Get Organized - Stay Organized

Home
>
Get Organized - Organization
>
Get Organized - Stay Organized

Get Organized - Stay Organized

My mother is one of the most productive people I know. She is 78 years old and still works full-time as the personal assistant to the CEO of a bank. (I come from great genes-it makes me very optimistic about my long-term future!) One of her secrets to productivity is what is often called "a tickler file." It used to be a popular organizational tool but eventually fell by the wayside. The tickler file is a reminder system based on the days of the month and months of the year. It simply consists of two sets of file folders: "1-31" and "January-December." It's time to bring that old system back.

Surveys show that people's stress levels are at an all-time high. A major source of that stress is information overload. Information arrives in five ways: on paper, electronically, via voice mail, through verbal messages, and as thoughts in your head.

Think of a 5-lane freeway. You are speeding down the highway when suddenly you see orange barrels-you know you're in for trouble. That's exactly what happens when you sit down at your desk and are overwhelmed with where to begin. Do you start with the e- mail? Most people do, but should you? The highest priority could be in the "In Box" you haven't looked at in days-or could it be the idea you had while taking a shower? You've got information overload and you need a way to cope with it.

Managing Information To conquer a stack of papers-permission slips, newsletters, report cards, bills, and articles to read-employ these five productive steps.

? Discard. I've spent lots of time promoting the power of throwing things away. Ask yourself, "What's the worst possible thing that would happen if I didn't have that or didn't do this?"
? Delegate. If you are not delegating some of your work, why not? The most productive people in the world are those who spend 80% of their time doing what only they can do and surrounding themselves with people whose talents are complementary to theirs.
? Do it now. Ask yourself, "Is taking care of this the best use of my time right now?"
? File for reference. These are things you want or need to keep for future reference. Develop or use a good filing system (like Taming the Paper Tiger, information below), so you can find items easily and quickly.
? File for follow-up. These are things you want or need to do. In the Paper Tiger software system, we place these items in Action Files so you can find them when it's time to take act on them. The task won't be forgotten because the Paper Tiger can print weekly reminders or you can put a simple note in the tickler file.

The Important Question No matter how information arrives, your first reaction is probably, "I have to take care of this now." If you are serious about increasing your productivity and prioritizing your work, the question you have to answer is, "When?" As scary as it is sometimes, you have to decide. When you determine what date to take action, put the reminder in your tickler file system. Now you have a tool that enables you to prioritize your work and to measure whether the interruption of the moment is more important than what you said you were going to do today.

When people hear about this system, their first reaction is often fear-fear of making mistakes, fear of taking on another task, fear of failure. But remember that old saying, "If you keep doing what you're doing, you're going to keep getting what you're getting!" After trying the tickler file system for the first time, one client said, "Instant peace of mind!" Are you ready for something old and better?

© Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.ProductiveEnvironment.com

In The News:

Yahoo! News: Top Stories

UAW to renegotiate labor terms, suspend jobs bank (AP)

AP - The United Auto Workers said Wednesday it is willing to change its contracts with U.S. automakers and accept delayed payments of billions of dollars to a union-run health care trust to do its part to help the struggling companies secure $34 billion in government loans.

Obama: Financial bailout must help homeowners, too (AP)

AP - President-elect Barack Obama signaled a clear desire Wednesday to use a significant portion of $700 billion in financial bailout funds to stanch foreclosures by helping struggling homeowners with their mortgages. "The deteriorating assets in the financial markets are rooted in the deterioration of people being able to pay their mortgages and stay in their homes," he said.

Bombs found in Mumbai train station a week later (AP)

AP - Police searching a mound of baggage abandoned amid the carnage of the attack on Mumbai's main train station found two bombs Wednesday Â— nearly a week after they were left there by gunmen Â— in a stunning new example of the botched security that has become a major issue in India since the three-day siege.

Jeb Bush's bid for Senate could clear GOP field (AP)

AP - Still popular in Florida, former Gov. Jeb Bush said Wednesday that he's interested in the seat Sen. Mel Martinez is giving up, and the field of possible candidates could quickly narrow to make way for the president's younger brother.

Cruise passengers describe 'cheeky' pirate attack (AP)

AP - Ordered to get inside and stay down, Oregon tourist Clyde Thornburg heard the pirates' rifle shots hit the side of the luxury cruise liner Â— "Pop! Pop! Pop!" Â— then felt the ship speed up to escape.

Police arrest aunt in Calif. shackled teen case (AP)

AP - The aunt and one-time guardian of an emaciated and shackled 17-year-old has been arrested, as police tried to determine how she knew the couple accused of holding the teen against his will for nearly a year.

Scientists ask: Is technology rewiring our brains? (AP)

AP - What does a teenage brain on Google look like? Do all those hours spent online rewire the circuitry? Could these kids even relate better to emoticons than to real people? These sound like concerns from worried parents. But they're coming from brain scientists.

Lawyers: Hudson in-law angered by wife's dating (AP)

AP - Prosecutors allege Jennifer Hudson's estranged brother-in-law killed three family members because he was angry the singer's sister was dating another man.

The one that didn't get away yields long-lost ring (AP)

AP - The one that didn't get away held an unlikely surprise for a Texas man. The blue-stoned class ring of Joe Richardson, engraved with his name, turned up inside an 8-pound bass 21 years after he lost it while fishing on Lake Sam Rayburn.

Red Sox give AL MVP Pedroia a 6-year, $40.5M deal (AP)

AP - Dustin Pedroia has a Rookie of the Year award, an MVP, a Gold Glove and Silver Slugger and, of course, a World Series ring.

Obama says automakers' plan is "more serious" (Reuters)

Reuters - President-elect Barack Obama said on Wednesday struggling automakers have put forward a "more serious" restructuring proposal to Congress but withheld judgment on the plans until hearings are held.

Recession fears deepen, rate cuts on horizon (Reuters)

Reuters - Record declines in the vast U.S. and European service sectors and more grim U.S. employment news on Wednesday sparked fear of an economic "free fall," setting up another round of aggressive interest rate cuts.

Rice pushes Pakistan, seeks to curb India response (Reuters)

Reuters - U.S. Secretary of State Condoleezza Rice pressed Pakistan to cooperate fully in the probe into the Mumbai attacks but she also warned India against any action that could stoke regional conflict.

All options on table as Congress reviews autos bailout (Reuters)

Reuters - All options were on the table on Wednesday as congressional committees scrutinized auto company restructuring proposals and an urgent appeal for $34 billion in aid ahead of make-or-break hearings.

Senate Democrats will pack plenty of muscle (Reuters)

Reuters - Senate Democrats will be able to do plenty over the next two years -- despite falling just short of their goal of winning a majority big enough to end Republican procedural roadblocks.

Paulson said weighing bailout's next $350 billion (Reuters)

Reuters - Treasury Secretary Henry Paulson is weighing whether to ask Congress for the remaining $350 billion of the financial bailout fund, with White House aides approaching President-elect Barack Obama's transition team about the idea, an Obama aide said on Wednesday.

Ex-WorldCom chief Ebbers seeks clemency from Bush (Reuters)

Reuters - Imprisoned former WorldCom Inc chief Bernard Ebbers has joined the list of high-profile corporate defendants petitioning for clemency in the final days of President George W. Bush's term in office.

U.S.-led coalition in Iraq dwindles as allies leave (Reuters)

Reuters - A string of departures by the U.S. military's allies in Iraq is turning into an exodus as violence subsides and the end of a U.N. mandate permitting their deployment to the country approaches.

India warns all options open with Pakistan after Mumbai attacks (AFP)

AFP - India on Wednesday warned that all options were open in dealing with Pakistan after last week's attacks on Mumbai, as the United States pressured Islamabad to show urgent cooperation with the probe.

Riot police break up Zimbabwe protests as cholera deaths mount (AFP)

AFP - Baton-wielding riot police broke up protests in Harare and detained dozens Wednesday, as the death toll of a cholera epidemic neared 600 in Zimbabwe's worsening health and economic crises.

Get Organized - Stay Organized

Get Organized - Organization Get Organized - Organization