Time Management
Parting With the Paper in Your Lifeby Jeff Davidson
Our society continually bombards us with paper, which robs us of time. Letting go of all that accumulated paper is essential to regaining your time.
Clearing out what you don't need to retain is an emerging discipline among winners in society today. Merging and purging is essential because even with all the new technological tools, paper will continue to mushroom for the foreseeable future. When I speak to groups, I tell them that once they let go of all the unnecessary papers and clutter they're holding onto, they will experience great rewards.
Merge And Purge, Or Be Doomed
Consider all you encounter in the course of a day, week, month and year: faxes, memos, reports, newspapers, newsletters, bulletins, magazines, bills, calendars, promotional items, and all manner of sundries. How would your life be if you merged and purged on a regular basis, as these items came into your life? The answer is that you'd have far more time. Why? Because accumulations, by their nature, rob you of your time. First you receive them, then put them somewhere, look at them, move them, attempt to arrange them, perhaps file some items and discard others, move things yet again, and then put up your hands and say, "I can't win."
You know you're hanging on to too much stuff, and that it's slowing you down. When are the best times to merge and purge what you've retained? Try these on for size:
Anytime you approach a birthday is a good time, particularly a zero year birthday. If you're about to hit 40, this is one of the great times in life to get rid of the stuff you no longer need. Age 30, age 50, and age 60 also work well.
As you're approaching New Year's is a good time, especially if it's the change of a decade--a zero year such as the year 2000. When the end of the year approaches I find it easy to rip into files and get rid of half the stuff I know I'm never going to use again. I clear more room in my files, enabling me to be more organized, and ready to face other things that compete for my attention.
Merge and purge right after you've filed your taxes. If you procrastinate, and a growing number of people do when it comes to taxes, not to worry. After you've finished filing, there are all kinds of benefits. For one, you can get rid of most receipts and documents from the tax year three years prior to the one you completed. The law says you have to hang on to the forms filed, but not the nitty-gritty details (If you've been audited, or you anticipate problems with the I.R.S., that's a different story).
Spring cleaning has traditionally been a time for clearing out the old and making room for the new. The arrival of fall works as well, toward the end of the summer around Labor Day. Having the crisp, cool air return is a stimulant for getting your desk, office, home, and car back into top condition.
Whenever you move is a good time. There's no sense in paying the movers to haul stuff to your new location that you're never going to use. Have a yard sale, or give the stuff away, but never bring things to a new location that you can do without.
When you change jobs or careers, you'll have to clean out your old desk at work. That's usually a given. Again, don't make the mistake of hauling stuff with you to the next office or the next organization that is best left recycled and out of your life.
Passing one of life's milestones--the birth of a child, the death of a parent, graduation, retirement, getting a major raise, and anything like that--can often serve as a prompt reminder to reexamine what you're retaining. Think of the rearranging as a way to accommodate the new you.
Anytime the spirit moves you must be a good time to merge and purge. You don't need to wait for any of the above. As you begin to sense the power inherent in regaining control of your files, your possessions, and your life, you may not need the milestone, the change of year or birthday. When is a good time to get back in control? The answer is almost anytime.
As you finish reading this particular paragraph, go merge and purge some area of your life. Pick a file drawer, a closet, or what have you. Make it an easy win, something you can tackle and master within 10 to 15 minutes. You'll feel good about the accomplishment, and it may serve as an incentive to tackle something else later in the day.
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Jeff Davidson, MBA, CMC, is a popular conference speaker and author of 28 books, including Breathing Space (Feb 2000). For books, videos, cassettes, or presentations, visit http://www.BreathingSpace.com, FAX (919) 932-9982, or call (919) 932-1996.
