Whether your inbox is a typical stacking tray sold by office supply retailers
or a large cardboard box, you need to designate a place to put all "incoming"
papers. This includes items that need action from your daily mail (as
discussed last week), genealogical documents brought home from libraries
or archives, and any other paperwork that has not yet been assigned a
home. However, the inbox should only be used as a temporary resting place,
not the "I'll get to it later" collection point.
How do you use your inbox as a temporary stop on
your paper's journey to its final home? Designate multiple containers
for papers with specific purposes. For instance, your inbox can be accompanied
by a "To Spouse" box, a "Data Input" box, a "To File" box, an "Action"
box, and a "Pursue" box.
The "To Spouse" box is the place to put items that
are meant for your significant other, but could also be labeled "To
Children" or whatever is appropriate for your situation. These papers
can include items you need to discuss with a spouse or child, including
insurance and financial decisions.
The "Data Input" box is for genealogical documents
waiting to be entered into your software program(s). When you come home
from a library or archives, you can bypass the inbox and put these documents
directly into the data input box to save you some time processing the
items in your inbox.
The "To File" box is for papers you need to retain
for tax, legal, or historical purposes. Be brutal in deciding what items
need to be retained. Ask yourself what could happen if you throw away
a piece of paper. Sometimes it's easier to toss paper if you know you
can get it again from somewhere else.
The "Action" box is for items requiring action--action
that you don't have time for immediately. This box needs to be checked
routinely so items can be moved out and either tossed or put in a final
destination.
The "Pursue" box is for items that have sparked
your interest and you need to follow through on at a future date. This
box is perfect for research leads and ideas in relation to your current
projects.
Physically, these "boxes" can take the shape of
stackable trays, stackable drawers, or individual containers. There
are several catalogues devoted to organizing supplies that may help
you to make your decision for setting up your inbox system. "Get Organized"
(800-803-9400) and "Organize Now" (800-631-2233), my favorite organizing
catalogues, have multiple options for those looking to containerize.
Reliable Office Supply http://www.reliable.com,
Staples http://www.staples.com,
Office Max http://www.officemax.com,
and Office Depot http://www.officedepot.com
also sell a variety of containers to assist the organizationally challenged.
Get It Together
