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Great Filing Systems

Great Filing Systems. This workshop will present a system of organizational strategies that will help with the piles on your desk and on your office floor. Getting Ready. The area I want to organize is: My purpose for organizing ________ is: The cost of continuing with my present state is:

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Great Filing Systems

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Presentation Transcript

  1. Great Filing Systems This workshop will present a system of organizational strategies that will help with the piles on your desk and on your office floor.

  2. Getting Ready • The area I want to organize is: • My purpose for organizing ________ is: • The cost of continuing with my present state is: • The benefits of changing are: • My specific goal is: • My new habit is:

  3. HabitForge. com

  4. Flow

  5. Blocked Flow

  6. Key Objectives • Capture all the things that need to get done in a logical system outside your head and off your mind. • Discipline yourself to make front-end decisions about all your “inputs” so you will always have time to plan for the next action.

  7. Problems • Too much distraction • Ineffective personal organization • Lofty values • Over reacting

  8. Basic Requirements to Managing Commitments • Capture unfinished business in a Task Bucket • Clarify what your commitment is and what you have to do • Decide on what actions you need to take and organize them in a system that you review regularly

  9. Exercise • Write down the project or situation that is most on your mind at this moment. • In a single sentence, describe your intended successful outcome for this situation. • Write down the very next physical action required to move this action forward. • How do you feel?

  10. The Five Stages of Work Flow • Collect things that command our attention • Process what they mean and what to do about them • Organize the results • Review as options for what we choose to do • Do

  11. Collect • Physical in-basket • Paper based note-taking devices • Electronic note-taking devices • Voice recording devices • E-mail Empty these baskets regularly

  12. STUFF In-Basket Trash What is it? Someday/Maybe (file) Is it actionable? NO Reference (retrievable) Projects (planning) YES What is the next action? Project Plans (review for actions) Will it take less than two minutes? YES NO Delegate it Defer it Do it Waiting (for someone else to do) Calendar (to do a specific time) Next Actions (To do as soon as I can)

  13. Your Calendar • Time specific actions (appointments) • Day specific actions • Day specific information • Next Action Lists • (no more “daily to do lists”)

  14. Weekly Review • Gather and process all your stuff • Review your system • Update your lists • Get clean, clear, current, and complete

  15. TimeSpace and Tools

  16. Time • For the first time through: two days, back to back • You need to get to the bottom of the pile first

  17. Space • Office • Home

  18. Tools • Three paper holding trays • A Labeler • File folders • Trashcan

  19. The Filing System • General Reference should be close to hand • Have one A-Z system • Have lots of fresh folders • Keep the drawer less than three quarters full • Label the file folder with the label maker • Purge your files once per year

  20. Collection • Desktop • Desk drawers • Counter tops • Cabinets • Floor/wall/shelves • Furniture

  21. Basic Categories • Projects list • Project support material • Calendared actions and information • “Next Actions” list • “Waiting for” list • Reference material • “Someday/maybe” list

  22. Key Tips • Get the physical organization hardware set up. • Set aside time when you can tackle a whole area of your office. • Share anything of value you learned from this with someone else.

  23. Revising “Getting Ready” • The area I want to organize is: • My purpose for organizing ________ is: • The cost of continuing with my present state is: • The benefits of changing are: • My specific goal is: • My new habit is:

  24. Getting Things Done: The art of stress free productivity • http://www.davidco.com/

  25. More abstract • Habitforge.com • Release your pain • The Sedona Method by Hale Dwoskin • Be here now • The Power of Now by Eckhart Tolle

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