| Today's high-tech world is deluged with more | | | | organizing consultant ( to give a short |
| information than ever imaginable. In spite of | | | | presentation on The Art of Wastebasketry(R) |
| all the promises of the paperless office, | | | | at the beginning of the day and to facilitate |
| statistics show that exactly the opposite is | | | | the process during the day. (See Tip #5.)4. |
| happening. It is projected that by 2005 there | | | | Use, and train others around you, to |
| will be 50% more paper than there was in | | | | automatically use The FAT System (TM) . There |
| 1995! Those who have tried the paperless | | | | are only three decisions you can make about |
| solution find it has its own challenges. How | | | | any piece of paper: File, Act, or Toss. |
| many lunches have you missed because you were | | | | Make decisions on paper as it comes in. Put |
| searching through files - never finding what | | | | papers that require action into "Action |
| you needed?Asking four basic questions will | | | | Files." Papers you may never need, but are |
| help you make decisions about how to manage | | | | afraid to throw away go into Reference Files. |
| the information in your office - whether it's | | | | As Reference Files become old, they become |
| for paper or electronic files.1. What | | | | Archive Files, or can be tossed.5. |
| information do you really need to keep?2. In | | | | Continually practice "The Art of |
| what form do you need to keep it?3. For how | | | | Wastebasketry(R). Research shows that 80% of |
| long? 4. How can you find it when we need it? | | | | what we keep, we never use. Don't make |
| (That's the really big one!)To improve your | | | | today's mail turn into tomorrow's pile! Ask |
| chances of retrieving information, consider | | | | yourself: 1. Does this require action? 2. Can |
| these six possibilities:1. Create a File | | | | I identify a specific use? 3. Is it difficult |
| Index (a roadmap for available information!) | | | | to get again? 4. Is it recent enough to be |
| for your company. One of most valuable | | | | useful? 5. Are there legal considerations?If |
| lessons I learned from my father was "Half of | | | | the answer to all these questions is "No," |
| any job is having the right tool." The | | | | ask one final question: "What is the worst |
| network version of The Paper Tiger software ( | | | | possible thing that would happen if I didn't |
| allows colleagues to share information in a | | | | have this piece of paper?" If you can live |
| way never before possible and to avoid | | | | with your answer, toss - or recycle it! |
| wasting time recreating information that | | | | Since security if a big issue today, I've |
| already exists because no one knew it | | | | discovered that a shredder is one of the best |
| existed. While many people are looking at | | | | tools to encourage people to throw things!6. |
| scanning as a way of coping with information | | | | Take Advantage of Report Features of The |
| overload, make sure that you are really | | | | Paper Tiger If you're afraid to toss |
| solving a problem, and not just creating | | | | something, don't worry about it - just keep |
| another. Using a computer software program | | | | it! Your File Index will help you find it in |
| can make handling paper so easy that the | | | | case you do need it, or help you clean it out |
| investment of time and equipment to go | | | | when your files get full. Recently, my |
| "paperless" may not be necessary, or when | | | | assistant informed me there was no more space |
| you do convert to electronic storage you will | | | | for new projects. Instead of just adding |
| avoid just creating a faster mess!2. Develop | | | | more file cabinets, I took the File Clean-Out |
| Retention Guidelines. Clutter is Postponed | | | | Report automatically created by The Paper |
| Decisions(R). Paper will continue to pile up | | | | Tiger software on my next trip, and made |
| because someone needs to make a decision | | | | notes on what could be cleaned, tossed, or |
| about retention. Clients often ask me how | | | | archived. When I returned to my office, I |
| long they should keep documents. Determine | | | | gave the report to a high school student, |
| the answer by looking at your own past | | | | working in our office for the summer. She |
| experience. Often, that means asking the | | | | did the cleaning out and transferring of |
| people with whom you work who really use the | | | | files for us!Your office is a reflection of |
| papers! If you're not sure, consult the | | | | you and your organization. An organized, |
| guidelines in Kiplinger's Taming the Paper | | | | uncluttered workspace will make you more |
| Tiger at Work. That's one of the major | | | | productive and less stressed. You can stop |
| reasons I wrote the book! (If you need | | | | losing time searching for files. In fact, you |
| retention information for files at home, | | | | may even find time for lunch!© Barbara |
| consult Kiplinger's Taming the Paper Tiger at | | | | Hemphill is the author of Kiplinger's Taming |
| Home.)3. Hold a File Clean-Out Day. Make the | | | | the Paper Tiger at Work and Taming the Paper |
| day fun! Wear comfortable clothes, order in | | | | Tiger at Home and co-author of Love It or |
| lunch, and give prizes - such as the "Most | | | | Lose It: Living Clutter-Free Forever. The |
| Progress" or "The Funniest Discovery". | | | | mission of Hemphill Productivity Institute is |
| Provide staff with storage boxes for files | | | | to help individuals and organizations create |
| that can be kept in less accessible spaces. | | | | and sustain a productive environment so they |
| Create a "white elephant room" for employees | | | | can accomplish their work and enjoy their |
| to put items they aren't using, but other | | | | lives. We do this by organizing space, |
| people might want. Consider hiring an | | | | information, and time. |