In today’s blog, I’m going to answer a question that I recently received, which is a very common issue. A reader writes, “The hardest thing for me about organizing is when I go through old files and I find all sorts of things to read, mull over, grieve over, etc., and I get stymied. How do I deal with that?” Sorting through paper files can be a tedious process, and when those papers are attached to memories, it can be emotional, and sometimes overwhelming.
Here are some tips to keep up momentum when you’re sorting through your paper files and keepsakes:
Be Gentle with Yourself
Know that emotions will come up during this process, especially if sorting through papers after life changes such as a death of a loved one or a divorce. Make sure you’re well rested, well hydrated and that you’ve eaten something before tackling this process. Also, plan to reward yourself with something relaxing after you’ve worked on this task.
Set a Time Limit
Don’t try to go through all of the papers in one day. In general, after one to two hours, you’ll be exhausted by making decisions on papers with an emotional connection. Set a timer, and focus on this in short spurts of time.
Do a General Sort First
If you can quickly look through paper without reading everything, sort the papers into piles or folders by category, such as things that refer to or belong to your late spouse or parent, things that bring up memories of your grown children’s childhood, paper relating to financial histories, etc. After sorting, you can then look through one topic at a time in detail.
Ask for Help
Many people find that it is helpful to sort through these types of things with someone by their side such as a friend, family member, or professional organizer. When someone less attached to the papers is nearby to help you sort and stay focused, the organizing process can move more quickly, and be less overwhelming.
I personally love sorting through these types of things side-by-side with my clients. They are able to share some stories with me, but stay focused and move at a faster pace than they would alone. I’m able to sort papers into categories, while they look through the details of the documents, and then I assist them in making a decision on what to do with the papers they want to or must keep. My clients feel that having someone there to hold them accountable really keeps up the momentum when tackling an emotional task like this.
If you live in the Raleigh, North Carolina area and want hands-on organizing assistance, I’d love to help you. If you live elsewhere, I offer virtual organizing services via FaceTime and Skype to help you with any size organizing project. Please contact me for a free phone consultation to get started.
Good suggestions. I have found doing a general sort first before really looking at papers help when it’s time to make decisions.
Thanks for commenting, Janet! Yes, doing a general sort first really does help!
Definitely agree with setting a time limit because you need to take breaks. Also, don’t sort standing up and/or bending over, because that will wear you down. This is a great time to sort through accumulated paper, right? I’m planning to tackle a few boxes in my attic since my husband is now “captive” in the house and can’t tell me he has other things to do:)
You’re right, sitting in a chair is the best way to sort through paper. Standing up or bending over things can definitely make the task harder on you physically, and wear you down faster. This is a great time to sort through accumulated paper! Thank you for commenting!
I totally agree! Paper files are overwhelming. I just worked with a client on purging the last 5 years of her files. We were able to do 3 hours but we were super tired afterwards. Two hours is best for the most effective decision making. Thanks for sharing.
You’re welcome, thank you for commenting! Yes, after about 2 hours of sorting through papers, decision-fatique can set in, so it is good to tackle this process in many small sessions.
I love how you describe this very familiar process of sorting papers that hold emotional attachments. Like you, it’s something I frequently do with clients and enjoy being by their side as we work together. The story telling is an important part of the letting go and editing process. I agree with you that having an organizing buddy to tackle these types of projects is beneficial. But if you’re going to go it alone, the guidelines you suggested are excellent.
I agree, story telling is important during this editing and letting go process, and having someone by your side definitely helps! I’m glad you like these guidelines, thanks for commenting!
Going through papers can be such an onerous task for many people. You are so right that sorting into categories is a very easy first step and it gives us a really good idea of what we have, what we want to file or let go of.
Thanks for commenting, Ronni! Yes, sorting into categories is an easy first step.
Given that I’m Paper Doll, you KNOW I have strong feelings about paper organizing, and I’m definitely impressed with your advice, Nancy.
So often, people jump in and aren’t prepared for how emotionally resonant paper can be. Your advice is spot-on!
Thank you for commenting, Julie! I am glad you’re impressed with my advice.