We are sometimes so set in our ways, that we have difficulty changing to a new system, method, or procedure, even when that change seemed very appropriate when we decided to make it. Often, we will revert back to the old system before we've really had a chance to adjust to the new and better system.

Example:

A client needed a way to keep track of literature, agendas, etc. pertaining to upcoming meetings. She didn't want to file them away because she planned on taking them with her to the meetings (and then throwing them away afterwards). She loved my idea of using the Everyday File by Globe-Weis, which is an 8-1/2" X 11" expanding sorter with an opening for days 1 through 31 and also an opening for each month of the year.

This didn't seem to me to be such a drastic change from her previous method of staggered piles on her desk. But to my client, it was major. She had no problem filing items in the sorter, but she called me five days into the new system frantically asking for help. Seems she had a meeting to attend and COULDN'T FIND THE AGENDA! She vowed to go back to the piles.

To me and many other professional organizers, the most important aspect of a filing system is the ability to FIND what you need when you need it.

Any suggestions for making the transistion from one system to another?

Jackie - NAPO member

Jackie,

Incentives often seem to assist people in transitioning from one system to another. For instance, in going to the Everyday File, also known as tickler file, have the client plant 2 $20 bills in it...one about 10 days out from the start date of the new system, and one about 20 da days out. THAT could be some incentive <s>. Then, when the client finds the money, it MUST be spent on something that would represent a rew ard for them.

Paulette Ensign NAPO President

Paulette,

What a great idea to plant currency in the new system! I can picture my client opening up the page to that day and forgetting that the money was even there.

Thanks for sharing your words of wisdom.

Jackie Tiani

Jackie,

Glad you liked it...must confess, not an original thought...this speaks to the many things we learn from each other. I learned about this f from our colleague Rick Allen. Maybe the wisdom is in learning, then passing it on <s>. At any rate, glad you found it useful.

Paulette Ensign

Paulette,

I liked your planting currency suggestion too. For me it would be a Hershey bar with almonds. Problem is I wouldn't forget it was in there! I'll remember the idea and pass it along to one of my clients the next time the need arises.

Mikki - NAPO member

Mikki,

You make an excellent point...one person's reward is another person's poinon (regarding planting some incentive in the Tickler File). Impor Important to consider what's a reward before planting it there!!

Paulette Ensign

Jackie,

I think your experience illustrates beautifully how to help someone make a transition in the systems they are currently or not currently using.

First they must be willing to try something new, but if they are and if they quickly see that it benefits them in some way or somehow makes their life a little easier -- you don't have to do much more to sell them on it.

Mikki Lesowitz

Since the subject of "tickler files" has come up, I wanted to share something I started doing this month that's worked well for me. I use my tickler file to hold information about on-line chats (an experience that's new for me).

Example: I just printed out the message from our "queen of chat" and new mommy, Janet Parsons, and filed it in page 16 of my Everyday File. The engagement also goes on my calendar. When 10/16 rolls around, any information I need to know from that message is right where I need it.

Any other original suggestions for maximizing the use of tickler files?

Jackie Tiani

I like to use tickler files for things I should think about. For example, in mid-September I would put a note in re: my brother's birthday in October.

Just reminders to myself. I have found tickler files amazingly helpful with staff members that have trouble 1) finding things and 2) keeping on track. I had one woman that would start a file called "things to do" and the next day start a file called "important" and essentially everyday start a new folder and nothing ever got done. I set up a monthly tickler file and at the start of each month she would review it and put the materials in a daily tickler file. Extremely effective.

Deirdre Moynihan, NAPO Member

Deirdre,

Have you been visiting my house and not telling me? <g> Your description of the person who started the to do list one day, then a (different) important list or folder the next sounds quite familiar. BUT, in my case I already have a tickler file too, but its just that I haven't looked at it in awhile! (So naturally I'm not putting anything in it anymore)...but starting it up again IS on my IMPT. TO DO list!!<bg>

So, TTYL, Cathy

Cathy,

<<BUT, in my case I already have a tickler file too, but its just that I haven't looked at it in awhile!>>

You might enjoy Paulette's suggestion to put $20.00 bills in your tickler file at various spots. It certainly would give you incentive to look in there once in a while.

Jackie Tiani

Now that's an idea! (re the 20$ bill as a reward for using the tickler file!). I do need something!

Cheers, Cathy

Jackie,

Besides cash, any thoughts on what could be some other valid and appropriate rewards to plant in that Tickler File? So far we've got a coup couple of $20's and some chocolate bars! <s> I'm sure other people have some other ideas (fit to print here, that is!!)

Paulette Ensign

<<<(fit to print here. . . )>>> Now that's the tough part, Ha! Ha! ;)

This "reward" system in the tickler file is a great one. It is like putting on last years winter coat and finding a $20 in te pocket. Yes! Gift certificates are my idea- for a massage, a manicure, a movie, a housecleaning service, a facial, etc., etc.! As always =:->

Charlsey Y. Schroyer, NAPO Member

Charlsey,

Oooooo....I like it...gift certificates for all kinds of neat things.You can fill MY tickler file with those rewards any time!!! <s>

Paulette Ensign

<<<Suggestions for making the transition from one system to another>>>

I would like to suggest a couple. First, write a list of reasons why you are changing systems. What will it do for you? Keep it in a highly visible spot, helping you "Stay FOCUSED" when the transition is most trying.

Second, break the transition down into small manageable parts. Get comfortable with the first change, then add the next piece. Rewards, Incentives or "fun" certainly go along way to encourage and motivate.

And above all,-- patience and a sense of humor! As always =:->

Charlsey Y. Schroyer, NAPO Member

I agree 100% that you have to find things fast. And the system has to be coordinated and integrated so that one can move from one aspect (the schedule) to another (the activity). Our training system provides the tools to do this and most people can learn it in a single day.

Norah Bolton