Many business managers feel that they’re drowning in a sea of paper. Some simple tips may help. : Making Order Out of Chaos

Somewhere on everyone’s list of New Year’s resolutions is usually a pledge to get better organized. And, according to two professional organizers, busy small business owners are notorious for letting papers pile up and files overflow.

Dan Stamp, president and founder of Priority Management Systems Inc., and Stephanie Culp, founder of the Organization, suggest spending a few hours today, digging out and getting organized for the new year.

“Whenever I hear someone say they don’t have time to get organized, I can guarantee their life is out of control,” said Stamp, a former teacher who developed a time management program called Time:Text.

Stamp and Culp agree that a good place to start organizing is at your desk. Both say a messy desk is more than an eyesore--it is a hindrance to productive work.

“The average person has 36 hours of work on their desk and only 1 1/2 hours of discretionary time to do their work each day,” Stamp said. He says the other working hours are eaten up by phone calls, meetings, appointments and interruptions by colleagues. He suggests spending a few hours relieving “desk stress.” (See box).

Stamp urges people to draft a personal strategic plan, set goals and review their achievements each month. He also suggests spending time on the last day of each month reviewing accomplishments and setting new goals and recommends writing down the three best things that happen to you each day.

“If you write good things about yourself every day, it releases endorphins into your bloodstream,” Stamp said. “It’s like giving yourself a shot of natural morphine.”

Feel that you need more intensive help? You might consider attending a program such as Time:Text, in which participants attend two workshop sessions and get individual help between times.

Since 1981, about 175,000 individuals and 30,000 companies have completed the course, which is taught by Stamp’s franchise holders across North America and in several other countries. The program costs about $400 for an individual.

The Organization’s Stephanie Culp, who is also a free-lance writer, charges $75 an hour to go directly into homes or businesses to put things in order.

If you can’t afford to hire her, you can read Culp’s book, “How to Get Organized When You Don’t Have the Time,” published by Writer’s Digest Books.

In the book, she suggests digging into the piles of paper on your desk and sorting them into baskets.

1. Set up a “to do” basket for important daily work. Never keep any work in progress in the desk drawers.

2. Set up a “to pay” and “to route” basket. Pay bills in a batch once or twice a month. Route material to others as soon as possible.

3. For reading material, Culp suggests buying a lightweight basket with handles. This way, the material can be carried around and read while waiting for appointments or standing in lines.

4. Use a “to file” basket to collect all papers for filing. She believes that 80% of all paper work is never referred to again, so be ruthless when deciding what to file and what to throw away.

5. To speed up mail handling, she suggests buying an electric letter opener. Then, throw away the junk mail immediately and sort the rest into your baskets.

“I have been at places where you can barely get through the door,” said Culp, who describes herself as a “neurotically neat” person.

Her first job was organizing a chaotic antique importing business. Since then, Culp has organized an insurance brokerage, a computerized vending machine business and a closet in the Playboy Mansion, among other challenges.

Nancy Baker-Velasquez has hired Culp to organize both her business and personal life.

Baker-Velasquez called Culp for help when she found herself working seven days a week and losing control over both her family life and career.

She and Culp spent about two hours a week together for a month or so, setting up a date book scheduling system for Baker-Velasquez to organize her time.

Soon after that, Baker-Velasquez and her partner, Lillian Romero, hired Culp to organize their Covina insurance brokerage. Culp spent several days setting up a filing system for the paper-intensive office and interviewed each employee before writing a procedures manual for each job.

“We felt it was a very good investment,” Baker-Velasquez said. “Stephanie works like a banshee.”

Simon Grill, owner of Mr. Vend, a computerized vending machine manufacturer in Chatsworth, has been working with Culp for several years.

Grill said he first saw Culp sitting on the floor sorting through files, during her stint at the antique firm. “Four or five months later, the place was running like an Army brigade,” said Grill, who formerly worked in the antique business. “It was amazing.”

When he started his new business, Grill hired Culp to design a paper flow and filing system. He now works with Culp every time he adds a new department or expands his operations.

“I call her back for tuneups,” Grill said. “One full day and I’m back in shape.”

Grill said a visit from Culp makes him feel better than a session with a psychiatrist. “When you are organized, it’s worth the money,” Grill said.

Here’s to being better organized in 1989!

HOW TO RELIEVE ‘DESK STRESS’ * Keep all your activities recorded in one calendar. Multiple calendars cause confusion and waste time.

* Keep file drawers closed while working. Open files are distracting.

* Start and end each day with a “to do” list to keep track of your progress.

* Alphabetize and file business cards in one place. Record numbers in a Rolodex or other file and throw away scraps of paper with messages.

* “Someday” files--things to do someday--should be placed out of sight.

* Put all reading material in one place and read at a specific time each day.

* Review material in your “in” box daily. Don’t let it stack up.

* Keep reference books organized and handy, but out of the way.

* Store pens, tape and staplers out of the way and off the desk.