Archive for office organization
Before and Afters- Recent Office Organization
Posted by: | CommentsThis project was a home office organization. The office had about 25 years worth of files from two working professionals who also ran a business from home. They travel extensively and keeping up with equipment, files, and paper had become too much. We set up simple systems for bill payment, mail collection and a financial, reference and project file system. We also, with some minor assistance from a partner in the computer repair and networking business, helped them set up a wireless network with two laptops and a multifunction machine they had not utilized. All this was completed in less than 4 days. On top of this we used principles from David Allen’s GTD system to arrange the files and clear the inbox.
The before and afters should tell the rest of the story.
File Maps work if you use them
Posted by: | CommentsI have created File Maps for my reference files and my financial files. I have an excel spreadsheet that tells me which files A-Z are in which cabinets. When I do my GTD weekly review, I create new files and add them to the list. This system works so well. The only part that makes it difficult is actually referencing the File Map. Yes you heard me correctly, referencing the File Map. We are so programmed to look for files based on association or memory that we are too stubborn to look at a Map. This concept will be totally unfamiliar to us guys. I mean maps and guys go hand in hand- right? I mean I can’t count the number of times I’ve been with guys on a road trip or family vacation when we start with a map and reference it all trip long. Right ladies! Not so much. We act then we refer if at all. I’m sure the ladies will be able to effectively use a File Map. The guys may have to work a little harder. I’m sure this has nothing to do with our male pride and ego. I don’t myself have a problem with pride- my problem is more about lying about not having an issue with pride.
Create a File Map and use it. Einstein said don’t remember anything you can look up.
File labeling rules for consistency
Posted by: | CommentsIf you opt for the hanging file folder with labels, then make sure you select the longer version of plastic label. I believe one of the most important considerations when creating a filing system in uniformity. You want everything to be standardized as much as possible. You don’t want one label short, the next medium and the next long. You don’t want one label green, one blue and the others clear. This holds true for choosing the right kind of label maker as well. You want to pick one label maker and stick with it. By the same kind of tape when you go to the office store or order it online. The other key factor in labeling that most forget; is to document the specifics of size, style and font that has been used in the filing system. Again you don’t want file labeled justified, bold and another 1×1 italic. Write this information down in a system or at worst case leave it with the label maker or the plastic file tabs. These seem like simple steps, but it’s my belief that people file with their eyes and if clutter and confusion exist, then procrastination follows. People flat don’t file when their system if haphazard.
Use this kind of label if you opt for labels
If you decide not to go with the hanging file folder plastic label option, I suggest you use the system taught by David Allen in Getting Things Done. Simply label your manila file folders and lay them next to one another. Not too loose and not too tight. I’ve even +’d this little idea by using file box holders from Fellowes.
See the picture of my filing system.
The titles are all pretty clear and it are easy to flip through or reference with a file map.
The Financial File List in the Fireproof/Waterproof Safe
Posted by: | CommentsHere are some pics of our system:
It doesn’t have to work for everyone but it works for us.
Notice how our safe opens from the top. This particular safe was purchased from Costco, but unfortunatley they only carry the front opening type now- in Louisville that is. Our particular model is a sentry and I’m sure it can be purchased many places.
Within the categories of groupings we have individual folders and documents. Here is a list of some to the folders with others left out to protect the innocence. I don’t worry much about things like indentity theft but because I’ve been outspoken about it- I went ahead and purchased LifeLock. Neat service.
The following categories: Business Checking- Household Checking or Cash Accounts-Savings-Retirement Accounts-Credit Accounts-Ownership Documents-Legal Documents-Important Documents-Mortgages-Insurance-Social Security-Tax Returns-Medical Records are filled using the following folders:
- Business checking account A
- Business checking account B
- Business checking account C
- Household Checking A (joint checking account if you’re married- or main account if single)
- Savings A
- Child 1 Savings (this could be savings bonds, college funding accounts, or just bank savings
- Child 2 Savings
- Child 3 Savings
- Retirement account husband 1 ( if you have employer plans and IRA’s I would separate them)
- Retirement account wife 2
- Credit Account 1
- Business Credit Account
- Titles (car titles, boat or other things that have title)
- Deeds (to your home, rental property, condo, timeshare, etc)
- Contracts (business, legal ownership
- Power of Attorney
- Healthcare Directives (living will)
- Trust
- Wills
- Identification (social security cards, passports, birth certificates)
- Personal licenses (marriage, etc)
- Professional licenses (teaching certificate, insurance, etc)
- Mortgage 1
- Mortgage 2
- Health and Dental insurance
- Umbrella policy
- Personal property (rings, antiques)
- Dwelling (rental property)
- Auto
- Homeowners
- Life
- LTC
- Disability
- Group benefits
- Social Security Husband
- Social Security Wife
- Tax Returns last 7-10 years
- Medical records and large bills
Hopefully you found this helpful. Don’t have time to do it we can always help.
In David Allen’s GTD System- he talks about collection baskets.
Posted by: | CommentsCollection baskets would been any designated means to which you collect information that requires an action by you. That action could be a variety of actions but the key is that it requires your mental energy to decide what to do with this information.
What are your collection baskets? I’d love to know.
Here are some of mine:
My digital recorder on my black jack cell phone. If I meet someone new I will shortly after talk into the recorder. If I have a great idea at night- then I’ll wake in a stupor and record my thought.
Next I have a physical Inbox on my desk.
I have my email inbox.
I have a white board on the wall in my office where I’ll record ideas, schematics, plans etc.
I use 37 signals backpack and highrise products. Both of these web-based productivity software’s have collection buckets.
I also have a small notepad that fits into my pocket. It doubles as a second wallet. I keep business cards, notes and receipts in here until I empty it.
