Paperwork parade
This week I’m in the process of going through my filing system. Although it’s tedious, it’s not the total nightmare it used to be. I know where each bill and invoice and claim summary needs to go, it’s just a matter of taking the time to get it there.
Over the years, I’ve developed a good routine that works for me. And I’ve updated it and fine-tuned it according to our family’s priorities and needs at the time. Here’s how I stay on top of things when it comes to sifting through the family paperwork and kid clutter…
* Turn on your “filter”. Try to take a quick look at any incoming family info right away. Scan your bills for the due dates. Get a sense of whether it’s something that needs your attention ASAP or if it can wait. This is also an opportunity to get rid of the extra materials you know you won’t need. Recycle the envelopes and junk mail that doesn’t apply to you.
* Move it through the assembly line. Have a specific location where you can place items that need attention or some type of action. I have a specific rack where I keep bills that are still “pending” (need to be paid). Then I have a “bill box” (plastic snap case) where I keep recent paperwork that has been completed. From there, it gets dumped periodically to a large “to file” drawer and then eventually gets filed in the file cabinet. Soon I hope to eliminate the drawer part of things to have one less step. 
* Keep records of your actions. When you pay a bill, write the date on the bill (and the reference # if online banking). If you make a phone call, jot down the details of when you called, who you spoke with, and what they told you. This can be very handy when dealing with the frustration of disorganized customer service (where the story seems to keep changing depending on who you get!).
* Transfer information to condense it. Instead of keeping the last 5 school newsletters, the guitar lesson schedule, and the gymnastics schedule, birthday party invitations, and all the other kid clutter around, take down the info you need on a family calendar. I’ve been using those large family calendars for a few years (with the stickers and lots of room to write) and find they are really useful.
* Discover the joy of digital art galleries! You may love every little drawing and doodle your kids produce, but that doesn’t mean you have to keep each and every one. Limit your collection by taking digital photos of some of the artwork and recycling the piece itself. Have a place in your home where the latest art projects can be displayed for a time and had their chance to shine.
* Divide and conquer. Group related family paperwork together and keep unrelated items in their own areas, folders, bins, or piles. Have one magazine box for parenting info and stash the bills in a plastic folder. This is especially important when it comes to those days when you need to do a quick tidy-up around the house!! If your papers are lying around loose on the coffee-table, they will get all mixed up, but not if they are kept in different places (or cases).
I think I will go have a little bit of fun with my shredder now… if anyone else has any other tips and advice about filing home and family info, please share!
June 03 2009 07:10 am | domestic engineering and family and life as a mom
