Get Organized! - By Richard A. Zurburg

If you've ever been given the advice to 'handle every piece of paper only once,' you know how difficult it is to follow. In the real world, some of those papers are more complicated than others.
They might require follow-up calls, or you might need additional information from someone who is out of the office. They might contain information you need for a project that hasn't even started yet.

While most of what's in your 'in' box will need to be handled more than once, you can increase the effectiveness of that first touch by making one of five smart decisions: discard, delegate, take immediate action, file for follow-up or file for reference.

1. Discard. Throwing away what you don't need is one of the best things you can do to eliminate clutter and increase organization - but it's often the most difficult part of the process.Clutter is anything you don't use, need or love having around. Be ruthless about getting rid of out-of-date or irrelevant binders and unnecessary supplies, notebooks and papers.

2. Delegate. When you pick up a piece of paper (or open an email, or listen to a voice mail message) that requires additional action, always ask yourself, 'Who is the best person to handle this assignment?' If it isn't you, then...
• Select the right person for the job.
• Clarify what has to be done and verify that person's understanding.
• Set a completion date and get agreement on that date.

3. Take immediate action. When a task can be completed in 60 seconds or less, complete it immediately. Do not allow yourself to become distracted by tasks that will take longer; file those items for follow-up (see decision #4, next). This will allow you to organize tasks in order of priority.

4. File for follow-up. You have decided to keep this piece of paper (or email, etc.) because you, and only you, must take further action on the item. You cannot discard it or delegate it and the task will take you longer than 60 seconds to complete.Decide when you will work on the item. If it must be completed today, add it to the 'pile' you've created for today's workload, but don't start working on it until you've gone through everything in your inbox. If you won't take care of the item today, file it in a numbered work file (1-31, for each day of the month) for the day you plan to complete the task.Once you've reviewed and filed all items, you can begin prioritizing today's tasks.

5. File for reference. You want to keep this piece of paper, but no further action is required at this time. This file is not in your working file drawer, but rather in a separate area you've established for longer-term storage.By making one of these five decisions at the beginning of every day, you'll eliminate the papers stacked, spread and stuffed into every nook and cranny of your workspace - and you'll ultimately get more done.Ready to get started? Not so fast! As trainers, we know that if we want people to actually use what they've learned in training, we have to have system already in place that will allow them to integrate the information into daily work. The same holds true for organization. So before you attempt to implement a five-decision process in your workplace (or teach managers to do so), be sure to complete the 'pre-work' assignment: Create a 'tickler' file.A 'tickler' file sits right next to where you work, for easy access, and it should contain the following:
• Files numbered 1-31, for each day of the month, and files labeled January-December, for all items that will not be completed this month
• A file for each direct report and/or each person with whom you work closely
• A file for each type of meeting you attend
• A 'waiting for a response' file for calls or emails that you are owed. Note: this file must be emptied at the end of every day.
• A reading file, for items of interest that do not apply to a particular project

Once you've created these files (along with any additional files you find necessary), you're well on your way to higher quality, more productive time - and less productivity-killing stress and anxiety. Just remember, the clutter didn't get there in a day, and it will take more than a day to get rid of it. Happing filing!

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