Trying to get yourself established and off the ground as an artist isn’t always easy. One of the greatest challenges artistic minded people face is sometimes balancing the business mind with the creative one. The bottom line is that many creative types thrive when it comes to creating their art, whatever the medium may be. When it comes to taking care of the other details, things often fall apart.
Getting organized doesn’t have to be that difficult. The most challenging part may only be getting a filing system like Paper Tiger Filing System Software for document management in place, and before long you will have to do nothing but be creative and file as needed into your filing system you’ve put in place to work for you. As you get more clients or sales and can hire others to help manage your growing business, they too can learn to use the same system with no effort at all.
More than likely if you are seriously trying to establish yourself as an artist, you have paperwork scattered with no real system. Your focus is being artistic and the rest seems like just details. You probably even have some important papers lying around in piles that may act as a priority system, but if you should need to find one in a pinch there would be no way to do so.
You probably have papers including:
More than likely there are a lot more pieces of paper lying around that you can’t keep track of but need to. In many cases, the paperwork has gotten so out of hand it can actually stress a person out and becomes an extremely important task that just keeps getting put off.
For Paper Tiger, you would keep your paper in its original form (you do not have to scan it) and use the power of the computer to index the paper that you need to keep in hard copy format, and also index other physical items,such as your artwork and where each piece is located. Paper Tiger can index anything!
For paper filing, you would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You input information relating to each document in the database’s corresponding index file number location. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to add as many keywords as you want that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
Because the hanging file folders are already set up and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder each time you want to file something.
When you’ve indexed your paper files or your artwork and other physical items into Paper Tiger, and you need to find an item, you simply conduct a Google-like search in the database to find where the needed item is located. This solves problems with filing such as
*You can’t decide what to name something;
*You don’t like making new folders when you need to file;
*You can’t remember where or what name you filed something under.
When it comes to locate the list of galleries where your artwork is, you would type in the name that you’ve given each of your artwork into the Item Name field of Paper Tiger, then in the Keyword field, you would type in where the item is located and any other information that you might want relating to that piece. Then when you need to know where a particular piece is, you would conduct your search in Paper Tiger, and your filing system will let you know where it is.
If you have no idea where to start in setting up an organized filing system; one where all legal and tax requirements are met, you might consider hiring a productivity consultant who can help you understand what you need to keep, how long you need to keep certain items, and the consultant will be able to create a customized work-flow for your business side to help you maintain an organized system.
It is as simple as that. Even someone who begins working for you could type in a keyword and find the needed item quickly. When you get organized it makes it that much easier to stay organized. Start your business off the right way with Paper Tiger Filing System Software for document management to help keep your records management organized. Start getting organized by implementing your document management software and put the focus back where it should be, on your artwork!
Stephanie Calahan, of Calahan Solutions and a Paper Tiger Expert conducted an interview with Rita Emmett, and provides some of the tips below on how to take the sting out of procrastination taken from this interview. Do you procrastinate and put off doing things that need to be done? Learn from Stephanie and Rita, and start getting things done!
Stephanie recognizes, as we do, that different people need different tools to help with their daily lives, including Paper Tiger Filing System and Document Management Software, which she recommends based on her clients’ needs and the way that they work. She understands that every person is different and requires systems that work for them.
You may be procrastinating getting your filing system organized with stacks of files all over your desk or office; or maybe you have clutter that just keeps piling up. Sometimes we know what to do, but can’t make ourselves to just do it! It is too overwhelming or you don’t think you have the time to do it. Do you need extra help – someone to come in personally or virtually to set aside some time with you and get you going? Call Stephanie and get it done!
Rita Emmett is a self proclaimed recovering procrastinator. She has written a few different successful books on the topic!
Select one task you’ve been putting off
Only one! Often we end up putting off different tasks because we lump them all together. Pick the one top thing that needs to get done that you have been putting off. Maybe pick the one that has been eating at you the most. You know, the one that every time you look at it you roll your eyes and grunt.
Time yourself
Give the task one hour. Most everyone can stay attached to something for a hour.
Ignore everything else around you
And she means everything! No thoughts of chores, email, text-messaging, kid’s activities, etc.
No breaks allowed
Take your restroom trip before you start and make sure your favorite music is playing and you have your water or soda, etc. Work straight through.
Give yourself a reward when the task is done
When you complete your task, CELEBRATE!
I had the opportunity to interview Rita and we spent the evening talking about letting go of sentimental clutter. We received rave reviews on this call. If you would like to listen in, check out
http://steph.bz/RitaE
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
During this webinar, Nancy Hagan of Effective Day demonstrated how to get started with Paper Tiger Online. In addition to demonstrating examples requested during webinar registrations, Nancy demonstrated work-flow examples by filing items from her inbox to help you use Paper Tiger more effectively to get organized and be more productive.
Nancy also gave us some tips on how to better organize our paper files for tax preparation so that we could be ready for tax time. She presented how to organize things other than paper files, such as books and storage boxes. And later in the presentation, she talked about how to use a tickler (monthly/daily) filing system to organize your action file.
Please visit www.effectiveday.com to learn more about Nancy and the services she provides, and click here see her Productivity Coaching special. You can contact Nancy at 513 899-9949 or email at nancy@effectiveday.com
To learn more about Paper Tiger and Digital Tiger, visit www.thepapertiger.com
Q: Can you share your reference item names so that I can use as triggers?
A: Reference item names would depend on your filing system, what paper files and types of documents you have to file, and the way you think, but below are some examples.
1. File Index (this would be for your print out of your Paper Tiger Item List Report)
2. Bank Statements
3. Invoices (within this hanging folder, you can file invoices either by month, chronologically or alphabetically)
4. Purchases (within this hanging folder, you can file purchases either by month, chronologically or alphabetically)
5. Taxes (within this hanging folder, you can file the documents relating to only the current year’s taxes. Previous year’s taxes should be Archived, along with the invoices, purchases and expenses for those respective years.)
Nancy gave us some important tips for the best way to file expenses for tax preparation, which is to file by category instead of monthly. Such as having file folders for each of the following to keep them separated by category:
6. Utilities (based on Nancy’s tax tip, within this hanging folder, you can file utility bills by the type of utility or company name. You might have manilla folders within this hanging folder with the type of utility: -Electricity, -Gas, -etc….then you could just input each new bill in the front of the respective manilla folder so the latest bill would be at the front)
7. Insurance (within this hanging folder, you might have manilla folders filed alphabetically for Autos, House, and Office) The Item name would be Insurance and keywords might be ‘automobiles, cars, Ford, Honda, State Farm, name, address and phone number of agent(s), policy, home, office, equipment, health, employee, employers, personal, workers compensation, … You could also sub-divide this to Insurance-Auto, Insurance-Home, Insurance-Office into 3 separate hanging folders.
8. Software
9. Passport
10. Sports activities (schedules for tennis, baseball, classes, team members, etc.)
11. Billy (school papers, immunizations, schedules for classes and other activities, awards, etc)
12. Susie (school papers, immunizations, awards, schedules for classes and other activities, etc)
13. Community Service
14. Personnel/Human Resources (within this hanging folder, you might have manilla folders for each person in your company filed alphabetically) However, if the documents for each employee is greater than what will fit into a manilla folder, you might create a Location separately for Personnel/Human Resources. This would give you the option of creating a separate hanging folder for each employee.
15. Medical records
Q: How do I get stuff in Digital Tiger?
A: Since Paper Tiger or Digital Tiger is not the digital file storage location, to prepare for Digital Tiger, you can create, scan or upload your digital files to Google Docs.
Digital Tiger is a free add-on with a paid Paper Tiger Online Basic or Pro account for now, and is the function in Paper Tiger Online that connects your Paper Tiger account to your Google Docs account, so that you will be able to search from one place to find both your paper/physical items and your digital files.
Remember, Paper Tiger is for indexing the paper files that you need to keep in hard copy format and other items, such as instruction booklets, or CDs, DVDs, Books, home or office inventory and/or storage, etc.
You can find more information about how Paper Tiger Online works with Google Docs on our Digital Tiger web page at http://www.thepapertiger.com/digital_tiger.
Q: Can a license be installed on a laptop and a desktop, as long as only one is used at a time.
A: Paper Tiger desktop version is purchased 1 license per computer, so for the Basic or Professional editions, you would only be able to install onto 1 computer and use on 1 computer since these are single user editions and not designed to share the same database on more than 1 computer. However, if that 1 computer crashes or you get a new computer and you won’t be using Paper Tiger on the original computer, then you would be allowed to move Paper Tiger license to the new computer. In this case, be sure to archive a copy of your database (.bak file extension) to a flashdrive or CD so that you would be able to restore it to the new install of Paper Tiger.
The Network edition of Paper Tiger desktop version is designed for multi-users to be able to share the same database from a server computer, and also be able to set view/edit permissions for each user. One license per user would need to be purchased.
You can always get the latest build from the download manager at should you need to reinstall Paper Tiger on a new computer:
http://www.thepapertiger.com/DownloadManager.php
When updating Paper Tiger 4.1:
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1. Be sure to log on as the Windows Administrator (recommended) or with an account that has administrative rights (the Paper Tiger software must be installed by an Administrator)
2. Disable any anti-virus software along with any other running programs that may interfere with the installation process then turn your anti-virus back on after installation has completed.
3. Uninstall Paper Tiger from the old computer once you have the new install working on the new computer.
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Nancy Hagan of Effective Day, works with business people who want to be more effective and productive, focus on their highest priorities and be free to do what they do best! Effective Day provides Organizing and Productivity Coaching, Consulting, Workshops and Products for busy people who want to make the most of their day and enjoy their life.
Running a home office can be very trying no matter whether you are using it to keep track of the family’s finances or running a small business from home. If you don’t keep track of your papers and other items in a manner that makes sense, you will waste time because you cannot find things when you need them.
When you’re not organized, you will not only waste time, but could lose money as well when bills are not getting paid on time, incurring late charges and other penalties simply because they were buried under other items. Also if you’re not invoicing clients in a timely manner, you’re not receiving payment for what is due to you.
The Paper Tiger Filing System Software and Document Management is a hybrid of traditional filing and computer search ingenuity with the ability to help you streamline your filing system and find your items. Paper Tiger is a filing system software that doesn’t require you to scan your items so you can use the same indexing system to organize books and other items that could not be scanned. (See our Not Just for Filing Paper webpage)
Paper Tiger is an indexing system for your physical files that has an easy-to-use search engine built in so that lost information is virtually eliminated in your office. You would simply type in the information into the database relating to your files or other physical items to get organized so that you can find what you need when you need it, without time-wasting searches.
You would keep your paper in its original form (you do not have to scan it) and use the power of the computer to index the paper that you need to keep in hard copy format, and also index other physical items. Paper Tiger can index anything! Some things just can’t be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, etc. That cannot be done with systems that require scanning into an electronic file.
For paper filing, you would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You input information relating to each document in the database’s digital file location. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to add as many keywords as you want that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
Because the hanging file folders are already setup and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder each time you want to file something.
You number your files, enter the data into the software relating to each document or set of documents such as the item name and additional keywords that you might relate back to the files, and never have problems retrieving your data again. By inputting multiple keywords into the software database for each document or relating documents within each hanging file folder, you can also rest assured you or someone else will be able to find the file at a later date.
For example, you can enter key search terms such as “taxes,” “expenses,” receipts,” or “write offs” all entered for the same file. Later you can use any of these terms and the search engine will inform you of where the file is located. No more searching because you can’t remember if you filed it under ‘T’ for taxes or ‘E’ for Expenses or ‘R’ for receipts, etc. You owe it to yourself and the future success of your business to get and keep your record management system organized from the very first day.
When you’ve indexed your paper files to Paper Tiger, and you need to find a file, you simply conduct a Google-like search in the database to find where your file is located.
This solves problems with filing such as:
- You can’t decide what to name something;
- You don’t like making new folders when you need to file;
- You can’t remember where or what name you filed something under;
- Staff sharing files in the same filing cabinets, everyone thinks differently and anyone can search a keyword;
- Staff turnover or the one person in the office that knows where everything is gets sick or on vacation.
You might also check out our article Customize Your Filing System with Paper Tiger’s Indexing Method for additional helpful tips in how to set up your filing system.
Some people are trying to set up their filing systems to a more paperless environment, and scanning incoming paper files that is not necessary to keep in hard copy format. In the case where you’re going to keep some hard copy files, but you also want to keep up and be able to find your digital files, we recommend Google Docs through a Google or Gmail account for your digital file storage. Google Docs is great for storing the digital files that are scanned and those files that you can upload from your computer.
With the addition of Digital Tiger function in Paper Tiger Online filing system software Basic and Pro plans, you can connect to Google Docs for a combined document management software solution. Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now). You can still index your paper files that you need to keep in hard copy format and other physical items such as books and manuals into Paper Tiger Online, and use Google Docs for your digital file storage. Google Docs is the lowest cost digital file storage system available, and is more convenient than storing your digital files on your hard drive (or multiple computers) that would take up valuable memory, or keeping up with CDs or Flash Drives.
Combining Paper Tiger’s indexing method, there’s a way to organize and index all those items that simply cannot be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, items in safe deposit box, etc. Then by using the Digital Tiger function in Paper Tiger Online, you will be able to search and find both your paper/physical items that you’ve indexed into Paper Tiger and your digital files that you’ve uploaded or created into Google Docs format relating to the same keyword search from one software system, Paper Tiger.
The bottom line is, when you get organized it makes it that much easier to stay organized. Start your business off the right way with Paper Tiger Filing System Software for document management to help keep your records management organized.
Your home office is now organized like a miniature databank, like your own personal version of the World Wide Web for organizing your paper files and, well actually, anything that you can put a number onto.
Tame your paper files (and other items) with Paper Tiger and get organized today!
Paper Tiger Online service was affected by the storm that happened in the north Virginia area this past weekend. You’ve probably heard how this storm caused major power outages in the area which caused Amazon’s data center to go down in this region. As you may know, Paper Tiger Online web-based service is hosted by Amazon.
While the effects of this storm was unforeseen and unavoidable, we sincerely apologize for the inconvenience this caused those of you affected by the downtime of Paper Tiger Online application on Friday night and Saturday. We hold ourselves to the highest standards in dependability and customer service, and we understand the important role our services play in your business and life. And we take that responsibility very seriously.
As soon as Amazon regained power, our tech team restarted our servers and restored all data. This took some time due to the severity of the outage. We assure you there was no security breach or attack on our servers, or any damage or loss to customer databases.
Technology is not always predictable, but we strive to keep learning. We continue to review our detection systems and staff procedures in how we can get better, and have put additional procedures in place to help reduce the downtime in the event there is another occurrence.
We want to thank you for your business and your patience.
Sincerely,
the Paper Tiger Team and
James D. Grady
President & CEO
The Monticello Corporation
Makers of Paper Tiger Software
Also click here for a Summary of the AWS Service Event in the US East Region from Amazon
Whether you are using Paper Tiger Online or Paper Tiger desktop version, it is always good practice to have a File Index of your Paper Tiger database in the event your computer or Internet is down or power outage, etc. Because things do happen, this one thing could relieve some stress for you. We suggest printing a File Index Report sorted alphabetically and by Item Number.
For Paper Tiger Online, click here for instructions to print reports
For Paper Tiger desktop version, click here for instructions to print reports
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June 30, 2012 6:30 PM EDT Update
Paper Tiger Online is now working. We appreciate your patience as we worked with Amazon to reboot the servers to restore Paper Tiger databases.
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June 30 11:00 AM EDT update
Currently we are working to restore Paper Tiger Online service. We understand that the storm in the North Virginia area Friday night, June 29th, has caused the problems with Amazon servers. We appreciate your patience until we can restore service.
“It appears that the Amazon North Virginia Data Center is experiencing an outage most likely caused by a huge electrical storm which struck the region around 9:10pm ET Friday night. According to VB Cloud statement: ‘Netflix, Instagram, and Pinterest, and many others are also facing some downtime.’ There are still power issues in the region, and we will continue to watch Amazon servers as they are continuing to bring impacted instances and volumes back online.
We will continue to work with Amazon to get our server back up as soon as possible.
This article by Sherry Borsheim, a Paper Tiger Expert of Simply Productive, is a follow up to her virtual Clear Out Your Clutter Day event from May. One attendee in particular had such a life-changing result from this event, that Sherry interviewed her. Read Sherry’s message below, then listen to the interview to gain some inspiration to clear out your clutter. Watch for Sherry’s next Clear Out Your Clutter Day event!
Also check out Sherry’s Organizing Bootcamps that will give you a JUMP-START on ORGANIZING your office, home and life. She will give you her trade secrets and steps to setting up your organizing systems, including recommending Paper Tiger filing system software for document management, to be organized and manage the paper files that you need to keep in hard copy format and other physical stuff in your life.
Wow, the blog posts on clutter and transitions have really stirred up a lot of conversation these past two weeks following our virtual Clear Out Your Clutter Day event. I’ve been reading all your emails on how life seems to be one big constant transition. I believe we’ve “hit the nail on the head” as they say.
Firstly, I’d like to say that you are not alone when it comes to getting your office, home and life organized. Let me say it again, you are not alone!
One of the biggest aha moments that I had during our last Clear Out Your Clutter Day event was all the comments on how people felt so alone, they were overwhelmed and didn’t know where to start and that “Someday” never came. I kept hearing on the live sharing calls we had, that what kept participants going for the entire day was knowing there were others clearing out their clutter at the same time, which inspired them to complete their project. They didn’t feel alone!
Tackling piles of clutter and chaos can be daunting for so many people and I get that. That’s the reason I only share with you simple organizing systems and solutions. Some systems may take longer to implement, but my goal is find lasting solutions for you that are quick to implement and easy to maintain. I also recognize that organization isn’t everyone’s strength. Good news is, it’s a learnable skill and I’m here to support you develop these skills. You may have heard me say this before, but it’s worth repeating. We can have all the knowledge in the world and know what’s common sense, but do we actually make it common practice?
I’ve been staying in touch with many of you who participated in the Clear Out Your Clutter Day event because I’m curious to know if you’re still able to keep the area organized, even a month later. Kelly is one of those participants that has kept her sacred space free of clutter and as a result of clearing out old emotional clutter, she literally moved mountains in her life the following week.
I was so curious to learn more about the impact clearing out her clutter has had in her life, that I asked her if she would be open to sharing her experience with you. I know this video will inspire many of you because you can relate to the same things she was going through. So, enjoy this week’s Simple Organizing Solution audio – Clear Out Your Clutter and Reclaim Your Life and Space. Enjoy!
I love hearing from you all and I will personally answer all your questions and comments. Leave your comment below the article on my site.
Here’s to your success,
P.S. Are you ready to clear out your clutter and chaos? Reclaim a room, take back your time and move your life forward in a very supportive and non-judgemental way. Find out how you can cut your anxiety and stress levels, get organized, increase productivity, and beat the time wasters in your day. Contact me about a FREE 15-minute productivity strategy session today and get started taking your business and life to a higher level.
The difference it can make in a person’s life is huge. Listen to how Kelly’s decluttering efforts have effected her!
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Sherry Borsheim is the president of Simply Productive. You can visit Sherry, access her free article archive and grab lots of free stuff at http://www.simplyproductive.com. Sherry lives in Vancouver, BC Canada with her husband (her high-school sweetheart).
Contact Sherry for a JUMP-START on ORGANIZING your office, home and life. She will give you her trade secrets and steps to setting up your organizing systems, including recommending Paper Tiger filing system software for document management, to be organized and manage the paper files that you need to keep in hard copy format and other physical stuff in your life.
Reprinted with permission.
Sherry Borsheim, President of International Association of Business Organizing (IABO), has teamed with The Monticello Corporation, makers of the best filing system in the world, Paper Tiger Filing System Software for Document Management and more recently, Digital Tiger. Through this new Paper Tiger Certification Program, Sherry is increasing awareness and providing certification training and education for those who want to specialize in filing systems and office organization. This training is much needed for individuals that are new to the Paper Tiger-Digital Tiger community to be able to provide the best service to those who need help setting up systems to get organized and work more productive.
Why reinvent the wheel and start from scratch when we can make it simple and easy for you to help others set up efficient systems in their offices using Paper Tiger and Digital Tiger for paper files and digital files, but also see how to organize other items as well.
Get comprehensive training program for Certified Paper Tiger Expert with our ongoing virtual training.
Paper Tiger Certification Program
HURRY! REGISTER NOW!
Each Module has been pre-recorded so you can train at your own pace.
We are actively seeking Certified Paper Tiger Experts across Canada, United States, Europe, Australia and New Zealand, so forward to others that you know who would also benefit. Be part of a dynamic group of savvy entrepreneurs and learn from one another. Certified Paper Tiger Experts will have the opportunity to be published in Paper Tiger Online plus many other benefits from Paper Tiger and IABO!
Act Now! Here are your next action steps to become certified right away!
Step 1 – Join right away! Click here to see more benefits and join!
Step 2 – Begin your training and get certified.
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CALL TODAY! Contact productivity expert, Anne McGurty of Strategize and Organize, to schedule a strategize and organize analysis of your situation.
Are you managing both paper and digital files? Feeling stressed?
How do you bridge the paper world to the digital world?
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The car industry got it right…it’s no longer a gas or electric decision — it’s both – a hybrid.
With your paper files and digital files, you need a hybrid as well. The solution is Paper Tiger Filing System Software for Document Management with its new addition of Digital Tiger.
Imagine
Why make the transition alone … it’s not a tactical project that you can piece-meal … you need a strategic solution to be in the hybrid world.
All you need to do right now is the make the decision to spend 30 minutes with Anne McGurty, productivity expert, to strategize and organize and engage in a getting started analysis.
Call 303 881-0174 or email at amcgurty@strategizeandorganize.com today to get on Anne’s schedule!
In the article below, Anne McGurty, a Paper Tiger Expert of Strategize and Organize, relays a story about a jeweler who purchased more hoop earrings because he didn’t remember that he already had more than he needed simply because he didn’t have, nor did he think he needed, an inventory. Are you wasting time and money repurchasing things you already have or recreating documents you already have? Do you think it’s a waste of time to get organized? Read on to see how a small investment in time implementing Paper Tiger Filing System Software can help you save time and money!
In my last webinar I presented for The Monticello Corporation, demonstrating how to use Paper Tiger, someone followed up with me as they related to a story that I told and I thought if it helped one person on the call, maybe one of my readers here would appreciate the story as well.
Years ago, I had a jewelry company. I used to go to New Mexico and buy American Indian made jewelry right from the Navajo, Zuni, and Hopi Indian tribes. I loved working with the artists and then going to all the retail stores throughout the country to peddle my collection.
One day I was in a “mom and pop” touristy type store in Glenwood Springs, Colorado. It was a cute little place and a little old man came out and welcomed me. I looked around the store and it was quaint with old jewelry cases, jewelry displayed in no specific order, and trinkets randomly displayed throughout the store.
As I looked through the jewelry, I noticed there were no sterling silver hoops and I had some simple basic ones in my inventory in the car, so it was a perfect lead to ask him if he needed to purchase any. He seemingly agreed based on what he could also see in the case, so he agreed to look at what I had and purchased not only some silver hoop earrings, but also a nice selection of other shiny new pieces. I was appreciative and went on my way.
A couple of months later, I returned and he had an abundance of silver hoop earrings. I thought, darn, someone else must of been in to see him and he purchased more from that wholesaler. He welcomed me and had a funny grin on him as he told me that after he purchased all the silver hoops from me, his wife told him that they had plenty of silver hoops, as they were in another case in another location of his store and there were even more in the back room safe. I asked him about how he was tracking his inventory and he laughed and said, he didn’t bother with an inventory, he knew what he had. Well, you know I didn’t respond, because as the story shows, he spent money on something he really didn’t need because he didn’t know he had it.
I tell this story to my clients often because this is true also for our business and personal files. If we don’t know what we have, it can cost us money. Recently while I’m spending time in Scottsdale, Arizona, I needed to go to the motor vehicle division. One of the records I needed was the title to my car. Now that could have been quite an ordeal as I have files both in Denver, Colorado, and in Scottsdale, Arizona. Fortunately, all of my files are inventoried in Paper Tiger, and I was able to look it up off my web-based version from my smart phone and know exactly where to find my title.
Knowing where to find my title so quickly and easily, gave me instant relief knowing that I didn’t have to pursue the project, taking more time and spending extra money to order a copy of my title. I was able to get my hands on it right away. Naturally, it makes sense that when you want to take care of business, you don’t want to have delays.
If you are like the jewelry store owner and don’t have an inventory of your stuff, whether it’s paper files, digital files, or supplies, obviously you may be wasting time and money repurchasing things you already have or recreating documents you already have.
Are you ready now to get to work and inventory your paper and digital files? Here’s the link to get started with Paper Tiger Filing System Software.
If you want some additional help, I work with clients over the phone or in person and coach them to completely set up a customized system to get organized and work more productive.
About Anne:
Anne McGurty is CEO of Strategize & Organize, a company devoted to training individual’s to be more effective with the tools and resources to be productive in their work environment.
If you like this issue, you’ll love Anne’s transforming productivity training and organizing products to help you organize your business — and yourself — ranging from productivity consulting for individuals and executives to small business coaching programs to keynote speaking and corporate training programs to improve efficiencies in the workplace and improve productivity.
While Anne is best known for her expertise in productivity and expert office organizing, her clients share that her biggest impact comes from her philosophy of “personalizing her programs to fit the needs of her clients so they can streamline more efficiently with existing processes” – ensuring to create a sustainable work environment. This, Anne says, is the most important key to bringing an individual to personal freedom with time and organization.
You can learn more about Anne at www.StrategizeAndOrganize.com.
You may have already heard of the 100 Thing Challenge. It is the idea that people do not need more than 100 things in their homes and life. The belief is that by cutting down on the amount of things you own, you will bring more joy and simplicity to your life. You may not be ready, willing or able to make this kind of drastic commitment, but you may still be able to have some of this same joy by simplifying to some degree and organizing the rest.
If you feel your home or office conditions are causing you unnecessary stress, it is time to make some changes. If you feel the things you own are beginning to own you, it is time to regain some control. If you feel you have been avoiding going into your garage, attic or offsite storage unit because you can’t bear to see all that stuff, you owe it to yourself to at least consider simplifying and organizing the rest.
The most basic rule of simplifying is taking the time to sort through and evaluate what you have. Separate items into piles such as “Keep,” “Sell” and “Donate.” It isn’t about going off the deep end and getting rid of everything including things you will later come to need. In fact, when in doubt, always keep something if you are hesitant. The next time you go through and do a spring cleaning, you may know for sure if a particular item really can go or if you are glad you kept it.
Once you have narrowed down your personal “inventory”, you can decide what you will keep out, what gets stored in the home, office, basement, or rented storage unit if there is even still a need for one. Ask other family members to get involved. Each person can take care of their own belongings and help decide on the items that are shared by the entire family.
Then decide how you will go about selling the items to be sold, and where to drop off the items to be donated. Then make plans to do it instead of putting it off until another time.
For items that you decide to keep, your best bet is to use Paper Tiger Filing System software. Getting organized means not having to fight clutter, wonder where something is or search for an item or paper file again. You can use Paper Tiger’s indexing system to keep track of anything that can be numbered. This could be paper files in your filing cabinet, your craft supplies, your Xbox game collection or your book collection, whether the items are in your home, office or require storage in an off-site location.
Type into Paper Tiger’s indexing system whatever is going into each file or bin and use as many possible keywords you can think of for the items. This will help at a later time when you need to conduct a search and can’t recall what you may have called the item or if someone else needs to do a search and isn’t sure what you may have called the item in the system. That’s all there is to it really. Your bins or files can be numbered and put away until you need them again without worry that you’ll be able to find them when you need them. Do a regular spring cleaning and be sure to update your indexing system database to reflect the addition, move, or removal of any items.
After all, getting organized is half the battle — being able to easily and quickly retrieve those items and knowing where they should be returned to is the other half of the battle to stay organized.
During this webinar, Nancy Hagan of Effective Day demonstrated how to get started with Paper Tiger Online. In addition to demonstrating examples requested during webinar registrations, Nancy demonstrated work-flow examples by filing items from her inbox to help you use Paper Tiger more effectively to get organized and be more productive.
Nancy also presented how to organize things other than paper files, such as books and storage boxes. And later in the presentation, she talked about how to use a tickler (monthly/daily) filing system to organize your action file.
Please visit www.effectiveday.com to learn more about Nancy and the services she provides, and click here see her Productivity Coaching special. You can contact Nancy at 513 899-9949 or email at nancy@effectiveday.com
To learn more about Paper Tiger and Digital Tiger, visit www.thepapertiger.com
Q: How do you share the location of items with your staff when necessary or how do you set it up from the beginning that way?
A: If you have a multi-user plan, after you have created your database and locations, you can click on the People/Permissions tab from the Dashboard, then invite users via their email and set their permissions as to what they view and/or edit. You can see multi-user articles at http://www.thepapertiger.com/support/view_articles.php?forum_id=220848&catId=230 that you might find helpful.
Q: How do I print the Reference location?
A: See this knowledge base article that gives instructions on how to print labels for your locations within your database: http://thepapertiger.com/support/articles.php?id=198696&catId=230 and Nancy also demonstrates printing labels in this webinar.
Q: Could you set up a database that would store your books — physical library?
A: Here is a blog post also that you might find helpful that gives more examples of how to index different items: http://www.thepapertiger.com/blog/filing-system-family/
Nancy Hagan of Effective Day, works with business people who want to be more effective and productive, focus on their highest priorities and be free to do what they do best! Effective Day provides Organizing and Productivity Coaching, Consulting, Workshops and Products for busy people who want to make the most of their day and enjoy their life.
This article by Natalie Conrad of Organized Habits, and a Paper Tiger Expert, reveals that we sometimes hate paper filing because we simply don’t know how to file. Natalie gives us some great tips in how to look at our paper files differently and to set up a system that will be easier to maintain. Natalie also recommends Paper Tiger Filing System Software for Document Management to get everything in your life organized — not just for filing paper!
I spoke to a business associate of mine today and she made an interesting remark. She said that she hates to file. When I asked her why, she started to say she didn’t have time, was afraid she’d never find it again, and that it wasn’t a priority. But she finally admitted. She didn’t like filing because she didn’t know how to do it. What a revelation! What an easy thing to fix!
Did you know…… 80% of what we file, we never reference again?!!
First, there are 3 types of files: Action – Reference – Archive. Most people hate filing and I suspect it is because all of your files are grouped together and not separated by type.
Action files are those files that you reference all the time or at least weekly. They contain information that is needed to do your job or work at your desk. Therefore, these should be the files that are located in the file drawer attached to your desk. If you do not have a file drawer in your desk, then these files should go in the file drawer closest to where you sit and work.
Reference files are files that you need to reference occasionally, usually monthly or annually. A good example is your auto insurance policy. It expires either annually or semi annually. Can you think of any other files that may be reference files at home or at work? Because these files are used less frequently, they can be housed in another file cabinet, located elsewhere in your office.
Archive files. These are the paper files that my clients rarely have segregated. Archive means that this information is being kept for retention purposes. This is information, like your tax returns, that you must keep for a specific period of time or indefinitely. These files can be boxed and labeled and stored outside your immediate office. File cabinets in the store room or garage are good locations for the archive documents.
It is also important to maintain your files. Set aside some time every 6 months to go through your file drawers and purge files and documents that are no longer needed. The first time you purge your files, it may be labor intensive since it has never been done before, but keep doing this every 6 months and its goes more quickly.
This is a great video tutorial by Natalie that gives great tips in how to set up an action file system for your day to day paper files. Click here to watch how simple setting up your own system can be! Of course, you can always call Natalie to get her help on the more intense filing and organizing situations in your life.
Natalie Conrad is an organization consultant, speaker, and author in Northern California. She is also the founder of Organized Habits, a premier organizing firm, serving national and local clients in homes and small business settings. She is passionate about organizing as she believes that the clutter holds one back from pursing their life long goals and dreams. Visit Natalie’s blog for more articles like this by going to www.OrganizedHabits.com/blog
During this webinar, Anne discussed the basic concept of Paper Tiger to organize both paper files and other physical items of which you need to keep track so that you can find them when you need them. She demonstrated the following to show how to use Paper Tiger more effectively so you can get organized and be more productive.
Find Anything In Your Office In 5 Seconds or Less…Guaranteed! Watch the webinar to learn more.
As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com.
She may be in Colorado (and sometimes in Arizona!), but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
See more information here on Paper Tiger Filing System Software for Document Management
Q: Can Paper Tiger be used on a Mac?
A: Paper Tiger Online works on any computer with an Internet access including Mac. Browsers supported:
-Mozilla Firefox 3 and newer
-Safari 3 and newer
-Google Chrome 4 and newer
-Internet Explorer 7 and newer
Our desktop, downloadable version of Paper Tiger is a Windows only software so if you wanted a version that wasn’t web-based, you would need to install Paper Tiger desktop onto a virtual Windows program for the Mac such as Virtual Box which is free or Parallels or Virtual Box.
Q: I missed the first half did we discuss photo storage?
A: No, Anne didn’t cover photo storage, but this blog post might be helpful to you: http://www.thepapertiger.com/blog/organizing-memorabilia-organized-living/
Q: is the “Notes” section a searchable field?
A: No, the Notes section is not searchable. Paper Tiger searches “Item Name” and “Keywords” sections.
Q: What if my clients really want their files named, instead of numbered? I understand the logic of PT numbering system, but many of my clients will also want to be able to look at their folders and find things visually instead of using PT.
A: We have had people to put 2 tabs on each hanging file folder; one with the item name and one with the item number that Paper Tiger assigns to it. Alternatively, you can see our blog post regarding Alphabetic Method for Paper Tiger Online at http://www.thepapertiger.com/blog/alphabetic-method-for-paper-tiger-online/ but it is not as convenient.
Q: I’m a bit confused – is “location” a physical location (i.e., garage), with items in the list (i.e., holiday items)? It seems like “Holiday Items” and “Action” would be items within a location, and not locations themselves.
A: “Locations” in Paper Tiger can be for either physical locations or types of items being organized. In this instance, Action would the Location because you would be filing actionable items/projects as Items within the Action Location.
Holiday Items could be a Location itself if you have a lot of different ‘holiday themes’. For example, if you have a “Holiday Items” Location, you could have Items within named Valentines Day, Easter, Spring, Summer, Fall/Thanksgiving, Christmas, etc., for each holiday theme box. Then the Keywords for each Item would be listed as what is in each box. You might find this blog post helpful: Filing System Software to Help Organize Holiday Decorations
If however, you only had 1 box that contained all of your holiday items and you had that box located in the garage, you could name your Location “Garage” and box 11 contained your holiday items. “Garage” would be the name of your Location in Paper Tiger, and “Box 11″ or “Holiday Items” would be your Item #11, your keywords would be the list of contents in that box.
Also, please see our knowledge base at http://thepapertiger.com/support/articles.php?id=205263&catId=230 for a description of what a Location is in Paper Tiger.
Q: How do you use Paper Tiger to organize files on your computer?
A: If you have a Paper Tiger Online Basic or Pro account, you would be able to use the Digital Tiger function. Digital Tiger is a free add-on with a paid Paper Tiger Online Basic or Pro account for now, to connect your Paper Tiger Online account to your Google Docs account. Then you will be able to search from one place to find both your paper/physical items that you’ve indexed into Paper Tiger, and your digital files that you have in Google Docs. The way it works is described on our web page at http://www.thepapertiger.com/digital_tiger. To prepare for Digital Tiger, you can create, scan or upload your digital files to Google Docs.
If you have the desktop version of Paper Tiger instead, the only way to make Paper Tiger work to organize electronic files in it’s current format, is to treat your electronic or scanned documents as if they were paper. You would need to make the decision as to how you want documents filed, including ‘naming system’ (how you want documents named to match the way you organize your files on your hard-drive.)
As you may already know, in the Paper Tiger database, Location is a physical Location for storing Folders, such as a file cabinet or a desk drawer that relates to a Location within the Paper Tiger filing software. Item Name is the descriptive name you give a hanging folder or in your case, an electronic folder.
You would decide how to name your ‘Location’ electronic folders, then have the same Location name in the Paper Tiger database. Once your document is scanned and named according to your decided ‘naming system procedure’ on your hard-drive, then you could input the document name into the Item Name field and as many keywords as possible relating to each document into the Keywords section of the Paper Tiger database.
Whenever you need to find an item then, you would be able to search Paper Tiger, which would direct you back to your electronic file folder location.
Or alternatively, you could use Google Drive separately as a digital file storage location, and possibly a backup system for the files on your computer, and conduct your digital file searches in Google Drive.
This article by Sherry Borsheim, a Paper Tiger Expert of Simply Productive, gives us some great advise on planning our organizing project. Below are three project planning tools and strategies you can use right away to break free from organizing paralysis to finally get organized.
Also check out Sherry’s Organizing Bootcamps that will give you a JUMP-START on ORGANIZING your office, home and life. She will give you her trade secrets and steps to setting up your organizing systems, including recommending Paper Tiger filing system software for document management, to be organized and manage the paper files that you need to keep in hard copy format and other physical stuff in your life.
At some point, you may have started organizing your office or a room in your home then you freeze up and walk away because it was just too overwhelming, you feel exhausted by the process, don’t feel like you have the project planning tools you need, or you weren’t sure where you were going to put all the stuff. This is what I call organizing paralysis.
Take a step back from your organizing project and realize that, just like gaining weight, it didn’t happen overnight. It was a slow progression over time of accumulating papers, books, magazines, business cards, receipts, supplies, gadgets, clothes, kitchen appliances and so on. Therefore, getting organized will take time to sort through all your piles and you’ll be making a lot of decisions on what to keep, what to donate and what to let go of.
People who want to be organized realize that the current situation is not working for them and they want to make a change for the better. They desire a different experience. Getting clear on your purpose and ultimate outcome for being organized is the first step.
Ask yourself the following questions:
Questions are great project planning tools. Answer these questions and you will be clear on why you want to get organized in the first place and secondly, this will be your motivation as you sort through your things.
Here’s a few of examples of what to get your creative juices flowing:
“I want to walk into my office in the morning to see a clean desk and have a plan of action for the day. Everything has a home and I have space to be creative.”
“I want to have client meetings in my studio, they will see that I’m am organized and able to take on bigger client projects.”
“I want easy to maintain systems in my home and office. Family members know where to put things away and I’m not embarrassed to have people over.”
If you say you’ll get to it later or someday, the piles will continue to grow because later never comes. Decide to take action now and make a commitment to get your organizing projects complete. I’ll often say to my clients, “An item on a to do list is not a commitment at a specific time. When you scheduled an appointment in your calendar, it’s a commitment to get that task done.” That’s one of the reason clients like working with a Professional Organizer because they have a scheduled time on their calendar for the session. I know it sounds simple, but most people don’t schedule time to get organized.
To move your organizing projects along at a steady pace, schedule 1 to 3 hour sessions at a time. Set a timer, play motivating music and have a glass of water or tea on hand. There’s something about knowing the timer is ticking and the countdown has begun. It’s a great motivator and will help you to stay focused. Don’t underestimate your scheduling calendar, it is a powerful project planning tool.
Having the right project planning tools and setting up a staging area is key to your success. If you were inviting friends over for dinner you would plan what you were going to serve, buy the groceries and then prepare the meal. The same applies to your organizing project. Designate a staging area for items to donate, recycle, shred, garbage and for other rooms. Gather some boxes or bins for sorting and grouping like things together, use garbage bags for items you are donating and for items you may want to sell.
During the organizing process, you may find that it gets worse before it gets better. But don’t be discouraged, stay focused and pretend you have a scheduled appointment with me, your Organizer. During each of your organizing sessions, state what you want to accomplish by the end of the session upfront. Then work towards that goal. That’s what I’d be doing if I was with you.
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P.S. Clear Out Your Clutter Day is this month! (Saturday, May 19th) It’s a live free virtual event where women around the world are clearing their clutter. You log on from your home or office throughout the day for tips, tools, inspiration & motivation. AND you get access to Sherry for the day! There will be a surprise bonus offer for those who register and attend!
Get the details for Sherry’s Simply Productive Clear Out Your Clutter Day and register at:
http://www.simplyproductive.com/clear-out-your-clutter-day/
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Sherry Borsheim is the president of Simply Productive. You can visit Sherry, access her free article archive and grab lots of free stuff at http://www.simplyproductive.com. Sherry lives in Vancouver, BC Canada with her husband (her high-school sweetheart).
Contact Sherry for a JUMP-START on ORGANIZING your office, home and life. She will give you her trade secrets and steps to setting up your organizing systems, including recommending Paper Tiger filing system software for document management, to be organized and manage the paper files that you need to keep in hard copy format and other physical stuff in your life.
Reprinted with permission:
Original article posted at http://www.simplyproductive.com/2012/05/my-project-planning-tools-to-stop-organizing-paralysis/
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One of the most important parts of being a small business owner is being organized. No matter what type of business you have, you are going to have records to maintain. Some small businesses require much more than others; it just depends on whether you also have to keep things on file such as client records. Regardless of what your small business is, you will have to keep records even if for just things like your income, expenses and other data for tax time. You also have to keep these organized in case you are ever audited.
If you are thinking about opening a small business, you are probably not even aware yet of how much paperwork goes into the behind the scenes part of the business. You have to keep your business license on file first and foremost. Take opening and managing a yoga studio, for instance. You will have papers for the copies of your yoga teachers’ certifications, the liability waivers of each and every student and receipts from all of your purchases that are related to the business as part of your expenses for tax time. This is just a fraction of the types of documents you will need to manage.
Don’t let the thought of all of this records keeping startle or scare you off. Just knowing this is the reality should simply prepare you to make sure you have a good organizational system in order from day one. This may seem obvious for businesses such as Certified Public Accountants or even doctors opening their own private practice office. The truth is all businesses have a better chance for success and survival by making sure to have a good record management system set up before the business even opens.
More than likely your record management system will consist of filing cabinets of some kind. The problem is the alphabetical filing system alone is just not efficient. For example, unless you are dealing with just sorting files by clients’ or patients’ last names, alphabetizing can actually make things more confusing. What you may label one document, someone else may not think to call it when trying to look it up. In fact, you could honestly forget what you called the file in the first place.
The best manner in which to organize your record management is using an indexing system like Paper Tiger Filing System Software for document management. You number your files, enter the data into the software relating to each document or set of documents such as the item name and additional keywords that you might relate back to the files, and never have problems retrieving your data again. By inputting multiple keywords into the software database for each document, you can also rest assured you or someone else will be able to find the file at a later date.
For example, you can enter key search terms such as “taxes,” “expenses,” receipts,” or “write offs” all entered for the same file. Later you can use any of these terms and the search engine will inform you of where the file is located. No more searching because you can’t remember if you filed it under ‘T’ for taxes or ‘E’ for Expenses or ‘R’ for receipts, etc. You owe it to yourself and the future success of your business to get and keep your record management system organized from the very first day.
Paper Tiger is an indexing system for your physical files that has an easy-to-use search engine built in so that lost information is virtually eliminated in your office. You would simply type in the information into the database relating to your files or other physical items to get organized so that you can find what you need when you need it, without time-wasting searches.
You would keep your paper in its original form (you do not have to scan it) and use the power of the computer to index the paper that you need to keep in hard copy format, and also index other physical items. Paper Tiger can index anything! Some things just can’t be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, etc. That cannot be done with systems that require scanning into an electronic file.
For paper filing, you would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You input information relating to each document in the database’s digital file location. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to add as many keywords as you want that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
Because the hanging file folders are already setup and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder each time you want to file something.
When you’ve indexed your paper files to Paper Tiger, and you need to find a file, you simply conduct a Google-like search in the database to find where your file is located.
This solves problems with filing such as:
- You can’t decide what to name something;
- You don’t like making new folders when you need to file;
- You can’t remember where or what name you filed something under;
- Staff sharing files in the same filing cabinets, everyone thinks differently and anyone can search a keyword;
- Staff turnover or the one person in the office that knows where everything is gets sick or on vacation.
If you haven’t already, please view our videos on our Paper Tiger page, which may help you understand better. Please also see our Not Just For Filing Paper page for ideas to index other items in addition to paper files. You might also check out our article Customize Your Filing System with Paper Tiger’s Indexing Method for additional helpful tips in how to set up your filing system.
Some people are trying to set up their filing systems to a more paperless environment, and scanning incoming paper files that is not necessary to keep in hard copy format. In the case where you’re going to keep some hard copy files, but you also want to keep up and be able to find your digital files, we recommend Google Docs through a Google or Gmail account for your digital file storage. Google Docs is great for storing the digital files that are scanned and those files that you can upload from your computer.
With the addition of Digital Tiger function in Paper Tiger Online filing system software Basic and Pro plans, you can connect to Google Docs for a combined document management software solution. Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now). You can still index your paper files that you need to keep in hard copy format and other physical items such as books and manuals into Paper Tiger Online, and use Google Docs for your digital file storage. Google Docs is the lowest cost digital file storage system available, and is more convenient than storing your digital files on your hard drive (or multiple computers) that would take up valuable memory, or keeping up with CDs or Flash Drives.
Combining Paper Tiger’s indexing method, there’s a way to organize and index all those items that simply cannot be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, items in safe deposit box, etc. Then by using the Digital Tiger function in Paper Tiger Online, you will be able to search and find both your paper/physical items that you’ve indexed into Paper Tiger and your digital files that you’ve uploaded or created into Google Docs format relating to the same keyword search from one software system, Paper Tiger.
The bottom line is, when you get organized it makes it that much easier to stay organized. Start your business off the right way with Paper Tiger Filing System Software for document management to help keep your records management organized.
