Why "Touch It Once" Isn’t Always the Answer and What Works Instead

Have you ever tried the "Touch-It-Once" rule? The idea is simple: handle each item only once to avoid shuffling it from place to place. While it sounds great in theory, if you've struggled to make it stick, you're not alone.

I first attempted to apply this rule years ago, particularly to paperwork. In fact, I even followed the advice to mark each piece of paper with a red dot every time I touched it. The result? My documents looked like they had caught a case of measles!

Clearly, I needed a more practical approach.

Why "Touch It Once" Isn’t Practical for Everyone

Wouldn’t it be nice if we could train ourselves to apply this rule to everything? Unfortunately, our natural habits and busy lives often get in the way.

Take bills, for example. While it sounds ideal to open a bill, pay it immediately, and file it away, the reality is that this isn’t efficient—or even feasible—for most people. Some do manage it, but that doesn’t mean it’s the best solution for everyone.

Even as a Professional Organizer and former Accountant who specializes in paper and digital management, I’ve had to admit: I don’t like filing. Purging papers? That’s my happy place. Filing them? Not so much.

So, I ditched the perfectionism of "Touch It Once" and created something more adaptable: the "Touch It the Least You Can" rule.

How "Touch It the Least You Can" Works

Here’s the process I use:

1. Mail arrives at my house. I place it on my front table.
2. When I’m ready to process it, I bring the pile to my desk to recycle or shred junk mail. Then sort the rest into categories: To Do, To Pay, To Read, and To File.
3. Keep categories organized. I store these items in a 10-pocket folder for easy access. Papers to be filed go into a designated folder at the front of my filing cabinet for quick retrieval. I use the same system for digital items. I have folders labeled To Do, To Pay, To Read, and To File on my computer, in Evernote, and my email.
4. Take action on a schedule. I pay bills twice a month and only file papers when my "To File" folder starts to overflow.

With this method, I touch papers about four times:

• Mail retrieval.
• Processing.
• Taking action (e.g., paying bills).
• Filing.

It’s a manageable system that works with, not against, my natural tendencies.

Where "Touch It Once" Does Work

While the rule isn’t universally practical, it shines in certain areas—especially where small habits can make a big difference. Here are a few examples from my own life:

• Dirty clothes go straight into the hamper.
• I hang up my coat and put away shoes as soon as I get home.
• My keys usually make it to the key rack (about 95% of the time—progress over perfection!).
• Trash leaves my car every time I exit it.

These small wins build momentum and simplify daily life.

Find What Works for You

If you’ve struggled with the "Touch It Once" rule, it’s not a sign of failure—it’s a sign that a one-size-fits-all approach doesn’t fit you. Experiment with methods that align with your habits and lifestyle.

Start small: what’s one new habit you could implement today? Whether it’s keeping your car clutter-free or creating a simple sorting system for your mail, progress begins with a single step.

By finding practical strategies that honor your unique needs, you can streamline your organizing efforts and take control—one touch (or four!) at a time.

Have you ever tried the "Touch-It-Once" rule? Did it work for you, or did you find a different approach that fit your life better?

Wishing you much Progress, Peace, and Purpose

?? Thank you for reading and supporting my newsletter! ??

?? Subscribe to the Sensible Organizing Strategies newsletter for insights, tips, and tools to improve your organization, productivity, and efficiency.