A few weeks ago I sorted through my files, took out as many papers as I could and then dumped them in my recycling bin. It felt good. Try these ways to cut clutter and overcome information overload (and feel good too).

• Don’t let your desk turn into one big “in” box. Separate magazines and anything else you can read later, from papers that need your attention. Bills would fall under that category. Use a stacking bin or other container to hold anything you want to read.

• Before you buy another file cabinet, weed through your file drawers and either dump files or put them in a box with a lid and label the box. I’ve trashed files I didn’t even open because I knew I’d never refer to them again.

• Don’t leave stacks of paper on your desk to remind you of what you need to do. Instead rely on a to-do list, whether paper-based, electronic or computerized, to remind you to handle important tasks.  Then you can file the papers or put them aside knowing you won’t forget to handle them later.

• Forget the saying “handle paper (or incoming information) once.” It’s outdated and unrealistic. Instead, take action to move papers and e-mails to the next step.

• Toss or store old files that are wasting valuable office space. Better yet, use a scanner to store important information you need to keep for tax or legal reasons.  Then remember to back up your files.

How are you handling paper overload? Share your comments below.

Put it in a stacking bin
Act on it
Put it in a file
Enter it on your to-do list and file it
Recycle it

Put it in a stacking bin (or other temporary holding place). Stacking bins are a temporary place to put papers you want to read or file. These papers don’t require immediate action but get in the habit of emptying the bins each week.

Act on it. Acting on a piece of paper means you take action on it at that moment. That could include sending immediate payment to someone or filling out a form and e-mailing it back.

Put it in a file. If you have the time, immediately put papers in your current or reference files.

Enter it on your list and file it. Before you file a piece of paper in your current files or even stack it on your desk to handle later, add a note to your to-do list of any action you need to take. Let your list tell you what to do, not your papers.

Recycle it.

There's "what not to wear." This is "how not to file."

Forgetting where you’ve filed something. Give your files names that you’ll remember by using word association. Whatever word will help you find a piece of paper when you need it is what you should name a file.

Using manila (interior) folders without hanging folders. Label hanging folders with a general category and use interior folders inside as subcategories. When you have four or more interior folders within a hanging folder, create another main category.

Creating too many categories for papers. The hanging/interior file system will work if you create specific files instead of too many general categories. The more specific you are when you name your files, the better.

Filing papers between hanging folders. When you’re in a hurry and you want to clear your desk or at least reduce the stacks of paper on your desk, it’s easy to misfile something. Hanging folders are invaluable to a good filing system but if you’re not paying attention, you can accidentally file papers between two hanging folders. I’ve done that and it’s incredibly frustrating!

Shuffling through interior folders to find recent papers. When you file a piece of paper, put it in the front of the interior folder instead of dropping it randomly into the file. You’ll save time flipping through older papers that you probably don’t need anymore.

When space is limited, think vertically

A typical office rarely has space for anything more than a desk, credenza, bookcase and file cabinet. I find with my clients that often, they forget about the vertical space in their office. It’s important when setting up or reevaluating your current office space, to think vertically and put your walls and corners to work.

• A good place to start is with shelves. Add shelves above or next to your desk to gain more storage space and to reduce desktop clutter. You can use open shelves or a hutch that sits on your desk to increase your storage space. (You will need to put your desk against a wall if you use a hutch.) A tall, four-shelf bookcase – ideally with adjustable shelves – can hold dozens of books and reference materials.

• I prefer an L-shaped arrangement because of the two work surfaces. And don’t waste the corner: It’s the ideal place for a copier or printer. It’s out of the way but within reach. I just bought a desk and the extra surface is perfect for spreading out papers.

• Several years ago, I set up my home office in a spare bedroom. Most of my furniture was from CF-Direct.com – still one of my favorite furniture sites. I used an antique dresser to hold my printer, fax (it’s long been retired) and reference books. Inside, I stored office supplies. Look at the furniture you have in your house. Could you move something to your home office that is both functional and fits the style of your home office?

Modular furniture makes it easy to change your office layout (photo courtesy of Hooker furniture)

• Modular furniture – like the grouping on the right from Hooker Furniture – is easy to move around and lets you change your office as your needs change. I liked my old home, but I wouldn’t use built-ins again. Modular furniture would have allowed me to change my office on a whim. Flexible is better. Built-ins limit your options.

• Sturdy shelves or tall bookcases can make a big difference in a home office. It’s too easy to have stacks of books all over your office if you don’t have a place to store them. Getting books off the ground will open up your office and make it safer to walk around.

• Make one piece of furniture serve more than one purpose. The top of a lateral file cabinet can double as an extra surface for a printer, copier, etc. An antique dresser can look nice – and still be functional.

• Be creative and use two file cabinets with a board across them for an extra surface. This trick used to be reserved for starving college students, but I’ve seen expensive home offices furnished this way using high-quality file cabinets and durable surfaces. Pottery Barn uses this method to create desks and credenzas.