HOW TO FIX 
THE MOST COMMON ORGANIZING
DILEMMA

by Brenda Prinzavalli

One of the most common organizing issues is dealing with paper, specifically processing incoming mail. There is an ongoing flow and you must have an effective system in place or it can get out of control in the matter of a week. Having a system designed specifically for you will give you the best chance for follow through with the task and stay current with your mail and bills.

Here are recommendations to incorporate or use as a framework for setting up your system.

SELECT A SPECIFIC LOCATION TO PROCESS MAIL

The ideal location is in an office, right at a file cabinet. Make sure there’s ample lighting to make it a bright spot. Keep in mind that if you are standing; you might get the job done faster If you need to sit after a long day, then get a comfortable sitting location

SELECT A TIME TO PROCESS THE MAIL

To stand a better chance of completing this process, select a specific time to handle this job everyday. If you life doesn’t support it, set-up specific routines surrounding it so at least the routine can provide a supportive structure.

CREATE THE SPACE SO YOU LIKE TO BE THERE

If you need to make it fun, then get a fun desk or table with your colors and cool stuff If it needs to be comfortable, get a cushy chair Will music help? How about candles or essential oils for aromatherapy?

DECIDE ON YOUR SYSTEM OF PAYING BILLS AND RESPONDING TO ITEMS THAT REQUIRE ACTION

There are several system options depending on how often you want to and need to check for action needed items. See the possibilities listed below.

Daily - Set-up a tickler folder or tickler files 

Weekly - Set-up folders that say: Week 1, Week 2, Week 3, Week 4

Bi-Weekly - Pay bills twice a month or when you have a flow of income

As Needed - Put bills in one folder and create a calendar of due dates for reference

NOW THAT THE MAIL IS OPEN, WHAT ARE YOU GOING TO DO WITH IT? 

The paper is going to go to one of the following places, so ask yourself, “What do I need to do with this? MUST I keep this? Is it mandatory? How long do I need to keep it? If needed again, where will it be filed?”

Then make sure you have the following items: trash shredder, file system/cabinet for archives, file system for items you must take action, bills, invitations, forms to complete, etc. These items go into the system you have just set-up above.

HOUSEHOLD NOTEBOOK

This is a binder that holds important information such as upcoming events, calendars, business cards, household service providers, etc.

SUPPLY YOUR LOCATION

Be sure to have all the tools needed to support completing the process as quickly as possible: letter opener, stamps/return addresses, checkbook, sticky note pads, calculator, calendar.

JUNK MAIL ISSUE

There are options for how to stop some of the junk mail. There are great websites that give advice on who to write to for getting removed from lists. Some companies sell preprinted postcards that you simply put your information on and send it off for removal or cancellation. Make sure you have preprinted address labels so you only stick it on each one instead of writing it on each card! And then there is the famous “file 13” — just trash it.

So, the important this for you to do is to get your mail everyday and process it immediately! It will be easier each time and you’ll spend less of your life dealing with paper! Who knows, there might be a nice card in the mailbox waiting for you!

“If organized your life becomes balanced.”

Brenda Prinzavalli is founder of, Balanced Organizing Solutions in Las Vegas, Nevada. Visit her website at www.balorg.com or email Brenda at brenda@balorg.com For additional information call, 702-375-0585