There are two types of people in the world: those who declutter paperwork regularly and those who leave it until the paperwork starts to colonise the dining table.
Guess which one I am?
(OK fine, I’m both, depending on the day.)
I have a pretty good paperwork system that’s worked for me for years and years, and yet, right now it’s piling up around me like I’m a cartoon character in a 1950s office job. Why? Because I’ve been kinda disassociating a lot this year and paperwork is one of those things that I don’t feel much obligation to anyone else to get done… until someone needs something from the files and it’s not where it belongs 😬. So, yeah, I’m writing this article for me… and maybe a touch of procrastination.
If you’ve ever sat down with the best of intentions, only to stare blankly at a pile of unsorted forms, receipts, and school notices until you give up and make a cup of tea instead, you’re not alone.
Paperwork is one of the most emotionally and mentally taxing categories to declutter. It’s full of decisions. Boring ones. Important ones. Potentially expensive ones. And sentimental ones that sneak up on you like an old birthday card from Nan.
Here’s the good news: you don’t have to declutter it all in one go. And you don’t have to cry while doing it.
So how do we make it easier? Here’s my gentler approach to decluttering paperwork—one that actually works, especially if you’re neurodivergent, easily overwhelmed by admin, or just not that into admin.
Break It Down Into Categories
Instead of one giant “to do” pile, split your paperwork into these smaller, more manageable groups:
- Action Items (bills to pay, forms to return)
- Reference (manuals, policies, contracts)
- Sentimental (cards, drawings, certificates)
- Archive (tax records, legal documents)
- Recycle/Shred/Burn (the fun bit!)
Sorting into categories gives your brain a way to prioritise. You don’t have to decide yet—you’re just grouping. That alone can feel like a win.
Use the 5-Minute Stack Trick
Set a timer for 5 minutes and go through just one stack. That’s it. When the timer goes off, stop.
This trick is pure magic when you’re battling decision fatigue. It also works because paper doesn’t take long to touch and sort—but your brain thinks it will.
Do 5 minutes a day for a week and you’ll be amazed.
Create a “Needs Action” Drop Zone
The most common paperwork trap? Mixing the important stuff (like a prescription) with not important stuff (like last week’s Aldi catalogue).
Use a tray or file labelled “To Action” to keep anything that still needs your attention. Only keep it in there until the task is done. We keep our “To Action” papers on the fridge – this works for us because it’s ugly, so I want it gone and it reminds me to nag.
Transition words like “once,” “after that,” and “then” can help create a flow: Once it’s actioned, then it can be filed or shredded.
Don’t Get Hung Up on Storage Yet
A trap I see people fall into all the time? Buying fancy file folders before they know what they’re keeping. This is like buying a dress 3 sizes too small to motivate weight loss. It’s a popular idea that I’ve never seen successfully pulled off – usually it just makes you feel bad – or like the clutter is winning.
Focus on curating first. Then you can store it properly. The system will make more sense when you’ve whittled it down to what matters.
Use a cardboard box, a washing basket, or even the floor while you’re sorting. Fancy folders can wait. Once you’ve decluttered, your new ‘storage solution’ (aka pretty reward) is totally earned.
Sentimental? Yes, You Can Keep It
Let’s talk about the handwritten cards, kids’ drawings, and notes that make you tear up.
You’re allowed to keep them.
But here’s a trick: choose the most meaningful ones, not all of them. A few thoughtful pieces will bring you more joy than a shoebox full of generic well-wishes.
You might choose to scan or photograph special items if you’re short on space.
Consider housing your sentimental paperwork away from your boring paperwork; they’ll feel more like treasures when you keep them that way.
When You’re Stuck, Ask: What’s the Worst That Could Happen?
If you’re unsure whether to keep a document, ask yourself:
- If I needed this later, could I easily access it elsewhere (like online, through the bank, or from school records)?
- Is it legally required?
- Would I actually use this again?
If the answer is no, you can probably let it go.
If you need inspiration, the Australian Taxation Office (ATO) provides detailed guidance on what personal and financial records to keep, and for how long. You can check it out here: https://www.ato.gov.au/individuals/income-and-deductions/keeping-your-tax-records/
Choose Your Own Adventure Filing System
There’s no one-size-fits-all.
Some people love colour-coded folders. Others prefer a single expanding file with labelled sections. Some scan everything and go paperless. All of them are valid.
Guess what? You can name the folders however you want. If you’ve got paperwork from a divorce, label it your pet name for your ex – even/especially if it’s a ‘bad’ word. “Where should I put this mediation letter? – A for A**hole!”
As long as it’s something you’ll easily remember later, it works.
Pick what feels easiest for you to maintain.
Final Tip: The Admin Cup of Tea
Make a little ritual of it.
Pair your paperwork session with a cup of tea and a favourite playlist. Light a candle. Reward yourself afterwards with something that feels good.
Decluttering paperwork isn’t just about being organised. It’s about creating mental space, reducing anxiety, and feeling back in control.
You deserve that.
And hey, if all this still feels like a lot—know that I get it. Even with a good system, I still fall behind. This article? Total act of self-coaching. If it helps you too, that’s a win-win.
Ready to make paperwork less painful? Try a body-doubling session with me and the Side-by-Side gang to get it done together. Book a free call here: https://laurenwinzar.com.au/free or join my Side-by-Side Sessions community for ongoing support.