Q. I’m drowning in paperwork, and it’s getting worse. I get copies of copies and long computer printouts. How can I cut this back, but still stay informed? —Donna T.

A. You’ll always have some paperwork to deal with, but you also need a system that will control the paper load —and keep you on top of it. Look at three possibilities: what comes in; what goes out; and what happens to it in between.

What’s Coming In?

Keep a log of what’s coming in for an entire day or week, and decide what paperwork you must have. Then take your name off unnecessary circulation lists. Have a polite but firm message you can send to everyone in the next few weeks who sends you something you don’t need to see. They should understand, because they probably have the same problem.

Screen and sort all incoming mail; have your secretary or admin assistant do it (if you’re lucky to have one.) You may even find obsolete or irrelevant reports you can discontinue receiving. You might sort incoming work into “Action,” “Information,” and “Deferred” and put each into folders or baskets.

What Happens on Your Desk?

Act on “Action” items that day. Sort the “Action” work into A-B-C priorities (“Must Do—Should Do —Try to Do” today.” Put “Information” items into a folder for reading while you’re waiting for phone connections; for meetings to start; for the bus or train. Put “Deferred” items in a file or drawer for spare moments or when you need a break from tougher tasks.

Handle each piece of paper only once. When you pick it up, put a dot on one corner so you’ll see it if you put the paper down and pick it up again. Write return notes on the original correspondence; copy it for your records; put the copy into your dated follow-up file, and send it back. Use a highlighter pen as you read reports and memos to spot the key ideas and, whenever possible, Do It Now. Whenever you put off an unpleasant task, you have to pick up the piece of paper and process it again. Other ideas:

Have fingertip files for the projects you’re working on. Use folders with acetate covers so you can you see immediately what's inside them.

Make a C-level file/drawer for those things you can look into regularly to see what needs to be done--or if the priority has changed.

Organize your desk so you have just one folder in front of you at any one time. Anything else is clutter or a distraction.

Learn to speed-read a memo or report to focus on key ideas.

Clean off your desk several times a day. After every few tasks, reorganize whatever’s on your desk and get rid of anything you don’t need to work on that day.

Keep working titles on file tabs short and descriptive--two or three words.

Keep the in-process jobs in an open file drawer in front of you so you can see them all at one glance-within an arm’s reach.

Get rid of any magazines you haven’t read in a month. Unless you need a book for regular reference (like a dictionary or product catalog), toss it.

What Goes Out

Have one "undecided" drawer. After 30 days, if no decision has been made, throw it out; delegate it; decide about it. Once a month, clear out your files, and don't let "stuff" accumulate,

Work hard to write shorter and shorter memos and response notes:

“Makes sense. Do it; keep me posted. Thanks.” Don’t send a memo when a phone call will handle the job. When appropriate, write, “Thanks; no response needed.”

Before you leave the office, look at everything still on the desk and see if you can’t take some action or send it to someone else. If you can’t, put it in the “deferred” folder—or toss it.