Where's Your File Index?

Although many are choosing to use less paper at home and at work, most people still have some paper to work with. When the "paperless" idea first came up, it was difficult to put into practice. Technology didn't really support finding files and making them easily accessible to everyone that needed to use them. Things are changing now.

Going completely paperless is probably still out of reach for most, but technology is making going "almost paperless" a reality for many. This article, for example, talks about the reasons BMW is encouraging dealerships to go paperless. The article also discusses the reasons it may not be possible to do away with paper completely. So how do you keep up with all the paper necessary to success?

The answer is a file index. I recommend using a numerical filing system. I'll talk about the reasons why in another post. However, whether you choose to go alphabetical or numerical, a file index is an important piece in your organizing strategy. Barbara Hemphill, founder of the Productive Environment Institute, makes this comparison...

A file index is to a filing system what a chart of accounts is to an accounting system. Using a file index allows you to quickly see what files you have and where they are located. For example, if several are using the files, one might file something under "car" while someone else might use "automobile" and yet another person might use "Ford". Using a file index will eliminate duplicate files. Of course, if your system is numerical, the content of each file can be determined quickly with your index.

Don't have an index? Create one now...Watch your productivity improve!

Changing with the Times...

The days of going to one office and working from 9 to 5 are over for most. Easy access to the information you need wherever you may be working is crucial to staying competitive. However, converting to an electronic format can be daunting. Creating and carrying through with record management policies is key to success.

Barbara Hemphill, of the Productive Environment Institute, suggests six questions that should be asked when thinking about establishing those policies...

• What information do I need to keep?
• In what format?
• For how long?
• Who is responsible for filing the information?
• Who needs access to it?
• How can we find it?

Often it is helpful to schedule a day to eliminate unnecessary paper in your office. Giving yourself and others permission to get rid of things that are no longer useful frees you to focus on the things that matter.

Is Your Inbox Flooded?

Many areas of the country have been devastated by too much rain recently. All work stops as people struggle with clean-up efforts and dealing with the after-effects. Many businesses are dealing with a flood of a different nature...

The ever-growing flood of information threatens to bring some business to a halt. At the very least, it is a drain on productivity. We all know that email is the source of much of that information. I highly recommend reading "The Hamster Revolution" by Mike Song, Vicki Halsey & Tim Burress.

The book has a chart that details the amount of time you can save be reducing email by 20%. Did you know that if you receive just 30 emails a day, that's 7,200 emails every year, or about 30 days every year spent dealing with email? What if one-third of those emails are a waste of time? Well, you're wasting 10 days a year on email.

What if you reduced your emails by 20%? Can you see how your productivity would automatically improve? During the time you have freed up, you can focus on a personal and professional goal that will take you to a new level.

A More Organized Family

Do you struggle with coordinating schedules within your family? Are you frustrated when you get to the store and realize your shopping list is on the counter at home? Wish you could easily sync your Outlook and family calendar? If any of these questions strike a cord with you, this tool may interest you!


Cozi is a free tool for busy families to use in lots of ways. There's a place to record funny things your kids say or do. You can even link a picture and send a quick email to someone, sharing a great moment in a more private setting as opposed to more public venues.


Easily create to-do lists that can be accessed from anywhere. See at a glance who needs to be where at any given time with your color-coded family calendar. Sync your Outlook calendar from work with your family calendar. Here's another fun feature...


Send reminders about appointments or important events to other family members by text or email...This really is a tool that will help everyone in the family get the most important things done every day.


Check it out! Cozi might be just the thing you've been looking for!

Where to Start...

I often meet people that feel overwhelmed by the things they need to accomplish and the constant barrage of information that has become part of everyday life. Some comment, "There aren't enough hours in the day to do everything I need to do. I don't even know where to start." Often, the answer is simple.

To accomplish the things that are essential and most important, we need to identify those things. There is a difference between important and urgent. Each person must decide what's most important and set goals regarding those things. Others may try to get you involved in their urgent requests...

Have your goals written and review them often. Your goals should be specific and measurable. Break down milestones into smaller tasks that must be done to achieve the larger objective. Schedule specific times to get those tasks done. We've all heard the joke about the dog and the squirrel...

My dog Molly loves chasing squirrels. In fact, sometimes if you just say the word "squirrel" as she's going outside, she takes off running...there may or may not be a squirrel in the yard. She will sit under a tree looking up for a half an hour before you can get her attention again...What does that have to do with you? Well,...

Have you ever noticed email, the Internet, or the phone can do the same thing to us humans?

Money-Saving Ideas

In my work, I am in contact with many that are overwhelmed and discouraged. I like to remind them that the past is gone. We must focus on going forward.

In that vein, I’d like to suggest 3 things you can do now to save money…

First, if you haven't already done so, designate a place to keep all of your tax information for 2010. It may seem early to be thinking about next year's taxes, but this small step will save you lots of stress next year when it's time to file. Here are some suggestions for files you might keep in a tabletop file labeled "Tax Info for 2010"...

When you make donations, keep the receipts and a detailed list of the donations in a "Donations" folder.

Keep receipts for supplies, stamps, etc. in folders with your tax info.

You also need to keep a log of your business miles, along with where you went and what you did every day, in your planner.

Next, have an “Out” container near the door you use as you leave home every day. Save money on gas by making fewer trips running errands every week.

Keep coupons in a file or envelope in the "out box" so you take them as you leave. If you decide to go to that store, you’ll have the coupon you need.

Put letters and bills in the "out box" to be mailed while you’re out.

Keep items you need to return in the "out box."

Finally, establish a place for tools, then keep them there. If you can never find tape or scissors, designate a place to store those items. That way, you won’t end up with 5-6 rolls of tape scattered around the house.

Small change leading to rich rewards!

Need a Purse?

Do you or someone you know waste time looking for things you've dropped into that black hole otherwise known as your "purse?" Well, this is the solution you're looking for.

Here is a picture of my purse...

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