Have you ever been on the road traveling and discovered you needed a file from your office? If you have your own system of filing, it could be a challenge to send someone to your office to look for what you need. And if your filing system consists of stacks on every flat surface of your office, it can get really tough to explain in which stack they should search. It’s time to get organized before you have to travel or be out of the office for any reason.
Would you like some help? You might already have Paper Tiger, but think you don’t have time to index your files. But how much time is it taking you to find what you need? With your current filing system, can you give your assistant the information needed to quickly and easily find the documents you need with a simple search in the database? I believe that if you invest the time needed to set up your filing system in Paper Tiger, you will quickly start to reap the rewards, not only saving you time, but money as well.
Small and large businesses, government agencies, non-profits and individuals worldwide use Paper Tiger Filing System software for document management to manage their filing. They have discovered a filing system that uses the power of their computer to solve their problems with finding things once and for all! These organizations and individuals have found Paper Tiger software to be an invaluable tool to help them better manage their office and get organized to stay on top of the virtual mountain of paperwork they must deal with each day. You get all the power of the computer without the risks and time commitment of paper scanning!
The indexing system is the way to go because it gives your employees the ability to find files when you, or the one or two people who know where everything is, are not in the office. It’s the ideal way to find what you’re looking for with ease. Just think how productive your staff can be when they can find what they need, when they need it without searching through stacks all over the office.
According to experts, getting organized and being able to quickly find what you need saves 150 hours a year. Yes, it will take time to create your index, but compared to the time spent searching for files, it takes much less time in the long run! The more you use the system, the easier it becomes. Start slow and work your way up to larger quantities of files. Before you know it, your entire office will be indexed!
Training is another big issue for some companies. They need to make the most of their time and money. The Paper Tiger indexing system is easy to learn and it’s easy to train others to use. We have free getting started videos and webinars on our Training page.
An indexing system for document management is worth every second of investment and time spent setting it up. You’ll see the difference almost immediately. You and your employees will be more productive, you’ll spend less time searching for files (or other physical items you decide to get organized), and you’ll spend even less time filing new documents or re-filing documents you’ve pulled.
After just a few days of using Paper Tiger, you’ll feel comfortable with it and you’ll wonder how you survived without it. You’ll feel better about your document management system and you’ll know you made a smart choice. You’ll also know you and your employees are more productive than you ever were before choosing Paper Tiger Filing System Software.
In addition, we thought you might find the articles below by Sherry Borsheim, a Paper Tiger Expert of Simply Productive helpful, in which you’ll find tips for planning a trip (vacation or business), and staying organized while traveling for business.
Staying Organized While on Business Travel
Paper Tiger Filing System Software is not just for managing paper files and documents. There are so many more uses for this amazing software! Go ahead and put Paper Tiger to work for you to better organize your life!
This article from the blog of Denise Landers, founder and CEO of Key Organization Systems Inc. and a Paper Tiger Expert, offers helpful tips for getting organized and clearing your desk before going on vacation. She suggests that treating every Friday as if you were going on vacation might also be more productive for you. Denise also recommends Paper Tiger Filing System Software and Document Management for paper files in the office.
If you were heading off for a two-week vacation this coming weekend, what would you have to do now to get ready? It is amazing how productive you can be in clearing your desk, in-boxes, and your calendar the week before a vacation. Of course, that often means you will be working longer hours each day until then, but the payoff is in sight.
You may try to complete your part of larger projects. You would probably want to clear away all those little details that you’ve been setting aside “until you have the time.” Home chores also need to be taken care of, such as making arrangements for any pets, notifying neighbors about your absence, and arranging for your personal mail to be held or picked up.
With the pace society is maintaining, it is no surprise that vacation time used has decreased over the past several years. As you strive to balance diverse activities, it can seem impossible to break from that cycle. You feel indispensable and worry about what will happen in your absence and how much will be piled up on your return.
Instead of being excited as your vacation date approaches, you might become anxious and more stressed. It can take two or three days after you leave to unwind and begin to relax.
The ideal way to handle a vacation would be to have no contact with your office or business associates during that time, using your email and voicemail to inform people you are out of town and when you will be back. After all, that is fundamentally what defines a vacation.
However you may find that you worry more when you do not know what was going on. If you feel that you need to stay in touch, I suggest that you try not to respond to business calls on your cell phone throughout the day. Those calls can interrupt you during a pleasurable activity with family or friends and change your mood.
When you deal with business concerns, you mentally place yourself back in work mode, so limit those times. If some contact is necessary, try using email once a day and make phone calls in the same period. This way you have set aside a single block of time for business-related issues. Otherwise constant contact defeats the point of having worked so hard beforehand to get away.
When coming back to the office, take a day to de-stress. Do not have a string of appointments booked. You need that time to process mail, catch up on the latest happenings, and return calls.
You may not have the luxury of a two-week getaway. U.S. employees tend to be more vacation-deprived than other countries. That does not mean that you should not take some time to relax. Even with a three-day weekend, try to limit your involvement with work-related issues during that period. By taking a break from the everyday stresses, you will find that you are actually more productive when you return.
Regardless of your vacation plans, proceed with this week as if you were going away. You will be surprised at how much you accomplish in clearing your desk during these next few days and how much better you will feel on Monday. If you continue to do this, those extra hours you put in before your ‘vacation’ will decrease each week. For more tips on vacation preparation, read “5 Tips to Help You Relax and Recharge.”
Ask yourself, “What do I have to do today to be ready to leave for vacation on Friday?”
About Denise Landers
Key Organization Systems Inc.
Author of Destination Organization
productivity@keyorganization.com
Have you ever tried to “get organized” only to be frustrated after a day, or a week, or a month? Destination: Organization recognizes that reaching your organizing goals is a journey, not a one-time event, as you develop processes to cope with daily demands that constantly change. For help, call Denise at (281) 397-0015
Denise shares her experience and expertise in developing effective, efficient systems to deal with daily workloads and to cope with periods of rapid growth, helping businesses and individuals accomplish more through effective office organizing systems. Her education background in human services lets her tie in the business aspects with individual personalities to produce a unique model for each situation.
Meeting planners may obtain a OneSheet about KOS’s training and speaking services or view demo videos of training topics.
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This article by Sherry Borsheim of Simply Productive, and a Paper Tiger Expert, gives us some great tips on organizing vacation planning and packing so that taking a vacation won’t add even more stress to our busy lives!
I remember my very first client and the day we were planning out her hectic family schedule. The kids were young and involved in a lot of after school programs, there was a birthday party to plan and a million other things to get done prior to the end of school year and before the family vacation. Her anxiety and stress levels were high and she just couldn’t see how she was going to accomplish everything prior to leaving on vacation. At this point she wasn’t even sure she’d be able to make all the vacation arrangements or get everyone packed. Taking a family vacation was just too stressful!
First Things First
Together, we began to plan out on paper everything that was on her mind. Getting it onto paper is the first step to reducing stress. Next, we prioritized projects and began making a list of things that could be delegated. There was a lot of complicated logistics and juggling of schedules that needed to happen prior to even thinking of planning the family vacation.
Batch, Prioritize and Schedule Tasks
Once we had everything that was on her mind on paper, we batched and prioritized her tasks. Then we began scheduling everything into her calendar. This would give her a more realistic time-line of when things needed to get done and how long tasks would take. We even customized her planner based on her lifestyle and how she wanted to use it.
The Family Packing List
After a few hours of planning, we took a short break and she mentioned that the family vacation was really stressing her out. She just didn’t see how she would be able to make all the arrangements and get ready in time. I asked her if she had a packing checklist for the family? The tears began to roll down her face. She said that she dreamed of having a packing list because she knew that it would simplify her life. But she didn’t know where to begin and the thought of creating one was just too stressful.
That was the day I realized that the simplest of things can transform a life and reduce stress and anxiety for a person. What comes natural for me, which is organization, isn’t easy and natural for others. So I made her a promise that I would type up a family packing checklist for every member of the household and I’d help her every step of the way to make this family vacation extra special and stress-free! And that is exactly what happened – an outstanding family vacation!
Organizing is a Learnable Skill
One of the most rewarding moments for me when I’m working with my clients is when a highly creative, outgoing person who says they can never be organized, decides to make different choices. They develop new habits that support them and in turn transform their life. Then the positive impact that has on the rest of the family members because they teach the organizational skills to their kids. For me, that’s beauty and order at it’s best!
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“Organizing is what you do before you do something,
so that when you do it, it is not all mixed up.”
A.A. Milne
“Life is what happens to you while
you’re busy making other plans”
John Lennon
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Did you forget something? You know the story…you all pile into the car, you’re trying to beat the rush hour traffic, you’re frantically making a list in your head and hoping you didn’t forget anything, you head out of town and suddenly you remember you forgot something. It’s too late to turn back, so you tell yourself you’ll just pick it up on the way or when you get to your destination. Who wants to be running around buying necessities and spending extra money when you could be having fun on your vacation?
Make your next vacation more enjoyable and relaxing so those obstacles don’t get in the way of you having fun! Here are a few simple vacation planning tips:
Create a Trip File
Keep all your trip related papers together in a file and when you return from the trip recycle or toss papers you don’t need and file receipts and travel expenses in your financial files. Move towards being paperless and create a document on your computer for each place you visit. List your favorite restaurants, accommodations, and points of interest. Years ago I created a “New York” document and it’s been updated and passed onto many friends over the years and I’ve completely eliminated all my travel reference files!
Create a Pre-Travel Action List
Make a list of all the tasks you want to accomplish prior to the trip either on paper or electronic. Every time you think of something capture it and get it out of your head otherwise it will keep coming up for you as a reminder to do something and increase your stress levels. Look at your list each day and schedule time to accomplish these tasks.
Packing Checklists Reduce Stress
For the past 10 years we vacation at this wonderful place with my family, and every year we pack the same things. Some years forgetting crucial items, while other years packing way too much. So, one day I sat down and wrote out everything we needed to take with us, clothing, food, sporting equipment, games and other necessities. I even made a simple meal plan with healthy meals with minimum effort to prepare. What a huge time-saver and stress reliever this has been over the past 15 years. A little pre-planning can go a long way towards a fun-filled vacation instead of disappointment and disaster.
Create different packing checklists for different types of trips or regular activities. You could have a packing checklist for summer and one for winter vacations. We have a family vacation that we take every summer and all I do is open up that file on my computer, print a copy and begin packing. I even have a small checklist in my gym bag so I don’t forget to pack a key piece of clothing! I’m sure you can relate!
Independent Traveler has a fun interactive packing checklist that you can customize for different types of trips.
Avoid Last Minute Packing
Whenever possible, pack 3-7 days prior to the trip to reduce last minute stress and a late night with little sleep. This is not a relaxing way to start a vacation. Get out your suite case and review your packing checklist and begin packing what you can. This is especially helpful if you have several family members to pack for plus yourself. You may also want to pack a separate overnight bag to carry on the plane for long flights just in case the airline misplaces your luggage you’ll have a change of clothes. Or if you spend a night at a hotel on the way to your destination you don’t have to haul in your entire luggage for one or two nights.
Savvy Travelers Packing Tips
Check the weather forecast at your destination before you begin to pack. Also, store all your travel items in a container, drawer or one location in your home. Passports, other currencies, shoe bags, luggage tags and any other travel items you use from time-to-time. This makes it easy to pack when all the items are together. Keep travel size items stocked and on-hand to avoid last minute trips to the store. Here are some other savvy packing tips:
Have fun and enjoy the peace of mind a little pre-planning and preparation gives you when you are organized!
Travel Supplies Tip for the Frequest Traveller:
If you are a frequent traveller, then it pays to buy a second set of travel cords and accessories. Keep them in a small compact carry case so it’s easy to grab and carry on the plane with you, your purse or in the car.
Check out these cool travel solutions at Magellans.com.
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About the Author
Sherry Borsheim, owner of Simply Productive, has been helping people to work smarter, not harder for years. She specializes in resolving paper, time and information management issues. To learn more about eliminating the paper pile-up and in vastly improving your productivity, contact Simply Productive at 604-233-7076.
This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and Paper Tiger Expert, outlines a great plan of action to get organized before you go on vacation so you can actually take a much needed break with your family without having to worry about what will be waiting on you when you return to your workplace! Denise also recommends Paper Tiger Filing System Software and Document Management to help with your filing system so that your co-workers will be able to find what they need while you’re away.
Summer is here, and along with the warmer weather, it means a lot of us will be headed away from the office to take a week or two of vacation with the family. Having a break with your loved ones, or at least away from the daily grind, can be a great thing… but only if you plan ahead. Otherwise, it can easily become a couple of weeks of working almost as much as you normally do, but without the tools and resources you’re used to having on hand.
For a lot of us, working while we’re on vacation – or at least peeking at our email once in a while – is a way of life. But to make the most of your time away, and to spend the least amount of time worrying about the office, here are 5 things you should do before heading out for a break:
1. Set up email and voicemail messages reminding customers and colleagues that you’re away. This is not just common courtesy; it is also a good productivity tip. Letting others know you are out is a good way to stop them from trying to track you down, not to mention leaving you dozens of messages you will have to sort through later.
2. Delegate any projects in progress . If you can pass on the project to someone else, do it. Not only will that ensure that your department’s goals keep moving forward in your absence, but it will be one less weight on your mind while you are on vacation. Even if you do not have a subordinate who can help, simply find another person in the office who roughly understands your job and have an agreement – they take care of your most critical work during vacation, and you do theirs in return.
3. Make an emergency copy of names, numbers, and files. Here’s the hard part: once you’ve figured out what you need to do to become a top performer, you can’t become distracted. Whether it means coming in to work an hour early, shutting your door and unplugging your phone, or just telling your assistant that you can’t be bothered unless the building’s on fire, you have to do whatever you can to ensure you hit your short-term goals each and every day.
4. Leave your contact information with one person you trust. In the event of a true emergency, your office should be able to contact you. Leave your vacation phone number and address with someone you trust and who knows not to send anything your way unless it is absolutely critical.
5. Organize your space so you will have a clean desk before you leave. This is a good productivity and time management tip for any day, but especially when you’re heading away on summer vacation. The last thing you want to come back to is a cluttered desk filled with old items, so make an effort to clean and organize it before you go. After all, there will be enough new material to review when you return. As an added bonus, this step will make it easier for another person to find important information while you’re gone, meaning they’ll have one less reason to call you when you should be relaxing.
Of course, this relates to actually taking a vacation. We all need that time off, yet so many Americans are suffering from vacation deprivation. They decline earned vacations days for a variety of reasons. Make sure you take those breaks to refresh yourself mentally and physically. It will actually help to improve your daily productivity when you are back in the office.
Contact Denise Landers
Author of Destination Organization
Call Denise at (281) 397-0015
productivity@keyorganization.com
Have you ever tried to “get organized” only to be frustrated after a day, or a week, or a month? Destination: Organization recognizes that reaching your organizing goals is a journey, not a one-time event, as you develop processes to cope with daily demands that constantly change.
