Recently I was working with a new client who had invested hundreds of dollars for a records management organisation to set up a filing system for his business.
The system looked impressive. The only problem was it didn't work! It had been set up in a very complicated manner. The headings were so detailed that a master sheet with a myriad of categories had to be referred to before information could be filed or retrieved.
The system was far too complex for their specific needs.
Have you ever had that experience where a filing system had been set up for you and/or your department/business and you couldn't find or file paperwork easily? How much time have you wasted looking for information? Time management is about managing your time. Spending precious time looking for paperwork is a great way to use up even more of your time.
Did you know that The Wall Street Journal once reported in a survey they had done that the average white collar worker spends 6 weeks a year looking for paperwork? If you're serious about your time management, then having a filing system where you can easily file and find your work is very important.
How Do You Know You Need a New Filing System?
When it takes you longer than a couple of minutes to find something.
When you run out of floor space because there are too many piles of paperwork on the floor.
When colleagues or clients ask you for information and you frequently say, " Can I get back to you later because I'll have to find it!"
When you catch yourself saying several times a day "I know it's here. somewhere".
When the piles of paper on your desk are taller than you are.
Filing Basics
Clean out all old or irrelevant information.
Write down what types of information you need to keep.
Categories which may emerge include:
If required, sub-categories can be made:
Depending on your situation a whole drawer/s of a filing cabinet may be required to house some of these categories ie. Clients, Suppliers, Staff.
The Final Word
When you can file your paperwork quickly and retrieve it easily, you know you've got a system that works well for you.
As part of your time management, being confident in having systems that are effective and take little time to use, will make your life so much easier.
It's always the little things that make such a huge difference.
More details regarding the setting up of a successful filing system are available in my manual "How to Gain An Extra Hour in Your Day" and Get Organised-Get a LIFE! Book. (See http://www.office-organiser.com.au)
About The Author
Lorraine Pirihi is Australia's Personal Productivity Specialist and Leading Life Coach. Her business The Office Organiser specialises in showing small business owners and managers, how to get organised at work so they can have a life! Lorraine is also a dynamic speaker and has produced many products including "How to Survive and Thrive at Work!"
To subscribe to her free ezine visit http://www.office-organiser.com.au
This article may be reproduced providing it is published in it's entirety, including the author's bio and all links. For further information please contact Lorraine Pirihi: http://www.office-organiser.com.au
Everyday life can present us with opportunities to make us... Read More
How many of us are guilty of "Putting the cart... Read More
Reflect on the rewards of kicking the procrastination habit. They... Read More
How do you manage your time? Or is the more... Read More
When I was small, I have never considered the importance... Read More
There are two types of time killers in everyone's life.... Read More
Riding the subway home yesterday, my typically silent car was... Read More
This is one more article on "Organizing and Enjoying Your... Read More
How many times have you remarked to someone that there... Read More
It's easy to waste time on things that seem urgent... Read More
Most of us know how to manage our time. It... Read More
"You will never find time for anything. You must make... Read More
As the song goes, this is the time to relax,... Read More
"Time is what we need the most and what we... Read More
Do you manage your time or does your time manage... Read More
I keep a fossil on my desk at all times.... Read More
Our daily lives are inundated with a crammed to-do list.... Read More
41 practical and quick ways to get on top of... Read More
My job in Chicago began with three months of probation.I... Read More
Do your dishes really need to be dried, or could... Read More
So What Then Is The Opposite Of Procrastination? Urgency is... Read More
Fitting an education into a busy lifestyleMany people have aspirations... Read More
When trying to achieve a quality education, everybody knows that... Read More
To work smarter all you need is the consciousness of... Read More
Whenever you have projects that can't be done in one... Read More
It's amazing how many sayings there are in our culture... Read More
What does it mean to practice self care? It's creating... Read More
Not 1 in 10 people can tell you where money... Read More
Work more efficiently and be more productive using these time-management... Read More
As I sit here in front of the computer... Read More
Are you a worrier? Do you frequently spend time and... Read More
Would you describe yourself as extremely busy? Do you often... Read More
"You will never find time for anything. You must make... Read More
According to a Miller Heiman 2003 Sales Effectiveness Study, over... Read More
The concept of Mercury Retrograde is very well known even... Read More
"Can you find four extra hours in your day?" a... Read More
If you work from home, you know the kind of... Read More
One question a lot of people ask me recently is:... Read More
If you have ever missed an appointment, forgotten to pick... Read More
The biggest time management mistake you can ever make is... Read More
Increased productivity, the ability to get more value for our... Read More
It's easy to waste time on things that seem urgent... Read More
Isn't it amazing that some people can produce huge results... Read More
"How do you DO it?!" If I had a dime... Read More
"Slaves to the clock" was the cover story in the... Read More
As a business owner, wouldn't it be great if you... Read More
Reflect on the rewards of kicking the procrastination habit. They... Read More
It's been said, "That no one has enough time yet,... Read More
Balancing a family's varying schedules can be near impossible. Soccer,... Read More
Any habit of mind or body that interferes with taking... Read More
Time Management |