TL;DR
Deal with paper piles by sorting the mail the moment it arrives, setting aside a few minutes every day for paperwork, handling anything that takes under two minutes on the spot, going digital and scanning what you must keep, and delegating or hiring help when the pile is too big. The system that sticks is the one that fits you.
If you’re like most people, you probably have a lot of paper piling up on your desk, in your home office or even in your personal space at work. It can be really tough to stay on top of it all and keep things tidy, but it’s important to try. A cluttered space can lead to a cluttered mind, and that can negatively affect your productivity. Here are 10 tips for dealing with paper piles, clutter and overwhelm.
What are 10 ways to deal with paper piles?
- Get organized. Invest in some good organizational tools, like file folders, labels and a paper shredder. This will help you to keep track of what needs to be dealt with and what can be safely disposed of.
- Set aside time each day to deal with paperwork. Whether it’s first thing in the morning or last thing at night, carved out some time each day to go through your paper pile and take action on items that need attention.
- Don’t let the mail pile up. As soon as the mail comes in, sort through it and toss out any junk mail or items that don’t require action. Place bills in a designated spot, so you don’t forget to pay them. And recycle any envelopes or other materials that can be reused.
- Recycle or dispose of unwanted paper responsibly. Once you’ve sorted through your paper pile and dealt with everything that needs attention, recycle or dispose of the rest responsibly.
- Go digital where possible. Whenever possible, opt for digital versions of documents instead of paper copies. This will help to reduce the amount of paper coming into your space on a daily basis.
- Take action on items right away. If something can be dealt with in two minutes or less, do it right then and there instead of letting it sit in your pile indefinitely.
- Delegate where possible. If you have employees or team members, delegate some of the work of dealing with paperwork to them. They can help to lighten your load and free up some of your time for other tasks.
- Hire a professional organizer. If the thought of dealing with your paper pile is just too overwhelming, hire a professional organizer to help you get things under control.
- Scan important documents. If you need to keep certain papers but don’t want them taking up physical space, scan them and then store them digitally.
- Create a system that works for you. What works for one person might not work for another, so find a system of organizing and dealing with paperwork that works best for you and stick to it.
Why bother dealing with the paper piles?
Paperwork, clutter and overwhelm can be really tough to deal with, but it’s important to try. A cluttered space can lead to a cluttered mind, and that can negatively affect your productivity.
By following these 10 tips, you’ll be on your way to having a neater, more organized workspace in no time!
Want the system behind the tips? Start with Tired of Being Buried Under Paperwork?, then file the keepers using hanging folders, heads to the right. If the piles are a symptom of a business that depends on you for everything, a Business Logjam Session finds the real bottleneck.
Keep reading
- Tired of Being Buried Under Paperwork?Kathi’s system for the papers that pile up in a business.
- File papers into hanging folders ‘heads to the right’The filing habit that lets you read a paper without pulling it out.
- The Hidden Cost of Clutter: Why Eliminating Paper Piles is Essential for Business Success and Increased ProductivityWhat the piles cost in time, focus and reputation.
Frequently asked questions
What is the first step to dealing with paper piles?
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Get organized with a few good tools: file folders, labels and a paper shredder. They help you keep track of what needs to be dealt with and what can be safely disposed of, so each paper has a clear next step instead of landing back on the pile.
How do I stop mail from piling up?
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Sort the mail as soon as it comes in. Toss junk mail and anything that needs no action, put bills in one designated spot so you don’t forget to pay them, and recycle envelopes and other materials that can be reused. Handling it daily keeps the pile from forming.
What is the two-minute rule for paperwork?
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If something can be dealt with in two minutes or less, do it right then and there instead of letting it sit in your pile indefinitely. Small items handled on the spot never get the chance to become part of a stack that feels overwhelming later.
Should I scan my papers or keep paper copies?
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Go digital where possible. Opt for digital versions of documents instead of paper copies to reduce what comes into your space each day, and scan the important papers you must keep so they are stored digitally instead of taking up physical space.
When should I hire a professional organizer for paperwork?
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If the thought of dealing with your paper pile is just too overwhelming, hire a professional organizer to help you get things under control. If you have employees or team members, you can also delegate some of the paperwork to lighten your load and free up time.
Originally published on Organized and Energized on September 29, 2022. Moved to addSpace and updated 2026-11-07.
