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Atricle Dump - Powerful Principles for Effective Paper Management in Your Association
Attracting and keeping long-term clients is a prevailing approach for your growing business. Long-term clients who are pleased with consistent on-going good service, are likely to refer others to your business, and are more likely to buy further services from you. The confident professional, small business owner gains by focusing on certain sound tactics for long-term client maintenance. Just like a free online classifieds, your business shou
Continually practice “The Art of Wastebasketry®. Research shows that 80% of what we keep, we never use. Don’t make today’s mail turn into tomorrow’s pile! Ask yourself:
• Does this require action?
• Can I identify a specific use?
• Is it difficult to get again?
Some of the reasons why software mogul and giant Microsoft is what it is may be apparent. They're a monopoly, yes. It's said time and time again. They monopolize the market; that is how they make all their money. A supreme court judge even ruled on the matter.What most people don't realize is exactly how Micrsoft has engineered it's monopoly from the beginning. Their fortune did not come easily - no large fortune does. Microsoft is also
Applying four basic principles of information management will make a big difference – whether it’s for paper or electronic files.
1. What information does the association need to keep?
2. In what form do we need to keep it?
3. For how long?
4. How can we find it when we need it?
In doing so, you may need to address the following issues:
Develop Retention Guidelines for your association. Clutter is Postponed Decisions®. Paper will continue to pile up because someone needs to make a decision about retention. Association executives often ask me how long they should keep documents. I can’t answer that for you, my advice – make a decision. Determine the answer by looking at your own past experience.
Hold an Office File Clean-Out Day. Make the day fun! Wear comfortable clothes, order in lunch, give prizes - such as the “Most Progress” or “The Funniest Discovery”. Provide staff with storage boxes for files that must be kept long term. Hanging files work best and use file tabs and color code files when you can. Materials used by all staff should be put in a central location. If you need additional help, consider hiring a Professional Organizer to arrange your filing day.
Choose the best tools for your situation. One of most valuable lessons I learned from my father was “Half of any job is having the right tool”. While many associations are looking at scanning as a way of coping with information overload, make sure that you are really solving a problem, and not creating another. A better option may be to index your paper files with a program such as Taming the Paper Tiger (www.thepapertiger.com). This software allows you to cross-reference files, and find them quickly with its powerful search engine.
Train your staff to automatically use The FAT System™. There are only three decisions you can make about any piece of paper: File, Act, or Toss. Make decisions on paper as it comes in. Put papers that require action into “Action Files.” Papers you may never need, but are afraid to throw away go into Reference Files. As Reference Files become old, they become Archive Files, or can be tossed.
Continually practice “The Art of Wastebasketry®. Research shows that 80% of what we keep, we never use. Don’t make today’s mail turn into tomorrow’s pile! Ask yourself:
• Does this require action?
• Can I identify a specific use?
• Is it difficult to get again?
Here's a concise guide to MICR and associated technologies.Magnetic Ink Character Recognition (MICR) was developed to utilize the benefits of computer technology in the banking industry. Prior to the use of a MICR line, check sorting by account number was a manual process. Two systems were previously used to handle the large numbers of checks processed in the banking industry: Sort-A-Matic and Top Tab Key Sort.The Sort-A-Matic sys
1. What information does the association need to keep?
2. In what form do we need to keep it?
3. For how long?
4. How can we find it when we need it?
In doing so, you may need to address the following issues:
Develop Retention Guidelines for your association. Clutter is Postponed Decisions®. Paper will continue to pile up because someone needs to make a decision about retention. Association executives often ask me how long they should keep documents. I can’t answer that for you, my advice – make a decision. Determine the answer by looking at your own past experience.
Hold an Office File Clean-Out Day. Make the day fun! Wear comfortable clothes, order in lunch, give prizes - such as the “Most Progress” or “The Funniest Discovery”. Provide staff with storage boxes for files that must be kept long term. Hanging files work best and use file tabs and color code files when you can. Materials used by all staff should be put in a central location. If you need additional help, consider hiring a Professional Organizer to arrange your filing day.
Choose the best tools for your situation. One of most valuable lessons I learned from my father was “Half of any job is having the right tool”. While many associations are looking at scanning as a way of coping with information overload, make sure that you are really solving a problem, and not creating another. A better option may be to index your paper files with a program such as Taming the Paper Tiger (www.thepapertiger.com). This software allows you to cross-reference files, and find them quickly with its powerful search engine.
Train your staff to automatically use The FAT System™. There are only three decisions you can make about any piece of paper: File, Act, or Toss. Make decisions on paper as it comes in. Put papers that require action into “Action Files.” Papers you may never need, but are afraid to throw away go into Reference Files. As Reference Files become old, they become Archive Files, or can be tossed.
Continually practice “The Art of Wastebasketry®. Research shows that 80% of what we keep, we never use. Don’t make today’s mail turn into tomorrow’s pile! Ask yourself:
• Does this require action?
• Can I identify a specific use?
• Is it difficult to get again?
When I'm traveling to someplace new, I like to get directions beforehand. Sure there's something to be said for the proverbial "scenic routes" and "roads less traveled," but, as Yogi Berra noted, "You've got to be very careful if you don't know where you're going, because you might not get there."A business plan serves a similar purpose. It's like MapQuest®, except that you choose both the destination and the route you want to take. And,
Hold an Office File Clean-Out Day. Make the day fun! Wear comfortable clothes, order in lunch, give prizes - such as the “Most Progress” or “The Funniest Discovery”. Provide staff with storage boxes for files that must be kept long term. Hanging files work best and use file tabs and color code files when you can. Materials used by all staff should be put in a central location. If you need additional help, consider hiring a Professional Organizer to arrange your filing day.
Choose the best tools for your situation. One of most valuable lessons I learned from my father was “Half of any job is having the right tool”. While many associations are looking at scanning as a way of coping with information overload, make sure that you are really solving a problem, and not creating another. A better option may be to index your paper files with a program such as Taming the Paper Tiger (www.thepapertiger.com). This software allows you to cross-reference files, and find them quickly with its powerful search engine.
Train your staff to automatically use The FAT System™. There are only three decisions you can make about any piece of paper: File, Act, or Toss. Make decisions on paper as it comes in. Put papers that require action into “Action Files.” Papers you may never need, but are afraid to throw away go into Reference Files. As Reference Files become old, they become Archive Files, or can be tossed.
Continually practice “The Art of Wastebasketry®. Research shows that 80% of what we keep, we never use. Don’t make today’s mail turn into tomorrow’s pile! Ask yourself:
• Does this require action?
• Can I identify a specific use?
• Is it difficult to get again?
Most manufacturing professionals have read them at some point or another: those articles in business magazines relating the stories of how executives at big companies help saved their company millions by making strategic changes here and there. And if you are like most professionals, you have probably wondered how you could translate those seemingly too-good-to-be-true stories into something that could truly impact your business.There ar
Train your staff to automatically use The FAT System™. There are only three decisions you can make about any piece of paper: File, Act, or Toss. Make decisions on paper as it comes in. Put papers that require action into “Action Files.” Papers you may never need, but are afraid to throw away go into Reference Files. As Reference Files become old, they become Archive Files, or can be tossed.
Continually practice “The Art of Wastebasketry®. Research shows that 80% of what we keep, we never use. Don’t make today’s mail turn into tomorrow’s pile! Ask yourself:
• Does this require action?
• Can I identify a specific use?
• Is it difficult to get again?
Understanding the cost of conflict is a major factor in persuading contesting parties to attempt conflict resolution and turn their conflict into collaboration.Stewart Levine in his excellent book "Getting to Resolution – Turning Conflict into Resolution" identifies four costs of conflict:Direct costsProductivity costsContinuity costsEmotional costsWhe
Continually practice “The Art of Wastebasketry®. Research shows that 80% of what we keep, we never use. Don’t make today’s mail turn into tomorrow’s pile! Ask yourself:
• Does this require action?
• Can I identify a specific use?
• Is it difficult to get again?
• Is it recent enough to be useful?
• Are there legal considerations?
If the answer to all these questions is “No,” ask one final question: “What is the worst possible thing that would happen if I didn’t have this piece of paper?” If you can live with your answer, toss - or recycle it!
Your office is a reflection of you and your association. Projecting an organized, uncluttered workspace will make you more productive and less stressed. You can stop losing time searching for files. In fact, you may even find time for lunch!
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