Paper Nightmares No More

I have to return a call to the insurance company about a claim I filed. But I need my paperwork to talk intelligently to them. And, here we go again, “Where is it? I’ve looked in every pile of paper I have and I just had it in my hands yesterday. Darn! If I’d put it back where it was supposed to be, I wouldn’t be wasting so much time looking all over the house for it. This is so like me and I’m so mad at myself.”

If you can relate to my frustrations, I’m happy to tell you that I found a way to never lose a file. I only have 2 places to look for a file. It’s either in my “Action” file or my permanent file. It is a very effective and simple system that I’d like to share with you.

What is an Action file? It’s just what it says. It’s a way of tracking any task you have that requires an action. An Action file helps you manage and track the endless paperwork and projects that require follow-up work — things that take one or more steps.

 For example:

What does it look like? Think of the drawer in your desk that has rails to hold hanging file folders. It is also made as a roll-around cart setup for holding hanging file folders. Go onto the internet and type in “roll around cart for hanging files” to find one like this. Or, some people simply use a plastic milk crate that you can get from a number of big box stores.

How do you set it up? You will need 31 hanging file folders. Make labels numbered 1-31. This creates one hanging file for each day of the month. Place these hanging file folders into the crate or roll-around cart.

Now what? Let’s start using it. You’ll need a calendar, manilla folders and a pencil.

Let’s say we are tracking the insurance event.

Take the insurance information received and place it in a manila folder.
Look at your calendar and decide the day and time you will take action (call them). Let’s say 2:00pm on June 10th.
Write down on your calendar/planner on June 10, at 2:00pm to call the insurance company. Next to that note, place an A with a circle around it.
Write 6/10 on the top right side of the folder you made (landscape).

Place the manila folder into the hanging file folder labeled number 10.
Look at your calendar on June 10. The little A with a circle around it tells you that the folder with all the information you need is in your Action file on that date.

When you are finished with tasks in your Action file, file them in a permanent file cabinet or in a folder on your computer.

I love this system because I no longer have to look for all the documents or pieces of paper I need to complete a task. I even use it for redecorating a room. I lay out the steps and what days and times I’ll be working on it. The manila folder simply travels through my Action file until the project is complete. It’s so helpful and so easy!

And by the way, if you are one of those people who completes all but the last 10% of a project (putting things away; sending the final email that something is complete, etc.), then remember to plan time on your planner to do that last 10%.

If you need help or have questions, you can contact me through my website at www.joycekubik.com

My best to you as you begin to organize all your Action items!

Joyce Kubik

__________________________________________________________

PS. There are 15 more rules in “Unraveling ADHD. How I turned my greatest deficit into my greatest asset” that I created to help me turn my life around.