Paper
No matter how much we try it always seems to accumulate. The desk? Covered. The counters? Never ending battle. There are catalogues, advertisements, coupons, bills, and random envelopes everywhere! It can completely and utterly take over your entire house. Making it impossible to keep things clean without a huge time investment.
But it doesn’t have to be that way. Today I want to share with you my One and Done method for handling the mail. Using this method I have been able to eliminate over 90% of the paper clutter that used to consume my days. (Please note, I do not have school age children yet, which is why the percentage is so high. However, once they begin school I plan to use this same method each day with their back packs, hopefully ensuring my stats remain high).
How does the One and Done method work? Exactly how it sounds. Each and every piece of mail is processed from start to finish the moment it touches my hand. I never give the mail an opportunity to pile up on a counter or tabletop or a accumulate in a cute folder or in-tray to be dealt with later. I deal with it the moment it comes out of the mailbox. This can seem overwhelming at first, especially if you have a lot of incoming mail. However, the following steps will ensure success in building this new habit.
Reduce the amount of mail coming in.
Cancel subscriptions you no longer read. Set up all of your billing to be paperless (If you bank with Chase you can have your bills can be delivered directly to the App!)
Get your spouse on board.
Share with your spouse that you will be implementing a new system for incoming mail and you would appreciate their help and support. Let them know the steps you will be taking and ask that they respect them. If they are unable or unwilling to follow through with the system ask that they please kindly leave retrieving the mail to you.
Set up a filing system for the papers you do need to keep.
Must haves are: A designated folder for tax related paperwork, a designated folder for all insurance related documents, and a designated folder for investment paperwork.
Optional systems include: Coupon wallet, folder for storing bill stubs, designated shelf space for magazines, and others you find needed for your unique situation. If you find over the first few weeks that you need an additional folder or two set them up at the time you discover you need them. Note: Try to eliminate as many steps as possible. These filing systems should be final resting places. Resist the urge to create a folder for bills that need to be paid, or coupons that need to be cut.
Analyze the type of mail you have and create a life cycle for each type.
Here are some examples of mail I receive and the cycles I have chosen for them.
Advertisement flyers – Immediately go into the recycling (I find the Kroger App much more convenient for checking sales and it does not take up any physical space)
Coupons – Create a one-stop home for them. Decide whether that is a specific place in your wallet, an envelope, or a specially designed coupon book. Immediately clip out the coupons you will use, place them in your designated carrier, and recycle the rest of the flyer immediately. Note: The carrier should be stored in the bag you use for shopping. Remember we’re attempting to eliminate steps. You don’t want to have to remember to always grab X before running your errands.
Bills – If you pay your bills online immediately open your computer, pay the bill, mark the date paid and receipt # and file the stub in the designated folder. If you pay using a check the same idea applies. Write the check, place it in the envelope, add a stamp and either put it directly back into the mailbox for pick up tomorrow, or in your purse/diaper bag to be dropped off the following morning while running errands. Mark paid and the check # on the stub and place in designated file. Junk mail – Directly into the recycling, if you feel it poses a risk for identity theft send it through your shredder first.
Magazines – Place them directly into their designated holding space. I use a magazine file from Ikea placed on the end table next to my favorite reading spot. After I’ve read the issue I either place it in the recycling or, if it is a volume I will continue to refer back to, I place it on its designated shelf on my built-ins for quick reference.
Catalogues – If you are not in need of a specific item toss it directly into the recycling bin. If you are, look it up, place your order, and then put the catalogue into the recycling.
Tax documents – If they do not require an action simply place them into the designated tax folder for quick reference when you sit down to do your taxes.
Wedding and Shower invitations – Mark the date on your calendar, fill out the RSVP card, and place it in the mail-box or purse so it goes out tomorrow. If you’re not attending go online, purchase your gift, and have it shipped. If you are attending order online but have it shipped to your house or set for in-store pick up. If you prefer to create homemade gifts add the project to your planner. Include the shipping address if you will not be attending.
Church envelopes – If you attend a church and tithe using the envelope system take the time to write out all of your checks for the quarter and seal them in the appropriate envelopes. (My husband is currently paid every week, so we write a smaller check for each and every week. When he was only paid once a month, we chose to write a check once a month and I recycled the unneeded envelopes.) If your church allows for automatic withdrawal and you would like to save time. Simply set up your account and request to no longer receive envelopes. If they forget, place the envelopes directly into the recycle bin.
Note: Do not feel like you need to limit yourself to these categories or methods for dealing with mail. We each have our own individual needs when it comes to incoming mail. Take the time to really evaluate what you receive and what start to finish really means for that item. Then commit to seeing it through to the end each and every time you bring your mail in. After a few weeks you will be in awe of how clear you counters are.
Commit!
You have to commit to only bringing the mail in when you have time to process each item using cycles you created. Yes, it can be hard to wait, especially if you are expecting an invitation, letter from a loved one, or an online order. However bringing in the mail when you do not have the time to go through each individual piece guarantees you will lose the war on paper clutter.
The one exception to this rule is packages. If you are expecting an item that risks damage from exposure to the elements or being stolen bring it in immediately BUT leave the rest of the mail in your mailbox until you are able to attend to all of it at once.
And there you have it. By utilizing the following steps you can take back your table and counters while reducing the amount of time you spend handling paper clutter. Please be patient with yourself. Changing habits takes a lot of effort and more importantly time.
You may not notice an immediate difference, especially in the beginning when you have to think about each and every step. But give it time. I promise if you follow through with each and every step you will see tangible results and experience the freedom you so long for. Rooting for you!
I would love to hear all about your progress and cheer you on. Be sure to leave a comment and tag me on Instagram @LovingThisMessyLife with your results!