From Barbara Hemphill

When you were born, you got your first piece of paper – your birth certificate. Your ability to manage that piece of paper, along with the thousands of papers to follow, will directly impact your life in numerous ways. Your ability to find information, on paper or in a computer, will have a substantial effect on your financial security, your legal liability, your professional accomplishments, your personal growth and development, your relationships with other people, your ability to enjoy your life long-term, and your quality of life day to day. Whether it’s the receipt you need to substantiate a tax deduction or the brochure from that incredible European hotel you enjoyed several years ago, a misplaced piece of paper can cost you time, money, and peace of mind.

The promise of the paperless world is still a dream for the majority of the world, but there are some techniques you can use to minimize the paper in your life. Here are seven suggestions you can implement, starting today!

1. Eliminate unnecessary printing of paper. Create a system for organizing your electronic documents so you don’t print out unnecessary paper because you can’t find the electronic document. If your current system – or lack of a system – is overwhelming, implement the “Today’s mail is tomorrow’s pile” philosophy. File all the new documents you create into one folder, divided into subfolders by subject, client, or other relevant category. Use a computer program, such as Google Desktop (It’s free and interfaces seamlessly with The Paper Tiger software) or a more robust program such as EasyReach Find.
2. Pay your bills electronically. It will save you time, eliminate the paper you need to keep, and make it easier to manage your finances and file your taxes. If you need help figuring out how to set up a system that meets your needs, there are several resources. Your bank will be happy to provide free assistance. If you use a money management software program, the publisher offers online help and certified consultants. (It took me years to take this step – now I wonder why! It is a huge time-saver when it comes to paying bills and retrieving financial information.
3. Request monthly reports and newsletters in electronic form. Examples include financial statements from your broker, frequent traveler programs. This is especially true for newsletters that have only a few articles that are of interest to you. You can read them online without creating any paper, or print out just the parts you want to read or file.
4. Implement a scanning system for important documents. While going totally “paperless” may not be possible – or even desirable -- recent technological developments have made the process significantly less expensive and time consuming. Electronic document management can be highly advantageous for information that needs to be shared by people in different physical locations.
5. Continually practice “The Art of Wastebasketry®.” You can keep anything you want to – if you’re willing to pay the price: time, space, money, and energy. Ask yourself, “What’s the worst possible thing that would happen if I didn’t have this piece of paper?” If you can live with your answer, toss, recycle, or shred.
6. Make recycling and shredding convenient and easy. Often people hesitate to throw paper away because of their desire to protect our environment or their identity. Both are valid concerns, but don’t endanger your own quality of life by keeping papers you don’t need.
7. Create a system for managing magazines, newspapers, and catalogs. For example, remove labels from magazines you have read, place them in an easily accessible spot, and take them to a retirement home, hospital, or doctor’s office. Don’t keep catalogs just because you get them – select your favorites then store them in a specific location where you will enjoy looking at them. When the container or space is full, toss or recycle –and live safely – and more productively -- ever after!

Until next month, Happy Paper Taming!