Smead Office Products - Blog

Finger Tip Files - Keep the documents and information you use most close at hand and easy to find.

tech@filingsuppliesonline.com (david) — Wed, 07 Apr 2010 00:07:43 GMT

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.

Ready to put this tip to good use? Click to order Smead products on our Web site, or call our toll-free order hotline at 866-789-3453, ext. 2.

Did you know?

tech@filingsuppliesonline.com (david) — Mon, 19 Oct 2009 14:54:31 GMT

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!

WORKING EMAIL AND VOICEMAIL INTO YOUR DAY

tech@filingsuppliesonline.com (david) — Mon, 18 Aug 2008 16:29:36 GMT

WORKING EMAIL AND VOICEMAIL INTO YOUR DAY
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Are you addicted to constantly checking for email and voicemail messages no matter where you are? It may be time to go cold turkey and manage these communication tools differently.

• 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.>

EQUIPMENT AND FURNISHING MAINTENANCE SCHEDULE

tech@filingsuppliesonline.com (david) — Thu, 14 Aug 2008 13:38:30 GMT

EQUIPMENT AND FURNISHING MAINTENANCE SCHEDULE
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No office plans for the printer to break down or a chair leg to bust. But when they do, we’re often faced with the need to schedule routine maintenance and assessments of the equipment, fixtures and furnishings of the workplace. Avoid being blindsided and develop schedules to keep your office up and running.

• 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.>

SUPPLY CHECKLIST

tech@filingsuppliesonline.com (david) — Thu, 14 Aug 2008 13:32:06 GMT

SUPPLY CHECKLIST
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Tired of wasting time paging through the supply catalog each time you run out of refills or are low on ruled paper? You’ll save time by creating a checklist of the supplies and products you regularly order.

• 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.>

COLOR MY WORLD

tech@filingsuppliesonline.com (david) — Wed, 13 Aug 2008 13:28:57 GMT

COLOR MY WORLD
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A meeting here, appointments there and several presentations spread all over. A typical calendar can look like a sea of commitments, no one different from another. Make it easy to tell them apart by using color-coding for key calendar entries.

• 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.>

PLANNING FOR THE NEXT DAY

tech@filingsuppliesonline.com (david) — Tue, 12 Aug 2008 13:25:59 GMT

PLANNING FOR THE NEXT DAY
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Ever finish your workday thinking it was just a string of random tasks with intermittent crises? You’ll stay more focused through the day and still handle the unexpected when you take time to plan ahead.

• 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.>

SCHEDULING PLANNING TIME

tech@filingsuppliesonline.com (david) — Mon, 11 Aug 2008 13:22:06 GMT

SCHEDULING PLANNING TIME
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Planning for success requires successful planning, so scheduling planning time for meeting yearly business goals on a quarterly, monthly and weekly basis needs to be a priority.

• 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.

95 Tips for Getting Organized

tech@filingsuppliesonline.com (david) — Tue, 25 Sep 2007 00:14:45 GMT

95 Tips for Getting Organized

Each day, every office worker in America produces 45 new sheets of paper, adding up to more than 1,300 sheets of paper per month per person. Over the course of a year or two this adds up to be one big headache to manage.

The organizing experts at Smead have broken down the organizing process into the following categories:

Get Started
Often the most difficult step in getting organized is getting started. We have put together 10 tips to get your program off the ground.
Enhance Your Organizational Skills
Consistency is the key to maintaining an organized working environment. Find out how we suggest you enhance your skills.
Use Filing to Your Advantage
At Smead we believe filing can be fun. Check out our tips and learn how.
Make Organizing Tools Work for You
Like any job if you’re going to get the job done right you need the proper tools to ensure success.
Manage Your Space
A common excuse for not organizing is “there isn’t enough space to stay organized.” Learn how to maximize space and control that paper pile.
Prioritize
Sometimes the obvious ways to prioritize items are overlooked. Here are some ideas to keep in mind.
Maintain Organization
Once you have developed a system of organization it is essential that it is maintained. Try these ideas to stay ahead of the game.
Bring Organization to Your Office
After mastering our suggestions, consider sharing your good fortune with others in the office.

Get Started

1. Analyze your situation or hire a professional organizer
2. Research storage options
3. Choose organizing products you like
4. Consider daily activities
5. Know why you want to get organized
6. Set long-term and short-term goals
7. Develop a system for paper flow
8. Keep your organizing simple
9. Learn how to throw things away
10. Plan ahead

Enhance Your Organization Skills

11. Spend a few minutes each day organizing
12. Write down “how to” instructions
13. Create a comfortable environment to work in
14. Don’t throw too much away
15. Organize gradually
16. Stay ahead of yourself
17. Admit to the mistakes you have made, learn from them
18. Reduce clutter
19. Stop and think
20. Remember, when organized, you work faster and more efficiently

Use Filing to Your Advantage

21. Alphabetize items
22. Number things
23. Date materials
24. Use different colors
25. Create a place for everything
26. Put everything in its place
27. Sort items of importance
28. Use color folders to keep track of papers
29. Create a filing system
30. Use hanging folders to organize folders off your desk
31. Use file tabs to locate hanging folders faster
32. Keep loose notes in a notebook
33. File away last years stuff in storage
34. Keep only the current year in your work area
35. Use organizing products to help
36. Put your most important papers in the front of folders

Make Organizing Tools Work for You

37. Make the most of the basics
38. Keep papers together with staples and paper clips
39. Identify everything with labels
40. Reduce clutter with a desk organizer
41. Use larger paper for notes, don’t tear small pieces that can get lost
42. Use a three-hole punch to gather loose notes in a binder
43. Create a phone log to track important calls
44. Use a calendar
45. Use a personal organizer or PDA to stay on track
46. Consider new products that may work for you
47. Add extra life to your folders, protect labels and tabs
48. Store files electronically
49. Make organizing fun

Manage Your Space

50. Maximize space
51. Customize your space using a system that works for you
52. Control your paper and don’t let it control you
53. Write things down so you don’t forget
54. Reduce, reuse, recycle
55. Don’t be a pack rat
56. Break bad habits
57. Be willing to take a fresh approach
58. If you haven’t used it in the last 6 months, get rid of it
59. Rearrange items to reduce clutter
60. Create a space to call your own
61. Donate old materials to charity
62. Do things right the first time
63. Use shelf filing to save floor space
64. Limit storage to a confined area
65. It’s okay to create a few piles, temporarily
66. Keep everything you need in sight
67. Keep all of your information in the same place
68. Use containers to store documents or supplies
69. Don’t just set it down, put it in the correct place

Prioritize

70. Categorize your work
71. Prioritize your schedule
72. Manage your time by completing the most important task first
73. Prioritize your folders: Immediate, Current and Background
74. Concentrate on the big picture
75. Keep an inventory of organizing items most often used
76. Be concise
77. Take advantage of “down time”

Maintain Organization

78. Create a strategy
79. Review and adjust previously set goals
80. Find what works for you
81. Don’t overwhelm yourself
82. Take one project at a time
83. Relax, don’t panic, organization is a process
84. Don’t make excuses
85. Use common sense
86. Reward yourself for being organized
87. Stay focused when organizing
88. Don’t give up
89. Enjoy the benefits of being organized
90. Dust when necessary

Bring Organization to Your Office

91. Develop an organizational system within your department or company
92. Select one person to assign tasks
93. Share tips on how to become a better organizer
94. Save time with better organization
95. Remember, organize yourself before starting on others >

Who is Smead?

tech@filingsuppliesonline.com (david) — Sun, 23 Sep 2007 14:04:18 GMT

Smead is a world leading manufacturer of filing and organizational products. Smead Manufacturing has helped define the standards for better organization. From handy organizers for home or school to complete enterprise-wide document management systems, Smead and its operating divisions, Smead Software Solutions, S & W Manufacturing and subsidiary Smead Europe, have a solution to keep you organized.

For more than 100 years, Smead has brought a spirit of innovation and integrity to keeping businesses and home offices organized. Headquartered in Hastings, Minnesota, Smead is a privately held, woman-owned business offering 5,000 organizational products with more than 2,600 employees in 14 manufacturing plants located across North America and Europe, including its Smead-Europe operations in The Netherlands.