Managing Information # 2

Managing Information...part 2

Mail, that is that from the U.S. Post Office, is one thing wherein you often receive much information that you did not ask to receive. What to do with all of this information? One good strategy I learned from a friend works like this. Go to your mailbox, pull out all the mail. Then go to a dumpster or trash can that is outside (before ever going into your home) and throw away the stuff that you do not need. Do not even bring it into the house! After which you are only bringing necessary or needed mail into the house. Now, what do you do with this influx of information?
You can have a sorting tray so you can have pre-selected categories such as bills to pay, action needed, file. You then may set aside a time once a week when you go through the mail, write the checks, check any statements for accuracy, take actions needed such as completing forms, making calls, writing notes and sending out mail.
On the other hand, you may prefer to handle the mail every day as it is picked up. In this case you can select a time of day when you will pick up the mail, sort it out over the trash can, sort it by category in trays and act on it all at the same time.

I suggest handling, sorting and acting on mail no less than at least once per week. If possible once a day may be a good way to start and get control of your mail.
If one is ever behind on the mail, the first step is to start handling the mail that comes in today, today. Keep that a priority and only go back to old mail after the mail of the day is handled. As mail goes, with reminders and such, typically within 30 - 45 days of handling what comes in daily as it comes in, one is caught up with at least 95% of the mail. Then, when there is time and energy to devote to old, unprocessed mail, set aside time to go through this stack of mail.

Whenever going back in time to catch up on mail, go from today, backward to yesterday and so forth. In other words sort the most recent mail first. The key here is establishing and follow a new habit of what comes in today is looked at first. You should look first for payments to YOU and bills to pay as these are most important. As a second round back, perhaps if you notice something important, something unusual or something you do not recognize, handle those next. Finally, go through the rest of the mail over the trash can throwing out everything you possibly can.

It is hard to find many exceptions, although there are some, to handling first the information coming in today, establishing that habit today forward...whether it is postal mail, email, phone calls, voice mail, fax, notes and papers on the desk or floor. Remember our motto, most recent first.

If it is hard to get started remember to ask someone who gives you good support to be in the home with you while you work, someone with whom you feel comfortable, supported and not judged negatively.

Get your new systems, strategies and routines started today to handle today’s information!