Paper Tiger Blog

This article by Sherry Borsheim, a Paper Tiger Expert of International Association of Business Organizing (IABO), 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 which 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 information and 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.

Here are three project planning tools and strategies you can use right away to break free from organizing paralysis and get the ball rolling:

Know what you want and why-

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:

• “What do I want this room to look like?”,
• “How do I want to feel when I walk into this room?”
• “What activities or functions do I want in the room?”
• and the really big question to get clear on is, “What’s not working?”

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.”

Schedule it!

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.

Set Yourself Up For Success-

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.

What are your most powerful project planning tools?

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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 and register at:

http://www.bizorganizing.com/events/clear-out-your-clutter-day/

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Sherry Borsheim is the president of International Association of Business Organizing and Simply Productive. You can visit Sherry, access her free article archive and grab lots of free stuff at http://www.BizOrganizing.com. Sherry lives in Vancouver, BC Canada with her husband (her high-school sweetheart).

Not getting her newsletter? Sign up by clicking here “Send My Kit” and you’ll receive her FREE 7 Ways to Organize Your Workspace kit!

Original article posted at http://www.bizorganizing.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.

Getting Your Filing System in Order

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.

Utilizing an Indexing Filing System

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.

Keeping Up With Paper and Digital Files

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.

Getting a Grip on Clutter

With the trend moving towards making the home free from clutter, it can seem like it is still a bit of a confusing and overwhelming task. Keep in mind, the first part of the task is dividing up what you are keeping, what you can sell and what you should get ready to be donated, or what needs to be tossed or recycled. The next step is taking what you need to keep and giving it a “value.”

The value of your items is usually split up in the following categories:

1. Use daily
2. Use every so often
3. Rarely use but must keep

If the point of the project is to try to stop collecting clutter, make sure category number three has as few items as possible. Of course, we all realize there are certain items that fall into the last category that must be kept. Now the trick is how to keep everything neat, organized and put away so that you and everyone in your family can find something if they need it.

One of the main reasons that homes get in a state of disorganization is that no one can figure out where anything is or where it goes. You leave an item out because you know if you put it away, you will never find it when you need it. Or someone in your household doesn’t put something away because they have no idea where “away” should be.

Putting a Filing System in Place

Implementing Paper Tiger Filing System Software for document management that will allow you to index items, not just your paper files, is a great way to put an end to this vicious cycle that is keeping the average household cluttered. The best part is that once you have it in place, anyone in your home can use the system to find what they need when they need it, as well as know exactly where to return it once they are finished with it. The great news is everyone in the family doesn’t have to be in agreement for what exactly to name each item in the new filing system.

Let’s imagine you already have this system set up so you can see how easy it is to use. You need to find where exactly you have your antique silverware set because you’ve decided to host a fancy dinner party. By entering the search term “antique silver”, your filing system will give you results the same way an online keyword search would. The search results lets you know it is in the large plastic storage bin marked #3 and that this bin is in the garage.

If you set up your filing system with alternate keywords, anyone using the system can find the same thing. So if you send your husband to look and he types in “grandma’s silver,” or your daughter searches for “silverware,” everyone will still get the same answer and find the item. Not only that, but when it is time to put the item back, you can conduct a search in the database to find where that item goes so it always gets put back in its proper place. Avoid the confusion your household goes through when trying to organize clutter with the simple use of a filing system.

How to Implement Your Filing System

So you’ve sorted the items you are keeping and it’s time to decide a home for each item. Decide how you want to organize the items you plan to keep, then by indexing them into your filing system software, you’ll be able to retrieve them when you need them. An indexing system is a way for you to catalog all the items you put into a bin or box by adding all relating keywords for each item into the software database, and then when you need to find an item later, you conduct a keyword search and you’ll know where that item is located quickly and easily based on the information you’ve input previously.

For the example above with locating your silverware, you’ve stored your silverware in bin #3 along with other relevant items that you might need when you need your silverware, such as a lace tablecloth, napkin rings, candelabra, etc.

In Paper Tiger’s database, you might have a ‘Location’ named Garage. In this Garage Location, you would number your storage containers and enter the content information into your filing system to match each container. You might list your items such as in the example below, and of course, mark each bin to match the item number in Paper Tiger’s database:

Item # 1 in Paper Tiger’s database, Item Name: Bin #1, Keywords: Spring decorations, spring flag, bunnies, tablecloth and picnic items.

Item # 2 in Paper Tiger’s database would match contents in your bin #2, Item Name: Bin #2, Keywords:  might be Crafts, including the different colors of paper you have, types of paper (card stock, construction), and instructions for different projects, etc. You might also have other crafts in this bin that you could list.

Item # 3 in Paper Tiger’s database, Item Name: Bin #3, Keywords: silver, silverware, antique, vintage, grandma’s silver, lace tablecloth, candelabra, silver cleaner

Item # 4 in Paper Tiger’s database, Item Name: Box #4, Keywords: toys, spiderman, etchasketch, Mr. Potato Head, Operation game

Item # 5 in Paper Tiger’s database, Item Name: Box #5, Keywords: kitchen items, old crock pot, blender, extra bowls, mismatched plates

Later you can search for “silver” in Paper Tiger’s database the same way you type keywords to search the Internet on Google. Your indexing system will bring back search results that tell you what bin number the item is in and even where the bin is, and you’ll be able to see what other contents you’ve listed and put in that bin.

Below is another example for your CD’s, and can be used to implement the same concept for your books or any other physical item that you can put a number onto:

1. Name a Location CDs, with capacity of 100 (you can increase this later if you need to) Then print labels for the 100 items ready to affix onto each CD as you index it.

2. Begin indexing your CDs individually by adding a new item in this Location. I would name the item by the name of the movie or topic or singer of the CD, and continue with something like the following:

-Item Name: (name of the movie or topic or singer of the CD)

-Keywords: (actors/speakers, length, rating, brief description)

-If you have Professional or Pro edition, you will be able to apply a Category to the item. If so, add new category for either drama, fiction, comedy, historical, etc. (as info, the Basic edition does not have the Category function) If you have Basic, then you can add the category to the keywords section as well, then when you search for a specific category, Paper Tiger will bring up all of the CDs that you’ve indexed with that category, which is basically the same thing that would happen if you were to select the Category drop down box in Professional or Pro.

3. As you index each CD, affix the corresponding label to it and store in your new place. As you’ll see in this picture below, both the CD and the CD jacket are numbered so when you search Paper Tiger, you can go to the corresponding CD jacket number, and you’ll also know to match the numbers when replacing the CD.

Then obviously, you can go through the stacks of paper files, and index them into Paper Tiger as well. Index the contents of each hanging file folder in your file cabinet, so when you need to reference your insurance file, you’ll know exactly what file it is in without having to worry if you filed it under Insurance, Household, or the insurance company name.

So you see how implementing Paper Tiger Filing System Software for document management can help you get organized and it is a filing system the whole family can use to keep the clutter and chaos to a minimum for organized living!

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Sherry Borsheim of Biz Organizing will be hosting ‘Clear Out Your Clutter Day’ virtual event on Saturday, May 19th. This is a free event that will focus on de-cluttering your office and home!

Get a jump-start on clearing your clutter with some great tips and guidance from Sherry! Reserve your spot now so she will know how big of a conference line to reserve for the group session during the day. Click the link below for details and to register now:

http://www.bizorganizing.com/events/clear-out-your-clutter-day/

As you will read in this article, Russell Moran’s filing system at his home after he retired was a nightmare, costing him too much time. Now Paper Tiger saves him time because he implemented a filing system that works!

Do You Waste Time Looking For Files?

Nothing wastes time more than a bad filing system. Say, for example, you need to look up a file on an insurance claim. Do you look under “I” for insurance, “A” for Allstate, or “C” for claim. After 15 minutes, you have finally retrieved the document.

Everybody Has an Opinion on Where Documents Get Filed

There is no hard and fast rule that determines where stuff gets filed, although secretarial schools have recommended methods. The fact of life is that each person in your office who files things uses his or her intuition. So the person who filed the insurance claim information did so because he had a gut feeling that it should go under a certain category. That is the problem with most filing “systems” — they are not systems but whim-driven opinions. Unless the person looking up the file is driven by the same whim or thinks the same as the person who filed it, you are in for a time-consuming journey.

The Problem Filing System of the Former Employee

When a person whose job included filing leaves a company, that person’s filing system goes with him. “We have our annual meeting next week and I can’t find where Joe filed the attendance list.” Have you ever heard something like that? Former employees are often scorned because nobody can find where they filed stuff. They shouldn’t be. They were just doing what most filing systems demand: file by whim.

Because most of our documents are now in digital format and are filed on a hard drive, the problem is less severe than it was a few years ago. Anything that is sent out from an office exists somewhere on the server or a local hard drive, and is therefore searchable. But the problem still exists for incoming documents. Some companies have a policy of scanning all incoming papers. The problem with scanning is that a good high-speed scanner is expensive and, for digital searching, you are at the mercy of the current state of optical character recognition—one smudge, and the document may never be retrievable.

A Filing System Solution

Attach Keywords to Paper Documents

When I owned my own company, my employees did the filing. What I never realized, because I didn’t have to, was that I had absolutely no talent for filing. After I sold the company, I still had many business interests and activities. I set up shop in my own house. Filing was a nightmare! I was so bad at it that I took the path of least resistance: I didn’t file, but just let stuff pile up in boxes. Then came the day of reckoning: I had to retrieve a document. I spent the day doing just that. This is poor time management. With the right filing system you are not just managing time, you are creating more time.

Pure serendipity saved me. As I was struggling with my increasingly chaotic office, I received an e-mail solicitation for software that promised that I could find a document in “five seconds, guaranteed.” I ordered it immediately. That was 10 years ago; the software is Paper Tiger. I use it to this day and can’t imagine doing without it.

How Paper Tiger Works

First, be assured that you don’t need to learn a new theory or philosophy of filing: it’s a lot simpler than that. Once you’re done setting up the new system, you can find any piece of paper in “five seconds, guaranteed.” They promised that 10 years ago and it’s true to this day. Here’s how to do it:

• Numbered files replace alphabetical files. First you go out and buy a lot of hanging files, along with the clear plastic file name stickers. You then open the file drawer and start with the first file. Let’s say it’s called “Abernathy Fuel Company.” You replace Abernathy Fuel Company on the hanging file folder tab with the number “1.” Now you go to the software screen where you will have already started a database, and within your database, you will be asked for the LOCATION of the file. You simply type in either the actual location or the type of files that you’ll be indexing, such as “First cabinet” or “Action” or whatever appropriate descriptive name you come up with. You then type in a name for the file, and then go to the next section—and this is the killer part of the software, and you list as many keywords as you think may be helpful in retrieving the file later. So with the Abernathy file, now known as file #1, you would type in Abernathy for the Item Name, then in the keywords section, type in: fuel, oil, and maybe utilities. When you want to retrieve the file, just type any of the keywords in the search box and you are told to go to file #1.

• Local or cloud based. You can buy the software to be installed onto your computer which is a Windows only licensed software or purchase a web-based version that is either monthly or yearly subscription.
• Does it take work setting up the new system? Yes, it does. It took me three full days converting over to Paper Tiger. For a company, depending on the size of course, it may take a week or two. It’s best done with two people. The Paper Tiger people will give you a list of consultants who can manage the project for you. But once you’re done, you’re done. If a new matter shows up that needs a new file, just pick a location and you will be told that the next file is, say, 322. If a new file comes in that you already have the subject filed, simply edit the item in your database to add additional keywords if necessary, and drop it in the previously created file folder.

• What about computer digital files? Paper Tiger now has a module that enables you to connect your Paper Tiger Online account to Google Docs. Use the Digital Tiger function in Paper Tiger Online filing system software to connect to Google Docs for a combined document management software solution. 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 through a Google or Gmail account for your digital file storage. You’ll be able to search from Paper Tiger Online and see results for both your physical paper files and your digital files that you have stored in Google Docs.

In a recent article, I wrote about saving time by letting your desk clean itself, Paper Tiger makes this time management chore a breeze.

I have no business relationship with Paper Tiger: I just love their stuff. Their website is extensive and informative. Check it out. www.thepapertiger.com (Don’t forget the “the”).

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Russ Moran is a writer, lawyer, and blogger. He writes on a wide variety of topics, including recreational themes including boating, how-to articles, law and business. He is the author of Justice in America: How it Works – How it Fails, published in 2011. Kirkus Reviews calls the book: “A lively, brash, illuminating insider look at the law, by a compelling expert.”

Russ has recently finished The APT Principle: The Business Plan that you Carry in Your Head, to be published in the Spring of 2012. His blog is The Moran Report at www.morancom.com.

This article by Natalie Conrad of Organized Habits, and a Paper Tiger Expert, lists a few of the reasons behind why clutter piles up in our lives; and how to get started on a system for moving forward to get organized.  Natalie also recommends Paper Tiger Filing System Software for Document Management to get everything in your life organized — not just for filing paper.

There is Always a Reason Behind the Clutter

I was helping a client recently who has a beautiful home. Everything seemed to have its place and the home was very warm and inviting. I was asked to help with the home office. The office had a desk piled with papers, bills and receipts as well as boxes of more of the same tucked under the desk. I have seen much worse than this, but my client was struggling to get the home office organized and back into a functioning room. As we began to work, we talked about the reasons for the room’s unorganized state. There is always a reason behind the clutter. I am not saying this so that we can justify the clutter, but to help us recognize that there is something behind the physical clutter we see. Below are a few examples of the reasons why people now have clutter when they used to be able to handle it.

Different Reasons Behind the Clutter

• Death of a loved one

• Medical crises/long term illness

• Change/loss of job (including retirement)

• Family members moving in/out

• New baby

• Divorce

• Depression

• Moving to a new location

All of these reasons have something in common; change and transition. This is a very common trigger for many of us that causes a once under-control home to become cluttered and less functional.

“Every time we go through a major change,
we experience a breakdown in our organizational systems.”
~ Julie Morgenstern

Periods of transition, such as the ones listed above, require that we give ourselves time to adapt and adjust and then rework our organizational systems to be more in line with our new, current reality.

“Our life is not static and neither are our organizing systems.”
~ Natalie Conrad

In other words, give yourself a break. You are going through, or have just gone through, a transition. Once you feel the earth is a little more solid under your feet again, then get some help and get back to being organized. Tweak your old systems or set up a new organizational system.

But here’s the thing – start with the present. Don’t try to go back through all the things that were “let go” during your transition. Deal with the things that are presently coming in the mail, the projects at hand, and the bills to be paid this month. Set up a system to manage today and if you have time, go back and straighten up the past later.

What are your reasons for clutter?

If you need ideas on how to get started on being more organized now that you’ve gone through a transition, keep reading Natalie’s blog for ideas to get you started. Use the “search” function and key words to get help for your particular situation or room in the house. You can also leave a comment for her and pick her brain a little!

A System for the Day to Day Papers

We also found this great video by Natalie on her blog 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 overwhelming clutter 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

You keep meaning to get your home and office in order so you can enjoy organized living; it just keeps getting put off. The idea of trying to organize everything and de-clutter seems like such a daunting task, even though you know it will make you feel much better and less stressed in the long run.

There are all those paper files, books, training binders, DVDs and video games to straighten up. When you need to find a book, it takes more time than it’s worth to find it! There are winter clothes to move to storage and summer clothes to fetch, if you can remember which bin in the basement that you’ve put them. You also have that collection of NASCAR souvenirs or another treasured collection, some to showcase and some to store for safekeeping.

The good news is that you no longer have to put it off. By implementing Paper Tiger Online filing system software, you can now de-clutter and feel confident to put things in their own place and be able to find them again when you need them. It will be so worth the time invested to get organized, because you won’t be wasting time afterward with time-consuming searches for needed items.

“How-to” De-clutter

Paper Tiger can be used for paper files, but also for many other physical items. Anything that you can put a number onto, you can index with your filing system software. This is especially important for items that may be kept in more than one location. So, for example, if you are going to keep some collectible items on display and want to store some in your home and others at a rented storage unit, this helps you recall what ended up where. If you manage any kind of online selling of items too, this software is a must have. All those items you keep in your home because you’re afraid that if you put them away, you won’t remember where you put them, can now be stored somewhere else. This will free up so much space in your home and you can have your home back!

So, take one room at a time, and find out what needs sorting, organizing and filing. Then, decide what you would like to keep in the home, what you would like to box up and keep either in the basement, a rented storage unit or some other type of storage space. Then type in the information into the filing system database, indexing or cataloging each item with item name and keywords, including where the item will be stored, and get back to having organized living. Any changes or moves you make to your physical items can also be adjusted in your filing system database, and you’ll always be able to track your items.

After your home is organized, go through your office. Start with the top of your desk. Find a ‘home’ for everything – the right place on your desk for each item that will help you work more efficiently. Take one stack of paper files at a time, and then one drawer at a time, and index the items in your hanging file folders into Paper Tiger’s database.

Don’t feel like you have to ‘get organized’ all in one day! Make a list of each room in the order in which you want to get organized. Then schedule time on your calendar, allotting the amount of time you want to spend for each room. Some rooms, like the garage, might take more than a couple of hours in one day, so schedule a couple of hours in two different days. It might even be helpful to create a plan of action for an area that is too overwhelming – making a list of what items you want to organize first, then second, etc., in a room so that it won’t seem too much at one time.

How many times have you thought, ‘I really need to clean out the garage, but it will take so long, and I have to do this and that, before I tackle that huge job’, and it just never gets done? If you schedule an hour to sort through and organize the sports equipment on one day, then on another day, take an hour to sort through and organize the tools.

How It All Works for Organized Living

A digital filing system that enables you to index physical items, makes it easy to track things. If you had a folder for your car repairs and needed to refer to it, could you be certain you could find it when you needed it? Would you remember if you titled it car, auto, Honda or repairs? Did you put it in a file or is it in that huge stack ‘to be filed’?

By using a digital filing system, you can type in any of those keywords and be able to find it with a quick search in the software database. With the old method, all you had was an alphabetical system, which obviously has worked, as long as you could recall the name you filed it under previously – maybe not as efficient as it could be. Digital filing systems take all the confusion out of the equation, even if more than one person is using the system.

Keeping Up With Paper and Digital Files

Some people are converting their filing systems to a more paperless environment, and Google Docs is great for storing the digital files that are scanned. We recommend using the Digital Tiger function in Paper Tiger Online filing system software to 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), to connect your Paper Tiger Online account to your Google Docs account. 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 through a Google or Gmail account 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.

If you choose to use the combined digital software solution with Paper Tiger Online and Digital Tiger, powered by Google Docs, you will be setting yourself up for organized living so that you can find anything in five seconds or less!

This article by Sherry Borsheim, a Paper Tiger Expert of International Association of Business Organizing (IABO), gives us simple checklists of all the items needed for tax preparation and gathering at tax time. You may have already prepared your taxes for this year, but these checklists will provide a great planning guide for knowing what you will need to keep track of during each year, so that whenever your taxes are due, you’ll have what you need when gathering your tax documents to make tax time a breeze!

Check out Sherry’s Organizing Bootcamps which 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 information and stuff in your life.

Prepare Now to Make Tax Time a Breeze!

It’s that time of year again…tax time.  It always feels so great when I send my tax papers off to my accountant.  The first few years I was in business, this was a time-consuming and frustrating process.  I procrastinated till the last minute because I didn’t have my systems in place.

In an effort to simplify, streamline and automate my business systems, I created a simple year end checklist of all the items I needed to send to my accountant at year end.  What a relief it is every year and my system completely simplified my life and my husbands too.  Now, tax time is a breeze!

Often times, this is one of the biggest frustrations for a lot of small business owners, stay-at-home moms and pretty much everyone else for that matter.  I can think of a million other things I’d rather be doing than preparing my papers for tax time.  How about you?

Gathering the necessary pieces of information to prepare their tax return is a project a lot of people procrastinate on.  So, the first thing I do for my clients when I’m organizing their files and papers in their office and at home is to create an easy to use financial filing system.  The following year, I always ask my clients how much time they spent preparing and gathering her papers for tax time.  Last year, when I asked a client how much time she spent gathering everything for her accountant, she replied “it was a breeze, it only took me 15 minutes.”  That was music to my ears.   That tells me that the financial filing system is working for her AND the checklist saves time.  This can happen for you too.

Tax Preparation Checklist

As you gather your papers for tax time this year, create your own “Tax Preparation Checklist” or “Year End Checklist.”  On this list write down all the different types of documents and bits of information you need to have in preparation of your tax return.  Type it up and save it on your computer in your finance or accounting folder.  If you prefer, print it and keep it in a hanging file named “Year End Checklist” with all your other financial files.

A few other items I have on this year end checklist is car mileage from previous years  square footage of my office space.  Having a year end checklist has saved me a ton of time and reduced my stress and anxiety when it comes to tax time.

Here are some sample tax preparation checklists:

Tax Preparation Checklist Personal

http://www.bizorganizing.com/wp-content/uploads/2012/04/Tax-Preparation-Checklist-Personal-Canada-IABO.pdf

Tax Preparation Checklist Self Employed

http://www.bizorganizing.com/wp-content/uploads/2012/04/Tax-Preparation-Checklist-Self-Employed-Canada-IABO.pdf

Tax Preparation Checklist for USA from Intuit

http://images.turbotax.intuit.com/iqcms/marketing/lib/Tax%20Prep%20Checklist.pdf

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Sherry Borsheim is the president of International Association of Business Organizing and Simply Productive. You can visit Sherry, access her free article archive and grab lots of free stuff at http://www.BizOrganizing.com. Sherry lives in Vancouver, BC Canada with her husband (her high-school sweetheart).

Not getting her newsletter? Sign up by clicking here “Send My Kit” and you’ll receive her FREE 7 Ways to Organize Your Workspace kit!

One of the things that many people worry about when it comes to their computers is how safe are their electronic or digital files. After all, there are many things that can happen to cause people to lose important files, like a computer crash or a virus that corrupts your harddrive, and often, it is pretty much impossible to get these files back once they are lost. Thank goodness there is a really easy way to get around this problem; and that is to use a digital filing system that is Internet based, like Google Docs. That way, no matter what computer you are using, you can access the files you want, and if something happens that causes you to lose files on your computer, you will be able to access them through the Internet. You will never lose a file again when you are using an Internet digital filing system.

Don’t Be Afraid of Computer Crashes

Computers can be truly wonderful things, but when they are not working right, they can also be some of the most annoying machines in the world. There are all kinds of little problems that can crop up for computer users, with one of the most common being computer crashes. Unfortunately, most of the time when a computer crashes, there is no way that you can get back the information that you had stored on it. This means that you will lose all of your files, including really important things such as family photographs, or that critical presentation from the office that would take hours to recreate. Instead of waiting for something like this to happen, you can have all of the files on your computer organized, or at least backed up to an online digital filing system. That way, even if you do have a computer crash and lose everything on your harddrive, you will still have access to all of your important files.

Work from Anywhere

Because of the Internet, it is possible for many people to be able to work from anywhere they want, and they don’t have to be chained to a desk in an office all day long. If you want to do work from home and your employer has given you the go ahead, you are going to need to be able to access certain files just the same as you would from the office. If your employer is using a digital filing system, you will be able to access all of the files you need to be able to do your job from anywhere, using any computer. This means that even if you are not able to make it to work, such as on a day when there is severe weather, you will still be able to get your work done, especially if you are on a tight deadline.

There are a lot of advantages to using a digital filing system. You can access files from anywhere in the world, so even if you are traveling on business and you have forgotten an important file at the office, as long as it is in a digital system, you can get your hands on it. If your employer is not already using a digital filing system, make the suggestion as soon as you can. You may even receive credit for saving the company time and money.

How Google Docs Works

Using Google Docs, you can store your digital files, and you will also be able to work on the files in the same location that they are stored. Google Docs is part of the Google Eco System that includes Google Apps through a Google or Gmail account – there are modules to perform word processing, spreadsheets, presentations, email, calendar, to-do list, contacts, photos, music, etc. This makes it very easy to work on the files you are storing in Google Docs.

In addition, if you want to continue to use your Microsoft Office software (Word, Excel or PowerPoint), you can do that and get many of the benefits of the Google Cloud. Google’s product “Cloud Connect” allows you to continue to use your Microsoft Office software on your local computer but store, share and collaborate. This is a great way to use software that you already know but have the benefits of the cloud, including automatic backup, using Google. See Google Cloud Connect…..Sync Your Microsoft Office Documents

Google Docs makes sharing and/or collaborating your digital files very easy. Now you can scan in your paper and immediately share the PDFs with your business associates.

Google Docs (all your digital files) can even be backed up offline to your local computer, as you can see from this article at Now You Can Backup Your Google Docs to Your Local Drive!; or you can select another service that will automatically and constantly backup all your files stored in Google Docs (including your GMail – Google Mail) to another entirely different system for safekeeping.

You can now Work Offline With Your Google Account and, Google Docs users not only have the ability to easily share and collaborate with others, to view data from any web device, but also have the peace of mind of automated backups, for an efficient document management system for organizing digital files.

Keeping Up With Paper and Digital Files

We recommend using the Digital Tiger function in Paper Tiger Online filing system software to connect to Google Docs for a combined document management software solution. 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 through a Google or Gmail account 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.

Some people are converting their filing systems to a more paperless environment, and Google Docs is great for storing the digital files that are scanned. 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, 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.  Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now), to connect your Paper Tiger Online account to your Google Docs account.

If you choose to use the combined document management software solution with Paper Tiger Online and Digital Tiger, powered by Google Docs, you will be setting yourself up for enhanced productivity for the future so that you can find anything in five seconds or less!

This article by Sherry Borsheim, a Paper Tiger Expert of International Association of Business Organizing (IABO), gives statistics and many reasons why it would bring a great return on investment to take time out to get organized and de-clutter everything around us!  How much does your stuff or clutter cost you?  Check out Sherry’s Organizing Bootcamps which 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 information and stuff in your life.

Click here to calculate the cost of clutter and disorganization in your office.

Why is that we set boundaries around so many areas in our life but let our stuff take over our space and effect our quality of life?  How many times do you trip over the same pile of shoes at the front door day after day or open a closet door and hope that nothing falls on your head?  How much time do you waste looking for your keys every morning or are late for work because you couldn’t find anything to wear that morning?

Time to De-clutter Stuff!

Enough already of the insanity and stress of too much stuff!  How many iPods do you really need?  Stop checking your email all day long.  How many shoes hurt your feet when you wear them?  What clothes sit in your closet that you haven’t worn in the last 18 months?  What about all the books piled on your night stand and the piles of magazines collecting dust.  And how about all those greeting cards, keepsakes and sentimental items.  And what is disorganization costing in your office?

According to an organization study done by Office Depot in 2006:

• 76% report losing time to disorder
• 61% claim the biggest frustration with their disorganized environment is that they can’t find what they need quickly
• 53% live in “controlled chaos” where their desk is a mess but they claim to know where everything is located
• 51% are concerned about missing important deadlines or appointments
• 27 percent of professionals said they find it hard to concentrate with messy files around
• 16% fear of diminishing their reputation
• 14% lose business opportunities due to disorganization

So why is it that only 22% actually spend the time to organize their desks, physical and electronic files, to increase their productivity every day?  The study goes on to say that only 49% set aside time to organize on a monthly basis and approximately 67% are not sure how to start or maintain their organizing systems.

I’ve gathered some interesting statistics on the cost of clutter and disorganization in time, money and quality of life.  Seriously consider what clutter and chaos is costing you in your home and/or business.  It can be a real eye opener when you calculate the cost associated with your chaos and disorganization.  It opens your eyes to the additional stress you may be putting on yourself and others, or how unproductive you are in your business.  If you’re disorganized it effects your quality of work, your co-workers, your customers and family members.  Disorganization has a ripple effect but often times we don’t slow down to access the real costs.

Clutter really is stuck energy and it stops you from moving forward. Clutter also attracts dust and grime which in turn affects the quality of the air you breath in every day.  The effects of clutter, chaos and disorganization impacts your life and those around you more than you may want to admit.   All good reasons to de-clutter your stuff. Mental clutter is another area that shows up in your physical space.  If you have a cluttered mind, often times, your space is cluttered too.

The good news is you may only need to spend a few days or a few weeks to be more organized and then the quality of your life improves, your productivity soars and new opportunities may even open up for you. 3M survey says that individuals rank ‘getting organized’ in the top 5 items for their New Year’s resolution.  So, how are you doing with your New Year’s Resolutions?  If you need some help, we have many resources, videos, organizing bootcamps and consultants to help you de-clutter your home and office.

Take a few minutes to review the Organizing and Time Management Statistics and check off the ones that apply to you.

Then find your calendar and schedule time to de-clutter stuff in your office and home.  Start with the area that is driving you crazy the most.

Do you work from multiple computers, such as your computer at work, your home computer and your laptop? If so, then you probably already have a pretty good idea of how difficult it can be to keep all of your digital files in order and how much of a pain it is to look for a digital file, only to remember that it is on a different computer or CD or Flash Drive.

Let’s say that you had to call in to work sick, but there are things you can do from home that will keep you from getting too far behind. Sure, you have the capabilities to do the work, but unless you have the right files, which of course are going to be on your work computer, there isn’t a whole lot you can do but wait until you are back at the office.

Then you also have to think about keeping up with technology….remember the floppy disk? Did you remember to copy files to a newer digital file storage location before getting a computer that doesn’t accept floppy disks? This can be a real problem.

Organize Your Digital Files

There is one way that you can overcome the problem of not having the files you need on every computer that you use. All you have to do is get them organized, and take advantage of a digital filing system. Sure, you probably have some sort of system on each of the computers that you use, but this isn’t going to help you when you are using a different computer and need to access a file that is not on it. In addition to having a system on each of the computers you use, why not use an Internet based filing system? Then, you can access whatever files you need, when you need them, from any computer that you are using.

You don’t have to limit yourself to just storing your business files with a digital filing system. You probably have all kinds of personal files, from family photographs to personal documents, and you can organize all of these and access them easily from any computer when you have them integrated into an online digital filing system. Only you, and anyone you share individual files with (such as employees who need access to certain files), will have access to any information that is stored in these files.

Digital Filing Systems Keep Your Files Safe

It happens all the time – a computer crashes and we lose everything that has been stored on it. You could be losing a lot of important files, from business files to your own personal files, and there is no way that you will be able to get these files back, unless you have a good back up system. When you use an online digital filing system, you will never have to worry about losing anything again.

Instead of having to wade through a ton of paperwork to get to a file, or not being able to access a digital file because you are not at the right computer, have all of your digital files organized with an online digital filing system. You will be able to get to on any file you need in seconds, no matter where you are and what computer you are using.

We recommend using the Digital Tiger function in Paper Tiger Online filing system software to connect to Google Docs for a combined document management system software solution, 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 through a Google or Gmail account 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.

Some people are converting their filing systems to a more paperless environment, and Google Docs is great for storing the digital files that are scanned. 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, 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.  Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now), to connect your Paper Tiger Online account to your Google Docs account.

How to Organize Your Digital Files for Most Efficiency

Again, we recommend using Google Docs through a Gmail or Google account. Google Docs is Google’s free, web-based office suite that provides word processor, spreadsheet and slide show solutions similar to Microsoft Office. Using Google Docs, you can create and edit new documents online, upload documents created on your local computer or document attachments sent via email. (Note: the 1st GB of digital storage with Google is free. Click here to see more information on Google Docs digital file storage and at Google’s knowledge base here: http://support.google.com/a/bin/answer.py?hl=en&answer=1047457)

In addition, Google Docs can also be used as a reliable and budget friendly digital file storage solution for all your file types including document management for electronic files, video, music and image files.

Google Docs allows you to upload and store files in the cloud. You can upload both files and folders, including an array of file types ranging from document types to image types to video formats. Here are some of the things you can do when you upload files or folders to Google Docs:

• Access your files and folders from any computer, anywhere in the world by signing into Google Docs. The only requirement is that you have an Internet connection and a Gmail or Google account.
• Share files and folders with friends, family members or colleagues, allowing them to view the files in the Google Docs Viewer.
• Convert files to Google Docs format and collaboratively edit these files online.
• Upload photos and videos to view or share.
• Organize your digital files in folders called ‘collections’ and individual files can be organized to appear in multiple collections.

Commonly asked questions about uploading files and folders to Google Docs:

• Are uploaded files secure?

Uploaded files have the same privacy and security as any of your other documents in Google Docs. Additionally, the default visibility setting for uploaded files is “Private.”

• How big can an uploaded file or folder be?

An uploaded file or folder can be up to 10GB. If you’d like to convert a file to Google Docs format, the size limit depends on the file type. Learn more about size limits in Google Docs.

• Why aren’t my uploaded files showing in my Documents List?

If your Document List is sorted by Priority, uploaded files and folders may not show at the top. If you’d like your uploaded files and folders to show at the top of your Documents list, you should switch to the Last Modified view.

• Can I share and collaborate on a file I upload?

Google Docs also allows for real-time collaboration with other GDocs users, file sharing, and access documents on your mobile device. You can share any uploaded file with another person, and you have full control over who can do what with your shared files. If you’ve converted that file to Google Docs format, you can also collaborate on that document in real-time with other people, meaning that everyone that you share a document with can edit the document at the same time, and each person be able to view the changes real-time. So, when the shared file is updated, there is no need to re-send it as an email attachment, because it is automatically updated for everyone.

Click here to see more information on how Google Docs works.

As you can see from this article at Now You Can Backup Your Google Docs to Your Local Drive!, Google Docs users not only have the ability to easily share and collaborate with others, to view data from any web device, but also have the peace of mind of automated backups, for an efficient document management system for organizing digital files.

If you work in an office, you probably have a pretty good idea of just how much paperwork can accumulate, and how overrun you can actually get with paper files. If you let the paperwork get ahead of you without having a really good filing system, you may be in serious trouble when you need to get your hands on a particular file in a hurry but can’t find it. This is one of the reasons why so many businesses are making the switch to paper management software, Paper Tiger Filing System Software for document management so they can organize their paper files in a way that they don’t have to worry about finding them later. After indexing their files, they will be able to conduct a Google-like search in the software database to find exactly what they need in a matter of seconds without having to fumble and search through stacks of paper.

The Right Software Can Be a Great Professional Organizer

Some people think that they can just scan their files into their computers, and voila, that whatever office software they are using can be used as their paper management system. Unfortunately, not all scanning software makes the scanned documents searchable, so that in itself is a major problem. After all, the main objective to getting organized is to be able to retrieve what you need, when you need it without a time-wasting search through stacks of paper or through your filing cabinet because you can’t remember what you’ve filed it under.

Also not everything can be scanned, so how do you find what you file physically. When you use an online document management system, you won’t have these problems, and you’ll be able to find any information or file you need whenever you need it.

There are still some offices that rely on the old fashioned alphabetical paper filing systems and have to rely on memory for what name is placed on each file tab. If you work at a company that does not already have an online filing system, talk to your employer about the advantages of implementing an efficient filing system software. Explain how well it can improve time management, because it makes it so quick and easy to find and share any file anyone needs, even at a moment’s notice.

In addition, some offices rely on only one person for their filing and organizational system. What happens when that person is out of the office? Your employer will probably appreciate the suggestion to acquire a filing system software that will help make your office more efficient.

Whether you own a business or not, you obviously have plenty of things to do, and you do not have time to search through files to get the one you need. When you use document management software, you can access any file you need in a matter of seconds, which will save you a lot of time. When you are saving time, you are saving money too, which of course is going to be good at the end of the day when you are making more profits because you are wasting less time.

Do You Have Paper and Digital Files to Keep Track Of?

With the right document management system software, 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 through a Google or Gmail account for your digital file storage. Google Docs is the lowest cost digital file storage system available, and Google Docs would be more convenient than storing your digital files on your hard drive that would take up valuable memory, or keeping up with CDs or Flashdrives.

Then by using Digital Tiger function in Paper Tiger Online, you will be able to 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.  Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now), to connect your Paper Tiger Online account to your Google Docs account.

For great tips on how to Customize Your Filing System with Paper Tiger’s Indexing Method for your paper file management and also how to get started with Digital Tiger for your digital file management.

The article below is a great start to declutter your home or office and a plan for beginning and maintaining a recycling program for unwanted items.

For 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 many other physical items, use Paper Tiger Filing System Software for document management to get organized!

For the paper files that you plan to scan for a more paperless (or less paper) environment, use Google Docs as your digital file storage location. Google Docs is the lowest cost digital file storage system available through a Google or Gmail account. And Google Docs would be more convenient than storing your digital files on your hard drive which would take up valuable memory, or keeping up with CDs or Flashdrives.

In addition, Paper Tiger Online Basic and Pro plans have Digital Tiger functionality, which allows customers to connect their Paper Tiger Online account to their Google Docs account. Then they will be able to search from one place to find both their paper/physical items that they’ve indexed into Paper Tiger and their digital files that they’ve uploaded or created into Google Docs format.

Recycling is the most important part of waste management for a home or office to prevent landfills from getting bigger and bigger. Reducing the collective carbon footprint is possible if each individual participates. Offices tend to be impersonal places where employees may not think about what they throw away. Recycling needs to be as easy as leaves to a tree, so that everyone will do it. Here are 10 tips for encouraging employees to recycle waste in an office.

1. Make it a group effort: A group of employees can join together to make a team that helps educate other employees about recycling, and introduces ways to make it easy. Some people are more environmentally savvy than others, and there will be two or three in an office who take recycling seriously and would probably love to encourage others to recycle.
2. Audit waste production: The team can first perform a waste audit to determine what kind of waste a particular office generates. Most offices have paper in the form of office paper, newspaper, magazines and cardboard. Also, aluminum cans, plastic bottles and containers and printer cartridges. Depending on the industry and type of business, there will be unique items. The team can set goals for the office to recycle 100% of their waste in a month or a year.
3. Provide waste-specific recycling bins: The first thing an office needs is waste bins for different kinds of waste. Plastic, paper, metal and glass should be separated. This can be all-in-one units with each compartment clearly marked or separate bins clearly marked. There are even small desk size bins for paper and plastic. It doesn’t need to be complicated.
4. Locate bins strategically: Separate bins can be placed close to where the waste is generated. Paper receptacles should be near copiers, fax machines and printers. Bins for food containers such as glass, plastic and metal should be in break rooms or cafeterias. Bins for cardboard should be in shipping rooms.
5. Create a cohesive policy on paper usage: Paper is approximately 40% of waste in most offices. The company should also buy recycled paper for printing. Always use both sides of a sheet of paper. Either print on both sides or use one side for handwritten notes. When the piece of paper is used up, put it in a receptacle only for paper. One ton of recycled paper saves 17 trees, 7,000 gallons of water, 3 cubic yards of landfill space and 380 gallons of oil.
6. Recycle old computer hardware: Find a certified place in the locality where used or broken computers and computer parts can be given for recycling. Companies that recycle electronic parts are certified by the EPA to meet standards for responsible recycling. Also, contact the Rechargeable Battery Recycling Corporation to properly dispose of batteries and cell phones. Many states have mandatory collection and recycling programs for electronics.
7. Employ a specialist to pick up waste: There are recycling companies that will pickup waste that has been separated for a fee. They will give rebates on some of the collected materials. They will have the information on recycling computer parts and batteries. The team can arrange this. It takes 450 years to break down one plastic bottle. Recycled, 25 bottles can make one fleece jacket.
8. Incite employee participation: If the office recycles regularly, the expenses will reduce. A percentage of this savings could be passed on to the employees in a gift or office party. Custom printed golf shirts, tote bags or baseball caps, made from recycled material, make great gifts. They can have the company logo and a tag line that says, Zero Carbon Footprint.
9. Point out the social benefit of an environmentally correct office: An office culture of recycling will produce a sense of pride in the responsible actions of the employees. It is an easy way to feel that they are participating in something worthwhile that will sustain the environment for the future.
10. It’s going to take time: Recycling is easy to do, but it may take getting used to for some. Old habits are hard to break, but education can help. Give the facts to the employees via email every week to convince them that recycling is in their best interest. It conserves natural resources such as water, timber and minerals. It reduces the amount of energy needed in product production. Since it reduces the use of wood and metal, it prevents loss of soil erosion due to logging and mining.

A well organised office will lend itself to a program of recycling. With knowledge and encouragement, employees will soon become accustomed to recycling; and not recycling will become unacceptable. Inform the entire office of the plan. Let the recycling team give tours of the new waste bins and how to use them. Employees need not feel forced into recycling, but they should see for themselves the benefit and want to participate.

About the Author:

John Brook writes reviews of stationery online as well as other business supplies and equipment at the Office Kitten.

This article by Meggin McIntosh, “The Ph.D. of Productivity”™ and Paper Tiger Expert, will help you implement a system to get and keep your email under control! Meggin also recommends Paper Tiger. Click here to check out Meggin’s webinar that will help you better understand Paper Tiger Filing System Software for document management to be able to use the software more effectively and see how you can get organized in every area of your life — not just paper filing! Meggin does an awesome job in showing you pictures of all of the different things she has organized and relating those items back to what she has indexed in Paper Tiger.

Strategies to Curtail the Appearance of Emails

When people first started receiving email, it was exciting! On any day when you got an email you thought, “Oh, I got an email!” Then, when you got about five emails a day you could still be pretty darn thrilled. But now that you’re at the point of receiving 100 to 150 emails a day or more (and many, many executives get far more than that), it’s just not quite as thrilling, is it?

This high number of daily emails does not include spam or the other ridiculous emails that you have filters to screen out. So to rephrase this number and its impact, consider this: Most professionals today receive over a hundred potentially-actionable emails every day. Given this, let’s just say that the excitement about receiving email has probably subsided for most of us, right? Here are some ideas to help you reduce the overall number of emails that even show up in your in-box:

Establish rules or ‘policies.’ In this case, I’m not referring to ‘email rules’ that are set within your email management program. Rather, I recommend that you establish and discuss rules or “policies” in your company or organization. For example:

Out-of-office replies: Determine that these will be used sparingly, if at all. When people are going to be out of the office for about 30 minutes and they set up their email to send “I’m out of the office,” my first thought is, ‘You’re not that important.’ My second thought is, ‘How many people are receiving this extra email for no reason?’ If someone is going to be out of the country for a month, then maybe they need to send an “Out of office” reply. If many companies, agencies, or universities determined that the ‘best practice’ is NOT to broadcast “Out of office” replies, it would almost halve the number of emails that were sent and received.

Other related policies: Is it alright at your organization for people to send recipes, cartoons, YouTube clips? Is that something you think companies are paying people to do? Usually the answer is no, and an extraordinary amount of time, energy, and organization resources are spent on that. I think companies, schools, departments, and other work units need to talk about this to set a policy. It’s not that you’re putting a clamp on people, but it is acknowledging , “We’re paying you to be here 3, 8, 9, 10 hours and this is not coffee klatch. We’re trying to get some work done here.” Other times companies don’t care what people do, but I think folks need to consider that.

Another area is related to political emails and the like. Recently, NPR had a discussion about the political season that recently ‘passed’ and how many organizations needed to establish email policies about whether or not people can send out requests using the company or the organization’s email for attending fundraisers or for other promotional materials. Not only is it divisive, but it’s spending an awful lot of time doing those kinds of things and it may result in people not only getting less work done – but developing some animosities that prevent collegial work.

Sometimes, as an individual, you need to request that people stop sending you particular kinds of emails. You can send out an email or talk with them individually to ask, “Please don’t add me to your chain letters, cartoon list, prayer chains, jokes. I don’t want all those additional emails.” Decide what it is you don’t want and then ask people to respect your request. You can start this rather subtly by adding an email signature for a little while, saying, “I appreciate it if everybody will take me off their lists.” Then other times you just have to ask people directly. If people insist, then set up a rule in your email that their stuff immediately goes into the deleted folder.

And lastly, if you want to receive fewer emails, then send fewer emails. We all need to ask ourselves when we’re getting ready to send an email whether we really need to send it. What research indicates is for every five emails you send, at least three of them either require or will elicit a response. If you do the numbers on this, it looks like this:

Let’s say you normally send 100 emails, which means that from what you’re sending you’re going to get back 60 emails. What if you cut it in half, for heaven’s sakes, and only sent 50? That’s going to take you less time to send 50 than to send 100 and you’re only going to get back 30. Do you see the math on that? Remember, just ask yourself when you’re getting ready to send an email, “Do I really need to send this?” because so many emails are going to increase the likelihood that someone is going to write us back. We don’t necessarily want that, but it’s going to happen.

You want to be able to attend carefully and thoughtfully to your email – and to the rest of your job. Curtail the appearance of as many emails as possible using the suggestions in this article. It makes a noticeable difference.

And to keep moving forward on your goals for more peaceful productivity – related to email and other ideas for the professional, join others (worldwide) who receive Meggin’s weekly emails (and see what is available for download at no cost at the following websites):

About Meggin McIntosh

Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh supports smart people who want to be more productive so that they can consistently keep their emphasis on excellence.

Emphasis on Excellence, Inc.
Email: meggin@meggin.com
Phone: 775.853.5510

MEGGIN’S WEBSITES

http://meggin.com (Primary site)

http://GetaPlanGuides.com

http://KeepingChaosatBay.com

http://TopTenProductivityTips.com

http://JustWhelmed.com

http://OwningWordsforLiteracy.com

http://PumpernickelPublishing.com

http://StayingPositiveinaFreakedOutWorld.com

http://LifeofEs.com

Article Source: http://EzineArticles.com/?expert=Meggin_McIntosh

During this webinar, Anne discussed the basic concept of organizing both paper and digital files. She demonstrated the following to show how to use Paper Tiger more effectively so you can get organized and be more productive.

• Get started with Paper Tiger Online.
• Created a Database, created a Location, created Items, and print labels for items.
• Demonstrated a work-flow example by filing items from her inbox.
• Demonstrated how to connect Paper Tiger Online to Google Docs and search from Paper Tiger to find both paper and digital files.

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, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.

See Anne’s SPECIAL, contact her to get on her schedule and you’ll be more productive in no time!

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

Filing System Q&A from the Webinar

Q: How secure are the digital documents that you scan in that are stored in Google Docs?
A: Information security is a top priority at Google… For more information, see Google Apps security whitepaper which is found at http://www.google.com/support/a/bin/answer.py?answer=60762

Q: Can you scan documents in and route to an action file?
A: You can set up a ‘collection’ or ‘folder’ in Google Docs for an action file.

Q: I would need 2 files, 1 for hard copy, titles, etc, the other electronic for all files, including vehicle titles?
A: With Paper Tiger Online and Digital Tiger, powered by Google Docs, you would be able to index your hard copy files, titles, etc. and upload your electronic files to Google Docs format, and be able to search  from Paper Tiger Online to find both your hard copy files and your electronic files. When Digital Tiger is activated, search results are produced from both apps, Paper Tiger Online and Google Docs. See this knowledge base article that gives an overview of what Digital Tiger is and includes a screen cast for activating Digital Tiger: http://thepapertiger.com/support/articles.php?id=20297536&catId=20008411

Comment: I want to use it to organize other things. I have a million tapes, CD’s, and papers and need to get a handle on the best ways to set up them.
Response: Assuming Anne’s webinar gave you a good idea on how to handle indexing your paper files into Paper Tiger by creating a Location for your Action files and a Location for your Reference files. Below is an example for your CD’s, and can be used to implement the same concept for your tapes:

Comment: I use Paper Tiger to keep track of car records and other hard items.
Response: This is a great example of Paper Tiger’s flexibility in getting organized!