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R – Read
A – Act
F – File
T- Toss
Paperwork, e-mail messages and electronic files can overwhelm you making you feel stressed and ineffective. Step one is to open your mail or email. Step 2 is to have a system to process it. 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 If the document can be replicated, retrieved or is obsolete toss it, shred it or delete it.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 – Toss – 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- are out of date,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, and miscellaneous forms. File the paper correctly and schedule a time to process each folder.
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 papers and documents into their appropriate trays/ folders.
Share how you prevent emails and paperwork from drowning you.
Julie Stobbe is a Trained Professional Organizer and Lifestyle Organizing Coach who brings happiness to homes and organization to offices, coaching you virtually using Zoom. She has been working with clients since 2006 to provide customized organizing solutions to suit their individual needs and situations. She uses her love of teaching to reduce clutter, in your home, office, mind and time. She guides and supports you to be accountable for your time, to complete projects and to reach your goals. If you’re in a difficult transition Julie can coach you to break-free of emotional clutter constraining you from living life on your terms. Online courses are available to help instruct, coach and support your organizing projects. Get started by downloading Tips for Reorganizing 9 Rooms.
Contact her at julie@mindoverclutter.ca
Twitter – Facebook – Facebook group Organizing Mind and Space
Reading time: 10 minutes
In 2020 there were 306 billion emails sent and received each day worldwide. Experts generally agree that a person sends and receives 121 business emails each day. The best time to send an email is between 10-11 am. The average professional spends 28% of the workday reading and answering emails, according to a McKinsey analysis. For the average full-time worker in America, that amounts to a staggering 2.6 hours spent per day. Jan. 22, 2019
It is no wonder that you are so distracted by e-mail that you can’t get anything done. Here are 5 tips to help you manage your email communications.
1. Turn off the audio reminder of e-mail arriving in your inbox so you won’t be distracted from the task you are trying to complete.
2. Set aside two or three specific times of the day to check your e-mail and respond to quick items with a ‘yes’ or ‘no’. Schedule, in your agenda, longer e-mails to be answered when you have more time.
3. Cut down on those 121 emails by reducing the number of lists and newsletters you subscribe to. They are just like magazines that lie around waiting to be read and create a feeling of stress in you.
4. Keep your inbox as empty as possible by creating folders to store receipts, orders, invitations, information etc. Search functions do work well for finding old emails, leaving them all in your inbox means you spend time re-reading emails.
5. Don’t respond to e-mails from companies and people you don’t know. Don’t respond to any e-mail asking for or giving you money.
The average professional spends 2.6 hours each day on approximately 120 emails. Share on XShare your best tip that helps you use email productively.
Julie Stobbe is a Trained Professional Organizer and Lifestyle Organizing Coach who brings happiness to homes and organization to offices, coaching you virtually using Zoom. She has been working with clients since 2006 to provide customized organizing solutions to suit their individual needs and situations. She uses her love of physical activity to reduce clutter, in your home and office. She guides and supports you in managing your time. If you’re in a difficult transition Julie can coach you to break free of emotional clutter constraining you from living life on your terms. Online courses are available to help instruct, coach and support your organizing projects. Get started by downloading Tips for Reorganizing 9 Rooms.
Contact her at julie@mindoverclutter.ca
Twitter – Facebook – Facebook group Organizing Mind and Space
Harold Taylor is a time management expert. He produces a monthly newsletter. Here is one of his articles. I hope you enjoy it.
Harold Taylor of Taylor in Time
Managing E-mail
Do you respond to a lot more email messages than you originate? Are you deleting emails unanswered or unread? Are you spending so much time reacting to email that you don’t have time for creativity, relaxation and renewal? If so, calculate your “Reactive Ratio.”
Reactive Ratio
Count the total number of email messages you receive during the day. Include spam, egroup messages and newsletters whether you still read them or not. Divide the total number of incoming email messages by the number that you send during the day. The resulting ratio should be as low as possible.
You can easily calculate this ratio if you don’t delete or move anything until the end of the day – even those that you have answered. The next morning, quickly count the total number of emails received the previous day as well as those sent the same day.
If the ratio is high, take action by cancelling newsletters that you seldom read, getting off groups you don’t participate in, placing spam filters at higher levels, and getting off mailing lists. Consider using a different email address for purchases to avoid spam. Question whether all incoming messages require a reply. For instance, don’t thank people for thanking you. Consider adding “No reply necessary” to many of your outgoing messages. And investigate apps such as “unroll.me.”
Control Outgoing Email
Your outgoing messages also consume time and generate incoming messages. So question whether a quick phone call is better. Don’t copy people who have no need for the information.Decide whether a quick phone call is more productive than sending an email. Share on X
Reduce the Total Time Spent on Emailing
Even more important than your “Reactive Ratio” is the total time you spend on email each day. Keep messages brief. Use text replacement software for longer & repetitive replies such as instructions or directions. Allocate specific times to check and respond to email. This could be one hour late morning and one hour late afternoon. If you can get by with less time, so much the better. But don’t fragment your day by checking email every few minutes or every hour.
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Share a hack that helps you to control the amount of time you spend on email.
Julie Stobbe is a Trained Professional Organizer and Lifestyle Organizing Coach who brings happiness to homes and organization to offices, coaching you virtually using Zoom. She has been working with clients since 2006 to provide customized organizing solutions to suit their individual needs and situations. She uses her love of teaching to reduce clutter, in your home, office, mind and time. She guides and supports you to be accountable for your time, to complete projects and to reach your goals. If you’re in a difficult transition Julie can coach you to break-free of emotional clutter constraining you from living life on your terms. Online courses are available to help instruct, coach and support your organizing projects. Get started by downloading Tips for Reorganizing 9 Rooms.
Contact her at julie@mindoverclutter.ca
Twitter – Facebook – Facebook group Organizing Mind and Space
