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Posts Tagged filing

Finding Space in Your File Drawer

Finding Space in Your File Drawer

One of the many factors that compromise productivity is an overwhelming pile of papers on one’s desk. Often the cause of this excess, is a lack of space in one’s file drawers. That’s a pretty easy problem to solve. Here are three tips to create file space.

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Action Feeds on Clarity

Action Feeds on Clarity

Just as a doctor asks several key questions before making a diagnosis, so does a professional organizer. In a home office, one of those questions is “where is your trash?” If the client proudly points to a decorative little bin that is overflowing with paper, then I know we are looking at some easy structural solutions and some larger conceptual challenges.

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Focus on Filing, Part 3: The Finer Points

Originally from Matt Baier’s Organizing Works Newsletter, June 2007 Focus On Filing, Part 3: The Finer Points For want of a Nail the Shoe was lost; for want of a Shoe the Horse was lost; and for want of a Horse the Rider was lost; being overtaken and slain by the Enemy, all for want of Care about a Horse-shoe Nail.  ~Benjamin Franklin, Poor Richard’s Almanack, June 1758 As you can see from this month’s quote, details DO matter.  This is as true for user-friendly filing as it is for horseback riding.  Perhaps saying details matter seems to contradict my February attack on perfectionism, but it doesn’t.  The point is to observe the important details that prevent you from getting slowed by all the fussy aesthetic details that don’t.  What follows is a list of helpful filing details, to be used in conjunction with the filing guidelines from my last two newsletters.  Any one of these details may save an important document from being lost in much the same way that a simple horse-shoe nail would prevent the rider from […]

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Focus on Filing, Part 2: User-Friendly Filing

Originally from Matt Baier’s Organizing Works Newsletter, May 2007 FOCUS ON FILING, PART 2:  USER-FRIENDLY FILING The AVERAGE executive wastes one hour a day looking for lost or misplaced items.  That’s six weeks a year!      –The Wall Street Journal Last month I discussed the File Cycle, the lifecycle of a file in four stages of activity: Running, Sitting, Sleeping, and Dead.  Understanding a file’s lifecycle is important to staying organized because it helps you think about your files in terms of CIRCULATION, not accumulation. Sleeping and Dead files are easy to live with because they are out of your way.  Running files are easy to track because they are out where you can see them, but what about the Sitting Files?  This is where User-Friendly Filing comes in. It is very easy to make a file go away in a filing cabinet, but it is another matter entirely to retrieve it, instantly, when you need it.  User Friendly Filing begins with the need to RETRIEVE. My recommendation for User Friendly Filing is a system of organizing by CATEGORY […]

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Focus On Filing, Part 1: The Filecycle

Originally from Matt Baier’s Organizing Works Newsletter, April 2007 FOCUS ON FILING, PART 1:  THE FILE CYCLE “80% of papers that are filed are never referenced again.” Small Business Association  Do you sometimes feel like you don’t know where to begin when your desk is covered in papers?  If it was simply a matter of tossing it all in the trash you would have done that already.  They ARE all important, but as soon as you start addressing one of them, another more pressing one grabs your attention, then you need a supporting document, but you can’t find it in your file cabinet.  It must be in one of your “to file” piles, but that might have been buried under last week’s mail.  Sound familiar? If it does, you’re not alone. There are many reasons why filing can be challenging:  Your file cabinet may not be accessible enough; your system may be too complicated or confusing; you may not trust your file cabinet; or you may believe you will never get to anything unless it is out where you can see […]

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