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Question:
My
home office is always a mess! I can't seem to keep up with the paperwork, the e-mail, the folders and the ongoing projects! I feel like I'm drowning in paper when I walk in
there. What can I do? HELP!
This is a common problem that I see time and time again. It IS difficult to keep up with the massive amount of paperwork that crosses
our desk everyday. Even an "organized" person has to stay aware and not allow the paperwork to build up. In my view, there is only one way to do that ... TOUCH
EACH PIECE OF PAPER ONLY ONCE (or as few times as possible!)
Here are some hints:
 | Schedule a block of time everyday to process the paperwork that comes into your life. For me, this is the first hour in the morning or the first hour after arriving
back to my home office in the evening. Go through the day's mail and categorize it. Place all incoming financial documents (bills, statements, and checks) in a file
labeled "Accounting to Do". Toss junk mail immediately into a recycle bin. Brutally scrutinize catalogs and toss as many as possible into the recycle bin.
Unless you have scheduled time within the next week to look at your catalogs, do not keep them. Remember -- more will arrive tomorrow! |
| Check your email and answer the time-critical ones immediately. Unsubscribe yourself from any lists that no longer interest you. Keep your responses short and to the
point. Remember that the recipient is most likely as busy and overwhelmed as you! |
| Buy AND USE a Contact Database Management Program. I personally like
ACT! because it is very user-friendly
plus it contains many helpful
features, such as integrating with Microsoft Word and my Palm Pilot. Use the program to "schedule" your "calls", "meetings" and
"to dos" so you don't have to memorize all of your commitments. The built-in alarm feature will give you notice of upcoming deadlines! |
| To stop paperwork and projects from stacking up on your desk, schedule them in your Contact Database Management software program as a "to do". Use 3 or 4
stacking trays as your temporary "filing space" for pending projects. For example, as you schedule the projects to be completed in your ACT! software, place the
project paperwork in one of the stacking trays and note with the "to do" which tray you filed it in. Using this system, your desk will stay neat and organized
plus you will be able to find everything quite easily. |
The "EffEx Tip" of the Month:
Use one Steno Book to record any phone calls, messages, thoughts, conversations, and "to dos" that you need to remember. As you use each page, note the current
date at the top. As you schedule your "to do's" in your Contact Database Management software, lightly cross out the note in your Steno Book. Maintain this steno
book as your office "organizer". You will be amazed how often you will refer back to (and actually be able to find) information that you need again in the future.
It's very portable, needs no modem connection, or a power outlet!
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