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

---

5 Tips to Banish Clutter From Your Life For Good

Studies show that 80 percent of what we use comes... Read More

Common Clutter Culprits- How to Bust Through Clutter

Paper1. You may already be in the habit of filing... Read More

10 Easy Maintenance Tips vs Piling on the Chaos

Whether you are in your own business or an employee... Read More

Simplify Your Life! No Really...Simplify Your Life!

We hear it every day."Buy this product, and simplify your... Read More

Balance - And Other Things

The Mexican VillagerThe American investment banker was at the pier... Read More

Feeling Overwhelmed and Unorganized? - How to Use Index Cards to Organize Your Life

Feeling Overwhelmed and Unorganized? - How to Use Index Cards... Read More

9 Simple Strategies for Home Organization

Home organization means being able to find your stuff when... Read More

Dont Get Lost In The Shuffle

I have a good friend whom (also being in the... Read More

Change the Way You Think and Change Your Life

Dennis is working as a factory worker during the day... Read More

Clear Your Clutter and Free Your Life

Whatever your clutter problem the answer is the same: make... Read More

Keep, Get Rid Of, Or Not Sure?

Cleaning out can seem overwhelming -- especially if it's been... Read More

Getting Organized For The New Year - Part 1

The following procedures will insure an organized and well run... Read More

Is Your To Do List The Problem?

You start each week with great intentions. You are determined... Read More

Lightening The Load

When I tell people what a FREEING experience moving is,... Read More

Memorabilia -- Use It or Lose It!

What do you do with those special items that have... Read More

Digging out of Paper Clutter - part 1

Digging out from under stacks of paper might seem like... Read More

To Make a Change -- Take a Chance

Life is really all about CHANGE. In order to make... Read More

How To Organize Your Paperwork

Many people have a huge challenge coping with the incoming... Read More

Clutter Control

Remember when you charged into the office that first day,... Read More

Five Simple Tips to Get Organized Today!

Take time to declutter this summer...Writing can certainly consume the... Read More

Compartmentalize

The word "compartmentalize" means to separate into distinct parts. I... Read More

Organized Living in a Disorganized World

We are bombarded with so many factors that perpetuate disorganization.... Read More

Ending The Morning Madness

Back-to-school time ? what does that mean to you? For... Read More

Spring Makeovers: Organizing Tips for the Home and a Virtual Makeover for You

Winter is starting to retreat, and hints of Spring are... Read More

The Problem With To-Do Lists

Do you use to-do lists? Do you find it satisfying... Read More