Where do you keep information and documents you use every day? You know the stuff: phone lists, directories, catalogs, current projects and action items.

Are your most important documents and reference items piled on the surface of your desk? How much time do you spend looking for those items when you need them?

Take control!

To organize items you reference every day, keep three basic concepts in mind:

• Make groups.
• Put in order.
• Keep close.

What do you need and how do you use it?

Simple systems can keep you on track with items that need quick attention and more complex, ongoing projects.

For action items you need to deal with in short order, keep a Smead Premium Expanding File on the corner of your desk where you can reach it.

• Label sections with descriptions of the action needed: To Do, Pending, Follow-Up, To Pay, Expenses to Reimburse, Talk to Boss/Staff, and Standing Meetings.
• When sorting action papers, place in the applicable action slot after logging the task in your calendar or planner.

For projects with multiple parts, the three basic principles still apply.

Make Groups

·         Gather the project materials.

·         Separate them into a few categories and group them logically — for example, suppliers in one group, customers in another.

·         Assign a different Smead Colored File Folder to each category. Use one color for all items in a project.

·         Label each folder with the appropriate category name. The Smead Viewables color labeling system lets you assign the color code to the label.

Put in Order

·         Place each project's collection of folders in a Smead Box Bottom Hanging Folder.

·         Label each hanging folder with the project name.

·         Order the folders alphabetically within each color group. The 2/5 cut tabs line up for efficient straight-line filing.

Keep Close

·         File hanging folders in a nearby drawer by color category.

·         The file drawer should be within easy reach.

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Did you know a rose by any other name may smell just as sweet, but would you still find it in your filing system? A good labeling process using the Smead Viewables Color Labeling System is the key to finding papers again once placed in a storage system.

• Choose broad topic names and action oriented words when selecting file titles. Think of how you will use the information instead of where it came from. Avoid file labels such as Miscellaneous, Stuff or Catchall. They mean nothing in terms of retrieval.

• Over a 2-3 day period, write down common topic names for use in developing an indexing system.

• Unless you have flawless hand-printing, create labels using the Smead Viewables® Labeling System. The one-third cut tab allows for ample text in the file name, and the software provides two sub-lines on labels for additional information.

• Always place tabs on the front of hanging file folders. That way it will be easier to find the beginning and most recent information in bulky files and you’ll only need to pull the folder forward to access papers inside.

• Don’t forget to label the front of filing drawers or the exterior of cabinets with the categories held within. A Smead Self-Adhesive Vinyl Pocket (Business Card Size) is a great protective holder for a label card if the drawer is without one.

At FilingSuppliesOnline.com we carry the entire Smead Viewables Labeling System and supplies. Get organized to today!

• Set up three to four specific times in your workday to review new messages. Respond with a quick yes, no or thanks when possible.

• For those messages that require more thought for a response, add the task to your To Do list. Set aside a couple blocks of time in your day for responding to the messages.

• Turn off the auto function that alerts you to new incoming messages by phone or computer. The distraction and loss of focus outweighs the value of knowing a new message has come in.

• Assign a category of items to be reviewed for each of the 12 months of a year. For example, in January look at purging out common file cabinets, in March schedule furniture cleaning and repairs and in May have lighting fixtures examined.

• Create and print out a document with a list of all the tasks that need attention by month. Contain the list in the front of a Smead Poly Hanging Expanding File labeled January through December. File vendor contact info and copies of previous years’ service receipts for reference in the appropriate monthly slots.

• After reviewing the past several months’ supply orders, create an electronic document listing frequently purchased items, including code numbers, color selections and price breaks. Print a copy to keep in a Smead Poly Project Jacket that is located with other reference materials such as directories.

• As you run low on a supply item, note it on the checklist and once a week review the list. If needed, put in a requisition or plan your shopping trip to an office supply store.

• Select specific colors to signify repeat activities in your calendar. For example, blue for staff meetings, pink for projects and green for presentations. Make a key using an index card and keep it close to your PC or planner.

• When posting a commitment or deadline, color-code entries according to your key. For an electronic entry, use the label function to color block. For a paper calendar, use highlighters kept handy with your planner.

• Save 15 minutes at the end of the workday to create a To Do list for the next day. Review your calendar for meetings and deadlines, and then add in tasks that remain undone from the day.

• Next, re-file any open documents or project files left out on your desktop. Putting them away ensures you will find them again easily.

• Last, gather up and store loose pens, highlighters and other supplies used during the day. Check to see if any items need replenishing.

• Get into the habit of setting aside a routine time for planning sessions. You’ll be less likely to forget if you keep the phrase first things first in mind. Use the first day of the quarter, month and week as your planning day. Note these dates on your calendar as reminders.

• Set up a colored Smead Classification Folder Two-Divider Style labeled Current Year’s Goals to hold ideas, notes and goal/objective recaps. Label the sections Quarter, Month and Week, and use the fasteners to hold plans and results over time for easy comparison.

• For one week, note how much time you think you need to accomplish each task on your To Do list.

• As each task is completed, jot down the actual time it took to get it done. Calculate the differences from actual to planned time and highlight the overages. Store the week’s To Do lists in a Smead Assorted Colors SuperTab File for quick retrieval.

• When planning each day’s To Do list in the next week, refer to the previous week’s history and realistically adjust time estimates for tasks. Continue to recap until your time estimation skills are on target.