By Andrea Krohn, Founder, LA Move Consultants
As the New Year begins, it’s the perfect time to hit the reset button and take stock of your organizational systems, starting with your files. Over the course of the year, it’s easy for papers to pile up, folders to become disorganized, and mail to accumulate unchecked. This clutter takes up physical and mental space. Whether you’re dealing with overflowing drawers of paperwork or struggling to maintain a digital system, a little effort now can lead to a much smoother, stress-free year ahead.
Here’s how to tackle your files and create an organizational system that works for you:
(I’ve included product recommendations for some of the items.)
Step 1: Revisit and Sort
Begin by revisiting any old folders, piles, or forgotten filing cabinets. Lay everything out and start sorting your papers into broad categories. For example:
- Insurance (health, car, home, life)
- Home (utilities, repairs, warranties)
- Work (contracts, expenses, pay stubs)
- Important (birth certificates, tax documents, estate plans)
Once sorted, refine further. Break down each category into subcategories, such as dividing Insurance into car, health, home, etc., and then further into specifics like the make and model for car insurance. Consider using a color-coding system — assigning all insurance documents to yellow folders, home-related files to blue, and work materials to green — to quickly scan and locate the correct category. This method makes it easier to find exactly what you need when you need it. If you need a recommendation for file folders, here’s some that I suggest.
Step 2: Out with the Old
Clearing out outdated paperwork is a quick way to reduce clutter. If you still receive monthly statements, go through them and shred anything you no longer need — especially documents with personal information. This includes outdated health or auto policies that have since been updated. If it’s no longer relevant or you can access it digitally, let it go. If you need a suggestion for a shredder, here’s one that I recommend.
Step 3: Change Paper Habits
Minimize the influx of new paper by switching your contact and billing preferences from paper to digital. Many services now offer email notifications and online portals, making it easy to stay organized without the extra paper pileup.
When mail arrives, open it immediately and toss unnecessary items, such as advertisements or expired offers. Handling mail as it comes in prevents clutter from building up.
Step 4: Designate a Defined Filing Area
Choose a designated area for your files, but keep it intentionally limited in size. A smaller space encourages you to be selective about what you keep and prevents clutter from taking over. Use clearly labeled folders or storage solutions to maintain order.
Step 5: Maintain and Review Regularly
An organized system requires consistent upkeep. Schedule time every month to revisit your files, shred unnecessary items, and ensure everything is in its proper place. This habit keeps your system streamlined and saves you from a massive cleanup later.
By taking these steps to declutter and organize your files, you’ll enter the New Year with less stress and more clarity. A well-structured system saves you time, keeps you productive, and helps you focus on what matters most.
If organizing your files feels like an overwhelming task, professional help is just a call away. At LA Move Consultants, we specialize in creating customized systems that make managing paperwork and files effortless. Whether you’re transitioning to digital, setting up a home office, or just need a reset, we can guide you every step of the way.
Let’s make this the year you stay ahead of the paper trail. Contact us today!
