Archive for Office Organizing

Document organizing tips to keep you afloat

 

Document System

R – Read
A – Act
F – File
T- Toss

Paperwork, e-mail messages and electronic files  can overwhelm you making you feel stressed and ineffective.  If information has built up, look at the creation date on the document and decide if is the most recent version.  If the document was replaced by a more current version toss or delete the old versions.  If the document can be replicated, retrieved or is obsolete toss it, shredded it or delete it.

As documents arrive, paper or electronic decide:

R  –  Needs to be read or referred to later

If it will be read  or referred  to another person, place it in a folder (electronic or paper) labelled as read.  If the document is to be used by another person forward it to the correct person.

A – Needs to be processed

If the document requires:

  • an action to be taken,
  • a decision to be made,
  • a response conveyed or
  • has a deadline

place it in a folder marked Act.  Financial documents should have their own folder separate from the Act folder.

F – Needs to be filed

If  the documents  are completed, but must be retained ,then they are  filed.  If it is an electronic document forward it to the correct folder.  If it is a paper document place it in a file or basket for filing at a later date.

T – Needs to be disposed of

Documents  that you:

  • no longer need,
  • have no financial implications,
  • are out of date,
  • junk mail or
  • a copy can be obtained elsewhere

can be tossed, deleted, recycled or shredded.

All of your electronic communications and paperwork are now filed as:

  • Read
  • Act
  • File or
  • Tossed

and are ready to be handled at a later time.  Schedule time in your agenda/calendar to read documents, complete any action needed on documents and file paperwork.  This system helps you to:

  • know where documents are if someone has questions,
  • allows you to manage your time effectively by scheduling your paperwork at times when you will be uninterrupted and
  • be able to quickly  locate the papers/documents you need to complete a task.

Although much of your information is paperless there is still a substantial amount of paper to control.  Have 3-5 stacking trays or a desktopper with  folders.  Label the folders/trays: to do, to read, to file,  refer to other people, miscellaneous forms.  File the paper correctly and schedule time to process each folder.

3 black stackable plastic trays for filing and a white desktopper holding file folders for filing paperwork

At the end of the day:

  • Clean off your desk, leaving only papers you are going to process tomorrow in a stack on your desk.
  • In your calendar record the files you need to process.  Place e-mails/documents to be worked on in a folder marked with the day of the week they will be processed
  • Check your to do files (paper and electronic) for items that need to be completed the next day
  • Sort all other paper and documents into their appropriate trays/ folders.

Share how do you prevent emails and paperwork from drowning you?

POC Gold LeafJulie Stobbe is a Trained Professional Organizer and Lifestyle Organizing Coach who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Julie can coach you to break-free of the physical or emotional clutter constraining you from living life on your terms. 

Contact her at julie@mindoverclutter.ca

 TwitterFacebook Facebook group Organizing Mind and Space

Click here to learn more about working with a Professional Organizer?

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Organize your desk in 5 minutes a day

Decluttering your desk at home and at the office is not just about having a space that looks good.  Desktop chaos can take a toll on your productivity — and even lead to making unhealthy choices. Four in 10 workers say that having a tidy, organized space helps them behave more productively. Click To Tweet Another study published in the journal Psychological Science found that those who spent their time in an orderly office made healthier eating choices.

This week my guest blogger is Jessica Pyykkonen of Ghergich & Co. She has teamed up with Quill to create an infographic on decluttering and organizing your desk. It shows  research on messy workplaces and benefits of a clean, clutter-free desk. Then they break down several strategies to keep your desk clean and organized. For instance, you can take advantage of vertical space with cork-boards, shelves, and pegboards to help keep your desk clear.

Enjoy these office organizing tips and become more productive, healthier and happier.

 

Julie Stobbe is a Trained Professional Organizer and Lifestyle Organizing Coach who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Julie can coach you to break-free of the physical or emotional clutter constraining you from living life of your dreams. 

Contact her at julie@mindoverclutter.ca

 TwitterFacebook – Join my Facebook group Organizing Mind and Space

Click here to learn more about working with a Professional Organizer?

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On-line Lifestyle Organizing Coaching leading professionals From Clutter to Freedom
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