How to avoid constipation, of paper

Robyn Pearce says putting things away is a very important and vital stress reduction technique. Image: Thinkstock.

Some weeks ago I wrote an article called: A messy office is a sign of poor decision making, in it I talked about Suzanne and how she learnt not to put off the paperwork decisions.

Prior to us working together her belief and habit had been: "I haven't got time to think about this right now. I'll look at it later." And of course, she never did.

However, once she learned the decision-making process, the habit was very easy to integrate.

Sometimes, however, circumstances get in the way and people with formerly good habits lose them.

I've just been working with someone in that exact situation. Her natural style is to be organised, systematic and efficient.

As a young girl she had precepts such as "put away as you go" and "If the job is worth doing, it's worth doing well" drummed into her.

However, over the last six years she has fallen out of the habit, due to an avalanche of very serious and major life crises.

So many really bad things happened that she had to simply stay focused on survival.

Not surprisingly, the paperwork was one thing that she let slip.

Regular and straightforward bills and service providers were paid but the more complex and not immediately pressing items were piled in heaps, squashed into corners and covered with pretty scarves.

Eventually the accountant, the tax department and the Council become increasingly demanding.

Funnily enough, the 'I'm in crisis and you'll have to wait' technique didn't work for them!

Eventually the heaps became a serious crisis of their own.

Depression and stress levels escalated to the point that she could barely function effectively on anything.

As I've supported her in sorting through her mountain of boxes, piles and baskets of 'stuff' spread throughout the house, we've been discussing what needs to change in order that she never again falls back into this overwhelming state.

It really comes back to developing the habit or, in her case, re-igniting the habit, of putting things away as you go, or at very least moving them onto the next stage.

Otherwise we have constipation - of paper! Of course we all have times when that isn't possible but it's very rare to not be able to do it the next day if you develop the habit of completion.

The problem is that if we leave any pile of filing, clothes, equipment, crap in the car, tools on the garage bench (or any other little treasures that might try to lurk for more than a few days), they quickly turn into a mountain of decisions that you never have time to sort.

We can always find something that seems more important or urgent.

Instead, think of it this way. Putting things away isn't a waste of time- it helps us function effectively and efficiently. It is a very important and vital stress reduction technique.

Here are some core habits that my friend is re-integrating:
• When the mail arrives, don't leave it in a pile. Open it, sort it and move it to the next stage.

• The same applies to things in your car, your briefcase, conference bags, groceries - anything you've used that isn't yet in its final destination.

• Have one area where the admin is done - ideally in an area that you can make your own dedicated space. Set it up with the tools and equipment you need to do the relevant tasks.

• Create a system to smoothly move along anything that isn't yet in its final destination. For example, have one spot near the doorway of the room you work in for "going out the door" items. Every time you move from that room (or space) take as many items as possible with you.

• Avoid pieces of paper with scribbled reminder notes. They breed! Instead, keep a notebook and pen or pencil in your pocket, your purse, or somewhere handy.
You're far less likely to lose your notebook than those multitudinous scraps of paper plus it's much easier to glance back through a notebook to check whether a task has been done.

• Also, they have to be looked at again (taking more time) and another decision is required.
Force yourself to make a decision as to type of action and 'DO IT NOW'. If it's a diary item, enter it immediately into your calendar. If it's an immediate 'to do', put it on your to-do list. Almost everything else can be sorted into relevant project files.

• When you're sorting, separate 'action - immediate' from 'action- non-urgent'.

• If you have a backlog, don't try to do it all at once. Start at the most critical area.
Sort everything into 'like with like', throwing out the rubbish.
You'll be amazed how much less space organised files and/or boxes take. Once that area is looking good choose the next area. Aim for one small area every day and within a remarkably short time you'll find the job is done.

Success becomes its own reward. You'll love your new space and surprise, surprise - you'll find you have more time.

Robyn Pearce (known as the Time Queen) is the MD of GettingAGrip.com, an international time management and productivity training company based in New Zealand. Get your free report 'How To Master Time In Only 90 Seconds' and ongoing time tips at www.gettingagrip.com