Archive for email

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  If the document can be replicated, retrieved or is obsolete toss it, shredded it or delete it.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  • are out of date,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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Organizing your approach to handling e-mail

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 a 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, get off groups you don’t participate in, place spam filters at higher levels, and get 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. Click To Tweet

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. 

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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