Are you one of those people who keep papers on your desktop because you’re scared you’ll forget about them if you file them away??
We typically think of filing as what goes into a filing cabinet, but there is a subset of these files that we don’t want to file away for fear of out of sight, out of mind. So instead, we leave a piece of paper on our desktop to remind us to do something, or because we know we need it in the near future… but after we do this a couple of times a day, we end up covering that piece of paper with MORE paper and before we know it, we’re looking at numerous piles.
The reality is- we’re wasting over forty-five minutes EVERY day just looking for things… so what is the alternative? Here comes the light bulb…
We have reference files, (those that go into our filing cabinets because we have to keep them), and we have action files, (those files that require us to do something).
There are several ways to file action items, but here are three ways that can be very effective. These three ways can even be used in combination with one another, depending on your needs and workflow.
1. By Date
Folders for each day of the month and each month of the year, (tickler filing system), is one way to place items that need to trigger you to take action. For example, an invitation with directions on it can go in the folder corresponding to the day of the event. Another example could be a lead who wants you to call them back in one week. Simply put the name and number in the folder dated one week from now, and on that day, when you check your daily folder, there will be the name and number, triggering you to action. Check out if you’re interested in purchasing a fantastic tickler file system.
2. By Action
Any habitual activities can become an action folder. For example, a file for data entry, take home or calls to make. Throughout the week, empty all the items in these folders to keep you on top of those smaller but necessary tasks.
3. By Priority
Folders based on priority can be a simple way to efficiently manage the current load of work that requires your attention. This can be broken down using different words that work for you… Maybe you have three folders labeled, Hot, Warm, Cold or Now, Soon, Later or Today, This Week, This Month. File away papererwork based on their priority, and make sure you focus your time and attention on the Hot, Today or Now folders, while checking in with the items in the lower priority folders, and moving them as needed.
I think we all agree that time is flying by, and it is only getting faster. If you want to have more control of your time, including becoming more productive at work and less stressed out in your daily operations, stop making excuses and take some time this week, to implement what you’ve just learned!!
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on Jul 27th, 2007 at 5:44 pm
One of the biggest issues getting organized around here is people tend to buy in bulk and stuff things on shelves that they think they may one day need and use but never do. Like blank CD and CD cases, etc. I have a friend who has disks stuffed to the wall with programs like Windows 98, etc. Thing is, none of the current computers have a slot for disks anymore, they all require CDs or flash drives.
on Jul 28th, 2007 at 7:29 am
Derek,
That is a very good point. I’m guilty of that as well. I have empty floppy disks in my closest. I bought in bulk back when 1.4MB was a lot of space. Mind you it’s not a closet full but still I’ve got a box of them. It’s still there. My heart just can’t let go.
Thanks for visiting.
Shailesh
on Jul 30th, 2007 at 9:43 am
Old discs are an issue, as I often see them in offices, being kept in large piles, for fear that SOMEDAY, they may be needed. To that, I say two big things… the first is, research shows 80% of what we keep, we’re never looking at again. EIGHTY percent!! So when I hear clients say, “oh, I’ll go through those disks and figure out which ones I need to keep,” I explain what a huge waste of their precious time this task would be, based on that statistic.
Point number two is a biggie for clients and audiences, who don’t like the idea of getting rid of things… We must have a specific reason for keeping things, and NOT just say that SOMEDAY, MAYBE, JUST IN CASE, I MIGHT need this. It’s those passive words that contribute to the mounds of stuff we have, that we’re never using or looking at again. Also, ask the question, what’s the worse case scenario if I don’t have this? Those two questions typically make it easier for people to let go and move on.
Thanks so much Derek, for your excellent comment!!
on Jul 30th, 2007 at 4:09 pm
are you related to John Furrier of PodTech
on Aug 3rd, 2007 at 1:54 pm
Hi Matt,
I sent you an email that was returned for some reason.
Anyway, I have a brother named John, but he is not related to PodTech.
Have a great weekend
Jennifer