In a recent blog on the Psychology Today website the author, Gretchen Rubin, discusses how the simple act of clearing a surface can contribute to control and less clutter.

I agree that clutter begets clutter and that decluttering can create a sense of calm.

Think about an area of your home that stays clutter-free. What is different about that area? Is it habit for that area to remain clear? Why does it stay clear? What hot spot in your home is really bugging you? Try applying the principles employed in your clutter-free area to this area. Sometimes just thinking it is possible, looking at the spot and its use differently or setting a goal to make only one area clutter-free can be the tipping point.

So pick one surface (they are most visible) to clear this week…what did you pick. I picked the bench in my entry hall.

So did you clear away the one file pile as suggested in my last post? How did it make you feel? If you didn’t, set a goal to do so this week.

The more clutter you have the more overwhelming a task de-cluttering can be and the longer it can take. And yet the rewards of de-cluttering and organizing are significant- feeling energized, in control, light and free.

Can’t get yourself to tackle the file pile…ask a friend or relative to work with you. Having a buddy to support you, especially if you are overwhelmed, can be a tremendous help to get you started on being clutter-free.

So who are you going call to support you in your endeavor to become clutter-free and organized?

In the article “Out with the clutter, in with…the calm, the money-saving and more. Surprising benefits of getting organized” (Woman’s Day- September 1, 2009) author Denise Schipani indicates that she was surprised at how some purging and neatening made her feel.

I agree that there are benefits to organizing including those listed in the article: saving money, improving efficiency and boosting mood. That is why I was so inspired to focus my life coaching business around clutter busting.

When we accumulate clutter it causes distractions and lethargy as well as costs you money. Constantly looking for things right on your desk, being overwhelmed by piles and repurchasing things you already own really can cost you big.

While organizing is different than de-cluttering one organizing step you can take right now is to start filing. Take ONE pile and just do it! You can also read more about creating a filing system in a previous post: http://clutterbustingcoach.com/2009/04/14/creating-your-filing-system/

In the July 2009 issue of Prevention magazine in the article “Health Lesson Froms Your To-Do List” author Nancy Kalish indicates that research shows that list makers are healthier and happier.

I have always been a proponent of lists. I have suggested list making as a tool for assessment and success. It is also my opinion that keeping a master list is a way to de-clutter your mind. Read more about to-do lists in my blog: http://clutterbustingcoach.com/2008/05/24/conquering-chaos-your-to-do-list/

The author of this article lists seven ways that lists help you and I couldn‘t agree more. Lists help you:
1. Gain control
2. Maximize brainpower
3. Make tough decisions
4. Beat a slump
5. Find motivation
6. Achieve balance
7. Feel joy

A list can be a valuable tool for all areas of your life…what’s on your list?

Clutter weighs you down, distracts you and causes chaos. Free yourself from clutter with some of these techniques:

• Stop paper from coming into your home. To learn how read my earlier post: http://clutterbustingcoach.com/2009/03/28/clutter-control-conquering-the-paper-pile-up/.
• Use a landing and launching pad for things that enter and leave the house. A book case, shelf or basket set in the entryway can be used as a drop spot for everyday items plus anything else you need to take when you leave the house.
•  Use a laundry routine to prevent a pileup. Set a schedule and stick to it and enlist your family’s help.
• Create a lost and found drawer, bin or basket. This is where you put things other family member lose or leave out. They will have a place to look when they ask for an item and you don’t have to nag everyone to put their stuff away.

Creating these types of habits or routines will help you become clutter-free. Which one are you starting with today?

Why filing systems don’t work:
• You are trying to adapt someone else’s system.
• You have set up a very complex system (maybe color coded and too many small categories).
• Your file cabinet is not in a convenient location.
• You are trying to keep too much to start with (records versus references).
• You have not set up time on a regular basis to manage and maintain the paper flow in your life/office/business.

Here are some tips to set up a file system that you will use:
• Begin by sorting your piles into categories. You will begin to see a pattern.
• Decide on a way to categorize and label your files. There are several great books/resources out there that have suggestions for categories. Some include: household, personal, financial, auto, legal, health/medical and business.
• Use nouns to name your files and use the ones that you first think of when you pick up the piece of paper you are going to file. Using broader categories might make it easier as well. For example: Health/Medical: Bob, Health/Medical: Sue, etc. I can tell you from experience that more of my own papers got filed when I converted to broader categories….prior to that there were just too many files to go through and I never could decide where I should put the paper I was filing.
• Use prime space to keep your current project files, frequently consulted files and tickler file such as your desk file drawer and locate other active files in close proximity to your desk. Limit these active files to two or three drawers only. Long-term storage files can be archived to an appropriate storage container in a space outside the office such as the basement.

Next you need to have a system in place to keep paper flowing in your life. You will need to schedule project and maintenance time. Project time includes setting up or updating your system and may take multiple sessions. Maintenance time includes regular (weekly filing sessions at a minimum) as well as periodic purging sessions.

And remember for your piles to become files you need a system and also the habit of avoiding the urge to keep everything.

I am sure you have heard the statistic that 80% of what is filed is never looked at again.

Do you know the difference between papers that are references and those that are records? Learning the difference can save a lot of work and maybe a few trees in the process.

Records are papers that you need to keep for legal or business reasons. You can check with your accountant, lawyer and/or the IRS for a list of these documents and the recommended retention for each type of record.

On the other hand references are papers that are nice to have but are not needed. They may contain interesting information or ideas but are not necessary to have. You can typically find the information in the reference again via the same or another source.

Now take a look in your current filing cabinet, on the floor or table top piles and in your filing boxes. Are you keeping references or records? What percentage of what you are keeping are actual records needed for legal or business reasons.

Now ask yourself why you are keeping so many reference papers. Are you concerned that you won’t be current on business information or you saving the craft instructions for someday when you have the time?

Understanding what you currently keep in your files and piles and why you keep it is a starting point for taming the paper in your life.

I recently posted about handling your papers as they come into your home as a way to conquer paper clutter. In thinking about what information I wanted to provide next I went through a long laundry list of potential topics. And the winner is setting up a home office.

Once you have a handle on the paper coming into your home, the next best thing is getting a handle on the place that you will process the paper and do your “at home” work….the home office.

But before we pick up a filing pile, before we straighten the desk or rearrange any furniture I want you to imagine the home of office of your dreams.

Find a quiet spot and close your eyes. Take a few deep breaths and envision the home office of your dreams. What functions happen in the room, who will need to use the room, how does it feel, what does it look like and what outcomes will you reap in your home office?

Starting at the vision you have for your home office can be the first and biggest step in creating a calm, productive and workable space for yourself and others in the household.

So write down the vision, clearly picture it and then create an action plan to set up the physical space for creativity and success….then we’ll tackle those files.

Does the date April 15 stress you out? Does locating the paperwork needed to prepare your taxes seem like you’ve gone on an Easter Egg Hunt? Do you put off preparing your taxes because you just don’t want to deal with all the papers?

Which person are you?
1. I have a system set up and can easily locate all the papers and documents I need to prepare my taxes on time.
2. I have a few places where I need to look for my receipts and documents.
3. I know I should have a better system in place so that I don’t stress out at tax time.
4. System…who needs a system?

This time of year is a great time to set up a system so that next April 15 doesn’t cause you angst:

• Organize your papers now. Your strategy is the key to managing your finances and taxes. Develop a system that you will actually use whether it is low-tech paper files or a software program.
• Don’t wait until April 14 to start your return. Schedule time in your calendar for gathering papers, preparing the forms and submitting your taxes.
• Take advantage of free tax assistance such as the downloadable IRS publications (irs.gov) or their toll-free TeleTax line (800-829-4477).

With a little advance planning you can take the stress out of tax preparation. Check out tips on organizing your files, handling paper piles and bill paying in upcoming posts.

I could spend days writing about conquering paper pile ups. And I will continue to share bits and pieces in future posts. I did want to share a few more techniques now that you have your incoming mail under control.

In order to stay on top of paper and prevent it from piling up:

• When handling a piece of paper decide what action needs to be taken and place it in the desginated spot.
• Do it now. This would support the suggestion of handling paper once. This is not always possible, but if the action needed would take less than five minutes, now may be a good time to handle it.
• Make time for paperwork. Schedule time in your calendar and keep the appointment with yourself. This includes time for regular paperwork such as bill paying and maintenance such as files.
• Request electronic documents (investment annual reports) versus hard copies.
• Don’t be a copycat.

By implementing this techniues you can stay on top of the paper that comes into your life.