How to make paperwork fast, foolproof, and fun
Avoiding paperwork is common, but the consequences can be costly.
So how can we make paperwork fast, foolproof, and maybe fun?
How to make it fast
The key to making paperwork fast is to sort paper and virtual mail every day, aiming for “inbox zero.” Daily processing is key to staying on top of things. Touch a piece of paper or click on each email only once. If in doubt, use the archive button.
How to make it foolproof
The key to making paperwork processing failsafe is capturing everything that might be floating around your home, your head, or your email. David Allen addresses this in his book Getting Things Done (GTD), a system he designed for processing incoming stuff into categories to free your mind and increase productivity. The categories are:
Next Actions: actionable with clear step
Projects: actionable but requiring multiple steps
Agendas: actionable tasks to delegate to someone else (my favorite).
Someday/Maybe: the stuff you MIGHT want to do someday
Reference: archive/file
Calendar: anything with a specific date and time
Trash: another favorite
A crucial aspect of GTD is using active verbs for “next actions” such as “write” “call” and “go to”. Instead of writing “Mom,” write: “Go to flower shop: mom.”
You can separate your lists into “contexts” or according to the tool, location, or person required for the task. This enables batching tasks like making calls, paying bills, or doing errands.
The end result is a sense of control. Allen created GTD to be low tech. For years, I’ve experimented with pricey programs like Omnifocus and conclude that writing things out by hand is more conducive to getting things done.
How to make it fun
For boring and mundane tasks, I listen to comedy, podcasts or good music. Make your calls from the jacuzzi, like Tony Robbins, just be careful not to drop your phone.
Get the GTD book, read it and start processing your inboxes daily and reviewing your lists weekly. And don’t forget to make your repetitive and boring tasks fun.