jane’s fuzzy and well-loved bear collection and Jimmy’s art center will need to be kept in the next room.

About the Author

Brandie Kajino, The Home Office Organizer, is a speaker, author and professional organizer. She is the author behind the Organize.Simplify.Transform Blog, where she gives tips on organizing and simplifying life. Her website, The Home Office Organizer offers resources, articles, services and teleclasses to help home-based professionals organize their home office and increase productivity.