Hi Julie!
Have you had an example recently with a client who needed help managing the mail?
I just finished working with a client where I set up a system to help his administrative assistant review and forward the mail to the next review. For example, the assistant receives the mail first, weeds out the infamous "junk mail," takes action on what he can and forwards the remaining mail to a file folder for his boss to review. When the assistant and boss meet, the boss directs his assistant on how to handle the forwarded mail. This process keeps the mail flowing to the next action in a timely manner.
Can you share any other enlightening suggestions?
Alan Aurich - NAPO Memeber
Mind Over Matter
San Francisco, CA
Hi Alan-
What I've seen work in that situation is to set up a large literature sorter (with as many slots as there are employees) on a table near the receptionist--with a separate, labelled slot for each person in the company. The receptionist sorts the mail into people's slots each day. And employees can pick up their mail on the way in or out of the office each day, without having to sort talk to anyone or sort through piles or stack.
If the literature sorter has extra slots that aren't being used, the receptionist can use them for stationary, envelopes, invoices, forms, mailing supplies, etc.
Literature sorters come in a variety of sizes (from 12-36-72 slots) and a variety of materials (from cardboard to metal to wood). NAPO Associate Member Mod-Systems,Inc. specializes in literature sorters. They may be worth a call.
Hope this is what you were looking for.
Take care,
Julie Morgentern, TASK MASTERS, Brooklyn, NY. Executive Board Member-NY Chapter NAPO
Dear Julie,
Thanks for the tip! What a wonderful way to remember and support charitable organizations. That is a lesson for all of us that all "Junk Mail" doesn't belong in the "round file."
Alan Aurich - NAPO Member
Mind Over Matter
San Francsico, CA
Actually, one of my biggest problems is that I love "junk mail". I constantly keep finding "useful stuff" in the j.m. I get every day. For example...
A return envelope having an unusual shape... I can tape over the printed words and then use the envelope to enter sweepstakes (one of my hobbies).
My kids can always use those yes-no-maybe stickers for their various creative projects.
Glossy pictures of the animal kingdom when j.m. is trying to sell you a fabulous encyclopedia... save the glossies for the kids' next report on animals.
Some junk mail (j.m.) contains a coupon for a free dozen eggs, or buy 4 books for the price of one and then cancel (I love books but don't want to buy those 4 yet, prefer to wait until next month..) So the paper piles just keep growing and growing, because I see a valid use for almost anything!
Oh yeah! And I haven't even mentioned my office downstairs where I can't seem to come up with a filing system because every piece of paper I touch can be filed under many diff
Hi Julie!
Have you had an example recently with a client who needed help managing the mail?
I just finished working with a client where I set up a system to help his administrative assistant review and forward the mail to the next review. For example, the assistant receives the mail first, weeds out the infamous "junk mail," takes action on what he can and forwards the remaining mail to a file folder for his boss to review. When the assistant and boss meet, the boss directs his assistant on how to handle the forwarded mail. This process keeps the mail flowing to the next action in a timely manner.
Can you share any other enlightening suggestions?
Alan Aurich - NAPO Memeber
Mind Over Matter
San Francisco, CA
Hi Alan-
What I've seen work in that situation is to set up a large literature sorter (with as many slots as there are employees) on a table near the receptionist--with a separate, labelled slot for each person in the company. The receptionist sorts the mail into people's slots each day. And employees can pick up their mail on the way in or out of the office each day, without having to sort talk to anyone or sort through piles or stack.
If the literature sorter has extra slots that aren't being used, the receptionist can use them for stationary, envelopes, invoices, forms, mailing supplies, etc.
Literature sorters come in a variety of sizes (from 12-36-72 slots) and a variety of materials (from cardboard to metal to wood). NAPO Associate Member Mod-Systems,Inc. specializes in literature sorters. They may be worth a call.
Hope this is what you were looking for.
Take care,
Julie Morgentern, TASK MASTERS, Brooklyn, NY. Executive Board Member-NY Chapter NAPO
Dear Julie,
Thanks for the tip! What a wonderful way to remember and support charitable organizations. That is a lesson for all of us that all "Junk Mail" doesn't belong in the "round file."
Alan Aurich - NAPO Member
Mind Over Matter
San Francsico, CA
Actually, one of my biggest problems is that I love "junk mail". I constantly keep finding "useful stuff" in the j.m. I get every day. For example...
A return envelope having an unusual shape... I can tape over the printed words and then use the envelope to enter sweepstakes (one of my hobbies).
My kids can always use those yes-no-maybe stickers for their various creative projects.
Glossy pictures of the animal kingdom when j.m. is trying to sell you a fabulous encyclopedia... save the glossies for the kids' next report on animals.
Some junk mail (j.m.) contains a coupon for a free dozen eggs, or buy 4 books for the price of one and then cancel (I love books but don't want to buy those 4 yet, prefer to wait until next month..) So the paper piles just keep growing and growing, because I see a valid use for almost anything!
Oh yeah! And I haven't even mentioned my office downstairs where I can't seem to come up with a filing system because every piece of paper I touch can be filed under many different categories, so how will I know where it is, unless it's out in the open, on top of a horizontal surface (desk, table or other), growing, and growing...
HEEEEEEEELP!
Ines.
Ines,
You are of the very optimistic personality who can find good in everything...a nice way to see life. It only becomes a problem when it keeps you (like in the case of junk mail) from reaching your other life goals, like perhaps staying organized and being able to find things when you need them.
I'm sorry I don't know the exact organizer who came up with this idea, but I have read this in several good books on organizing and I honestly don't know which ones (please help me out fellow NAPO members!) Anyway, the idea is to think *probability*, not *possibility*. It's so easy for us to consider all of the possibilities for a piece of paper or even junk mail. The problem is, often that possibility never arises. If you switch your thoughts to the probability (and for now, try making it at least an 80% probability) that you'll use something within a one-week (for example) time period. As I'm sure you've realized, that good ol' junk mail will just keep on coming.
I compare the possibility/probability thing to the example of traveling. What's the possibility I won't reach my destination? My plane could crash, I could get hit by a truck on the way to the airport, I could get shot by a drive-by maniac. None of us would ever leave the house! We're already used to thinking probability for many things. Try thinking the same way about paper and junk mail. Then practice letting go of those things that you *probably* won't use within a week.
If you do decide to keep something...stickers for your kids, envelopes for recycling...move them immediately to the right spot. Sticker stuff to a kid's basket, envelopes with your mailing supplies. (Don't forget to think probability!)
I think this might get you started. Let me know!
Janet Parsons - NAPO member
In Working Order
Cincinnati, OH
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an exc excellent guide to effective filing.
Paulette Ensign
====================
Hi Julie,
I mentioned in a note to Alan the dimensions of my file drawer and then forgot to give the info to you (and you ARE the one who asked!). The drawer is only 10" deep. It has room for hanging files but not for the plastic tabs. I did go out and buy some color file folders, but I haven't actually gotten around to installing the color