Guest Author - Emily Wilska
In last week's article (see Related Links if you missed it), we looked at a quick and easy way to cut mail clutter every day. Getting rid of unwanted and unneeded stuff that comes in the mail, though, is only part of the process of taking control. You also need a dependable system for stashing the mail you want or need to keep, as well as the habit of regularly tackling and processing the stuff that lands there.
Here's how to create a simple but effective mail system.
Step #1: Establish a collection spot
Getting your mail in the front door--or even onto a desk or the kitchen counter--doesn't automatically ensure that it'll get dealt with on time (or at all). If you've ever experienced the stress of losing a bill, an invitation, or another piece of mail you needed, you know the importance of keeping tabs on where these things go.
As with any organizing system, an effective mail management system has two main parts; the first is a reliable container in which to gather the mail that comes in each day (once it's shorn of unwanted junk mail, catalogs, and so on--see last week's Tip for more).
One of my favorite mail collection containers is a wall-mounted letter holder, ideally one with two or more compartments, or a few one-compartment holders hung together (see Related Links for some examples). I like wall-mounted models (which can also be attached to the fridge, to the side of a desk or bookcase, and so on) because they don't take up space on a desk or counter and because they make it easy to see what's inside. If possible, try to steer clear of horizontal letter/file holders; with these, mail tends to get buried quickly, and it's all too easy to forget what's at the bottom of a stack as soon as you put something on top of it.
Divide your letter holders into categories based on what kind of mail you receive and/or who's responsible for it. For example, you might have compartments for Bills, Events, Correspondence, and Things to Read, or compartments for each family member. Label each compartment with the category you choose.
Step #2: Fill and empty your collection spot
Once your mail collection spot is set up, work on getting in the habit of using it. When mail comes in each day, sort out what you don't need, and then sort what remains into the appropriate holder--bills into the Bills holder, for example. (You may want to have a recycling bin near your mail collection system so you can easily pitch the stuff you don't need as you sort.) If others in your household share responsibility for bringing in the mail, teach them to use the system, too.
Once a week--or more often, if you receive significant quantities of mail--set aside time to go through and act on the mail that has accumulated in your collection spot. Pay the bills, read the reading material (or move it to wherever you do your reading), list upcoming events on your calendar, respond to invitations. This is a super important step in the process; if you don't get in the habit of acting on the mail you've collected and clearing out your collection spot, it will quickly overflow and won't be of much use to you.
As with any habit, it may take a while for filling and emptying your mail collection spot to become second nature. Stick with it, though. You might want to try pegging this habit to something you already do at a set time during the week, such as reading the Sunday paper or making a grocery list. Building on existing habits can make developing new ones easier.
With an effective mail collection spot and the habit of using it regularly in place, you'll find that the arrival of the letter carrier each day inspires far less stress. Who knows--you may even start to enjoy the sight of a stack of mail in your mailbox again.
