I can tell we are truly in the frenzied "Back to School" mode. There were no questions for the Stump the Organizer! post this week.
But visitors to my booth at the Spirit Seeker Summer Expo had some very good questions for me. Here is one of the more thought-provoking questions:
"I collect information. My interests are very diverse. How can I organize my information so I can find it?" In this gentleman's case, almost all of his information is paper.
Many people are naturally curious and collect information like this gentleman; however, we are living in a time when information is increasing in an exponential rate. In other words, information goes stale - or becomes misinformation - very quickly. "Simplify" is the best organizing principle to apply to the situation. Eliminate the paper that is a likely candidate for becoming obsolete soon.
Think of the billions of resources that are available on the internet. A well-constructed search can retrieve more information than we could possibly acquire in our own physical sphere. Google is one of the most popular search engines. To search scholarly works you can use Google Scholar.
That being said, sometimes there are unique and irreplaceable documents that are part of a collection and need they need organizing. Another organizing principle to apply: store items according to how they are used and accessed. The salient question to ask yourself is "What am I going to think about when I need this particular piece of information?" The answer to the question points you to the "keywords" that you would use to do a search on the internet for the information.
The keyword concept can be applied to the physical world as well. For each document think of several keywords to describe it. Build an index that assigns a file number to the document's title and captures the relevant keywords as well. Use your favorite spreadsheet software to create the index (Excel or Google Docs, for example). Make sure that you create a "Date" column as well so you can enter the document's date of printing. Label the physical file with the file number and put it in the file cabinet.
When you want to access all of your documents that contain a particular key word, refer to the index that you created and you will find the pertinent file numbers to retrieve from your file cabinet. The files are loading into the file drawer in sequential order by file number. Organizing the physical files by file number makes it easy to add files - just go to the next file number in the sequence - and delete files - just leave a hole in the file number sequence. But you will not be able to find specific files without the index.
A word about the date column. It's good to know how old the information is. After all, if a document is really old, you may want to question the validity of its information. Additionally, the date column can be useful in identifying very old files when it's time for a file-purging project. I like to format date as "YYYYMMDD." This format allows me to search for dates less than a chosen date. For example, if I want to locate all the files that are older than ten years I would search the spreadsheet column for dates less than "19990808."
For those of you who do not want to create your own index, there is a software solution: "Paper Tiger." Paper Tiger is highly regarded as an excellent organizing tool. You can find it at www.thepapertiger.com. I could write another page listing the benefits of Paper Tiger, but I'll let you just visit their site.
In the next few days I will be posting some information for getting your students ready for school. Two local papers recently printed articles I wrote for "Back to School." Your can either pick up the Java Journal and the Spirit Seeker at your favorite establishment or visit them online at www.spiritseeker.com and www.javajournalonline.com, respectively.
Showing posts with label paper tiger. Show all posts
Showing posts with label paper tiger. Show all posts
Saturday, August 08, 2009
Thursday, October 11, 2007
Clear Desk = Empty Mind?
My client ushered me into his office while chuckling “I had always believed that a clear desk meant an empty mind, but I guess this means my mind is overflowing!” Indeed his desk was stacked with papers, an extra keyboard – because the old one stopped working – books, and folders. The stacks had migrated to the floor and the credenza behind his desk. His tone turned solemn. “Seriously, I’m overwhelmed. I don’t know where papers are, and I feel like I’m on a slippery slope.”
Situations like this happen for a reason. It’s my job to discover the reasons and develop strategies to reach the client’s goals.
In Bob’s case (not his real name), a colleague’s recent move to another company meant his workload was doubled. In the past Bob’s systems barely kept him in control of his work. But with the increased workload, he was now drowning.
For Bob: out of sight means out of mind. Bob’s not alone. Approximately 60% of the population is very visual. For this group there is a tendency to leave items out in the open as reminders that some action is needed. You can appreciate why Bob would think that a clear desk was anathema to productivity. But when the “reminders” start to accumulate they form “visual wallpaper.” It is impossible to discern the individual tasks. The whole becomes a large, menacing “to-do.” It’s enough to paralyze the most stout of heart. The lessons in this case are valid for most of the population.
We started with a strategy of “divide and conquer.”
We spent the morning sorting through each stack. Eleven banker’s boxes were labeled with ”do it now”, “do it yesterday”, “file it”, “personal”, “shred”, “goes somewhere else”, and the name of each of the five projects he was currently responsible for. I picked up each item, and Bob assigned it to a box.
For Bob “do it now” and “do it yesterday” were more meaningful than “important” and “urgent”. Every label must be subjective in the way it prompts the user.
Setting up a box for items to shred or put to away elsewhere helped us remain focused on the task of categorizing. With the major sort into categories completed, we began the minor sort.
Starting with the “do it yesterday” box, the next action for each item was written down on each document’s upper right-hand corner and put in a stack of items with similar actions. In the end we had divided the urgent items into many stacks: “call”, “email”, “discuss”, “research”, “follow-up” and “read.” This exercise was repeated with the “do it now” and “personal” boxes. For the project files we noted the next action in planning.
An open desktop file box containing hanging folders was set up on Bob’s now cleared desk. Each folder was labeled with an action item category, and the tabs were arranged alphabetically. Arranging the tabs in a staggered fashion insured that every tab was visible. We added two more categories: “hang-on to these” and “file it”. The “hang-on to these” folder mainly holds reference items that will be needed soon: for example, the agenda for an upcoming meeting. Bob was able to prioritize within each category by putting the most urgent items at the front of each folder.
As Bob completed each action he noted the new next action, and he filed the item accordingly. Eventually all necessary actions would be completed, and Bob can note the name of the file under which the item should be filed. Now Bob’s assistant can do the filing with very few, if any, requests for direction from Bob.
The cycle of noting the next action and filing the item put Bob in control of his workflow. When he chooses to make calls, he has all the items that need calls grouped together at his fingertips. The open file box keeps work handy, organized and visible without cluttering the desk. Also it is easier for Bob to delegate work to his assistant.
All in all, Bob felt very satisfied with the system. And to his surprise he found that his clear desk encouraged focus, productivity, and planning.
Situations like this happen for a reason. It’s my job to discover the reasons and develop strategies to reach the client’s goals.
In Bob’s case (not his real name), a colleague’s recent move to another company meant his workload was doubled. In the past Bob’s systems barely kept him in control of his work. But with the increased workload, he was now drowning.
For Bob: out of sight means out of mind. Bob’s not alone. Approximately 60% of the population is very visual. For this group there is a tendency to leave items out in the open as reminders that some action is needed. You can appreciate why Bob would think that a clear desk was anathema to productivity. But when the “reminders” start to accumulate they form “visual wallpaper.” It is impossible to discern the individual tasks. The whole becomes a large, menacing “to-do.” It’s enough to paralyze the most stout of heart. The lessons in this case are valid for most of the population.
We started with a strategy of “divide and conquer.”
We spent the morning sorting through each stack. Eleven banker’s boxes were labeled with ”do it now”, “do it yesterday”, “file it”, “personal”, “shred”, “goes somewhere else”, and the name of each of the five projects he was currently responsible for. I picked up each item, and Bob assigned it to a box.
For Bob “do it now” and “do it yesterday” were more meaningful than “important” and “urgent”. Every label must be subjective in the way it prompts the user.
Setting up a box for items to shred or put to away elsewhere helped us remain focused on the task of categorizing. With the major sort into categories completed, we began the minor sort.
Starting with the “do it yesterday” box, the next action for each item was written down on each document’s upper right-hand corner and put in a stack of items with similar actions. In the end we had divided the urgent items into many stacks: “call”, “email”, “discuss”, “research”, “follow-up” and “read.” This exercise was repeated with the “do it now” and “personal” boxes. For the project files we noted the next action in planning.
An open desktop file box containing hanging folders was set up on Bob’s now cleared desk. Each folder was labeled with an action item category, and the tabs were arranged alphabetically. Arranging the tabs in a staggered fashion insured that every tab was visible. We added two more categories: “hang-on to these” and “file it”. The “hang-on to these” folder mainly holds reference items that will be needed soon: for example, the agenda for an upcoming meeting. Bob was able to prioritize within each category by putting the most urgent items at the front of each folder.
As Bob completed each action he noted the new next action, and he filed the item accordingly. Eventually all necessary actions would be completed, and Bob can note the name of the file under which the item should be filed. Now Bob’s assistant can do the filing with very few, if any, requests for direction from Bob.
The cycle of noting the next action and filing the item put Bob in control of his workflow. When he chooses to make calls, he has all the items that need calls grouped together at his fingertips. The open file box keeps work handy, organized and visible without cluttering the desk. Also it is easier for Bob to delegate work to his assistant.
All in all, Bob felt very satisfied with the system. And to his surprise he found that his clear desk encouraged focus, productivity, and planning.
Saturday, March 31, 2007
Cage The Paper Tiger
Tax season is upon us. This time of year more than any other tests our paper management system. Have you been swallowed alive by the paper tiger? Read on. Below you will find some techniques for putting that paper tiger in the cage where he belongs.
Start by keeping all of your incoming paper in one place. An in-box – or some organizers call it a “to-sort” box – holds all the paper that needs your attention. I’d like to bust a myth right now: it is unrealistic to believe that you will handle paper only once. However you can minimize paper handling by focused decision-making when you sit down to manage your paper, which you should do often if not daily.
Really there are only three basic decisions that can be made about paper:
File: no action is needed or the action is complete
Act: these go into special act-on files
Toss: get rid of it!
Any paper containing information that you may need in the future can be filed as reference. Some examples of reference categories are: Insurance (one file for each type), Household Maintenance Records, Resume, Consumer Information, Child Care Information, Holidays, Income Tax, Home Inventory, and Retirement Information. It is quite likely you will have other reference categories as well. Ask yourself “Under what circumstances would I want this information?” Use the answer to help determine the file category. A few other guidelines are:
• Keep things simple, and use the most general category first. Only when the file becomes too bulky should you break it down into smaller categories.
• It is easier to look in a file with several sheets of paper than several files with one sheet of paper.
• File information according to how you will use it rather than its source. You will not remember the source of the paper, but the circumstances under which you would look for it will guide your search.
• Put an “expiration date” on the file. The expiration date will make cleaning out your files a snap. Remember that news articles have a relatively short lifespan but some information must be kept a long period of time – such as income tax returns.
Sort your act-on stack by the type of action that is needed. Here are some categories to consider: Call, Calls Expected (so when someone returns your call you have all the pertinent information in the file rather than trusting your memory), Pay, Discuss, Computer Entry, File, Special Events, Upcoming Meeting, Write/Email, Projects, and Tickler. The Tickler category is a way of incubating items until a specific date or until you receive additional information. One way to “tickle” your memory is to write notes in your calendar about when to follow-up with the items in this file. Of course you can add or delete categories according to your needs.
Keep your act-on files together, and keep your reference files together, but distinguish between these two types of files for ease of locating information. Use different colored folders or assign each type its own file cabinet drawer.
The real key to a paper management system isn’t what is kept but what is discarded. When going through your paper ask yourself the following questions:
• Is there a legal reason to keep this information? When in doubt, ask an authority!
• Would it be difficult to replace?
• Is this the only place the information is available? If the information can be obtained easily elsewhere then why keep it?
• Can you think of when this information would be useful? If you cannot imagine the circumstances under which you would need the information, then it probably isn’t applicable to your life. “Just in case” is not acceptable because there is no keyword to help you find the information later. If you can’t find it then it’s worthless to you.
If you are hesitant to toss that paper after answering “no” to all of the above questions, then ask yourself “What is the worst thing that could happen if I don’t have this paper?” If the consequences aren’t bad, then toss it.
According to Professional Organizer and author Barbara Hemphill “we never use roughly 80% of the paper we collect.” Make judicious use of the trashcan and you will lessen the amount of filing that is needed -- without negatively affecting your life. In fact, it will help you cage your paper tiger.
Start by keeping all of your incoming paper in one place. An in-box – or some organizers call it a “to-sort” box – holds all the paper that needs your attention. I’d like to bust a myth right now: it is unrealistic to believe that you will handle paper only once. However you can minimize paper handling by focused decision-making when you sit down to manage your paper, which you should do often if not daily.
Really there are only three basic decisions that can be made about paper:
File: no action is needed or the action is complete
Act: these go into special act-on files
Toss: get rid of it!
Any paper containing information that you may need in the future can be filed as reference. Some examples of reference categories are: Insurance (one file for each type), Household Maintenance Records, Resume, Consumer Information, Child Care Information, Holidays, Income Tax, Home Inventory, and Retirement Information. It is quite likely you will have other reference categories as well. Ask yourself “Under what circumstances would I want this information?” Use the answer to help determine the file category. A few other guidelines are:
• Keep things simple, and use the most general category first. Only when the file becomes too bulky should you break it down into smaller categories.
• It is easier to look in a file with several sheets of paper than several files with one sheet of paper.
• File information according to how you will use it rather than its source. You will not remember the source of the paper, but the circumstances under which you would look for it will guide your search.
• Put an “expiration date” on the file. The expiration date will make cleaning out your files a snap. Remember that news articles have a relatively short lifespan but some information must be kept a long period of time – such as income tax returns.
Sort your act-on stack by the type of action that is needed. Here are some categories to consider: Call, Calls Expected (so when someone returns your call you have all the pertinent information in the file rather than trusting your memory), Pay, Discuss, Computer Entry, File, Special Events, Upcoming Meeting, Write/Email, Projects, and Tickler. The Tickler category is a way of incubating items until a specific date or until you receive additional information. One way to “tickle” your memory is to write notes in your calendar about when to follow-up with the items in this file. Of course you can add or delete categories according to your needs.
Keep your act-on files together, and keep your reference files together, but distinguish between these two types of files for ease of locating information. Use different colored folders or assign each type its own file cabinet drawer.
The real key to a paper management system isn’t what is kept but what is discarded. When going through your paper ask yourself the following questions:
• Is there a legal reason to keep this information? When in doubt, ask an authority!
• Would it be difficult to replace?
• Is this the only place the information is available? If the information can be obtained easily elsewhere then why keep it?
• Can you think of when this information would be useful? If you cannot imagine the circumstances under which you would need the information, then it probably isn’t applicable to your life. “Just in case” is not acceptable because there is no keyword to help you find the information later. If you can’t find it then it’s worthless to you.
If you are hesitant to toss that paper after answering “no” to all of the above questions, then ask yourself “What is the worst thing that could happen if I don’t have this paper?” If the consequences aren’t bad, then toss it.
According to Professional Organizer and author Barbara Hemphill “we never use roughly 80% of the paper we collect.” Make judicious use of the trashcan and you will lessen the amount of filing that is needed -- without negatively affecting your life. In fact, it will help you cage your paper tiger.
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