Organizing and productivity

Mar 12

Paper filing tips, Paper Tiger Filing System, organizing paper files, filing systems, records management, information management, document management,

3 Simple Ways to Help You File Correctly

By Sherry Borsheim Blog, Business Organizing, Free Articles, Organizing Paper Files, Quick Organizing Tips No Comments

Misfiling: It is the bane of the home business owner. How many minutes or hours are wasted each day frantically searching for that one document, that one letter that has been misfiled? How many gray hairs have been created as the office personnel searches frantically for the missing folder while you try to placate an irate client? While mistakes will always happen, there are ways that you can minimize the chance of them happening to you. Here are a few of my favorites.

Keep it Simple

One of the most common reasons why something gets put in the wrong place is because people don’t understand where the right place is located. Therefore, it pays to keep your filing system as straightforward and simple as possible. Personally, I use a combination of numbers and colors- each project is given a unique number, and each section within that project is given a specific color. For example- all my invoices are kept in a red sub-folder in the project file, and all my vendor information is kept in a yellow one. Then it’s just a matter of making sure that the project number is placed on all items and that only things of that project are kept in the same location. While misfiling still can happen, keeping things simple does decrease the odds.

Keep Track of What is Being Used

Often, when a file is out of place, it is simply being used by another person. If this is the case, one of the easiest ways to prevent a panicked search for the missing file is to simply place an “out” card in its place with the name of the person who has it. One of the best methods I’ve seen is to take an opaque binder divider and write the word OUT on the tab, and have people write their names in an orderly fashion on the divider, and cross it out when it is returned. Then it’s easy to see who was last responsible for the file.

Archive What You Don’t Need

Let’s face it; sometimes there are a lot of things in your files that simply are not relevant to the situation at hand. While you may still need to keep them for record keeping purposes, there is no reason that you need to keep everything right there. It can be helpful to designate an archival file location where the inactive, or portions older than say five years can be kept. That way, you won’t have to spend valuable time going through old material to find the current ones you need.

These are just a few ways that you can use your filing system to keep things easily accessible, and help to prevent misfiling.

Mar 11

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Keeping Things Organized in Your Bathroom

By Sherry Borsheim Blog, Home Organizing, Quick Organizing Tips No Comments

Quick – think of the room that gets the most use in your home!

Everyone uses it at one time or another during the day… and just about everyone living in the house has stuff stored there!

Did you say the bathroom? If you did, you know just how important it is to keep this room organized and clean.

Since there are so many washroom organizational ideas out there, I’ve compiled my favorites that are useful for everyone! These inexpensive tips are especially handy for teenagers and university students.

Here are my ideas to help you keep things simple, organized, and easy to use in your bathroom:

Tip # 1: Makeup and Magnets

If you use cosmetics, one of the worst things is to waste time rummaging through your bag in the morning trying to find your blush, eye shadow, or that always-disappearing eyebrow pencil.

I went over to a friend’s house recently, and she introduced me to the idea of putting small magnets on the back of your most used cosmetics! You can go to your local craft store to buy some super glue and small magnets, and secure them to the back of your individual makeup items.

That way, you can easily store your make up to the back of your medicine cabinet door, or any other metal surface in your bathroom! This makes them easy to reach, out of the way, and most importantly – easy to use.

Tip # 2: Hooks and Baskets

Everyone has their own favorites when it comes to cleaning their body.

Some swear by all-natural organics, while others prefer on the latest-and-greatest in aromatic science.

Whatever the case, keeping things separate is a good idea. And one of the easiest ways to do just that is to place hooks on the wall near the shower stall, with hanging baskets for each household member.

This way, you are freeing up valuable counter real estate for other things!

Tip # 3: Making Shelves Out of Nothing at All

Let’s face it – often storage space for such things as towels, toilet paper, and cleaning supplies is in short supply in many bathrooms.

It seems as if most bathroom designers don’t realize that these spaces are to be routinely used at some point!

If you find your bathroom woefully inadequate when it comes to storage space, consider using one of your empty walls instead. It’s simple enough to put up some brackets and a shelf, and you can easily make it look exactly the way you want.

Plus, what you need can be always within easy reach, instead of hidden away in some cupboard down the hall.

Tip # 4: Use Mason Jars

Worried about keeping smaller things organized and within easy reach? Things like tooth brushes, shaving materials, cotton swabs…

Consider using simple mason jars to keep things organized on your bathroom sink counter. The glass is easy to clean, they are inexpensive, and can be decorated in any manner.

Simply put one out for toothbrushes and toothpaste, one for shaving, one for cotton swabs, etc.

And if you want a little cleaner storage, you can use the lids to keep the contents safe from airborne irritants.

Mar 05

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garbage can, clocks, time-wasters, wasting time, image, productivity

3 Tips for an Efficient Work Schedule

By Sherry Borsheim Blog, Business Organizing, Quick Organizing Tips, Time Management No Comments

While having an organized office is essential for keeping things running smoothly, making sure you spend your time well is also vital to a successful work day.

Here are 3 tips for an efficient work schedule to help you make sure that your time is spent wisely:

Tip # 1: Start Your Day with a Plan

One of the biggest time wasters for most people is figuring out what to do, and when, during the day. Minutes are often wasted trying to determine the difference between what is more important and what can be shelved for a later time. Why not take a few minutes at the beginning of your day and write out a loose schedule or “to-do” list? By setting a schedule, you’ll be able to quickly see what is important, what can be delegated, and if you have the ability to deal with “surprises” that will undoubtedly come up during the day.

Full Focus Planner – Linen

Tip # 2: Designate Time for Email and Phone

One of the biggest setbacks for time efficiency when running a home office is multi-tasking. Taking a break every few moments to check emails or phone messages often eats up valuable time that could be spent perfecting your next service or project. Instead of jumping at every notification bell or dashing off to make that phone call to a client, designate specific times during your work day to communicate with the outside world. Not only will you get more accomplished by focusing on communication for those 15 minutes or so, but your clients will note that you took the time to respond to them, and that you made sure that there was enough time to address their needs.

Tip # 3: Take Breaks

Despite what you may have thought, working a straight eight hours without a break doesn’t make you more dedicated, more productive, or a better business owner. The only thing that working without a break accomplishes is making you tired, irritable, and actually less productive. So in your daily schedule make sure you schedule a few moments to get up, walk around, stretch, and take a break. It only has to be a few minutes at a time, and you’ll be surprised at the effect it has on your day!

Tip #4: Break the Project Down

If you’re working on a big project for a client, it is often better to break it down into a number of mini-projects that lead to the overall goal. Not only does this make it easier to handle, but it helps to keep you on track when distractions come your way. Think of it this way – you wouldn’t try to make a four-course meal all at the same time, would you? No, you’d concentrate on each individual part, and then bring them together at the time of serving. Use the same idea when you’re tackling that project.

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