Quizzes And Tests On The Old And New Stone Ages 10 Easy Maintenance Tips vs Piling on the Chaos

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10 Easy Maintenance Tips vs Piling on the Chaos

Whether you’re self-employed, self-employed (or neither) — if you have a family and a home, you’re doing life. I bet none of you went into business to get caught up in shuffling papers and stacks of emails.

Eighty percent of clutter at work and at home is the result of disorganization, not lack of space! So if it keeps coming in and piling up, you need to have an exit strategy. Regular maintenance is the best way to keep your office in good shape, just like your car.

A key “success” habit is to immediately decide where each piece of paper or email is going and what follow-up action is required of you. Putting things in the “deal with later” pile only makes things worse. Every mess at work and at home is a bad decision.

Use my daily, monthly and annual maintenance tips to stay ahead of all this information – whether it’s on paper or on the computer. I guarantee that you can manage your information more easily and successfully at work and at home if you do this.

DAILY, unlike some wines, no information improves with age. Set a specific time each day to sort, toss, and fill out both paper and email. I do mine in the afternoon as long as I don’t have a post-meal “slump”. Daily maintenance, like brushing your teeth, keeps your systems from building up.

Sort all incoming materials daily; stand over the dumpsters and get rid of all the trash first. Sort by action categories that make sense to you: pay, submit, review, etc. Daily sorting is critical just to keep your documentation separate from action items and prevent discards.

At home, your first “To File” sort can be split between personal and business (try a combo sorter: vertical for action and horizontal for filing). Whether you’re an employee or a small business owner: At work, separate customer/customer or product materials from company administrative files when sorting first. For more help on the filing category, see Monthly Tips.

Configure log files for reference items (directories, logs). At home, make separate sorting areas to put receipts that refer to warranties, personal property documents, or that you need to reconcile with monthly credit card and bank statements.

Use a compartment or envelope in your briefcase or purse where you can easily put any receipts (especially if you’re traveling). Then use it. Have a drawer or action file in the office for daily receipts of expenses from your briefcase or pocket.

MONTHLY

The calendar defines times for maintenance and adheres to them. At home, try to fill out paper documents only after paying bills. As long as you schedule maintenance every two weeks, you’ll never miss a payment and stay on top of your documentation, too. In between paying bills, just go about your daily routine: flip and put bills, receipts, project materials in the action area to file or pay when the time comes.

At work, try to schedule a Friday without pay or before/after two different monthly meetings to make it regular. Here are two suggestions for basic “To File” systems to use with “file piles” when you’re doing your daily sorting. No matter how you plan it, you can cut filing time in half by pre-sorting stacks of files into individual file trays in the following categories.

Pre-sorted file categories:

You can divide your current business application into three areas:

People; customers, staff, teams

Things; projects, programs, products

Administration; business of doing business (finance, physical office).

You can divide your current personal documentation into three areas:

Personal and family

Household

Finance and insurance

ANNUAL

Universal archiving rule: if they are not this year’s files and you do not use them regularly – remove them from your office!

I recommend that every individual and small business owner do an Office Blitz in April after filing their tax documents. Pull out all your old financial, insurance and tax files and put them in an archive. Back up your accounting software and data for this tax year to disk. Get a withholding schedule from your CPA or IRS.

I keep my archives on shelves in the garage. Just remember to label the paper archive or waterproof plastic file boxes on the front so you can keep the appropriate archive list in your file drawer with an index of the drawer’s contents. Then, when you need something, you can easily get it.

For businesses with employees, I recommend Office Blitz at least twice a year. Schedule a Friday afternoon where everyone participates in cleaning their offices and cubicles (order extra trash cans). If the fiscal year runs from July to June, do a blitz archive of the previous year at the end of July.

Archive of administrative files and files of a completed project or program. Dispose of records for which you have already received compensation, or which you no longer maintain as part of your job or business. Archive the rest to third-party storage after creating the index.

Separate important records into current or archival repositories: File in current year’s records storage system (by category) File in archives records system (by past year) OR Scan to electronic records storage (both)

Now that you know how to manage your information more successfully at work, home office or business – peace of mind is just Office Blitz plus daily, weekly and monthly maintenance!

Copyright 2010 Eve Abbott All rights reserved

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