by Stephanie Calahan of Calahan Solutions and a Paper Tiger Expert
Home based businesses are more than a passing fade. In fact, they continue to grow in numbers. According to the Small Business Administration:
-Small businesses make up more than 99.7 percent of all employees.
-The latest figures show that small businesses create 75% of the net new jobs in our economy.
-Home-based businesses account for 53% of all small businesses.
-24 million Americans are self-employed from home on a full-time basis
-1 in 5 businesses located in an office or industrial area started in the home, including Ford and Apple.
This is an exciting time for the entrepreneur! There are many advantages to owning your own home-based business. You can fold laundry while you are on a conference call or do a little gardening when you are stuck on a problem. Many people dream of owning their own business some day, but are afraid to try it. Indeed, being in business for you involves risk.
Getting organized is a challenge for most business owners. It is often more difficult for individuals that operate their business out of their home. Many distractions can keep you from focusing on your business – a sunny day, your children, etc. Many home based business owners frequently do not have someone to hold them accountable other than themselves. The following items are provided as tips for your success.
Ensure Your Space Reflects the Work that You Do
Regardless of if you have a corner of a room or if you have an entire basement, make sure that the space you have designated is for your business only. Spaces that are identified for the business should not hold toys, unless you run a daycare, or other personal distractions. Consider proper storage needs as well as ergonomic needs. The more steps it takes to do something the less likely you are to do it, so create a structure aligned with how you do your work.
Create a Finely Tuned To-Do List
Define 3 or 4 tasks that you must accomplish each day. Schedule a power hour to work through the most important or most difficult tasks when your energy is at its highest peak. Make sure to keep the hour regardless of what occurs in your day. Avoid the seductions of a ringing phone, your email or someone dropping by to visit. With your most important tasks under your belt, you will be able to enjoy your home-office life guilt free!
Automate Where Possible
Automation is a great way to save time in your business. There are a number of tools that can help you with your marketing, time management and more. Check out our related posts for more ideas.
Identify a Safe Meeting Location
When you are meeting with another individual for the first time make sure that you meet in a public space that is convenient for both parties.
Guard Your Time
While working from home allows you to have a flexible schedule, be careful to not take advantage of it. Child care is essential to getting things done. Set office hours for your friends and family to adhere to so that they do not take up your productive time.
Take Breaks
Some home-based business owners will go the opposite direction where time and self-care are concerned. It is OK to take a walk or participate in another activity to relieve stress. Be careful to not drive yourself harder just because you work out of the home. Balance is the key.
Ask for Help When You Need It
Many home-based business owners take on all of the tasks of the business. Recognize your strengths and focus your energy on those strengths. There are many organizations that provide virtual assistance. Find one in your area and hire them. The time you save will allow you to focus on your core business and grow it that much faster. Not sure where to start? Check out the list of “VAs” that I have on Twitter http://twitter.com/StephCalahan/va/members. You can check out a list of over 300 professionals from around the world that are in business to make your business happen.
Twitter.com/StephCalahan
Facebook.com/StephCalahan
PS: Don’t forget to keep your paper files in order with Paper Tiger Document Management Software and Filing System, which Stephanie highly recommends and also includes in her in person or remote/virtual Office Miracle.
About the Author:
Stephanie Calahan is The Business Vision Catalyst and founder of Calahan Solutions, Inc. She works with purpose-driven entrepreneurs, visionaries, coaches, consultants, health practitioners, authors, speakers and all sorts of remarkable service professionals who are experts in their field, to help them embrace their brilliance, leverage their business and get their message out with power, ease and joy; so that they can make a powerfully positive difference in the world, exponentially grow their income and enjoy a highly-successful and meaningful business… while working less. Learn how you can have more freedom in your life! http://www.StephanieCalahan.com
Every business, no matter what size, has a need to keep meticulous records. Many companies have one or more administrative employees whose chief function is to manage company records – often, in an archaic and unwieldy system. Indexing, however, is the contemporary method for efficient document management.
The top of every company’s priority list is something ironically called “the bottom line.” In other words, getting the most productivity from their staff and other resources without blowing the budget. Thousands of hours are literally eaten up with filing and then trying to locate specific information at a later date because the system used for document management is so inefficient or outdated.
One of the chief reasons companies still suffer with inefficient filing systems is that every employee is different. People have their own thoughts about what filing should be, and their own way of managing their files. So you have a variety of different methods all intertwined within one company. Some statistics say that about 7 percent of all documents are lost or misplaced and have to be reproduced. There is a better way to organize your filing cabinets into a uniform, logical style that is standardized throughout your business, regardless of the size company you have!
Indexing documents is the most efficient way to increase productivity of everyone within your organization and improve the health of your “bottom line.” Some estimates state that about 150 hours of employee time per year are wasted trying to locate missing files or documents. And even more to recreate the necessary information! At $20 an hour on average – because all levels of employees are involved in this process – that can easily add up to $3,000 per year or more, that you can save simply by using a document management software to manage your files.
So you’re probably wondering, “How does an indexing document management system work?”
It’s quite simple really. You install The Paper Tiger Document Management Software and Filing System, onto your computer. The Paper Tiger is a very powerful, yet simple indexing system for the hanging files in your filing cabinet. It works like a search engine for your paper files!
You allow employees the access they require, according to your own policies, to use the software. You decide on the keywords you’ll use to file your documents and information. Company name, common subjects, or other descriptions. Whatever works for you. Use as many keywords as you like. Each employee that has access to the software can also add keywords that they relate to each document.
Now, every single file, anywhere within your entire company, will be labeled using the exact same system with file names and keywords. Wasted time is eliminated as employees locate needed information more quickly. And no more duplication of files! From the day you implement this brilliant, time saving system, every document relating to any project you have will be placed in the same location for easy retrieval.
It’s common knowledge that every document that comes into your office has to be managed in one of three ways. It can be dealt with immediately and then filed. It can be placed in someone’s inbox for future action. Or it can be tossed in file 13. The joy of indexing is that your filing cabinet now becomes your action file as well. You can create a file just for items that need action and place them there without forgetting where you put them, or failing to take action because you “forgot” about them. Then when you’re finished, you can move the file to an archive location or a more permanent file and leave an uncluttered desk ready for more important work.
Once your projects are complete and files are no longer needed on a daily or weekly basis, they can easily be moved to storage elsewhere, and one click of the mouse will tell you where they’re located now, in case something needs to be retrieved down the road. All your document management is done by indexing your files on the computer using software that anyone can learn to use almost immediately – even the computer-challenged managers who usually leave most of the computer work to their assistants because they’re “too busy.” No more worrying about not finding a file because someone is out sick! Our document management system alleviates that problem as well. See our Learning Resources and Video.
In today’s contemporary society with constant Internet usage, video conferencing and urgent meetings are often called with little or no warning. Having an indexed document management system is ideal because you can quickly and easily “lay your hands on” every document in the office you may need for an impromptu meeting or conference call. You’ll no longer be forced to make major decisions without having all the relevant information you need at hand.
Document indexing truly is the most contemporary method to efficient document management for your company. It will not only save your business time and money, but it will make for much happier employees who will spend so much less time handling files and documents in the office.
The Paper Tiger Document Management Software and Filing System
The Paper Tiger User Preferences change how the software is displayed. Your system comes with default settings for these preferences, but you can modify them.
To change user preferences, follow these steps:
1. Select Preferences from the View menu. The User Preferences dialog is displayed. Click on the tabs to change between preference options. The preferences are described in the tables for each option below.
2. Select or deselect options by clicking on the proper box; typing in the proper field; and clicking the … button to find the proper file.
3. Click the OK button. The preferences are set.
You can also choose your preferences by selecting Quick Preferences from the View menu.
*Note: Not all options are available in Basic Edition of The Paper Tiger.
Preference: Description
General
Allow Grid Edits: Allow changes to the table in the Browser.
Show Open Items: Show available places to put items.
Show Tool Tips: Show brief descriptions of toolbar buttons when you point to the buttons using the mouse. (To see the description, place the pointer on the button and wait a moment.)
Show Status Bar: Show the status bar at the bottom of The Paper Tiger main window.
Show All Locations Tab: Include a tab for all of your locations in the Browser.
Disable Spelling-checker: This disables the spelling-checker.
Case Sensitive Search: This option alters the way the search function works by differentiating between lower case letters and uppercase letters.
Default to Summary in Wizards: This defaults all wizards to display the Summary tab instead of the Step-by-Step tab.
Disable Location Memory: This disables the Location Memory feature.
Disable Automatic Find: This disables the Automatic Find feature.
Disable Reminder Pop-up: This disables the Reminder Pop-up notification.
Suppress Notes Column: This removes the Notes column from the browser view.
Suppress Category Column: This removes the Category column from the browser view.
Suppress Action Column: This removes the Action column from the browser view.
Reminders Horizon (days): Specify a number of days before an action date that you wish to be reminded of the action date. The Reminders List will include the action date that many days in advance.
Menu Styles*
Classic Windows: Selecting this menu style puts the least possible visual effect on the Paper Tiger interface.
Windows XP: Selecting this menu style puts a moderate amount of visual effect on the Paper Tiger interface.
Office XP: Selecting this menu style puts a moderate amount of visual effect on the Paper Tiger interface.
Office 2003: Selecting this menu style puts a highest possible amount of visual effect on the Paper Tiger interface.
* In Windows 2000, the “Windows XP” and “Office XP” styles are indistinguishable. Disabling the “Themes” service in the Windows XP Operating System removes visual effects on “Windows XP,” “Office XP,” and “Office 2003″ Menu Style modes.
Sounds
Play Sounds: Specify whether to play event sounds.
Toss: Specify the sound (.WAV) file to play when you toss an item.
Empty Trash: Specify the sound (.WAV) file to play when you empty the trash.
Update Field: Specify the sound (.WAV) file to play when you update a field in the Browser.
Start Up: Specify the sound (.WAV) file to play when you start The Paper Tiger.
Overdue Action Items: Specify the sound (.WAV) file to play when overdue action items are detected during startup.
Startup
Show Getting Started at startup: Selecting this option will have the program display a helpful document on how to use The Paper Tiger to organize your workplace.
Show Tips at startup: Show tips that help with various aspects of organization and usage of The Paper Tiger.
Shutdown
Automatic Database Backup: Automatically generates a Differential Backup upon exiting the software. (This does not create an off-site backup, but it is recommended that you manually archive your database to an off-site location such as a flash drive or CD-rom.)
By Meggin McIntosh, “The Ph.D. of Productivity”™ and Paper Tiger Expert
Meggin also recommends Paper Tiger Filing System Software for document management to get everything in your life organized — not just for filing paper.
Systems are a key element to productivity. While you may not use every system every day, having systems that are available to you the moment you need them, helps you limit the amount of time you worry about a task so you can get right down to completing it.
1. Your desk is a place to work. If you work in a home office this is especially important. If you fold clothes on your work desk, or stack your personal mail, or hold conversations with your family, or any of a million other non-work concepts at your desk, you will have to take a few minutes to clear your desk of these concerns before you can get to work. These minutes add up.
2. Organize your desk using the ABCD concept. Think of your workspace being like a target with the “A” space as a bull’s eye. Look around your desk periodically to ensure that you’re only keeping key items in the “A” space. Are you leaving your desk regularly for necessary materials? Put them in your “A” space. Rearrange regularly to accommodate your changing work needs. Refer to an earlier Top Ten Productivity Tips for a refresher on the ABCD concept.
3. Have an inbox (for paper and physical objects). Have a goal to clean this box out every day and AT LEAST once a week.
4. Have an inbox (electronic). Learn how to use the “folders” feature for your electronic inbox.
5. Have a ready supply of “next action” sheets. Whenever you’re talking to someone on the phone or in person, have a next action sheet ready to take notes.
6. Employ a tickler file for the month. This is a 1-31 file that allows you to place tasks or needed items (like an agenda for a meeting or the tickets to a show) daily for a month.
7. Use a tickler file for the months of the year. This is a January – December system that allows you to put reminders for items in upcoming months (or cards that you have purchased for events, etc.)
8. File with Paper Tiger Filing System Software for document management. I’d be lost without it. This is a numeric system for filing and will change your life if you use it. Seriously.
9. Use some kind of software that indexes your hard drive – and there are many to choose from. You want to be able to find ANYTHING on your hard drive. The previously mentioned Paper Tiger application is integrated with Google Desktop, meaning that you can choose to conduct a search from within Paper Tiger through Google Desktop. http://desktop.google.com/features.html
10. Use a planner. Get a good one that you’ll really use. Splurge a little and buy the one you really want. I’ve tried, and have never been successful, with PDAs, so now I allow myself to buy a beautiful new planner every year with just the pages I like (consider Franklin Planner, Day-Timer, Circa, or whatever works for you). I take it everywhere and use it every day. Get the planner system (paper or electronic or some combination) that works for you. Take a class and learn how to use it productively.
Just put one of these systems into place (that you currently don’t employ) and see what kind of difference it makes for you.
And if you’d like to access some pre-formatted “Next Action” sheets (free), they are available at http://www.toptenproductivitytips.com/downloads.php
You are welcome to sign up for the weekly tips, too.
(c) 2010 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh supports smart people who want to be more productive so that they can consistently keep their emphasis on excellence. Sound interesting? It is!
**Keys to Keeping Chaos at Bay
Article Source: http://EzineArticles.com/?expert=Meggin_McIntosh
You can have multiple databases in The Paper Tiger Document Management Software and Filing System in the Professional and Network editions to help you better organize your files.
Creating a New Database
You may wish to create a new database to keep files separate. For example, you might have a Home database for your home filing system and an Office database for your office filing system. To create a new database, follow these steps:
1. From the File menu, select New, then Add New Database. The name select dialog is displayed.
2. Type the name for the new database.
3. Click OK.
Opening an Existing Single User Database
To open an existing database, follow these steps:
1. Select Open Paper Tiger Database from the File menu. The database select dialog is displayed.
2. Select the database you wish to open from the list of databases. The database is opened. Only one database can be opened at a time.
Closing the Current Database
You may wish to open a different database than the current one. For example, you may have your Office database open and wish to open your Home database. To do this, you must close the database that is open. Select Close Current Database from the File menu.
No matter what business you’re running, there’s always the necessity of managing a complex series of documents, paper filing, forms and records over a long period of time. Document indexing is the smart way to manage these records and make the most efficient use of your time.
In a lot of workplaces, managing office documents is often done in a lazy, haphazard way and can become extremely confusing, frustrating and tedious-especially when more than one person is involved in the process! Some people view filing as a chore, and it can be time consuming. In busy offices, it can actually take weeks before some papers are filed properly. Almost everyone gives filing a low priority. We all know there has to be a better way to make document management less time consuming and more manageable … the key is in finding the filing system that works best for the individual or department.
Obviously, different offices keep their records in different ways. Some are filed alphabetical, others numerically. Some offices keep physical, hard copies, others go through the hassle and expense of scanning and storing documents electronically. Such a random variety of document management methods creates problems. One decision to make is how to store the files, and the second is how to know where they’re located once they’ve been stored.
Your document management system must be simple to understand and easy to use by everyone who needs access to office records. This may include the CEO, a project manager, a sales rep, or the daily temp brought in to replace a sick assistant. That’s why document indexing is the only logical solution to meet all these required criteria.
Using document management software to track and manage your office documents will help you organize your office, and the abundance of paperwork that flows through it. The task of handling paper becomes much easier and much less onerous. There’s no need for scanning-or buying the expensive equipment needed for scanning! No need to spend hours searching through files looking for a document you haven’t even seen for five years, but that all of a sudden you must have. You can index your documents and file as you go. This means you and the entire company staff has extra time for the more important tasks of the day. Productivity increases and money is saved when you choose document indexing to manage your filing systems.
The question you’re probably asking now is, “How does this system work?” The answer is simple. The Paper Tiger Document Management Software and Filing System is the most logical filing system you’ll find. You don’t use abbreviations or simply numbers to label your files, which takes the guesswork out of locating a needed file down the road. You choose the keywords-all the keywords-that make sense when you actually create a new file. (And you can add new keywords later as they occur to you.) Because a file is placed in the first available open file, there’s no longer a need to cram another file into an already overfilled file drawer. Then you can find a file, any file, with a quick keyword search when you need it.
You choose how to file your documents. Whether by client name or subject, location, contact person, project scope, or anything else you can think. Or better yet… all of these things! Whatever keywords you choose will allow you-and anyone else-to quickly and easily locate any file you need from then on. You can easily add everything associated with that file to the index, even if it’s located in another file folder. Because each file is keyword expandable, you’ll never run out of room and will be able to locate what you want, when you want it. Anytime.
Generally, there are three choices to make for the paper that comes across your desk. Act on it, file it, or throw it out. But some records need to be kept for years, or forever. These files can easily be moved to archived storage by simply changing the location notation in your file index. Even when the location of the file changes, you’ll easily know where every company file is at any time in case something needs to be retrieved or added to later on.
If you’re working on various sections of files on a daily or weekly basis, you can store those files close at hand. That may be in a desk drawer, a filing cabinet or on a nearby shelf, depending on the needs of your business. Current files can then still be accessible without causing huge piles of folders on your desk or office chair, simply because you need them and don’t have time to file and retrieve them often. And others aren’t wasting time looking for an important document they need to meet a 5 o’clock deadline because they can check the index to see where it’s located. Document indexing is a time saver and stress reducer for everyone concerned.
Because The Paper Tiger Document Management Software and Filing System keeps track of every file’s location, and because it’s so easy to use, your entire team will increase their efficiency. They may even leave a clean desk at the end of the day. Nah … that may be asking for too much, even from document indexing software.
This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and a Paper Tiger Expert, will help you…. Denise also recommends The Paper Tiger Document Management Software and Filing System to help keep track of all your paper files throughout the year.
Are you struggling to get more done every day and yet running into obstacles that keep you from being as productive as possible? Where is the clutter in your life? It could be:
* a mental overload
* a surfeit of activities
* stacks of papers
* a barrage of email
* the corner of your garage
Whether you are facing piles of paper or the overload is hidden in your email inbox, you know it is something that needs to be tackled, and it nags at you. Those little guilt feelings at not getting around to clearing things out end up sapping your energy. If this describes you, follow these seven steps to gain control:
1. Break the task into manageable pieces. If it took ten years to accumulate, do not expect to deal with it all in one day. Schedule small blocks of time on your calendar.
2. Make sure everything has a home. You have to make a decision on each item. Having a specific place for everything gives you structure.
3. Store like items with like items. When you keep all of one type of item together, you know how many you have and where to find them.
4. Store things where you will use them. You need to select a logical home. Otherwise the clutter will accumulate again because you will leave an item where you use it.
5. Contain it. A container can be as small as a paper clip holder or as large as a room. Only keep what will fit. This helps you set boundaries.
6. Get rid of excess. Options include selling, donating, recycling, giving away, tossing. Keep a donation box handy all the time.
7. Create systems. The real key to getting organized and staying organized is to create a system that works for you and stick to it.
These strategies apply whether it is an organized office you seek or cleared spaces at home. Your mental outlook will improve, and your daily productivity will soar!
Copyright © Key Organization Systems, Inc. All rights reserved.
If you would like to jumpstart your organizing efforts and add to your time management skills, Denise can help! and Twitter @timetrainer
Corporate Training: workshops and consulting to increase daily work flow and reduce stress
Individual Assistance: our onsite and virtual office organizing to bring about changes quickly
On Your Own: books and CDs to work at your own pace
While The Paper Tiger is a document management system, and is most commonly used for filing paper files, there are many other uses for this amazing, affordable, easy-to-learn and use software. Consider these ideas:
Paper Files and Documents
Of course, The Paper Tiger Document Management Software and Filing System so was designed to keep paper filing in order. With The Paper Tiger software, every file or hanging folder is assigned a number and name, then keywords are added that describe the contents of each file. Filing documents by number rather than names, allows a user to find the needed file with a few simple keystrokes based on any keyword associated with each file. Then, when The Paper Tiger index shows you the file number, you simply go to that file and get what you need. Can’t get any easier than that!
Books and Manuals
Avid readers and book lovers abound, as is evidenced by the number of new and used bookstores, both online and off, that can be found. Ministers keep a multitude of needed books and reference material to help in counseling families, preparing sermons, and administering the church. Students keep reference works, textbooks, and books required for reading. Attorneys keep books to help them assess various legal situations. Individuals who simply love books, probably keep more than all of these combined!
The great thing about The Paper Tiger, is that it lets anyone quickly and easily find exactly the book they’re looking for. Using a numbering system based on The Paper Tiger index, and noting the index numbers on the binding of each book, helps anyone with books to store them in numerical order, and easily locate with a simple keyword search and find. No more scanning bookshelves crammed with volumes and thumbing through pages to locate required information. With The Paper Tiger, it’s efficiently organized to save you hours of search time, and available at a touch of the keyboard based on your input.
Binders, Pamphlets and Booklets
Companies are notorious for storing binders filled with annual reports, stock information, sales figures and just about any other information the company may need at some point. Even labeling the binders makes it difficult to locate the right content, unless the employee remembers exactly which report contained what information. But with The Paper Tiger, employees can create a numbered binder system, entering the appropriate keywords for each binder, pamphlet or booklet in the software including such information as the company name, obscure slogans, advertising themes, and other keywords associated with the documents enclosed. Then, when the boss needs a report “yesterday,” that employee can increase his stature in the executive’s eyes by providing the proper information as quick as a wink.
Journals and Magazines
Oftentimes, doctors, CPAs, and other professionals need to maintain journals and magazines for their potential reference down the road. The problem is how to store them, and locate the information each one contains in a reasonable amount of time! While you can, of course, place journals and magazines in three-ring binders—which do work well for storage—there is still the issue of locating information within an individual publication. Enter The Paper Tiger. By labeling each publication within the binder and including keywords that describe important articles and information contained within each journal, a professional can save literally hours of time locating that needed article, and be able to lay hands on the research, law or techniques in a matter of seconds.
CDs, DVDs and Videos
Music and movie buffs have long sought a way to manage their collections and to easily locate their favorite click quickly and without having to scan through countless titles. The Paper Tiger makes that task a cinch. By numbering the CD, DVD or video, both on the case and on the item itself, you can quickly find just what you’re looking for using a keyword or even category search, and be able to enjoy your movie or music quicker than you can say Johnny B Good!
Storage Boxes and Bins
Almost everyone nowadays has items we aren’t ready to give away or sell, but for which we really just don’t have a place. Using The Paper Tiger to record the contents of each container and then number each box or bin, makes it a simple process to store items in your basement, attic, spare closet, or even a storage shed, and quickly locate them with an easy keyword search in The Paper Tiger database.
As you can see, The Paper Tiger Document Management Software and Filing System is not just for managing paper files and documents. There are so many more uses for this amazing software! Why don’t you download your free trial right now, and put The Paper Tiger to work helping to better organize your life and belongings!
This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and a Paper Tiger Expert, will help you get ready for tax time, get your filing system in order, and help you decide what you need to keep. Denise also recommends The Paper Tiger Document Management and Filing System software to help keep track of all your paper files throughout the year.
What do I have to keep and how long should I keep it?
It’s the perennial dilemma as you survey the year’s accumulated stacks of papers, miscellaneous receipts, and overflowing paper files. You want to get organized and use good document management, as well as time management skills, but do not know where to start. Whether it is for office organizing or home paperwork, you face the challenges of making a decision.
As more and more becomes available through the internet, the quantity of accumulated paper should be diminishing. After all, you can view your brokerage reports, reconcile monthly bank statements, and pay your bills without ever handling the actual paper. However, even if you have been switching to electronic transactions, it is often tempting to print out these transactions and reports, adding them into your paper filing system.
Start now to make decisions on what does not have to be stored. Get ready with a good cross-cut shredder and begin the clean-up process. You can toss:
1. Receipts from banks deposits and ATM transactions. Once you have reconciled your monthly statement and all of these transactions are accounted for, the slip can be discarded.
2. Bills, such as utilities, cable, and telephone. If your check has cleared, why are you holding onto the actual invoice where you recorded the check number and date of payment? The canceled check itself verifies receipt of your payment that month.
3. Canceled checks. Store only the ones that relate to tax items you will be declaring. For example, if you are claiming a home office deduction, you do want to keep a record of utility payments for which you will be claiming a partial deduction. However the personal Wal-Mart check for miscellaneous household items does not need to be kept long-term.
4. Brokerage statements. If your annual statement summarizes all of the year’s activities, you can eliminate the monthly and quarterly ones from the past.
5. Pay stubs. Once you have verified the end-of-year amounts with what is shown on your W-2, toss the monthly stubs, retaining just the final one of the year with the totals.
6. Receipts for purchases. If the item is not under warranty or is not for a major purchase that you will include with a household inventory list, you can let those go. For example, if you bought two shirts in June and have been wearing them on a regular basis, why would you want to file that receipt?
When you just want to retain something for a short period rather than placing it into your permanent files, you can create a monthly system with file folders for January through December. Use this as a temporary storage place. Once the next January comes along, toss all those “temporary-hold” items.
Following this process makes it easy to do an annual review and get ready for the upcoming income tax tasks.
If you would like to jumpstart your organizing efforts and add to your time management skills, we can help!
Corporate Training: workshops and consulting to increase daily work flow and reduce stress.
Individual Assistance: our onsite and virtual office organizing to bring about changes quickly.
On Your Own: books and CDs to work at your own pace.
More time management articles by Denise Landers
Copyright © 2007-2008 by Key Organization Systems, Inc. All rights reserved.
Contact Key Organization Systems, Inc. for written permission to reproduce an article.
Do you waste time searching for documents that you know you have, but that you just can’t seem to find for the life of you? Maybe you filed a report in two different locations and can’t remember where you filed either one. Or maybe your assistant and you both handle your files, but do so differently and now no one can find anything anymore! Think of how many hours you and your employees waste every month searching for such documents; and then having to recreate them when they absolutely cannot be found. Some experts estimate it takes 25 hours or more to recreate every document that is lost! What a waste of time and manpower, not to mention the cost. But you don’t have to operate your office like this anymore. The Paper Tiger Document Management and Filing System software offers a low-cost, efficient solution to alleviate these issues and help you organize your office paper files, once and for all.
If file management—or the lack thereof—is hindering your office productivity, maybe it’s time for a document management solution that really works. The Paper Tiger Document Management and Filing System software empowers you and your staff with the ability to control your company’s paper flow from your very own computer, thereby ending a multitude of wasted hours searching for, and then recreating, lost documents; and alleviating the frustration and confusion associated with that chore.
You can tame your paper files once and for all without adding expensive equipment, scanning every document that crosses your desk, or trying to memorize a complicated new filing system. Simply download a free trial of The Paper Tiger Document Management and Filing System software, install it on your computer, set up a few files, and see how efficient and easy-to-use this filing system really is.
You’ll be free to spend more time actually working and earning a profit than you do searching for documents and files. This revolutionary file management system will save you countless hours of frantic searches for critically important documents. It is estimated that you can waste over 150 hours per year, just looking for lost information.
Imagine how much more work you, and every employee in your company, can accomplish in much less time when you don’t have to play the document search game every day.
For years the alphabetical filing system was the only known, logical method for managing files in both homes and offices. But now, with a computer sitting on every desktop, you can begin immediately to benefit from this revolutionary document management system that is so much easier to use. Don’t you hate trying to stuff one more file folder in between already overloaded file drawers, and then trying to remember how you filed that document later … was it by the company name, or the CEO, or maybe the industry? Oh, the frustration of mismanaged and complicated file systems!
The Paper Tiger Document Management and Filing System software removes that stress from your life by allowing you to customize your document management system to suit your personal and company needs and to work the way your memory functions — as well as others in the company.
For instance, let’s say you have a file on Company XYZ whose owner is Mr. JKL, and who has two locations in Meridian, MS and Alvin, TX. With an alphabetical system, you might have to create four files just to keep the data straight and know where to find the information when you need it! Not so with The Paper Tiger Document Management and Filing System software.
Enter your file information in The Paper Tiger software using keywords for the company name, the owner, and each location the company owns. Then file your information in one location, behind the last file you created, without worrying about stuffing the folder into an already cramped file drawer (and suffering untold paper cuts in the process!)… and voila! Your instant, easy, file management system is in place.
Now, when you need the file again, simply pull up the document index on your computer (or the one you printed so you’d have a paper copy, if you prefer), search for one of your keywords—the company name, owner, or location—get the location of the file, and there you have it. You’ve just found what you needed in a mater of three to five seconds!
Your document management system isn’t limited to just a few keywords, either. You can use any number of keywords or phrases that you might eventually think of when trying to find a document again. Any word or phrase that will help you remember a file, even any words remotely associated with that document, can be entered as a keyword. In fact, the more keywords or phrases you use, the easier it will be to locate your document later, since all entries are cross-referenced for ease of retrieval.
Another nice thing about The Paper Tiger is that anyone can pull up the index and find the files as easily as the person who set up the filing system. So if an employee is out sick one day, or even leaves the company, your document management system won’t suffer while another employee is trained to manage the files. Anyone can find files quickly and easily with this document management system.
The Paper Tiger Document Management and Filing System software is the easiest, most efficient, and most cost-effective method for managing your files and documents. But you don’t have to take our word for it! Download a free trial of the software today and see for yourself. We’re sure if you do that you’ll never want to go back to alphabetical filing again. Cumbersome, expensive document scanning as a “file management system”? Well … we don’t even want to go there.
by Stephanie Calahan of Calahan Solutions and a Paper Tiger Expert
There are a number of statements that I have heard people say over the years with regard to their organizing projects. They are the top mistakes that you can make when thinking about getting your space and time under control.
1 – “If it can’t be perfect, why do it?”
Wanting to do a good job on your projects is admirable. However, the drive for perfection has ruined the success of many projects. Perfectionism paralyzes even the smartest people. Consider the consequences of not doing the project at all vs. the need for perfection. Then, see what you can do to eliminate that procrastination technique!
2 – “I can change! I know I can. This system worked for ______ and I know I can make it work for me.”
We are different — right down to our fingerprints. Assuming that the system is right and you are broken is not the right way to go. Instead, find a system that works for the way you naturally think and learn. You will experience a much better outcome.
3 – “When I have time, I’ll get to it.”
If you are struggling to find time, then you have an even bigger need to get organized! Did you know that the average person wastes 150 hours a year just looking for stuff?!? To make it worse, the average executive wastes 6 WEEKS A YEAR just looking for information and other items. Imagine what you could do with that extra time. Pick 10-15 minutes a day and get started.
4 – “I know I have not used it in years, but I will!”
If you work or live in a space that has loads of extra space, then this comment can be okay. However, most people I talk to tell me that they don’t have enough space. If you have to search through stuff that you don’t use to find the things you do use, you are wasting time. Be honest with yourself and let go of unused items. It will free up your space and time for more important things.
5 – “I do what the books tell me. I have like with like, but nothing ever gets put away.”
Like with like works in some circumstances, but there is another rule to consider. Store items closest to where you will use them. For example, if you have a container that holds all of your scissors, you will likely never find them in that container! Why? Because we get the scissors out and take them to the space where we use them. To walk back to a centralized storage location just does not happen very often. Items that you use on a daily basis should be within your arm’s reach. Things used less frequently can be farther away and so on.
6 – “I have a fantastic 48 step plan.”
Any system that has too many steps is likely to fail. Put the KISS (keep it simple stupid) process into play. If it takes a long time or is too hard to reach, it is likely you won’t do it.
7 – “Planning — smaning Organizing is easy. You just get in there and do it right?”
A little planning up front can save you lots of time now and in the future. Decide what the purpose for each room / space in a room will be. Then, as you have new items come into that space, you will be able to ask yourself if the item fits the space’s purpose. Let’s say you work out of your home. You have identified a room (or a corner) that is dedicated to your business. You find crayons and books in that space. Now that you have defined the space, there is no question that the items do not belong there.
8 – “I found the cutest container yesterday! I love the little drawers. Now, I just need to figure out how to use it.”
If you purchase organizing containers and tools without knowing how you are going to use them, it is likely that the containers will become clutter! Instead, sort and purge first. Then identify specific containers and tools that are needed to complete a project and purchase them.
9 – “No one can help me with this stuff. I have to do this alone.”
Sometimes, when we create a mess, we feel like we need to clean it up on our own, but that is untrue. Some of us are better than others figuring out systems to get organized. Consider finding a co-worker or friend that is organized and ask if they will help. Or, you can hire a coach to help you figure it out. Seeking help when you need it is a sign of strength, not a sign of weakness.
To your success! Steph
Twitter.com/StephCalahan
Facebook.com/StephCalahan
About the Author:
Stephanie Calahan is The Business Vision Catalyst and founder of Calahan Solutions, Inc. She works with purpose-driven entrepreneurs, visionaries, coaches, consultants, health practitioners, authors, speakers and all sorts of remarkable service professionals who are experts in their field, to help them embrace their brilliance, leverage their business and get their message out with power, ease and joy; so that they can make a powerfully positive difference in the world, exponentially grow their income and enjoy a highly-successful and meaningful business… while working less. Learn how you can have more freedom in your life! http://www.StephanieCalahan.com
By Meggin McIntosh, “The Ph.D. of Productivity”™ and Paper Tiger Expert
Meggin also recommends Paper Tiger Filing System Software for document management to get everything in your life organized — it’s not just for filing paper.
Do you use a tickler file (also known as a 1-31 file)? I hope so because this simple, but powerful organizational tool makes a measurable difference in your productivity and peace of mind. But, what if you have two offices?
Here’s a question you might have had:
“I’ve been the principal of a middle school for four years and with budget cuts, I’ve been asked to take on the high school, as well. I plan to be in both buildings, but know I’ll be in the high school more often. I’m looking forward to the challenge but….Here’s my question: What should I do for my “tickler” file? Should I bring it with me to the high school and not have one at the middle school OR keep two separate tickler files? Any thoughts and/or suggestions?” (besides saying “no” to taking on the high school in the first place.)
I have a few responses:
Talk to others who also use a tickler system and see what suggestions they would have to add to this list. And let me know because I’m always looking for better ways for myself and others!
And for MANY more tips and ideas to keep moving forward on your goals for more peaceful productivity, join others (worldwide) who receive Meggin’s weekly emails (and see what is available for download at no cost at the following websites):
**Top Ten Productivity Tips (http://www.TopTenProductivityTips.com)
**Keys to Keeping Chaos at Bay (http://www.KeepingChaosatBay.com)
(c) 2009 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh changes what people know, feel, dream, and do. Sound interesting? It is!
Article Source: http://EzineArticles.com/?expert=Meggin_McIntosh
If you’ve been considering a document management system such as The Paper Tiger Document Management and Filing System software, you may be wondering what kind of return on investment (ROI) you can expect. When you implement The Paper Tiger document management filing system, you can expect to quickly see a reduction in a variety of your company’s costs.
These expenses include specific hard dollar amounts saved by a reduction in the number of lost documents and files that must be recreated, as well as the extended time spent locating them; and reduced labor costs and wages involved in creating, maintaining, managing and retrieving documents and files.
In addition, there are countless soft dollar costs that offer tangible savings. These include such increased efficiency and employee productivity, improved decision making because the tools (files and documents) required to make those decisions are more readily available, and even the ability to get your products to market quicker because of your increased office efficiency.
Add to these benefits, the reduction in stress and frustration associated with lost or misplaced files, and the interruption of the work day when overfilled filing cabinets require unplanned reorganization in order to make room for necessary folders, and you begin to recognize tangible savings almost immediately.
While you’re the only one who can determine the true dollar value associated with accelerating the time to market for your products or services, we can offer some work flow considerations that will assist you in calculating the ROI for your business and individual situation.
Going beyond basic document management or work flow reduction by combining a more efficient document management system with greater flexibility that offers increased employee morale will allow you to raise your ROI even more.
The level of efficiency and stress in the workplace have a dramatic effect on employee productivity, and subsequently on ROI. Be sure to factor them in when comparing the cost of The Paper Tiger Document Management and Filing System software against other solutions.
In addition, you’ll want to include every hard dollar and soft dollar cost, such as the aforementioned employee morale, physical location of files, supplies and equipment needed, labor involved, ease of retrieval, and similar considerations.
Consider these potential expenses in order to calculate your ROI:
• How many company employees require access to files or documents, or are involved with managing the filing system in your office?
• What is the average annual salary of each of those employees?
• How much estimated time does each of those employees spend searching for files or documents every month?
• How many confidential files and documents are mishandled due to unauthorized access?
It’s estimated that most companies waste over half of every dollar spent handling records due to lack of efficiency and duplication of efforts.
• How much estimated time do each of your employees spend every month duplicating or reprinting files or documents for easier access with colleagues and supervisors rather than storing them in a central office filing location for easy retrieval?
These figures will help you calculate the labor and employee hours associated with managing your company’s document management and filing system.
Now consider the cost of duplication of lost files and documents:
Over seven percent of all documents a company produces are estimated to be lost, and approximately three percent of the remaining documents are typically misfiled. This requires an average company to spend over 25 hours for each file that must be recreated due to lost or misplaced documents!
• How much estimated time does each employee spend recreating or reproducing lost documents every month?
• How much does your company spend every month on paper, file folders, file labels and other materials needed strictly for recreating or reproducing lost documents?
• How much additional money is spent to run copiers, printers and fax machines, as well as the added maintenance, ink and toner on all of this equipment, strictly to recreate or reproduce lost documents?
• How much is spent on telephones and faxes required to replace those lost or misplaced documents?
• What about postage, shipping, envelopes and other mailing supplies, as well as labor associated with handling files specifically duplicated and replaced because of loss or misfiling?
In addition, there are other costs to consider depending on the document management system chosen, such as:
• Additional file cabinets and storage space needed to keep files in alphabetical order, or to store bulky disks along with original documents.
• Labor required to reorganize and redistribute files as file cabinets fill.
In Search of Answers: Enterprise Search and the High Performance Business by Accenture Information Management Services reports that workers can reduce their time spent searching for needed information and recreating lost documents by 15 to 30 percent using a more efficient document management system.
There are many costs associated with traditional document management systems, but thankfully, there is a solution to help alleviate and reduce many of these costs and increase a company’s ROI exponentially.
The Paper Tiger Document Management and Filing System software is one of the most efficient and cost-effective document management systems available; and it can save your company thousands of dollars when you implement this efficient, easy-to-use indexing filing system for your company’s document management needs.
Download your free trial now and see for yourself!
Configuring the Automatic Update Service
If you are already in version 4 of The Paper Tiger Document Management and Filing System software, you can configure the Update Service to change the interval for checking for software updates. If you wish to configure the Update Service:
a) Click Help, and then Configure Update Service. The Configure Update Service dialog appears.
b) Select Yes or No to automatically check for updates.
c) Enter the auto-check interval in days in the field.
d) Click OK.
Note: The Configure Update Service dialog will display automatically after each time an update is installed.
In addition, as long as we are in version 4, you will also be able to check for updates from our Software Updates page found under Help & Support; the direct link to our Software Updates page is http://www.thepapertiger.com/updates.php. Choose the edition of The Paper Tiger Document Management and Filing System software and then the version that you have, then click Check for Updates.
The new year is a great time to think of ways that you can improve your life — Getting Organized always lands in the top 10 lists of New Year Resolutions. There are many outstanding resources available to help you, but it is often hard to find them.
The solution:
– to get as many resources as possible available in one spot –
FREE!
For the first time ever, productivity and organizing professionals from around the globe are working together to deliver the GREAT ORGANIZING GIVEAWAY, and The Paper Tiger is honored to participate in this event.
The Great Organizing Giveaway is Here!
Go to http://www.AskTheExpertOrganizers.com/signup.html and sign up to get resources such as e-books, tip sheets, audio programs, complementary consulting and more! You can also enter into drawings for amazing prizes. Our amazing colleagues have really stepped up to the plate to deliver quality content just for you and it will cost you nothing!
Information will be categorized into three main categories: your office, your time and your home. Business professionals, parents and students will all find expert material that fits their personal productivity and organization needs.
Then do us a favor and comment below or on the Great Organizing Giveaway site to let us know what you think. Better yet, share this great Get Organized event with your friends on Facebook, Twitter, LinkedIn, etc!
www.AskTheExpertOrganizers.com
HERE IS A SAMPLING OF OVER 130 THINGS THAT WILL BE GIVEN AWAY:
* Try The Paper Tiger Document Management and Filing System software for 10 days with a free trial through the Great Organizing Giveaway website and you will be entered into a drawing with 5 chances to win The Paper Tiger Professional edition software! – “The best filing system ever invented!”
* On a Clear Day You Can Find the Top Of Your Desk Audio and Transcripts
* Productive & Organized: Finding Your Way – Special Report: Priority Setting – Working on the Right Things
* Residential Record Retention Guidelines Special Report
* Quick-Start Guide to Writing Profitable Articles
* Take Control of Your Clutter Before it Takes Control of You! An E-book Simplesizing Kit
* Get Your E-mail Organized!
* AboutOne Your life organized — memberships
* Use LinkedIn to Significantly Grow Your Business & Explode Your Profits!
* 101 Ways to Attract Ideal Clients Build Your List and Raise Your Profile
* 51 Creative Organizing Solutions Found in Every Day Items
* 7 Warning Signs You’re About to Hire the Wrong VA
* “Downsizing Dilemmas – Solved!” workbook
* Using Core Values as a Foundation in Organizing Your Life Workbook
* Making Being Green Easy: Eco organizing tips for the Home and Office
* Top to Bottom Hanging Closet Caddy
* Scared of Filing: 38 Easy Organizing Tips for Your Home Office
* Getting Things Done – How to Set up Chores
* Nine Strategies for Simplifying Your Business
* It’s Time…Stop Procrastinating NOW!
* 112 Tips to Organize Your Workday
* How to Set Up a ‘Command Center’ to run an efficient home and a free phone consultation
* Don’t Toss My Memories in the Trash
* 33 Tips to Get Organized Add Space To Your Life and Master Your Muck!
* 101 Simple Tips to Organize Your Life!
* Organize YOUR World video
* Home Organization Secrets for Busy Moms
* Parenting Time Management
* Organizing for Dummies booklet and a free subscription to “Let’s Organize It”
* Shape Up Your Kitchen and Release the Weight!
* Top-10 Tips For Instant Feng Shui!
* The “Simplify Your Life” Collection! Free ebooks and audio classes with ADD-Friendly Strategies that Work for EVERYONE!
* Couch Potato Organizing
* See Mike Holmes from HGTV Holmes on Homes/Home Inspection
Plus many more!
