Following up with my previous blog that went over some basic tips for mentally thinking about time management and how to get more accomplished, here are some physical ways to get more organized. (For second blog click here)
Work Space Management:
Organizing Principles:
What you do doesn’t matter, as long as you do it consistently ~ or until you discover a better way of doing it.
Work Space Organization:
- Consider creating library files for articles.
- Save most accessible space for regular reference files.
- Organize all non-paper items into like categories. (i.e. books, CD’s, Supplies)
- Label containers and/or shelves for each category.
- If item A and item B should belong together, but you don’t have item B at the moment, still make a space for the two of them knowing that item B will eventually come.
- Ask yourself “What’s the next action I need to take on this item” then file appropriately (To Do, Pending, File away)
- Ask yourself “If I wanted to find this again, what words would I think of first?”
- Ask yourself “Where can I put it so that I can find it when I’m ready for it?”
Storage Closets:
- Think of the max quantity you want to have on hand and allow room for it.
- Small items in small containers.
- Clearly label all shelves and containers.
Desk Layout:
- At your desk can you easily reach your:
- Wastebasket
- In-box
- Out-box
- Working Box
- To-file box
(This is also a great way to organize your emails, create folders for Working, To Read, etc.)
E-mail, mail, any documents:
Touch it once: If you can address/respond/complete what is needed within 1 minute, do it and then file or toss it. If you can’t put it in a your “To-do Today” file, “To-do this Week”, file, or your “Working” file.
F ile it
A ct on it
T oss it
Your email in-box should be empty.
Art of the Waste basket:
- “Does this require any action on my part?”
- “Does this exist elsewhere?”
- “Is this information recent enough to be useful?”
- “Can I identify specific circumstances when I’d use this information (not “just in case”) in order to label a file for it?”
- “Are there any tax or legal implications?”
- “Could having out dated information in my files create unnecessary problems?”
- “What is the worst possible thing that could happen if I did not have this information?”
File Structures:
- Reference Files: files with information that you need occasionally (i.e. marketing ideas, maps, project information, etc.)
- Action Files: files you are currently working on that may need to travel with you (i.e. transaction files, committee files, special projects, To-Do files).
- To-Do Today file: Items that must be done asap and you are the only one who can do it.
- Working File: Items that are coming due & then will be done (ie Theater tickets)
- To-Do This Week file: Items that need attention but are not a high priority.
Working with your In-box:
- Can you complete what the items is asking for within a minute? If so, do it then file or trash the email.
- If you can’t complete the item, file it away accordingly or trash it.
Ideally you should only touch papers, emails in your In-Box once then put it in one of your other folders.
Systems for Projects or Events:
- Physical documents: Put into a separate system (i.e. a mobile accordion file or notebook) in order to quickly grab it when needed. Start with an action file (one file) and then when it gets too bulky create a reference file to hold historical papers.
- Electronic documents: Create a folder and then sub-folders as necessary.
For example:
(Folder)Home Owner Association
(Folder)Meeting Minutes
(Folder)2012
(Folder)July
(Folder)CC&R documents
File Labeling:
- Put documents in the largest categories first (This is your root file name: i.e. Home Owner Association). Then break down into smaller categories when files get too bulky (sub-folders (i.e. Meeting Minutes, CC&R documents).
- It’s easier to go through one file of 20 pieces of documents than through 10 files with 2 documents.
Filing Tips (Physical Documents):
- Avoid using paper clips, they just catch papers.
- Put most recent papers in the front of the file.
- Arrange folders alphabetically (or numerically)
- Date papers that you file (easier to figure which are older and can be tossed)
- Put originals in a plastic cover and/or label “File Copy – do not remove”
- Allow at least 3” of extra space in the cabinet.
- Label Outside of drawer w/removable tape.
- Write a key word (or file number) in the upper right corner of each paper to be filed (allows someone else to do your filing).
Files to Card-files: Some files just store certain information with the remaining information you don’t need. Instead, transfer the certain information onto a card in a card file or onto an e-card (in Outlook) (i.e. name, website, address).
- Don’t start with your back log of documents (i.e. the 1000 email messages you have in your in-box). Put a system in place for going forward. . The backlog will get addressed through your saved time. Create a folder to move all those email’s into – clearing out your in-box. Put old, back-log physical papers in a box under your desk or on a shelf. Keep the in-box fairly fresh.
- As you take documents from the old system and use them, re-file them into the new system. Eventually, the old and new systems will merge into one.