Archive for the ‘Office’ Category

Weekly strategy for managing multiple projects

Do you know where you stand on all your current projects? Are you clear on your next action and what you need to do to accomplish your next step?  If you don’t yet feel this way, but would like to, this simple weekly exercise can help. We’ve all experienced times when we’re drowning in unfinished projects. In this state, it’s difficult to make the best decisions moment by moment. To kick this confusion to the curb:

1. Get a handle on categories first. Group, group, group all those details. How? Write down the major categories of all the projects you’ve got going on in your life, including your personal life.
2. List individual projects. Under each category, list the major projects.

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Combine alphabetical and categorical files.

If you thought creating a great file system takes a lot of work, it might be you just needed some guidance on what system would work for you. This post will help you decide how you want to sort your files into categories and how to use those categories once you’re done.

Most filing systems sort alphabetically or by category.

Who says you have to choose one or the other? I like to organize files into large categories first and then place files alphabetically within those categories.  Why? You will save time and energy by narrowing your search and going straight to that section of your file system.  All your financial files will be together in one category.

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Are you having trouble finding a solution for your hundreds of business cards? Or have you found a solution but still can’t find the cards when you need to contact someone?

Business cards are so unruly. They’re often spread around your home in multiple drawers, bags and binders. Even if you find them you may not remember who they are associated with.  Many of the traditional organizing systems, found at office supply stores, are designed for alphabetical filing but imagine two years later, when you actually need the service; it will be almost impossible to remember the contact’s name.

Or perhaps you attend networking functions and just aren’t sure how to file the cards for later networking use. Organizing business cards by category, rather than alphabetically, can help you find contacts quickly.

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I know, I’ve tried it as well. At first, a to-file pile seems like a good idea. However, experience has proven again and again that the “to file” pile strategy doesn’t work for most people (this is not the same as an in-box. Having a place where unexamined paper lands is vital to an effective office space).

Here’s a typical scenario. You designate a folder your “to file” folder to save time. You begin to stuff the folder full of items. Next thing you know, your folder is overflowing and, when you go looking for a document that you vaguely remember, you can’t find it in the folder. After 20 minutes of sorting and mounting frustration, you’ll likely find that document somewhere on the floor next to your file cabinet because your “to-file” folder was already full.

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An effective office makes effective use of time and energy. Among other things, this means arranging your office so that you can see and reach the items you need while seated at your desk. When I work with a client on an office, we identify the items that client needs to reach in order to work effectively. While the client has often already set up the office with two or three of these things in place (desk, chair, computer), she will often have to wheel across the floor to a closet or even walk up and down stairs to access other items. At first blush, needing to walk a few steps to put away files in a filing cabinet doesn’t seem like it would pose much of a problem.

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