Did you know that the average executive spends six weeks
per year retrieving or replacing lost documents? Naturally, it makes sense to create a system
that is quick and easy so you can save that lost time. Here are some ideas to get it done now once
you have The Paper Tiger. If you don’t
have The Paper Tiger now, download this link to get started. Here are the top ten tips I recommend:
1
Look at the “hot spot of
files”. You know the pile that seems the
most urgent and makes your stomach churn every time you look at it. Take the paperwork and make a decision on
each piece and separate into four piles:
a
Reference, those items you need, just not
right now
b
Action, current projects, ongoing
projects
c
Toss, you know where those are
going
d
Timed, you need these on a
specific date.
2
When deciding on whether to file
something or throw it away, ask yourself if how difficult would it be to find
this information again? Does it have any
legal or financial ramifications if you were to throw it away? If you can live with the answer of throwing
it away after those thoughts, let it go.
3
Set up the Paper Tiger Filing System Software and Document Management, an indexing system that works like a search engine for paper
files to help you get organized and stay organized. It’s essentially creating an inventory for
all of your files.
4
Use names that you will be able to
recall easily. The obvious file names that you’ve used in the past. Then the interesting thing is with The Paper
Tiger is that will also be able to add keywords into the database so that any
name you think of when you need to find a file, the software will be able to
tell you where it is in seconds. So in the case of “Auto” the Item Name would
be “Ford Explorer”, and in the keywords section, you would input the name of
the company, i.e., “Vehicle, Car”, possible the name of the dealer, the service
person’s name, etc., and you might use “Personal” in the Category section.
5
Oftentimes, people receive notices
of an event and they never know what to do with the postcard. Set up a monthly
filing system (a Tickler File) to keep track of when to throw them away.
Create 12 hanging file folders, one for each month. As you rsvp or pull
the information for “dress code” or directions. When the day rolls around, you
can retrieve it for a reminder. This will ensure that you never miss an event
or an expiration date on an rsvp or offer.
6
When sorting through paperwork
make a decision. If you’re not in a decision-making mood, have a place set up
for “unprocessed paperwork”. Then when
you’re ready, if you need to take action, do it now or place it in the
appropriate action file. If someone else needs to attend to it, give it
to them. If it is something to reference later on, add it to a reference
file and place it there. Putting it back in the pile to address later is no
longer an option for you as an organized person.
7
When you have a lot of tasks to do
for the day, quickly sort the tasks in order of importance. Do what is
most profitable or important to you first, then move on from there.
Therefore, if you only have a little bit of time you will be addressing the
most critical issues first. All other
tasks need to be scheduled for the when it makes sense. This final step is critical otherwise you’ll
be starting a new pile.
8
Print out reports of what you have
inventoried in your filing system, place a folder in the front of each door labeled
“File Index”. Having a quick and easy
reference when you don’t want to open your computer makes it easier to find
quickly.
9
Get into a maintenance habit of printing out a
report of all of your files, quarterly or no less often than annually, and identify
what you no longer need and purge or create steps to archive via off site store
or scanning.
10
.Finally, create a time management
habit. Take 10-15 minutes every morning
looking at your priorities, including your Actions within your Paper Tiger system
and pulling files from your Tickler File.
Do the same thing each evening by placing all documents collected
through the day back into your systems.
Congratulations on your progress, if you haven’t done it
yet. Set up your Paper Tiger system now and get started.
As you go throughout your day, keep in mind the task at hand and focus
on completing that one task. Remember
that “things don’t clutter, people clutter”.
When we make simple decisions and take action, we can improve the
quality of our life at work and at home.
Anne McGurty
480-442-2014 – Arizona
Anne McGurty is CEO of Strategize
& Organize, a company devoted to training individual’s to be more effective
with the tools and resources to be productive in their work environment.
If you liked these tips, Anne is a
dynamic strategist. She can help you organize your business — and
yourself — ranging from consulting to keynote speaking and corporate training programs to improve efficiencies in the
workplace and improve productivity.
While Anne is best known for her
expertise in productivity and expert office organizing, her clients share that her
biggest impact comes from her philosophy of “personalizing her programs to fit
the needs of her clients so they can streamline more efficiently with existing
processes” – ensuring to create a sustainable work environment. This, Anne
says, is the most important key to bringing an individual to personal freedom
with time and organization.
