Posted by Jan Wencel on Mon, Aug 09, 2010
These are the kinds of folks I've seen drawn to paper of late:
- An insurance field agent relationship manager
- The director of worldwide engineering for a food and beverages company
- A mobile manager working in the health care industry
- An account director at a large advertising agency
- The owner of a high-end bath and kitchen cabinetry representative firm
- A senior manager at one of the largest CPA firms
Why are these folks devoted to paper again? Because it keeps them organized when all the electronic gizmos couldn't.
Also because...
- It's more real to them
- They can touch it
- It's been good to them
- They can crumple it up when they're finished with it
- They can tear it into pieces when they're frustrated
- They can access it without power or internet access
- It cuts down on their screen time
- The paper products have gotten better looking and funcitoning
- They have a long, loving relationship with paper
- It's cool again
How about you? Paper or plastic?
Posted by Jan Wencel on Tue, Jan 05, 2010
The sleek design from this Iceland-headquartered company is one of the reasons the aesthetically-minded might prefer the Action Day Planner sold at Staples. The functionality of the system is likely why they will use it to get them and keep them organized.
It features:
- Diary section
- Super cool 2-page year calendar
- Two-page spread for each week with room for tasks to execute, goals and projects, and projects delegated
- 35 pages for meeting notes
Posted by Jan Wencel on Thu, Dec 17, 2009
Our clients have been asking, "what should be on our resolution list this year?" We have one simple suggestion: COMPLETELY EMPTY YOUR EMAIL INBOX
For those of you who use your inbox as a storage place...
This may send you into a panic. Do not fret. You can do this.
Start by setting up two appointments: one in the near term & another in six months. In the first appointment delete by age, from the bottom, all the messages you know are extinct and you'll not need to reference. Then sort by author & delete all the messages from people you know you can eliminate. Next rank by file size & delete the emails with large attachments that you no longer need. The last step may seem drastic, but there are great rewards. Create a folder called "Expired Email." Choose a date to draw an imaginary line (I suggest no more than three weeks out), then drag all older emails into the expired folder. Any emails retrieved from the expired folder within six months should be incorporated into other reference folders. All others (no exceptions!) should be deleted during the second appointment you arranged for six months out.
For those who use your inbox as a to-do list...
We suggest you break this habit. Although more effective than allowing 1,000+ emails to pile up, using your inbox to prompt on-time follow up can lead to mishaps & doesn't allow for prioritization.
Start by setting up an appointment to create an action file to hold all the reminders you have. Then add reminders for tasks resulting from emails as well as other tasks you need to complete. (We've found the tried & true tickler file system works better than any electronic method or otherwise. If you don't know how to set one up, give us a call. We'll talk you through it.)
Ah...doesn't the email white space feel peaceful?
Posted by Jan Wencel on Tue, Dec 08, 2009
A desktop action file positions current files (and control over paper) at your fingertips.
What Belongs in an Action File?
All the papers triggering you to do something today, in the next few weeks, or regularly should live in an Action File. (e.g., make a phone call, enter information into your address book, visit a website, read, research, write an email, review a statement for accuracy, file in long-term filing, enter transactions into the computer.)
What Doesn't Belong in an Action File?
All the papers you're keeping for reference or legal reasons, but do not require action on a near-term or regular basis should be archived or stored in a long-term filing system. (e.g., completed project files, tax-related papers, manuals, insurance policies, best practice articles, performance reviews, maintenance records, birth certificate.)
Steps to Create a Categorical Action File
1. Schedule a few hours to create an Action File.
2. Gather all your loose papers, a scratch pad, and a pen.
3. Take the first piece of paper and ask yourself "What is the next action I need to take to get this piece of paper out of my life?". Write down the answer on the scrap paper and begin a pile of papers labeled with this category heading. Move onto the next paper and repeat. (Most people end up with categories such as recycle, shred, read, write, call, data enter, pay, pending, file, and then special categories to fit their unique situation.)
4. Assess your categories, and condense where possible. Tally the number of categories and evaluate if you can create a file system with your current office supplies, or if you'll need to purchase new ones.
5. Shop for new materials if necessary. (Some of our favorites are this desktop file box and these hanging and file folders.)
6. Install your office products and place the piles of papers into their properly labeled new homes.
7. Add reminders to your calendar. Either specifically call out special tasks with deadlines, or add reminders to go through certain file folders on specified dates to ensure deadlines are not missed.
8. Maintain the system by keeping up with your filing and reminder system, and by removing files you haven't used in a month or more.
9. Bask in the clear space and control you just created.