Each piece of incoming paper fits into one of a short list of categories, identified by the acronym RAFTeD. Setup a system based on this and get control over the incoming!
It’s madness, what comes into your space every day; mail, paper, receipts, business cards, flyers, schoolwork, magazines and more. Yet, it’s really very simple. Look at it this way: every piece of email and incoming paper fits into one of a short list of categories, indentified by a simple acronym. To manage incoming paper, you just setup a system to sort based on these categories as, soon as new paper enters your space. For personal, it’s RAFT. For a household or business, it’s RAFT’eD, as follows:
R = Read
A = Action. Where the next step is to take some action, such as pay a bill, make a phone call, consider invitation/RSVP, send an email, etc.
F = File. A business or home file system should be accessible, so easy to do that you file most things immediately or almost immediately.
T = Toss, as in recycle or shred. When it comes to paper, virtually all of it will either get shredded (anything with an account number) or recycled. Note that windowed envelopes, sticky notes and even some staples are ok in San Francisco and in most cities that recycle.
and, for a business or household,
D = Delegate – Distribute to appropriate household or staff member. Note, just as you have mail boxes in an office for each employee, have an in basket or incoming mail file folder at home for each adult family member.
As you proceed, here are a few key points:
-> A Green Tip: Paper that is not confidential and unprinted on one side can be reused in your printer for scrap printing.
-> Remember that 80% or more of your incoming mail typically will go to “T”
-> Open mail every day. Sometimes you will skip a day, but if you do it every day it will soon become a habit, it will get easier and faster and it won’t pile up.
-> Get angry and arrogant about paper. Stand by the recycle bin and toss freely. Most of what comes in is someone trying to sell you something anyway! Don’t take the business card or flyer if it doesn’t serve you. Don’t keep paper that isn’t about YOUR goals and desires TODAY. Let it go.. you are too important in your busy life to waste time sorting and acting on things that don’t serve you.
Ok… Manage well. Toss Freely.
And, as ever, call me if you need some help!