Any one having any problems out there on the mountain of paper to cope with?
Michael Corzberg
Michael,
I just couldn't help myself from jumping in on this question you posed. You may find more answers than you know what to do with (all at once, anyway <s>) in section 22 of this forum...Home Office Organizing. It is overseen by members of the National Association of Professional Organizers (NAPO)....a group, in total, of more than 800 professionals around the country and in a couple others.
We just luuuuuuv a question like yours...
<<<Anyone having problems out there on the mountain of paper to cope with>>>.
So, c'mon down <g>. See ya there.
Paulette Ensign
Aloha Michael!
Can you be more specific? What types of paper - Mail? Business related? Fax? Invoices? Resource info?
Is it currently desktop in a horizontal file ? On the floor? in boxes? filing cabinet? etc...
Do you have a filing system of any type? How are you currently processing the mountain ? <s> Do you operate from a schedule of sorts...or get things done as they become *emergencies* ?
Glad you posed this question!! - however, it's truly a can of worms that many books have been written on ;)
If you would cite a *specific* in regards to the mountain, I'm sure we can offer you an appropriate suggestion as a starting point ;)
Aloha,
Julie Signore - NAPO member
Hi Michael:
There are three things you can do with a mountain of paper
1. Do the task it suggests now
2. Do it later; so you'll need to tell yourself where you have put it
3. Throw it out
My desk used to look like yours. Now it is completely clear. But I had to learn that. Probably you need some formal training in how to file and cross reference. Treat yourself to a training session. You'll save an hour a day and enjoy life more.
Our programmes are excellent in this regard and there are many others that are too.
Norah Bolton
Michael,
Depending on the kinds of mountains you are referring to there are many solutions and there is always help.
If you are up for tackling the paper mountains on your own, start by sorting it into piles: To Do, To File, To Read, To Toss, etc. Don't be concerned with DOING at this stage, just sort.
If you need some help and/or guidance and/or encouragment, ask a friend to help you or better yet, call the National Association of Professional Organizers in Texas and ask for the names of Professional Organizers in your area.
Meantime, you've found the right place to ask your questions and get some help.
Mikki Lesowitz
Hi Michael,
You asked a great question, and in definitely the right place to get an answer! I see you have already gotten a couple responses to your question in general terms, but as Julie said, if you can be more specific, you will get more specific answers.
One thing to remember tho, is that the trashcan is one of the most important pieces of organizing equipment you can buy. Don't be afraid to use it. Ask yourself "What is the worst thing that will happen if I throw this away?" and "Can I get this information someplace else?" I know many people hang onto paper because they think they will need it someday (and many do) but if the information can be gotten from some other source, then it's not really necessary to save it. Once you decide you do need to keep it, be sure it is in a labelled spot (folder, binder, drawer, etc.) because there is nothing more frustrating than knowing you have something but not being able to find it.
Hope this information helps and keep us posted.
Holly Uverity, TX NAPO
Hi Julie
Paper mountains. Well my job has transfered to home since my company relocated 400 miles north to Scotland. I am not sure that I have taken the right approach since I am trying to be treated exactly as before but remotely. However I do not have the infrarstructure around me to give the support I previously had ie.a secretary and all the equipment normally found in an office.
I receive a mass of paperwork from within the company and externally most of which I bin but it takes time to read and sort. The main problem is controlling paper such that it is there when you want it but safely stashed away for retrieval at the drop of a hat. The problem is that I am working on a number of different files at once and unless one is superhumanely efficient a mess ensues. I am relatively new to PCs etc and my keyboard skills are slow. I find that this holds me up more than anything. I suppose the solution is a crash course on typing. The answers are all there but there is little time to stand by and sort it.
Well that's it for now. I look forward to a solution please.
Aloha
Mike
_________________________
I received this msg via E-mail from Mike & hope he does not mind my sharing it on the HO Organizing Section for response, as it is an ongoing stuggle for many.
Aloha Mike!
Thank you for your communication & participation in the HO Organizing section ;) Hmmmmmm having had a secretary in the past & then beocoming the "jack-of-all-trades" is a dilemma faced my many a new entrepreneur or telecommuter.
As far as offering you a solution per say...I would prefer to give you potential alternatives & suggetsions, as what works for one does not always work for the masses :)
Do you have a basket system of sorts setup? I know you indicated one bin & the time consumed reading & sorting.
One of the things I like to do w/my clients is setup a "wire" basket system. There are 5 baskets used in this system.
- To DO
- To Read
- To File
- Today
& Trash
When receiving these papers decide if it is something that requires an "action" on any of a multitude of levels. (TO DO basket)
Is is something you need to read & later respond to? (place it in a manila folder & pencil in the appropriate header) (To Read basket)
Is it a business journal? subscription of sorts? Then it too will go in the To Read basket.
Correspondence that came in that needs to be merged w/your file system? Or just assorted business papers that need filing? (To File basket)
If you need to create a new file for the document - just place the contents in a manila folder directly before putting it in the To File basket.
Is it papers from a file already built? Then instead of removing a *single paper* - what if you removed the entire manila folder. So long as it is appropriately labeled & the hanging file folder is labeled...you need not have a problem re-filing. (this is much better than having a multitude of papers from several different files scattered about the office).
Mike you mentioned working on several projects at once. I think many of us do that....but in the switch from one to another...I persoanlly make heavy use of manila folders for each project I am doing.
I have a *corral* for my monitor & safely store *only* current active projects (in individual manila folders) in the corral. *I actually made the purchase of the corral to solely raise my monitor - I was not looking to *hide* my keyboard...kinda futile if one spends much time on the computer ;)
The truth of the matter is that although we work on multiple projects...one can *truly* only do one thing at a time. Synonomous with computer instructions to the mother board...it is *really* only one instruction at a time that appears to be a multitude of simultaneous requests due to the speed in which it is perfomed ;)
Sooooooo the key is to close one folder *prior* to opening the next. Simple - yet it works & keeps things nice & orderly for the transition.
Hope some of this has helped!
Let me know if I can be of further assistance...& I beg your humble apologies for delaying in this response. I usually do much better in the Forum :) Have been swamped w/E-mail responses & yours somehow got buried in the outbasket (where I keep things that are "in motion....")
Aloha,
Julie Signore - NAPO member
Julie,
for a German....Manila = the medium brown cardboard cover type of file ?
Tickler = (no clue)
Heeeeelllp !!!
Arnd
No its not something that crawls in bed with you at night... we will let Paulette explain this one.
Grace
Oh sure...fine, thanks...<VBG> Last I checked, it's my CAT who crawls into bed with me at night <snivvle snivvle>.
Paulette Ensign
Another choice I would offer is a tickler file...a calendar system for paper....folders labeled 1-31 and Jan.-Dec. Makes pacing piles much easier. I used to suggest one action folder as you have Julie, and found I had to review EVERYTHING each time I was ready to do something, the larger the volume, the harder it was to contain in one folder.
As you have said, one solution does not suit everyone <s>.
Paulette Ensign
Aloha Ms. Paulette !
<<<< used to suggest one action folder as you have Julie, and found I had to review EVERYTHING each time I was ready to do something, the larger the volume, the harder it was to contain in one folder. >>>>
Oooops - I better go re-read my response ...as I was *definitely* NOT referring to mixing things all in one "action file". Gawd - I'd be fishing thru papers all day that way - & surely have not that kind of time to spare!
What I was referring to was the use of *multiple* manila folders...each w/the title of the corresponding project prominently displayed. This way when I'm ready to switch projects I return all items to *it's home folder*. For me having everything pre-set in the manila folders makes filing real easy when the project is complete as the manila portion is all set. The other segement is that in referencing older project for current ones....I just drag out the appropriate manila folder already filed.
At the end of each day I put *all* manila folders in my corral nice & neat easily attainable for the next days work. (a 6th project basket is also used w/many of my clients)
This is a perfect example of how some things work for others etc.... as for me (& I've seen it happen w/many of my clients that were using them), a tickler file is an invitation to potential loss.
Personally, I have this errie feeling that *something* will get scrunched down to the bottom inadvertantly ...& then the tickler turns into a *black hole* <ohmygosh)
Aloha,
Julie Signore - NAPO member
Juls,
<smile>...this is what makes a horse race! I have the utmost confidence in my tickler file. I also know if I have let it snowball three day days (moving one day's stuff automatically to the next day)...that it's time to deal!!! <yes, happy section readers, players and lurkers... even organizers have such events in their lives>.
And we call continue to learn and explore what works best for any given situation, client and phase in our life........
Paulette Ensign
Hey.
One slight enhancement to your one-folder-per-project system might be to have a sheet of names and numbers associated with the project stapled to the inside of the folder. Then, all your numbers are handy and new ones can be easily added.
Another might be to have the top sheet in the folder be a master to-d0 list for that project. As you break the tasks down, put them on that sheet. That way, opening the folder shows you what you need to do.
By the way, I'm using the mythical "you" as opposed to the personal definitive "you" <g>, as you (Julie) probably do similar things to these suggestions anyway, you (mythical) know.
meb
Hi Paulette,
<< I have the utmost confidence in my tickler file>>
This is perhaps one of the most difficult areas for me personally. I use a tickler file (the Globe-Weis Everyday File & Fast Sorter), but I have sooooo much difficulty remembering to check it everyday. Even with it sitting on the corner of my desk, and I like to have my desk CLEAR, I still manage to ignore the darn thing. <<yes, even organizers>> Does this fall under "procrastination", or "it's hard to teach old dogs new tricks"?
Jackie Tiani
Jackie,
Neither procrastication or 'teaching dog tricks'.....when I teach people about the tickler file, I suggest they throw 2 $20 bills into it, 10 and 20 days out, as incentive to start using it. Ok, it can be $5 bills just as easily. I also don't prefer the book-style tickler file. It's not as flexible or holds as much volume as individual hanging folders 1-31 and Jan.-Dec. AND my system is stored in the desk file dr drawer OFF the desk.
Believe me, I've kicked and screamed about change over the years, too, then became the advocate of the century about lots of things once I tried them....never used to use a day planner, or a tickler file, or a particular office set-up I now have. Spent a lot of energy resisting what in fact turned out to be wonderful additions to my life!
Paulette Ensign
Jackie, Paulette...
Can u please explain this tickler file idea to me? I don't run any kinda business but would like to know how to use such a thing for personal affairs... birthdays, dental appts, etc. I realize there are electronic organizers and PC software for this but I am interested in how people did this stuff *before PC's. I am especially interested in how to handle *repeating todo's and appts with such a paper based organizing system. Thnks!
-John M
John,
Here's short version re: tickler file:
Put anything w/a due date or self-proclaimed due date into a hanging folder (my choice of systems) identified by that number in the 1-31 nu numbered folders, or in the months...Jan-Dec. each individ. titled. Each morning, review that day's folder and either act on item or re-f re-file into another day. When done with that folder, put in back of last number and it physically becomes the next month that date. I find this system much more flexible than the expanding book style tickler file.
Paulette Ensign
OK, so I'll need a total of 43 folders.... 31 for the days of month and 12 for the months, right? Sounds like a *lot of folders.
Then... say I have a dental appt for the 12th of next March. I would put everything for March in that folder and when the first day of March rolls around take everything out and put in appropiate day file, correct?
What do you normally use to write things down on to put in folders... scraps of paper or index cards or what?
People probably think I'm nuts asking how to do this with paper when you can buy Wizards and such nodays but it interests me how to do these things *without Pc's.<g> BTW... do you feel there are *advantages of the paper way vs electronic organizer way? If so, what?
Also, how do you handle phone numbs? Just a regular phone number booklet?
-John M
John,
You are correct about using 43 folders...in a desk file drawer or one nearby. For things that have no paper trail or you want to be REAAALL sure to note, I personally enter them in my day planner (paper organizer).
And no, no one thinks you're nuts here...not so far, anyway <s>. All organizing questions are good ones, and there is no one/right way to do any of this...just what works best for you.
Paulette Ensign
>> For things that have no paper trail or you want to be REAAALL sure to note, I personally enter them in my day planner (paper organizer). <<
Not sure what you mean in above. What kinda day planner you hv and why do you enter them there? Why not keep 8everything in the tickler?
-John M
John,
A calendar of some sort....just as a back up, or for things that have no paper attached to them.....you may have no card or letter from a d dentist, for instance.
You sound like you may benefit from some on-site support with a professional organizer. Where are you located, John?
Paulette Ensign
Paulette, is there anyway to reduce the number of folders needed to make this "tickler" file?
Also, how do carry forward things that didn't actually get started on that day?
-John M
John,
Of course, there's always ways to do all kinds of things <s>. Using less folders breaks the integrity of the system as I like to use it. Ho To carry things forward, choose a day you think you WILL have time, info, or whatever you need to do what didn't get done that day.
Paulette Ensign
How could you make a portable version of this ticklet file? IOW... something that could be carried in a brief case?
-John M
John,
As far as I know, you can't.
Paulette
John,
Paulette has, as usual given some very logical and helpful answers to the tickler file issue. But, back to your original question to me
>> (the Globe-Weis Everyday File & Fast Sorter ....... Jackie... what's the above sorter look like?>>
AND, your most recent question to Paulette about her 43 file system:
<<How could you make a portable version of this ticklet file? IOW... something that could be carried in a brief case?>>
That is why I use the Globe-Weis Everyday File & Fast Sorter. It is like your 43 files all glued together. It is a expandable "open-book" style sorter with preprinted tabs (1-31 and Jan-Dec). It's pretty sturdy with a vinyl cover and reinforced spine. So, I guess basically I would say that ideally Paulette's system is the best, because it is flexible (you can move files), but the Sorter is best if you, like me, need to be portable.
Jackie Tiani
John.
now I got a clue to what tickler would mean, yes, there is a way of reducing from 43...but that is an academic task... all you need is a single hanging file with a combi of riders. If you are intersted I can send you a display in exchange for your fax no. It is a simple way to store and put forward dates appts etc under the pre that you have no more than an average of 2 dates a day. else you should head for Paulette's advice. And no...Briefcse solutions do not appear to work, except TimeSystem...THE planner, which however, one has to modify to personal needs. Looks cool, costs lot$ and is not as flexible as the Pulette tickler/caledar solution
Arnd
Jackie,
Not knowing what a tickler is...Here is advice ....Put it in your bathroom in the evenings, right in front of your mirror....
Every morning it is there to tell you things..
Arnd
Aloha Arnd !
<<<for a German....Manila = the medium brown cardboard cover type of file ?
Tickler = (no clue) >>>>
Well I'm a few days late here however, after reading all the msgs. thusfar I believe you got the answer to *tickler*. As far as the Manila folders...it sounds like we are speaking of the same item. The manila folder goes *inside* the hanging file folder (basic drab green - unless you chose color-coding )
OK ?
Aloha,
Julie Signore