A permanent action file is intended to organize the activities that you do over and over again in a normal day or week. These actions usually include making phone calls, waiting for return calls, scheduling appointments, updating addresses and phone numbers, and paying bills. Coincidentally, these same actions are clutter creators. If you think about the pieces of paper that are currently scattered about your desk, you'll quickly realize that these papers came to rest there because they haven't been assigned a home.

Your permanent action file can take the form of a portable file box, such as the plastic ones made by Stockwell (sold by Staples at http://www.staples.com/products/catalog/skuset.asp?skusetid=432286) or Fellowes® http://www.fellowes.com/products/index.html, or the mesh tabletop file holder made by Design Ideas™ (sold in Staples stores). Find one that will fit on your desktop and will harmonize with its surroundings. It needs to sit on the desktop so it will be within your eyesight while you're working at your desk. This way, there's a better chance that you'll check the file folders on a regular basis to see what actions are pending. Fill the file box with hanging file folders, preferably a different color than you're using anywhere else in your filing system. If you use a unique color, you'll always know where the folders belong.

Now sit down and make a list of the activities you do repeatedly. Looking at the papers already sitting on your desk may give you some ideas, but here are a few others that may help you focus on how to label the file folders: address book entries; bills; calendar entries; call; calls waiting; coupons; discuss; errands; pending; read; write. If you don't like to hand-write your labels, an alternative solution is to use one of the new generation of label makers. My favorite is the Brother PT-85 P-Touch Home & Hobby III Labeling System http://199.170.17.20/us-label/lineup-us/pt-85.html, which sells for under $50 and can be used to label any number of items.

Once you have your labels made and have placed them inside the plastic tabs, insert the tabs on the inside front of the file folder instead of the inside back. This makes accessing the files a little more efficient. And now you're ready to clean off that desktop by putting the papers into their new homes in your permanent action file. But remember: the only way this system will function is if you check the files regularly (i.e. once a day!) to see what calls you need to make or what bills need paying. Then make it a goal to keep your desktop clear of clutter.