Everyone has paper!
Paper, Paper, Paper!
It’s everywhere and I know that many are struggling to deal effectively with it.
Oh sure, paperless sounds like a great idea and is an option for a vast majority of information that comes in paper form. Yet, not everything can be effectively stored on your computers system, and even before you start on such a project you first have to have a basic understanding of what to keep, for how long and where. Oh yes, and back it up!
File retention, proper naming conventions and a clear logic filing system are imperative no matter if we’re talking about paper or digital files.
I mentioned electronic filing just now, yet we won’t go into that today. Anyone that needs help in that area in encouraged to go to my ‘products’ page for some ‘ready to go’ electronic filing systems (Home and Office are covered). Those systems include pre-made electronic folders, instructions and an index which I will email you after your purchase, when and if you’re ready to tackle your electronic files. And for paper files I have solutions too. See the Freedom Filer and Paper Tiger Systems links in Products and 'Paper Tiger' links above.
Just remember, the tools are here for you, yet you still must be prepared to set aside the time to do the work to effectively ‘tidy up’ your files, paper or electronic.
Remember I am here for you if you need help with organizing either, of course. That’s my greatest passion.
Today let’s get back to focusing on ‘paper’ files as I share some tips and information about ‘filing cabinets’ and the features that will ‘make’ or ‘break’ your filing success…
Poorly designed supplies
Ever wonder how much thought goes into some of the office supply and equipment on the market today? Well I do. And every week I am reminded of just how poor some things are made and how it can lead to office clutter.
One big pet peeve of mine is poorly designed file cabinets. The kind that when the drawers are fully open a 3 to 4 inch gap of inaccessible file space is left behind! This leaves you digging your fingers between the files and the top of the drawer, desperately trying to reach the files at the bad. Grrrrrr!
Only solution: Stick that big bulky box that came with your latest software purchase at the back of the file drawer. Most people can’t bring themselves to part with these boxes anyway, and at least here it can be useful.
Other signs of a poorly design file cabinet are:
* Not enough clearance for the file tabs that are attached to top of hanging file folders
* No bottom surface to the bottom of the drawer
* File rails that hinder the smooth flow of the hanging files
* Hanging bars that keep coming off or bend with the weight of the files
* Drawers with no hanging file rails (A quick fix with Pendaflex Speedframe)
* Drawers that stick and won’t open easily
* Cabinets that don’t have locking mechanism that prevents more than one drawer open at a time. (A real safety hazard that should not be overlooked!)
Highly functional systems
If you want to file effectively and enjoy the experience much more, please keep in mind these key points.
After all, this stuff you’re keeping is important, right? So you’ll want to be effective in your management of it.
For highly functional file drawers consider the following features:
* Capacity is in line with your needs leaving 10%-20% extra space
* That it is either Legal or Letter sized depending on your long term needs
* The quality is good and it will last as long as you feel you will need it
* It has security keys if needed to lock up valuable or private documents
* The drawers allow access to very back of drawer
* The drawers open and close with ease
* File rails are sturdy and won’t wear and bend over time
* The look is acceptable with your decor
* You have enough file holders and tabs to suit your labelling needs
Please take some time to share your success,
your own pet peeves about filing products,
your own best solutions, and more.
We would love to hear your story and share your great ideas.
Talk about Time & Task Management and making decisions about what must get done, and what would be nice to do, this last month has been a challenge for me. I am no stranger to the challenges we all face. Too much to do, not enough time to get it 'all' done.
I’ve been quite busy lately, working with clients, picking at some projects for fall, finding some time to get artistically creative, supporting my partner in his recent efforts, and even enjoying some time on my rollerblades and going for long walks this summer, which all feels great. I certainly am not getting 'everything' done, yet the most important things are my top priority.
Being as busy as I have been, it has been hard to stay focused on some of the bigger projects I have on my desk. Like making more videos, finishing my new ‘Tiger’ coaching program, writing up a new corporate restructuring package, the list goes on! Yet I do try to live by the same guidelines I share with my clients, associates and friends. ‘Cut yourself some slack and don’t be afraid to say no and defer some non-urgent tasks until you have more time and energy to work on them.’
Gosh, have you noticed how long it’s been since I sent my last Tidy Times? Well that’s because I still do all the work to produce these and when I get busy, this task gets the backburner. Besides, I figure you may love getting the news yet a break for summer is probably welcomed.
So many times we try to do too much, I am no exception. Yet I am good at taking time to regroup, reassess, cross a few things off and get to work on the things that must be done. I also always make an effort to stay upbeat about things, despite problems that appear in front of me. It is my philosophy is that the best choice is to choose to be happy in spite of challenges faced.
Today's message is that you can beat yourself up for all the things you didn’t get accomplished, which you probably never had time for in the first place. Or you can make a choice to keep working on your dreams, doing your best to make time for what really matters, and except that you cannot control everything or get everything done perfectly all the time. Just do your best, keep taking the small step towards your goal, and reward yourself along the way!
Today, I found the time to send this note to you and to regroup on some of my projects and that feels great.
I would love to know about your successes too.
What did you get done this month that you feel good about?
What challenges have you had to face and what kinds of prioritizing have you had to do to make sure the important stuff was done?
Is there anything that I can help you with, in the months to come, that will help you have more success in the future?
And what rewards have you been giving or plan to give yourself for your successes?
Please leave a comment to share!
To your success!