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.
If You Prefer the Alphabet…
If you like the idea of using The Paper Tiger document management software, but find the concept of indexing or numbering your paper files impractical — or even frightening — fear not! You can use the filing system software and stay with the age-old alphabetic method of filing. You can still have the advantage of automatic cross-referencing, search your files to find a particular item, and automatically print out your file labels, a File Index, an Item Name Index, or a File Retention Worksheet.
You may have a situation where you want some locations with random numbers and others in a particular alphabetical or numerical order. That’s not a problem!
If you want all your locations in alphabetical order, you can move the grid line between Location and Item Name to the left margin and you won’t even be able to see the numbers. If you are using both methods, you can just ignore the Location field.
When you place the cursor on Item Name, a sort arrow will appear. Click once, and the Item Names will appear in alphabetical order in reverse order; click again and they will appear in alphabetical order following the “open” items. If you don’t want to see the “open” items, go to View/Quick Preferences, and remove the arrow from Show Open Items. (“Open” items must be visible when you are adding new Items.)
To add new files in alphabetical order, just enter the Item Name in any “open” field. Then use your cursor to resort your files in alphabetical order.
When you print out your File Index or Item Name Index, just ignore the numbers. Should you later decide to use the random numbering system, you can just add the numbered file tab assigned by The Paper Tiger to each file folder. You may choose to leave your text labels on as well.
Basically, you can continue to use the alphabetic method for filing but by adding The Paper Tiger software, you will be supercharging your work, making it much easier to find your information. When, and if, you become comfortable with the random nature of The Paper Tiger method, you can easily switch to it without losing any of your investment of time. The best of both worlds!
by David & Lorrie Goldsmith
Published 2/09
Reprinted from frogpond.com at http://www.frogpond.com/articles.cfm?articleid=dgoldsmith23
http://davidgoldsmith.com/
Finding time to plan is a Catch 22. Poorly designed systems force you to put out fires all day, leaving no time to plan. The longer you go without time-saving systems, the more problems you face, robbing you of planning time and fun time.
Saving time is like saving money. Put $2000 in your IRA from age 20 to 30, and you accumulate over $1 million in savings at retirement. Start the same retirement program at age 30, and you accumulate far less money.
Find time with good planning. If you can save only 15 minutes each day, at the end of the year you’ll have gained more than eight days of free time to spend as you choose. That’s a full vacation. Eliminate 60 wasted minutes each day…(it IS possible)…and gain an additional month of time for a vacation, a new endeavor, or to dine with your family.
Finding time is easier than you think. Here are 11 useful tips:
1. You might be the problem. Before jumping to something new, make sure that you’re using what you have properly. Plan each day the night before, not that morning when you’re already on the move. List priorities and rank them by importance of results, not urgency.
2. Delegate. For some this is difficult, but worth doing. Don’t trust that others will produce top-quality results. That’s a sign of flawed leadership. Educate others to take on responsibility and deliver results. Only keep tasks that belong to you.
3. Budget your time. Assign a realistic estimate of time for daily activities to prevent overbooking. Allow 20% to 30% of your day for the unexpected: impromptu meetings, returning phone calls. A good rule of thumb is to book only 6 hours of work for an 8-hour workday.
4. Batch similar activities to save time. If you will be conducting 10 personnel reviews, pull all 10 employee files at once. Planning in advance enables you to group similar tasks.
5. Run meetings with purpose, time limits, and focus. Use meetings to discuss ideas already thought about, not to start thinking. Exchange and benchmark progress by having participants bring completed work when they arrive. Each person should leave with an assignment due for the next meeting.
6. Turn off email pop-ups and instant messaging. They cause you to react at inopportune times. They’re no different than having someone barge into your office uninvited. When you need blocks of time, hold non-emergency interruptions and address them at your convenience.
7. Reduce interruptions from staff through strategy, systems, and education. Strategic plans set direction. Systems control flow of operations. Education produces empowered and independent employees. Jonathan Shultz of TCN Worldwide says that his job is to deliver the “vehicles for others to be successful.”
8. Take control of clutter. Trashcans and filing tools free up workspace, mental space, and time. Select a filing system based on how easy it is to find information, such as Paper Tiger Software (www.thepapertiger.com). Documents are filed by number, and numbers are retrieved in “less than 5 seconds” via software.
9. Use customer resource-management (CRM) tools such as ACT, Seibel or Goldmine software to organize digital communications. Notes taken during correspondence are available at the press of a button…no more searching through stacks of papers or file folders. But, if you have it and don’t use it, others won’t trust the system.
10. Put computer files in chronological order using a dating system. Year-month-day: February 4, 2003 reads 03-02-04. Now all 2000s group together, as do 2001s and 2002s.
11. Cut ties with negative people, especially if they’re employees. They easily suck away time. Challenged and excited people achieve more than the living dead…so do their supervisors.
There’s no substitute for great planning. Pushing off planning will bite you later, whereas great planning puts you in charge of your life. “Create” time with useful tools such as strategic and tactical planning, priority management, and systems. Strategic and tactical planning saves time and directs everyone toward the same goals. Priority management brings balance and achievement to work and personal life. Systems and procedures focus activities, maintain order, and reduce waste.
Once you’ve mastered the art of planning, you’ll need to find something to do with all that extra time.
For other articles written by David or Lorrie: http://davidgoldsmith.com/editor.php
Copyright© 2009, David and Lorrie Goldsmith. All right reserved. For information contact FrogPond at 800.704.FROG(3764) or email susie@FrogPond.com.
The best document management software and paper filing system product is now available for a free 10-day trial. Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger document management and filing system software to manage their office filing tasks much more productively.
Atlanta, GA (PRWEB) September 26, 2009 — The best paper filing system software product is now available for a free 10-day trial. Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger filing system software to manage their office filing tasks much more productively.
The Paper Tiger document management and filing system software is a very powerful, yet simple indexing system for office files. It works like a search engine for paper files, to help companies get and stay organized! Individuals can waste over 150 hours per year, just looking for lost information. The Paper Tiger filing system software uses the power of the computer to index the hanging file folders in office file cabinets.
Now with our 10-day free trial, everyone can easily download the software and see how it will work in their office environment without any risk. What most people do not know is that there are only 5 things they can do with a piece of paper – (1) toss it (2) stack it (3) file it alphabetically (4) scan it or (5) index it, using a product like The Paper Tiger filing system software. The paperless office never quite made it to reality. Scanning solutions are costly and very difficult to implement. Also, many documents (signed contracts, presentations, etc.) must be kept in their original paper form. Some people are uncomfortable with scanning documents (document management solutions) due to the possibility that they could lose everything in the event of a technical malfunction. For a complete list of these options and the pros and cons of each, see the Decision Guide at http://www.thepapertiger.com/decision_guide.php.
“Paper is not going away, as many people thought just a few years ago. Now, many people are looking for a better way to deal with and share the paper in their business and personal lives,” says James D. Grady, President & CEO of The Monticello Corporation, the makers of The Paper Tiger document management and filing system software. “Now with our 10-day free trial, everyone can easily download the software and see how it will work in their office environment without any risk,” remarks Mr. Grady.
For more information and to download a 10-day free trial, visit http://www.thepapertiger.com
About The Monticello Corporation, makers of The Paper Tiger document management and filing system software.
Founded in 1995, The Monticello Corporation’s mission is to enhance its customers’ business and personal effectiveness by providing the training, tools and motivation to help them solve their problems with filing and finding the paper in their lives. The company’s main product, The Paper Tiger document management and filing system software, was created as a type of inventory management system (like a chart of accounts) for physical hanging files (you know, the green, yellow, blue and red ones in your file cabinet!).
Monticello got its name from the legendary home of Thomas Jefferson, U.S. president from 1801-1809. An avid collector of books and music, Jefferson transferred his personal library of more than 6,000 volumes to the Library of Congress in 1815, doubling its size and permanently expanding the scope of its collections.
Contact:
James D. Grady
President/CEO, The Monticello Corporation
www.thepapertiger.com
Toll-free Phone: 866-701-1561
The Sermonators interview Dr. Brad Whitt from Temple Baptist Church in Simpsonville, SC
If you are a member of the clergy, this audio tells you in detail how to use The Paper Tiger software to better manage content that you use for your sermons. Use The Paper Tiger to create your own personal library. Remove or photocopy articles of interest from magazines or newspapers or print internet articles. File them now, and read them when you have time.
Ultimate Virtual Filing System For Sermon Resources (And Your Entire Office)
Note: interview regarding The Paper Tiger actually starts about 7-9 minutes into the podcast
These are your options for dealing with paper:
1. Trash it (come on, man – trash it), this is the best filing system ever invented, if you can find it later, then put it in ‘file 13′- the trash can.
2. Can’t trash all the paper in your life, well okay, then stack it, I know your mom told you to keep a ‘clean desk’ but if it works, why change it?
3. So if stacking is becoming a problem (either an image problem or you really are spending too much time finding stuff) so you need to look beyond the stacks for a better way! WAIT – I know what you are thinking – don’t do it – the alphabetic method stinks – come on, use a computer – it is the 21 century you know, wouldn’t you like to find your paper files as fast as you find information on Google?
4. Are you with me still? Okay, you have just two options left and they both are pretty cool. The first is Scan it! If you like it, great, but realize the problems. They are listed for you on our website.
5. The final option, another cool method : ) is INDEX it! The Paper Tiger is an indexing method and it is the method that we think makes the most sense for many people. Let me tell you more about it…
