The Art of Wastebasketry

Are your filing cabinets stuffed so full that it's difficult to retrieve and file papers? If you're like 80% of the people in the audiences to whom I speak, your answer is "Yes." "Are there things in your filing cabinet you could probably throw out?" Most once again answer "Yes." So what's the problem?

Certainly a major stumbling block is time. Some may say cleaning out the filing cabinet won't make you money. My response is "Really?" Research shows the average person spends 150 hours each year looking for misplaced information. What would happen to your bottom line if you added that time to getting new customers or selling new products or services to old customers?

Frequently people say to me "It never fails. Every time I throw out something, I need it the next day." To which I reply, "Can you give me an example?" Mostly I get silence. Determine whether you want to keep each piece of paper at all by asking yourself these "Art of Wastebasketry?" questions:

1. Does this require any action on my part? Just because you receive information-even if it's from your boss-doesn't mean you need to keep it! If it doesn't require action, file it or toss it right away! If it's just an FYI, read it and toss.

2. Does this exist elsewhere? Is it in the library? Do you know an expert on the subject who'd be certain to have more complete information if you really needed it? Is the original filed elsewhere? Is it necessary to keep a hard copy if it already exists in the computer?

3. Is this information recent enough to be useful? Today, information becomes outdated very quickly. Would you want a customer to decide whether or not to choose your services based on a three-year-old brochure? The information in a 6-month-old magazine article about computer software has undoubtedly been superseded, as has a downloaded product review from an on-line service. In many cases, it is more appropriate to keep track of the source of the information, so you can get the latest version, rather than keeping the information itself.

4. Can I identify specific circumstances when I'd use this information? Usually, "just in case" is not good enough! Files labeled "Miscellaneous" are of little value, because there's nothing to trigger you to look there. If you can't identify how you'd use the information ? at least well enough that you can file it for future reference, it's unlikely that you'd remember you have it, let alone be able to find it later.

5. Are there any tax or legal implications? Here's where "just in case" works. Unfortunately, we're frequently required to resurrect paper that we'd much rather have forgotten. Sometimes, having outdated information in your files can create unnecessary problems. A client of mine was sued. When the company's files were subpoenaed, the prosecuting attorney found my client's unsigned contract proposal, and used it to prove wrongful intent. My client lost the suit and had to pay $147,000. Had the files had been properly cleaned; I don't believe that would have happened.

If you answer "No" to all the above questions, but are still not comfortable throwing something away, ask one last question: 6. What is the worst possible thing that could happen if I didn't have this information?

If you can live with your answer, toss it ? and live happily ever after. For years I have orchestrated "File Clean-Out Days" with companies. I used to live in fear that someone would come back to me afterward with a horror story of something we threw out, and they needed later. In 20 years, it's never happened!

Recently a woman told me that one of the big frustrations in her advertising company was staff spending time looking for materials from client projects years' prior. I suggested a plan. Why not establish a company policy that "We keep client materials for three years." At the end of each year, you send a letter to the client saying "We have the following materials from the project we did together. Our policy is to keep client materials for three years. If we don't hear from you in 60 days, the materials will be destroyed." What's the worst possible thing that could happen? Four possibilities than I can think of. (1) You won't waste valuable time looking for something that brings back nothing to the company, (2) Your policy makes you look very professional, or (3) Your letter reminds the client of your availability, and you get a new contract! Who says using your wastebasket doesn't make money? And (4), somebody somewhere probably has it anyway ? in spite of our best efforts!

© Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.ProductiveEnvironment.com

---

Motivation By Your Family And Cornermen

The motivation for good or bad which we get from... Read More

Motivation By Consequences

In 2004 seven badly behaved teenagers were sent to a... Read More

Finding Direction: Finding Passion Series - 2 of 3

In order to find the right direction for ourselves, we... Read More

Procrastinator No More!

Procrastination is when ever we postpone a task or duty... Read More

Hey Me, Get Out Of My Way

Hey Me! Get Out... Read More

Within You Lies All You Need

Within is the person we really are. Within lies our... Read More

The Biggest Mistake Youve Made About Manifesting

What is the biggest mistake you have made about manifesting... Read More

Motivation By Daily Applause

One of our most powerful psychological needs is the craving... Read More

Stick With the Winners

Here is an interesting quotation from Stephen Walsh."We're building up... Read More

Do The Hardest Thing First And The Rest Will Be Easy

Have you ever noticed that in life we almost always... Read More

5 Forgotten Secrets to Beating Procrastination at Home

It's not easy to stay motivated and beat procrastination while... Read More

The Most Courageous People in the World

Who are the most courageous people in the world? Armed... Read More

Intelligence & Energy

Life and evolution is the dynamics of energy in which... Read More

Why it Pays to Have a Definite Life Purpose

When was the last time you were asked, what is... Read More

17 More Things Ive Noticed Along the Way So Far

Three areas of life in which we get very little... Read More

Quick Tips On Getting Motivated When You Dont Feel Like It

The secret to getting started on something when you don't... Read More

12 Reflections on Personal Responsibility

Responsibility means being accountable for what we think, say, and... Read More

Self Confidence: How To Build Your Confidence In Three Simple Steps

To Feel Confident ? A C TA new, more exciting... Read More

Maximizing Your Potential by Definition

Someone once pointed out to me that in many of... Read More

Hey CyberJunkie, Clean that Booger off Your Nose!

Well....., I got some good news and I got some... Read More

Define Your Own Future - Shatter The Crystal Ball!

When I decided to look into remote viewing, I had... Read More

Living Outside the Lines of Normal and Reasonable

Elizabeth Tull is a Professional Excellence Coach who lives with... Read More

Nothing Ever Stays The Same

Nothing ever stays the same. On the one hand we... Read More

Is Fear Killing Your Dreams?

"You gain strength, courage and confidence by every experience in... Read More

Were Good at the Things We Like

Read that again. It doesn't say "We like the things... Read More

Making the Most of Now

"You must live in the present, launch yourself on every... Read More

Even Though

As often happens following one of the Best Year Yet... Read More

Motivation By Kicking Butt

Some people respond to being yelled at and even sworn... Read More

Do We Have Free Will?

It is being suggested here that we have only one... Read More

How Great is the Strength of Your Belief?

Be careful what you believe because that is what you... Read More

Beyond Procrastination ? 8 Questions To Ask Yourself

Why am I constantly putting things off? Why don't I... Read More

That First Step To Massive Success

Do you ever procrastinate? So do I!I had some work... Read More

Is Your Passion Fizzling Out?

Starting a business or project is one thing, keeping it... Read More