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THE reasons for wanting to reduce your paperwork load are obvious — it costs time, energy, and money.

Surprisingly enough, you may tend to overlook this when it comes to your own paperwork-generating habits. The most effective way to reduce your paperwork load is to produce, send, and request less paperwork yourself.

The following tips will help you do just that: Identify and eliminate unnecessary paperwork and handle “must-do” paperwork efficiently and effectively.

Use response cards and lines

Make it easy for others to answer your e-mails, memos, letters or reports so you can avoid a lengthy wait while they generate their responses.

Type the response you want, along with a space for a check mark and/or signature, on a separate mail-back card or at the bottom of an in-house memo. Upon receiving their response, note it in your records and toss the response card.

Talking may be better than writing

In many situations, talking will help you achieve your objectives better than writing. Giving mild reprimands, negotiating small details, getting immediate feedback and reactions to your messages are all better done in person than by pen.

Don’t abuse e-mail

E-mail makes it easy and convenient to send your messages to the whole world by pressing a key. But sending unnecessary information to people will only irritate them. And if you keep doing it, they will not pay attention to truly important messages you send.

Do not let the informality of e-mail lull you into composing careless, disorganised and unclear messages. Think before you write, not as you write.

Eliminate most cover letters

Most cover letters communicate only the obvious: “I’m sending you something. You now have it.” If you must have a record of submission, simply put a “Submitted to ……..” and “Submitted by ………” along with the date on the title page.

Be informal in your responses

Every memo or letter you receive does not merit a formal response. Picking up the phone may be quicker than writing. Or you may be able simply to add your comments in a margin or on a Post it-note and pass the document on, saving everyone time. People are not nearly as impressed by formality as by accuracy, speed and thoroughness.

More is not better

There is little correlation between quantity and quality. Do not get trapped into thinking that the more money you want customers to spend, the more details you should give them to justify the price. Or the more serious the problem, the more details you should give to support your solution.

Consider the importance of your message and tailor your comments accordingly. Less can mean more — more readers, more insight, more impact.

Although minimising paperwork will require revamping old habits, the end justifies the means. You will find yourself pushing less paper and spending more focused time on the important paperwork you handle.

Article by Dianna Booher, author, keynote speaker and trainer on communication and life-balance issues. Website: www.diannabooher.com.