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Telesummit Series: Fire Up Your Biz-Enrich Your Life!

Wednesday, January 18th, 2012

Our friend, Stephanie Calahan has pulled together some amazing, giving experts and together they are going to share all!

Visit Fire Up Your Biz – Enrich Your Life! to get signed up for free. You can attend one session or all of them!

As an entrepreneur you need to confidently take your business to the next level… if you’re not, you may be going nowhere fast… In fact if you are like 95% of business owners, you are already there…in the area of a million ideas and nothing getting done. Fire Up Your Biz – Enrich Your Life was created to help you weed through all of that. Say “YES” to getting the right systems and processes in place so that your business can thrive. Say “YES” to getting your message out in a big way and you’re ideal clients say yes to investing in themselves and get great results because they worked with you. Say YES to weeding out all the distractions, fears and other things holding you back so that your business can take root and deliver back to you the benefits that you want from it! The sessions are free and value packed. Sign up today to Fire Up Your Biz – Enrich Your Life!

If you’re like many business owners, you know a ton of stuff about the field you’re in. You’re a hard worker. You have tried a number of things to manage your time, space and information, but systems and processes just don’t stick.

Why is it when it comes to staying focused and getting things done, you feel like a failure? It’s not true, of course, but it can feel that way.

As entrepreneurs, we can be fun, dynamic, creative, inventive, expansive thinkers, out-of-the-box thinkers, quick-think-on-your-feet thinkers, adaptable, sensitive, and frequently have above-average intelligence.

We can also experience what can seem like odd paradoxes in behavior:

- Easily distracted one day and hyper focused the next
- Unaware of details one day and compulsive about details the next
- Assertive and demanding one day and then passive the next
- Amazingly forgetful sometimes and memory for the most minute detail the next
- Very unorganized in some aspects of life but extremely organized with elaborate systems in another aspect.
- Desiring structure but rebelling against it or abandoning structure
- Risk taker that can be stopped by endless “what-if”scenarios
- Even an Outgoing Introvert

“You can’t get there alone. In fact, you can’t get very far at all.”
~ Keith Ferrazzi – author of Never Eat Alone

Does that feel familiar? If so, I invite you to join Stephanie and the expert line-up to Fire Up Your Biz – Enrich Your Life!

Get focused and TAKE ACTION!

Do you wish you had a business consultant right by your side helping you make the hundreds of critical decisions that you are faced with daily? Have you looked at other successful business owners and wondered how they were able to figure it out? Now you can find out!

We’re going to share all of the secrets that you need to get your business — and your life — on track. Get the benefit of advice, brainstorms and business shortcuts from global business consultants/coaches, who are bringing their ‘best game’ to the table.

FireUpBiz Session Titles, Experts and Scheduled Dates

Here are the 20 confirmed sessions, but there are more in the works!

Depressing Desks and Psychic Debris: Cleaning up the Work Space by De-cluttering the Head Trash
(Regina Lark – https://www.facebook.com/AClearPath – 01/18 @ 11AM CST)

Cluttered minds and cluttered closets weigh us down, thwart productivity, and make it difficult to move forward with ease and a sense of clarity. Negative thinking blocks the light of positivity, and overwhelmed spaces block us from the simplistic life. The clutter and chaos of this “psychic debris” often reflects the clutter and chaos of our living spaces, but just how do we clear the debris? Join me in listening in to Regina Lark and Stephanie Calahan present Depressing Desks and Psychic Debris: Cleaning up the Work Space by De-cluttering the Head Trash.

Unlock the Secret to Achieving Your Profit Goals
(Nicole Fende http://www.facebook.com/smallbizfinance 01/19 @ 11AM CST)

Join Numbers Whisperer Nicole Fende, and her trusty companion Fluffy the Finance Feline, for a session that is sure to super charge your profits. You will learn a simple exercise that uses only 4 numbers to boost your bottom line. Stephanie Calahan will be talking with Nicole as she shares the same strategies she uses for her profit coaching clients to help them reach multi-platinum profits.

Mindset Matters: Secrets to a Powerful Mindset
(Des Gray http://www.facebook.com/DesGrayMindWorks 01/19 @ 7PM CST)

Behind every achievement, every action, every communication and every stress point – there hides a mindset. If you want to get more, do more and ‘be more’ – you need to know what’s under the hood, and more importantly, how to drive it. Des Gray and Stephanie Calahan will help you discover insights that will open new doors and opportunities.

We’ve Got To Stop Meeting Like This: How to Run Meetings that Actually Get Things Done
(Debbie Rosemont http://www.facebook.com/simplyplaced 01/25 @ 11AM CST)

Meetings are a critical activity yet people complain that meeting are boring, unproductive and a waste of time and money. Time, energy and money invested are too valuable to waste. Listen in on this session as Stephanie Calahan talks with Debbie Rosemont to discuss how to eradicate bad meeting habits and replace them with good!

Get the Right Support for Your Business, Inside and Out
(Marcia Hoeck 01/26 @ 11AM CST)

In order to be excellent at the things you and only you can do, you need the right support from people, both inside and outside your company. It’s difficult going out and slaying the dragons every day, and without the right people around you, it will be a lot harder. Join Marcia Hock and Stephanie Calahan as they uncover how to get the right team in place and make them thrilled to thrill you.

Get Time and Tasks Managed Quickly
(Michelle Panzlaff http://www.facebook.com/pages/Tidy-Tiger-Solutions/104767006250472 01/26 @ 7PM CST)

Do you have a pile of to-dos on your desk? Will one more sticky note completely cover your monitor? Mastering how to get things done without guilt and without costly rework is critical to moving your business forward. Join Stephanie Calahan as she talks with Michelle Panzlaff to learn how.

Conquering Your Fear with a Knockout Punch
(Dr. Shannon Reece http://facebook.com/drshannonreecefans 02/1 @ 11AM CST)

To succeed in the competitive world of business you must learn the right skills to combat the enemy within. The truth is that everyone experiences fear. Knowing how to deal with it, and defeat it is the difference between average and excellence in business. Discover how to change your fear from a liability into an asset. Stephanie Calahan will be talking with Dr. Shannon Reece to help you uncover and eliminate the fears that are holding you back.

The 3 Surprising Keys that Open the Door to Small Business Abundance
(Andrea Feinberg http://www.facebook.com/andrea.feinberg 02/02 11AM CST)

A recent survey of 3000 small business owners revealed a shocker: 91% believe the dream life they imagined when they first started in business will never be real. Well, it can be but it takes a massive rejection of the conventional route to business success. In this conversation, long-time business owner and coach to business owners Andrea Feinberg will talk with Stephanie Calahan and share 3 critical mind sets that must be in place if you want a business that runs like a well-oiled machine, whether you’re there or not, and allows you to focus on building all your tomorrows; this is life on your terms.

A Busy Family’s Guide to Getting Organized So You Can Live Your Best Life and Still Enjoy Your Family
(Ellen Delap http://EllenDelapProfessionalOrganizer 02/02 7PM CST)

It’s 5pm… no dinner on the stove but laundry is in the living room and your kids are nowhere to be seen! Join Certified Professional Organizer and Certified Family Manager Coach Ellen Delap as she is interviewed by Stephanie Calahan to learn how to pull it all together: your family, your time and the rest of the stuff too!

From Procrastination to DONE!
(Carrie Greene http://facebook.com/carriethru 02/08 11AM CST)

95% of the population is prone to procrastination AND 25% are chronic procrastinators. Procrastination is more than just annoying. Procrastination leads to loss of money, time and energy. Procrastination leads to overwhelm and stress. It’s time to stop putting off till tomorrow what you can get paid for today! Listen as Stephanie Calahan talks with Carrie Greene on how to go from procrastination to done!

5 Keys to Social Media Success: Do it Right, Stop Wasting Time and Get Results!
(Janet Slack http://facebook.com/solopreneurbiz 02/09 11AM CST)

Social media is the most powerful new marketing tool in decades and you owe it to your business to have a true understanding of how it works. It’s time to get down to the nitty gritty on social media and find out how to use it effectively to grow your business. There are lots of myths and misconceptions about social media marketing and it is time to learn exactly what works and what doesn’t. Learn what you need to do BEFORE you begin and how to maximize your use of your time on the sites. Whether you are using Facebook, LinkedIn, Twitter or Google+, you’ll want to join Stephanie Calahan and Janet Slack as Janet shares tried and true ideas on how to leverage these hugely powerful tools to benefit your business. You won’t want to miss this session – we are going straight to the heart of the matter – with a focus on specific strategies to make you successful.

How to Overcome your Mental Money Barriers, and Break Free to Success
(Georgina Sweeney 02/09 7PM CST)

Join Stephanie Calahan as she talks with Georgina Sweeney about How to Overcome your Mental Money Barriers, and Break Free to Success. In Georgina’s exciting breakthrough session, not only will you learn new ways of thinking that you can apply immediately in your business to achieve greater success, you’ll also experience mindset shifts right on the call! Georgina will share the strategies and exact same thinking that she used to take her business from nearly standstill to over $100,000 in less than four months – without a website, a list or even business cards! This and more awaits you!

Networking for Success
(Heather Townsend http://www.facebook.com/theefficiencycoach 02/15 11AM CST)

The strength of your network can literally mean the difference between success and failure. Get your networking right and the business will start pouring in. Get it wrong and it just becomes a demoralising time-consuming activity. The rules of the networking game have been changed by the social networking – have you adapted your networking strategy to harness the power of on-line AND offline networking? In this session, Stephanie Calahan will talk with Heather Townsend as she explains how she managed to grow a six figure business (and secure a lucrative book deal in the process), by building a powerful network – without any prior sales or marketing experience.

Top Tech Tools for Busy Business Owners
(Brandie Kajino http://www.facebook.com/bkajino 02/15 7PM CST)

So many choices! If you are like me, you know you need tools in order to get the important things done in your business. Too many choices, not sure how to decide and fearful of choosing the wrong tool? It can be a bit frustrating and overwhelming! Join Stephanie Calahan as she “gets the goods” from Brandie Kajino talking about Top Tech Tools for Busy Business Owners. Feel empowered by the new technology rather than confused & feeling like pulling your hair out! Don’t miss the 10 essential tools you might not be able to live without!

Conquer Email Overload
(Stephanie Shalofsky http://www.facebook.com/organizingzone 02/16 11AM CST)

How often have you started your day by checking email only to find that two hours later you are still checking email? It’s time to take charge of your email so that you’ll have more time in your day. Stephanie Calahan will be talking with Stephanie Shalofsky to uncover the juicy details of email management. By the end of this session you will have a list of email strategies and tips that you can start applying immediately.

Passion Management: How to Juggle/Prioritize all of the Passions We Have
(Lisa Montanaro http://www.facebook.com/LMOrganizingSolutions 02/16 7PM CST)

Do you have more than one passion and get overwhelmed with trying to decide which to do and which to implement? In this session Stephanie Calahan and Lisa Montanaro will take a look at “Passion Management” and how to manage all of the passions that you want to tackle in your business and life.

Five Secrets to Streamline Your Work Flow
(Miriam Ortiz y Pino http://www.facebook.com/morethanorganized 02/22 11AM CST)

Listen in as Stephanie Calahan interviews Miriam Ortiz y Pino about the Five Secrets to Streamline Your Work Flow. Discover how to clear space to create and support for your ideas to flourish, so you feel energized and essential. Learn why workflows increase the appraised value of your business and how to save over 6 weeks a year, so that you can do those things you have been putting off.

When Life Interferes: Making it through Life’s Transitions as a Business Owner
(Sue West https://www.facebook.com/SueWestOrganizingCoach 02/23 11AM CST)

Changes interrupt life. Big life changes need our attention, yet so does our business. Join Stephanie Calahan as she and Sue West, Certified Organizer Coach® discuss time strategies, work strategies and home management strategies to get you through the life change.

TiME Strategies for the Busy Entrepreneur
(Allyson Lewis http://www.facebook.com/AllysonLewis.SevenMinutes 02/23 7PM CST)

TiME™ STRATEGIES for the Busy Entrepreneur offers proven concrete steps for prioritizing, organizing and simplifying your work in today’s over stimulated and interrupted life. This interactive session with Stephanie Calahan and Allyson Lewis provides an extensive step-by-step program with strategies for achieving results in today’s work place by offering the fundamentals for radical change.

Solopreneur Motivation Secrets: Create the Work Environment and Results You Want
(Elaine Quinn http://www.facebook.com/pages/No-Place-Like-Working-From-Home/196504717026980? 02/29 11AM CST)

Working from home isn’t for everybody. There are unique challenges that face almost all solopreneurs. Among the most uncomfortable are the lack of structure, systems and support. However, with a little mindset adjustment it’s possible to stay motivated and productive. Join Stephanie Calahan as she talks with Elaine Quin about Soloprener Motivation Secrets: Create the Work Environment and Results You Want.

Tags: Declutter, life balance, mindset, Organize, Organized, success, time management, work space
Posted in Stephanie Calahan | No Comments »

Organize Your Business for a Professional Image

Thursday, December 15th, 2011

Just because your small business consists of just one CPA, which is you, doesn’t mean you can’t be taken seriously as a professional. Whether you run your own insurance agency, travel agency, medical practice, antique store or any other type of small, independent business, you can get organized in a manner that will have your customers, clients or patients seeing you as professional as any larger, established business. The details are important, and one of the most vital steps is to be organized.

Getting organized is not just about putting things away or cleaning it up, but also to be able to retrieve those items again at the time that you need them. An important office management tool to assist you in retrieval is to use Paper Tiger Filing System software to keep track of what you have, what you are storing and where it is being stored so that the items can be easily and quickly retrieved. Whether you need to find a receipt for tax purposes or that antique plate for a customer, indexing your documents and other items you need to keep track of will cut down on time spent looking for items and cut down on stress because you can’t find something when needed.

Even if you are the owner, operator and entrepreneur behind your own home office based business, you have to keep things organized and make sure to keep your office area decluttered. The main trick to this is keeping your records in order. While many businesses and offices are switching to keep things as paperless as possible, it is not realistic to expect you will not have any physical documents to manage. Not to mention, some physical documentation just can’t be paperless, such as passports, books, binders, CDs, etc. For one reason or another, you are going to have some paper files or other documents, and have to create a filing system.

Organize to Function Efficiently

Thinking like a small business is one way businesses take a wrong turn. If you think like a small business, you will end up acting like one. In return your potential customers, clients or patients will see you the same way. Go ahead and envision your business as growing into the next megastar in the industry. Set yourself up for success this way.

One way you can do this is to make sure your office has the organization required to function like a larger business, agency or practice. It starts with the filing system you have set in place. As an example, if you have a travel agency and a couple comes in and you want to show them brochures for a trip to Italy, but cannot locate the documentation you need, you are going to come across as unprofessional. Not to mention, you will more than likely end up losing out on business each time you struggle to find some sort of document. This is true for any records for any type of business. People have less time than ever to wait while you try to find their health records, tax filing or whatever records they want or need.

Organize For Professional Success

Getting Paper Tiger file indexing system software in place is a great way to make the most of your record management system. What this software does is enable you to type into your database not only the names of files but also many other keywords that you could name each file. By using different search terms for each record, you will never have to struggle to recall what you’ve named the file and you’re not confined to the one or two-word name on the hanging file folder tab if you were filing alphabetically. To retrieve the document you will use the filing system software search engine to type in one of the possible keywords and your software will tell you exactly what file number it is and where it is located.

So 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. Paper Tiger assigns the file number to the document or set of relating documents that you want to put in the same hanging file folder. 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 tag keywords 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 and tab each time you want to file something. Again, the software will assign an index number to each file you add to be put in the first available empty hanging folder.

When you’ve converted your filing system to Paper Tiger, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located.

By indexing your paper files that need to be kept in hard copy, you don’t have to spend hours searching through stacks or boxes or filing cabinets just to find one particular file. It has never been easier to keep track of important company documents, and using Paper Tiger Filing System Software for document management will help you get organized and stay organized! And remember, anything that you can put a number onto, you can index into Paper Tiger for an organized life!

Tags: Declutter, document management software, filing system software, get organized, Organize, paper filing systems, Paper Tiger "finding" filing system
Posted in Get Organized | No Comments »

Spring Cleaning Central For Document Management

Monday, April 4th, 2011

This article by Sherry Borsheim, a Paper Tiger Expert of International Association of Business Organizing (IABO), is a great step by step approach to getting your desk cleared of clutter to ensure a more productive environment. Sherry always recommends Paper Tiger Filing System software for document management to help you find your paper files and other items again after finding a home for them.

It’s that time of year when we begin to move more outdoors, taking in the crisp fresh air and feeling a sense of renewal. Getting your office and home organized helps to bring that wonderful fresh feeling back into your life. It’s also the perfect time to access where you are with the commitments you made to yourself in January. Did you set out to be more active this year, be on-time for meetings and ahead of deadlines, or maybe you set out to be better organized? Take a close look around your office and honestly ask yourself these 3 questions:

1. “Where are the piles accumulating?”
2. “What items don’t have a home?”
3. “Is your Inbox on your computer overflowing with 100’s or 1000’s of emails?”

Your answers to these questions will give you a clue to where you are to begin your spring cleaning project. Most people only use 20 per cent of what they have 80 per cent of the time. So, let’s get moving and clear command central!

Day 1: Start with the Visible Piles First

To clear command central and to see dramatic visible results immediately, start with the top of your desk first. Most people will start with hidden piles in boxes or items in a drawer and after 2 hours they feel like they have not accomplished anything. Grab a couple of boxes and then take every single piece of paper off your desk and put it into box number one. Use the second box for other desk items, such as pens, CDs, paper clips and whatever else you have on your desk. Now pick up the first piece of paper and use the F.A.S.T. Principle ™ – File it, Act on it, Schedule it, Toss it. Handle each piece of paper in less than 60 seconds. Get rid of any nick-knacks that clutter up your desk.

Action Tip: Play your favorite music and set a timer for 1-2 hours.

Day 2: Always Work in One Area at a Time

When you walked into your office today, how did it feel to have a clear desk? Let’s continue the process by tackling the piles on the floor. Once again, use the F.A.S.T. Principle ™ – File it, Act on it, Schedule it, Toss it. Handle each file or piece of paper in less than 60 seconds. There’s no time for evaluating here. The object of the game is to get this done as fast as possible. Getting organized is a clarifying, cleansing way of connecting to what’s really important to you. You should enjoy the process and reward yourself along the way.

Action Tip: Beware of the cost of clutter – it costs time, money, and space to take care of things you don’t use. Play your favorite music and set a timer for 1-2 hours.

Day 3: Create Zones in Your Office

Think of your work area as different activity zones. Consider how you move things across your desk, what items you use most frequently, and what relationship materials have with different desk activities. Command central zones would be:

1. An In Tray for incoming mail;
2. An Out Tray for outgoing mail
3. To File Tray for papers to be filed
4. Project file zone
5. Reference file zone
6. Resources area

Action Tip: Group like activities together and label for quick and easy access.

Day 4: Conquer the Email Traffic Jam

Incoming email, not managed properly, can become a significant drain on productivity. The more email piles up, the less useful it is to the user & company. An empty Inbox is a delight to look at! It reminds users they are fully caught up. The purpose of an Inbox is a temporary resting ground for information and actions temporarily before they are read. Apply the F.A.S.T. Principle ™ from day one.

Action Tip: My definition of clutter is “Anything you HAVE or DO that does not enhance your life on a regular basis.

Day 5: Organizing is a Process Not a Destination

Congratulate yourself for taking action this week and clearing off your desk! Remember, organizing is a continual process of re-evaluating what your goals are, what activities you enjoy, what you don’t enjoy. Continually ask yourself these questions:

1. “Does it work?”
2. “Do I like it?”
3. “Does it work for others?”

Action Tips: Be willing to adjust your systems as your professional and personal life evolves. Don’t worry about mistakes and just keep learning!

Week In Review:

This week we learned that in order to clear command central you start with the visible items first. Also, work in one area at a time and create activity zones in your office to increase efficiency and effectiveness.

About the Author

Sherry Borsheim, owner of International Association of Business Organizing (IABO), has been helping people to work smarter, not harder for years. She specializes in resolving paper, time and information management issues. To learn more about eliminating the paper pile-up and in vastly improving your productively, contact Simply Productive at 604-233-7076.

Article Resource: Spring Cleaning Central

Tags: document management software, Organize, paper filing systems, Paper Tiger "finding" filing system, Productivity, spring cleaning
Posted in Sherry Borsheim | No Comments »

What Is Accountability and How Can Your Business Achieve It?

Friday, October 29th, 2010

This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and Paper Tiger Expert, will help encourage and empower you to do something about the piles on your desk and get organized! Denise also recommends Paper Tiger Filing System Software and Document Management to help with your filing system and actually be able to find what you need, when you need it.

“Don’t touch my piles! I know where everything is.”

Do you have someone in your business who is accountable to you and who says that? If you do, you should be concerned. Chances are good this person is not nearly as productive as he or she could be because the piles have to keep shifting to locate information. However, there is another factor impacting business accountability. When the only person in a company who can find something needed is that person whose office it is buried in, there is no accountability within a department.

No one ever likes to foresee emergencies and extended absences. Even short, unplanned absences can be problems. While you probably know the general projects a colleague is working on, would you be able to easily fill in during two weeks of unplanned absences, knowing who they needed to call each day, and where they had left off on the current project? Would you be able to find important contracts and reports within seconds, not minutes?

If you are working with someone who looks disorganized to others, but who guards his or her piles of papers with the explanation that he or she knows where everything is, that person may simply have no knowledge of how to create an effective system for handling daily work flow. On another level, it can represent an effort to retain control and maintain job security because no one could take over amid the disorder.

Almost everyone today is working at full capacity in struggling to manage time effectively and get more done. Having to fill in for an employee who is absent without advance planning adds to the strain on colleagues as they strive to cover for that team member.

The next time you hear someone say that he is not disorganized, but that he can find anything amid the stacks in his office, consider the bottom line for your business’ accountability. That disorganization not only slows down an individual’s personal daily productivity, but can directly impact the company’s production efforts.

To achieve accountability, give your staff the training that will develop company-wide processes for handling work flow. While everyone has different duties, creating effective systems and then tailoring them for the individual job functions will allow you to cover for each other as well as increase personal effectiveness.

If you could use ideas on how to create effective systems for your office, our training CDs, The Productivity Series can guide you in setting up easy-to-implement systems for managing time, paper, and email.

If you would like to jumpstart your organizing efforts and add to your time management skills, we can help!

Denise Landers @timetrainer
Key Organization Systems, Inc.

Tags: Document Management, Organize, paper filing systems, Productivity
Posted in Denise Landers | No Comments »

Organization Is The Key When Going Back To School

Monday, August 9th, 2010

School is a major part of any child’s life. It’s also a huge commitment on the part of parents from both a time and money perspective. Organization is the key when going to school.

You may have children starting school for the very first time, or going back to school at a higher grade level. Overall the same principles should apply. The better organized you are, the better it will be for you and your children.

Purchase School Supplies and Wall Calendar

Most schools provide a list of supplies needed to bring with them, i.e., pens, pencils, folders (can be color-coded), labels, highlighters, etc.

Backpacks are essential for carrying books, papers and other supplies. According to the experts, contents of the backpack should be no more than 10-20% of the child’s weight.

If you live in the U.S., check the Sales Tax Holidays at http://www.taxadmin.org/fta/rate/sales_holiday.html for individual states before shopping.

A wall calendar will be necessary to ensure everyone keeps up with the new schedule, with after-school and/or sports activities. If you can, use an online calendar that both you and children can update with important dates. This will be helpful if you’re a working parent with a busy life, trying to juggle work and school commitments. It can be updated and either of you can access it from anywhere.

Establish a Routine

• Start a few days before school and have your child(ren) go to bed and get up at the normal time to get ready for school.

• Plan your evenings so they will be able to go to bed at a time to get the required amount of sleep for each individual child. According to National Sleep Foundation, “Sleep is especially important for children as it directly impacts mental and physical development.” See http://www.sleepfoundation.org/article/sleep-topics/children-and-sleep

- Set a regular time for bed each night and stick to it
- Avoid feeding children big meals close to bedtime
- Avoid giving anything with caffeine less than six hours before bedtime
- Make after-dinner playtime a relaxing time
- Establish a calming bedtime routine

• Plan for a healthy breakfast and healthy snacks for each day, so they will have the energy to handle the day’s activities.

• Plan for homework and exercise/play time.

• Every night before going to bed, have children get in the habit of picking out their clothes for the next day and packing their backpacks. This will ensure that you don’t have to iron something in the morning or a last minute search for that paper that needs to be signed and turned in.

• Get together periodically (daily or weekly) to talk about what projects are due, when they are due, and what supplies are needed so that you won’t have a last minute run to the store the night before a project is due.

• Once school starts, the calendar will quickly fill up with activities. Study will be a major component. Teach children to schedule their homework times so they don’t become overwhelmed, and don’t wait till the last minute to complete assignments.

Learn Productivity and Organizational Skills

Try this great resource of activities to help your child succeed in school and learn productivity and organizational skills, as well: http://www2.ed.gov/parents/academic/help/succeed/index.html

To keep all the school papers and instructions organized, create a filing system where you can keep all records in one place. Receipts for everything associated with school can be included, in addition to information such as school reports, excursions and any extra curricular activities. These files can be indexed in Paper Tiger Document Management Software and Filing System so that when you need something, you can quickly conduct a search for the keyword relating to the item and find it quickly.

Organization is the key when going to school. If you can instill that fact in your children and follow the same plan yourself, then you won’t feel completely overwhelmed. This will also teach your children how to better manage stress and life balance.

Tags: back to school, document management software, Organize, The Paper Tiger 'Finding' Filing System
Posted in Get Organized, back to school | 1 Comment »

Alissa Angelo praises Paper Tiger for organizing office files and maps!

Thursday, August 5th, 2010

Our public works office has been using the Paper Tiger software for several years. We use the software to keep our filing system in order, up to date, and user friendly. Currently, we use it to keep track of our general public works and archive files. This system has been so helpful in organizing our files.

When I first started working in our office, the filing system was very small, but over the years the amount of paper files grew substantially. With the growth our filing system, came the need for a better way to organize our files. I began the task of researching online for different types of filing programs that were both user friendly and would assist in getting our office and filing system back on track.

I ran across the Paper Tiger system online and after reading what it was all about, was convinced this is what we needed to organize our filing system. We purchased and installed the Paper Tiger Network version on a few of our computers, which has allowed not only me, but my coworkers to create, edit, and access files they are looking for. Saving everyone time and not leaving them reliant on only one person knowing where a specific file is located. Since implementing the Paper Tiger software, we have had so much success in organizing our filing system. Locating files is very easy and rarely is anything found misplaced.

In the last couple of years, our office has started using Paper Tiger to organize our paper maps. We have maps from subdivisions, maps of water and sewer lines, etc. These maps go back many years and were never really organized and it was always difficult to find the map you were looking for. By adding a “Maps” location to our filing system, we’ve been able to organize our paper maps and make them easily accessible to everyone in the office.

Earlier this year I saw that Paper Tiger was going online and that we would have the chance to beta-test it. We currently utilize an online system for work orders which has been very successful and eliminated the need for software on everyone’s computers. Knowing this, when I saw that Paper Tiger was doing the same I knew I had to try it out. Everyone in our office was very excited because this was something we had hoped for because we knew how great it was with our online work order system. We’ve beta-tested the Paper Tiger online version and can’t wait to sign up for the small business version. It will be so nice to not have to worry about updating software on each computer. Also, we won’t have to worry about the server where our database is stored crashing (which has happened to us a few times).

I saw today that the small business version will be available as of August 22, 2010 and we are counting the days until we can make the transition over to the online version. No longer will our office be reliant on a server that could crash at any moment in our office and lose all our filing information. Now we all will have easy access via the Paper Tiger online website, where everything is easily accessible, stored, and backed-up. Plus we can access it from anywhere if needed.

Our office has really enjoyed using the Paper Tiger software and look forward to continuing being a customer of Paper Tiger and utilizing their online program. Thanks for keeping our office organize!

Alissa Angelo
City of Stayton

Tags: document management software, Many ways to use Paper Tiger, Organize, Productivity, The Paper Tiger 'Finding' Filing System
Posted in Customer Testimonials, Government: City, County, State, Federal, International | No Comments »

Need Help Moving to Your New Home?

Wednesday, August 4th, 2010

Use Paper Tiger Document Management Software and Filing System to Help You Move!

Moving to a new home is categorized as one of the top five stressors in life. There’s no magic blueprint to follow because everyone is different. Organize as you pack and avoid the risk of overwhelming stress.

I recently moved to a new house and used Paper Tiger Online to help me get everything packed in a methodical way. As I packed each box, I listed the items in the Paper Tiger database.

• I first created a Location name in the Paper Tiger database for each room in the new house. (kitchen, dining room, living room, den, laundry room, basement, etc.)

• Printed several labels for each room to be placed on the boxes. (labels for kitchen, dining room, living room, den, laundry room, basement, etc.)

• When I filled a box, I would list each item in the Keywords section in the ‘location’ where it would go in the new house, placed the label onto the box and wrote the corresponding Item number on the label to match the Item number in Paper Tiger.

• After all boxes were packed and everything listed in Paper Tiger, I printed out a complete Item List Report, and then an Item List Report for each room. (Location)

I used the packing time as the perfect opportunity to do some spring cleaning and get rid of things we no longer needed.

• Shredded old files that needed to be tossed.
• Bagged clothing and other items no longer needed and dropped off to Goodwill.

You’re probably thinking this was quite a hassle while packing up, but actually it didn’t take that much more time. Unpacking was so much easier than any other move I’ve made, because everyone knew where the boxes should be placed. And with the Item List Report in each room, we didn’t have to search through every box to find something before it was unpacked. We just searched Paper Tiger!

Note (things to remember):

If you have help when packing, (whether it be professional movers or family members):

• Set up your Locations (room names) into Paper Tiger Online with a capacity of 20 in each Location,

• Give each member of the family a notepad and pen with instructions to write down everything as they pack and label each box correctly. You decide how the labeling will work so everyone understands and uses the same method. If this doesn’t happen, your system will fail miserably.

• Once everyone is finished, you can enter all of the information into your filing system so that you have a complete list of everything that’s being moved.

• One of the last things to do before packing up your computer and printer is to print off copies of your list for each Location (room name). This will be especially helpful if you don’t have Internet access on moving day.

I was so glad I used Paper Tiger Online! When we needed something that wasn’t unpacked yet, I just searched Paper Tiger and knew exactly what room and box number to find it. I avoided the chaos of having a mountain of boxes and no idea where anything was.

Tags: document management software, Organize, The Paper Tiger 'Finding' Filing System, Tips for Using The Paper Tiger
Posted in Customer Testimonials, Moving: How Paper Tiger Makes This Easier | No Comments »

Document Management Software Brings Sanity Back Into People’s Lives

Wednesday, May 12th, 2010

In today’s workplace environment, it’s frowned upon to discriminate against anyone for any reason whatsoever. It also suggests that everyone should have the same ability to find suitable work. Employers must be seen to treat everyone fairly.

ADD/ADHD Presents Specific Challenges

People who suffer from Attention Deficit Disorder (ADD) or Attention Deficit & Hyperactivity Disorder (ADHD) often have difficulty in workplaces for many reasons. If tasks are too mundane or take too long to complete, they can become difficult for the employee to handle.

This can create feelings of low self-esteem and may trigger the desire to quit work rather than cope with it. This challenge often proves to be a large obstacle to people who suffer from ADD/ADHD successfully finding and keeping jobs, especially if they’ve had a bad experience in the past.

Having ADD/ADHD means you have a chronic illness that can’t be cured. It doesn’t turn you into a “monster with 2 heads.” You’re still a human being who deserves the same opportunities everyone else has. Having a chronic illness that isn’t obviously visible doesn’t make it any less real. Add disorganization to the specific challenges of ADD/ADHD and you get more stress than normal, lack of concentration, confusion and a sense of panic.

Bring Sanity Back With Document Management Software

The great news is that document management software, like The Paper Tiger Document Management and Filing System Software brings sanity back into people’s lives. The Paper Tiger is very user friendly for anyone needing such a system. However, people who have ADD/ADHD have an added bonus in knowing that it’s so easy to use and is very logical, which means it doesn’t require an excessive amount of effort. This means files can be saved, archived, retrieved or discarded without the stress that traditional style systems have.

To better understand how filing system software can help you, just picture life without it. Desks piled high with overflowing folders full of documents. In and out trays full to capacity with more documents waiting to be added to the files. Everyone running around scratching their heads and trying to retrieve specific files so they can get back to the more demanding work. An unwieldy alphabetical filing system that forces people to waste hours of valuable time is something that makes no sense.

This picture can be summed up in just 3 words –
COSTLY, INEFFICIENT and FRUSTRATING!

Get Organized to Increase Office Efficiency and Moral

Imagine the possibilities if your new filing system software was able to help people facing these extra challenges to better cope. Just think how much more efficiently your whole company would run.

Now close your eyes and picture a row of desks with in trays and out trays containing just a few documents. The desktops have a few files here and there, and staff members are smiling as they carry out their daily tasks. That’s an example of how much impact the implementation of the right document management system can have on your staff and the company’s bottom line.

Naturally this software isn’t just for people with health problems. It’s designed to make life easier for everyone using it. Employers will have greater confidence in implementing such a user-friendly filing system. Employees will be able to better manage their time in order to focus on the more demanding tasks.

In any workplace, teamwork is a vital component of success. Everyone has strengths and weaknesses. In a workplace, as in life, it’s up to everyone to cope with the cards they’ve been dealt. So if you can add the right document management system and increase efficiency for all, then that’s fantastic.

The one thing that people in all working environments agree on is that work should be manageable. The more user-friendly your filing system is, the better it will be for everyone.

Your IQ or mental capacity should make no difference. Knowing that user-friendly document management software brings sanity back into people’s lives, will enable you to create a better working atmosphere without breaking the bank.

The Paper Tiger Document Management Software and Filing System will get you on the right track and bring sanity to your life!

Cutting Back on the Cost of Disorganization How Office Organization Can Improve the Bottom Line

Monday, April 12th, 2010

This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and a Paper Tiger Expert, will help you save time and money, simply by taking steps to get organized. Denise also recommends The Paper Tiger Document Management and Filing System software to help keep track of all your paper files throughout the year.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Are you interested in cutting costs and saving money?

Saving money in both business and personal spheres is not only a wise discretionary move during this economic turmoil, but for many it is a necessity. These past months have caused us all to reevaluate our spending and seek ways to limit cash outflow.

There is an easy solution that will produce many benefits, not just financially but in many tangent areas – become more organized.

Improving organization helps with the bottom line in a multitude of ways:

1. Image.

a. 73% of managers and associates say they form impressions of co-workers by the way their desks are organized. Disorganized desks do not indicate you are ready for additional responsibilities. There is a lot of competition now, so do not handicap your chances of securing more business.

b. Nearly 70% of workers believe that colleagues with messy desks are less career driven than their counterparts. Can you afford to allow that perception in this climate of downsizing and forced sabbaticals?

2. Productivity

a. Office distractions eat up 2.1 hours per day for the average worker. How much more could you produce if you had 2 extra focused hours of work each day?

b. Once interrupted, it takes 25 minutes to get back into the flow of the original task. Although many think you will get more done by multitasking, you are actually less effective than when concentrating on one thing before switching to another.

3. Time

If distractions eat up an average of 2.1 hours per day, that adds up to over 12 weeks per year. If you were organized, not only would you produce more, but you have extra time to pursue your personal goals and meet family commitments.

4. Health

a. Distracted drivers who are multitasking cause 80% of crashes and 65% of near-crashes.

b. Stress builds up with disorganization. 80% of our medical expenditures are now stress-related.

5. Money

a. 2.1 hours of distractions per day translates to $28 billion a year in the U.S. Add to that the loss of money due to employee absenteeism, illness, and health claims.

b. Estimate how much time is being wasted by each employee within an organization, multiply that by number of employees, and do that for year after year that this continues to occur.

Bringing the cost of disorganization closer to home, here are common situations where eliminating disorganization can quickly put more dollars in your pocket:

• Late payments (misplaced bills leading to interest and penalties)
• Pending rebates (not collecting the necessary information)
• Duplicate purchases (unable to find what you already had)
• Unused gift cards (not with you while shopping)
• Overdraft fees (failing to reconcile)
• Multiple trips to store (shopping without a list)
• Repairs (neglecting maintenance)
• Tax Deductions (not tracking mileage and business expenses)
• Late fees (overdue items)

It is always worth the time to be better organized, but with the economic stresses we are facing now, it becomes more of a necessity. The short-term investment in time produces long-term dividends.

Denise Landers @timetrainer

Contact Key Organization Systems, Inc. for written permission to reproduce an article: http://www.keyorganization.com/contact-us.php

*Statistics sources

If you would like to jumpstart your organizing efforts and add to your time management skills, we can help!

Corporate Training: workshops and consulting to increase daily work flow and reduce stress

Individual Assistance: our onsite and virtual office organizing to bring about changes quickly

On Your Own: books and CDs to work at your own pace

Tags: document management system, Organize, paper filing systems, Productivity
Posted in Denise Landers | No Comments »

7 Strategies for Controlling Clutter & Clearing the mess and stress from your life

Wednesday, February 24th, 2010

This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and a Paper Tiger Expert, will help you…. Denise also recommends The Paper Tiger Document Management Software and Filing System to help keep track of all your paper files throughout the year.

Are you struggling to get more done every day and yet running into obstacles that keep you from being as productive as possible? Where is the clutter in your life? It could be:

* a mental overload
* a surfeit of activities
* stacks of papers
* a barrage of email
* the corner of your garage

Whether you are facing piles of paper or the overload is hidden in your email inbox, you know it is something that needs to be tackled, and it nags at you. Those little guilt feelings at not getting around to clearing things out end up sapping your energy. If this describes you, follow these seven steps to gain control:

1. Break the task into manageable pieces. If it took ten years to accumulate, do not expect to deal with it all in one day. Schedule small blocks of time on your calendar.

2. Make sure everything has a home. You have to make a decision on each item. Having a specific place for everything gives you structure.

3. Store like items with like items. When you keep all of one type of item together, you know how many you have and where to find them.

4. Store things where you will use them. You need to select a logical home. Otherwise the clutter will accumulate again because you will leave an item where you use it.

5. Contain it. A container can be as small as a paper clip holder or as large as a room. Only keep what will fit. This helps you set boundaries.

6. Get rid of excess. Options include selling, donating, recycling, giving away, tossing. Keep a donation box handy all the time.

7. Create systems. The real key to getting organized and staying organized is to create a system that works for you and stick to it.

These strategies apply whether it is an organized office you seek or cleared spaces at home. Your mental outlook will improve, and your daily productivity will soar!

If you would like to jumpstart your organizing efforts and add to your time management skills, Denise can help! and Twitter @timetrainer

Corporate Training: workshops and consulting to increase daily work flow and reduce stress

Individual Assistance: our onsite and virtual office organizing to bring about changes quickly

On Your Own: books and CDs to work at your own pace

Tags: document management system, Organize, paper filing systems, Productivity
Posted in Denise Landers | No Comments »

Top 9 Mistaken Organizing Statements

Friday, February 12th, 2010

Top 9 Mistaken Organizing Statements
by Stephanie Calahan of Calahan Solutions, Inc. and Paper Tiger Expert

There are a number of statements that I have heard people say over the years with regard to their organizing projects. They are the top mistakes that you can make when thinking about getting your space and time under control.

1 – “If it can’t be perfect, why do it?”

Wanting to do a good job on your projects is admirable. However, the drive for perfection has ruined the success of many projects. Perfectionism paralyzes even the smartest people. Consider the consequences of not doing the project at all vs. the need for perfection. Then, see what you can do to eliminate that procrastination technique!

2 – “I can change! I know I can. This system worked for ______ and I know I can make it work for me.”

We are different — right down to our fingerprints. Assuming that the system is right and you are broken is not the right way to go. Instead, find a system that works for the way you naturally think and learn. You will experience a much better outcome.

3 – “When I have time, I’ll get to it.”

If you are struggling to find time, then you have an even bigger need to get organized! Did you know that the average person wastes 150 hours a year just looking for stuff?!? To make it worse, the average executive wastes 6 WEEKS A YEAR just looking for information and other items. Imagine what you could do with that extra time. Pick 10-15 minutes a day and get started.

4 – “I know I have not used it in years, but I will!”

If you work or live in a space that has loads of extra space, then this comment can be okay. However, most people I talk to tell me that they don’t have enough space. If you have to search through stuff that you don’t use to find the things you do use, you are wasting time. Be honest with yourself and let go of unused items. It will free up your space and time for more important things.

5 – “I do what the books tell me. I have like with like, but nothing ever gets put away.”

Like with like works in some circumstances, but there is another rule to consider. Store items closest to where you will use them. For example, if you have a container that holds all of your scissors, you will likely never find them in that container! Why? Because we get the scissors out and take them to the space where we use them. To walk back to a centralized storage location just does not happen very often. Items that you use on a daily basis should be within your arm’s reach. Things used less frequently can be farther away and so on.

6 – “I have a fantastic 48 step plan.”

Any system that has too many steps is likely to fail. Put the KISS (keep it simple stupid) process into play. If it takes a long time or is too hard to reach, it is likely you won’t do it.

7 – “Planning — smaning Organizing is easy. You just get in there and do it right?”

A little planning up front can save you lots of time now and in the future. Decide what the purpose for each room / space in a room will be. Then, as you have new items come into that space, you will be able to ask yourself if the item fits the space’s purpose. Let’s say you work out of your home. You have identified a room (or a corner) that is dedicated to your business. You find crayons and books in that space. Now that you have defined the space, there is no question that the items do not belong there.

8 – “I found the cutest container yesterday! I love the little drawers. Now, I just need to figure out how to use it.”

If you purchase organizing containers and tools without knowing how you are going to use them, it is likely that the containers will become clutter! Instead, sort and purge first. Then identify specific containers and tools that are needed to complete a project and purchase them.

9 – “No one can help me with this stuff. I have to do this alone.”

Sometimes, when we create a mess, we feel like we need to clean it up on our own, but that is untrue. Some of us are better than others figuring out systems to get organized. Consider finding a co-worker or friend that is organized and ask if they will help. Or, you can hire a coach to help you figure it out. Seeking help when you need it is a sign of strength, not a sign of weakness.

Related Resources
Do you wonder where you can make a difference in your productivity and organization? If so, you may like our self-assessment for Personal Productivity. You will get immediate results and may even qualify for a free telephone strategy session with me.

To your success! Steph
Twitter.com/StephCalahan
Facebook.com/StephCalahan

Tags: Organize, Productivity
Posted in Professional Organizers, Stephanie Calahan | No Comments »

Awesome FREE Resources-The Great Organizing Giveaway!

Wednesday, February 3rd, 2010

The new year is a great time to think of ways that you can improve your life — Getting Organized always lands in the top 10 lists of New Year Resolutions. There are many outstanding resources available to help you, but it is often hard to find them.

The solution:

– to get as many resources as possible available in one spot –

FREE!

For the first time ever, productivity and organizing professionals from around the globe are working together to deliver the GREAT ORGANIZING GIVEAWAY, and The Paper Tiger is honored to participate in this event.

The Great Organizing Giveaway is Here!

Go to http://www.AskTheExpertOrganizers.com/signup.html and sign up to get resources such as e-books, tip sheets, audio programs, complementary consulting and more! You can also enter into drawings for amazing prizes. Our amazing colleagues have really stepped up to the plate to deliver quality content just for you and it will cost you nothing!

Information will be categorized into three main categories: your office, your time and your home. Business professionals, parents and students will all find expert material that fits their personal productivity and organization needs.

Then do us a favor and comment below or on the Great Organizing Giveaway site to let us know what you think. Better yet, share this great Get Organized event with your friends on Facebook, Twitter, LinkedIn, etc!

www.AskTheExpertOrganizers.com

HERE IS A SAMPLING OF OVER 130 THINGS THAT WILL BE GIVEN AWAY:

* Try The Paper Tiger Document Management and Filing System software for 10 days with a free trial through the Great Organizing Giveaway website and you will be entered into a drawing with 5 chances to win The Paper Tiger Professional edition software! – “The best filing system ever invented!”

* On a Clear Day You Can Find the Top Of Your Desk Audio and Transcripts

* Productive & Organized: Finding Your Way – Special Report: Priority Setting – Working on the Right Things

* Residential Record Retention Guidelines Special Report

* Quick-Start Guide to Writing Profitable Articles

* Take Control of Your Clutter Before it Takes Control of You! An E-book Simplesizing Kit

* Get Your E-mail Organized!

* AboutOne Your life organized — memberships

* Use LinkedIn to Significantly Grow Your Business & Explode Your Profits!

* 101 Ways to Attract Ideal Clients Build Your List and Raise Your Profile

* 51 Creative Organizing Solutions Found in Every Day Items

* 7 Warning Signs You’re About to Hire the Wrong VA

* “Downsizing Dilemmas – Solved!” workbook

* Using Core Values as a Foundation in Organizing Your Life Workbook

* Making Being Green Easy: Eco organizing tips for the Home and Office

* Top to Bottom Hanging Closet Caddy

* Scared of Filing: 38 Easy Organizing Tips for Your Home Office

* Getting Things Done – How to Set up Chores

* Nine Strategies for Simplifying Your Business

* It’s Time…Stop Procrastinating NOW!

* 112 Tips to Organize Your Workday

* How to Set Up a ‘Command Center’ to run an efficient home and a free phone consultation

* Don’t Toss My Memories in the Trash

* 33 Tips to Get Organized Add Space To Your Life and Master Your Muck!

* 101 Simple Tips to Organize Your Life!

* Organize YOUR World video

* Home Organization Secrets for Busy Moms

* Parenting Time Management

* Organizing for Dummies booklet and a free subscription to “Let’s Organize It”

* Shape Up Your Kitchen and Release the Weight!

* Top-10 Tips For Instant Feng Shui!

* The “Simplify Your Life” Collection! Free ebooks and audio classes with ADD-Friendly Strategies that Work for EVERYONE!

* Couch Potato Organizing

* See Mike Holmes from HGTV Holmes on Homes/Home Inspection

Plus many more!

Tags: Organize, Productivity
Posted in Great Organizing Giveaway | 3 Comments »

Eliminate Procrastination with Easier File Management

Friday, January 8th, 2010

While most professionals realize that file management is mandatory to keep their businesses organized, they hate the actual task of filing paper. Often, these same professionals procrastinate more in developing a document management system than in any other task in the office. This applies to supervisors, business owners and office employees alike. Filing has a bad reputation in business.

The main reason is because it’s time consuming. Add to that, not knowing how to file specific documents and then locate those same files again when needed, and this serves only to reinforce this negative mindset. An efficient and organized file management system is mandatory. So what’s the solution?

The Paper Tiger Document Management and Filing System Software!

This document management software makes filing easy and much less time consuming. Those who have converted to document indexing using The Paper Tiger software have discovered just how simple and efficient this filing system is. And they rave about how it removes the dread from the task of filing! Once the software is installed and in use, the procrastination associated with managing files and paperwork in the office flies out the window.

Less procrastinating means more work accomplished. Employees will be more productive, which will make them—and you—happier and more content.

Organization is required for any business to function properly. Sadly, many office workers still believe the only way files and documents can be organized is to keep them all in one location. With The Paper Tiger, that simply isn’t the case because the software provides the organization. To add new files, you simply place a new folder behind the last one in the drawer or file box; label it accordingly in relation to your keywords input into The Paper Tiger, and you’re good to go. It works like a search engine for your paper files! You’ll immediately spend less time shuffling paper and more time being productive.

No more struggling or wasting time moving files around from one filing cabinet to another so you can squeeze one more folder in. No more wasting time trying to decide where the file is when you need it. No more reorganizing an office to fit in another file cabinet, when there is plenty of space in another room. Files no longer have to be near each other to keep your file management functioning properly.

Some business owners and employees think scanning is the best way to manage their files in trying to create a paperless environment. But consider this…

1. What happens if you scan a file, dispose of it, and then realize you’re missing important documents that didn’t scan properly?

2. How much money will you have to spend on a scanner with enough speed, efficiency, and quality to justify the cost of this filing system?

3. What will you do if your computer crashes and you don’t have a backup?

4. How will you name your files so you’ll be able to easily find them later?

5. How will your computer handle the files as space becomes limited or programs change?

These are just a few of the many questions that you’ll need to answer before using a document management scanning system. The concerns are many and can impact your business in ways you may never have considered.

When you use The Paper Tiger filing system, however, you’re putting your computer to work for you. Not only will you have a computer index of all your files, but a paper copy as well. You’ll still have the originals of all your important documents.

Companies who have been in business for decades often struggle with their document management system because it was created back when the company began. This can cause problems never imagined. Certain files must be kept forever. This can be a challenge, to say the least, when the business has been around for many years.

Some business owners may be concerned they can’t learn to use the software and may feel an indexing system only works for small businesses that don’t have many files. Or they may think it only works for businesses whose files are all housed in one location. This really isn’t the case. Worldwide, associations, large companies, small businesses, schools & colleges, government agencies, healthcare providers, non-profit institutions, religious institutions, as well as individuals, have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!

The Paper Tiger Document Management and Filing System Software works with as many files as you have to manage and it’s so easy to add or remove files, that it’s truly the best solution for a business of any size. The system works well for businesses with different locations as well. The software will manage files wherever they’re stored, making it a perfect solution for any business, regardless of what they do, or how big or small they are.

The Paper Tiger may not take all the work out of filing and document management, but it will save you time in maintaining and organizing your office documents. The fear that it will take too much time to get it all done is probably the biggest reason for procrastinating where filing is concerned. The average businessperson wastes over 150 hours per year just looking for lost information! Let The Paper Tiger Document Management and Filing System Software tame your files and you can alleviate some of the stress that comes with developing a more effective filing system while running a well-organized and more efficient office at the same time!

Tags: document management software, document management system, filing software, Organize, paper filing systems, Productivity, The Paper Tiger filing - "finding" system
Posted in Document Management | No Comments »

Overwhelmed? Use the 3-Folder Sorting Technique

Monday, December 21st, 2009

This article by Meggin McIntosh is a great method to get your document management filing system back to order. If you have piles of paper files stacked up, use this method to get you back on track. Then go from there using The Paper Tiger Document Management and Filing System Software to stay on track … and don’t go back to ‘overwhelmed’!

Use the 3-Folder Sorting Technique
By Meggin McIntosh

You know perfectly well when the overwhelm is present in your life. It shows on your desk, in your piles of to-do’s, in your in-box, and in your brain. Here are the symptoms:

Your desk is covered.

Your in-box is full.

You get things out of your in-box or tickler file and shuffle through them, and then put them right back where they came from – with no action being taken, whatsoever.
You feel stressed, frantic, and sometimes almost paralyzed by not knowing where to start or what to do.

This, of course, leads to even less productivity – and more overwhelm. I want to share an idea that I discovered for MY OWN USE when I was paralyzed in this way (and I still use it on occasion). I hope it helps you, too.

The 3 Folders

When I’m overwhelmed (and engaging in the behaviors in the list above), I get out my 3 special folders. You can label your folders any way you want, but these are the three I have labeled and use:

Red folder: Today/This Week
Yellow folder: Current Month
Blue folder: Whenever/If Ever

These three categories are ones that seem to be helpful when I need to do a rough ‘sort’ (vs. a refined sort). They are meant to provide some sense of order and control over what is feeling completely out-of-control and disorderly.

When It’s Time to Use the 3 Folders, Here’s How

The 3-folders strategy is not for everyday use…it is for for times when it feels like you are in an emergency state. Here’s how to implement the strategy, when needed:

Clear off the top of your desk or credenza so that you have a place to lay out three separate piles (categories).

Place the red (today/this week), yellow (current month), and blue (whenever/if ever) folders in the space you have cleared.

Pick up the first pile of things that represent your to-do’s and start sorting. You can actually sort quickly because you are in a crisis and so you KNOW you have to make tough decisions.

ONLY put something in the red (today/this week) folder if there are serious consequences if it doesn’t get done. If you jam everything back into that folder, you haven’t helped yourself at all – and you’re not in touch with reality, either.

Keep sorting through whatever it is that is stressing you out – folders, papers, brochures, or anything else that feels like it has an ‘action’ attached.

Once you are finished, put the piles into their respective folders. Put the yellow and blue folders away (off your desk).

Take what is in the red folder out and get started. You’ve identified what is in there as needing to be done today, tomorrow, or this week (however it is you think about it). So get going. These are your top items and you don’t need to be working on – or even looking at – anything else.

I find that I have an incredible sense of purpose and relief once I’ve prepared the red folder and tend to be able to work with a fair amount of speed and focus. It feels great!

You Want to Have These Folders Ready When You Need Them

The first time I created these folders, I was already in a melt-down mode and luckily, since my office resembles an office supply store, I was able to rustle up what I needed. You may not have what you need, so I recommend that you take steps now to be ready…just in case.

Go to your favorite office supply store or just order online. My preference is to use the 5 1/2 inch expandable file folders (vs. a flimsy and small regular folder) – and you can buy packets of 5 different colors at Office Depot.

Once you get your folders, label them with three separate words or phrases, similar to what I use or come up with your own categories.

If you’re in a melt-down and need them now, then put them to use. If you are doing just fine, then put these 3 folders away, knowing that you might need them someday. You’ll be so happy to have them prepared and ready for you…next time you need them.

And if you know the paralysis that sometimes comes when you are completely overwhelmed and you’re seeking ways to be ‘just whelmed,’ then I hope you’ll take advantage of the free weekly suggestions and ideas I send out to those (worldwide) who belong to the ‘just whelmed’ group. Just go to
**I Want to Be Just Whelmed (http://www.JustWhelmed.com)

If you would prefer quick, short weekly tips, then the following site is another place to find suggestions and other tools to support you in your quest for peaceful productivity (free):
**Top Ten Productivity Tips (http://www.TopTenProductivityTips.com)

(c) 2009 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh changes what people know, feel, dream, and do. Sound interesting? It is!

Article Source: Meggin McIntosh

Use the 3-File Folder Sorting Technique

Tags: Document Management, document management software, Organize, Organized, paper filing systems, Productivity
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Indexing Your Document Management Filing System is Worth it When You’re on the Road

Thursday, December 3rd, 2009

Have you ever been on the road traveling for business and discovered you needed a file from your office? If you have your own file system, it could be a challenge to send someone to your office to look for what you need.

If you used an indexing system such as The Paper Tiger document management software and filing system, you wouldn’t have this problem. You could give your assistant the information needed to quickly and easily find the documents you need, saving you not only time, but money as well.

Worldwide, thousands of businesses, government agencies, non-profits and individuals use The Paper Tiger Document Management and Filing System software to manage their filing. They have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!

These organizations and individuals have found The Paper Tiger software to be an invaluable tool to help them better manage their office and get organized to stay on top of the virtual mountain of paperwork that they must deal with each day. It is simply the best filing system available. You get all the power of the computer without the risks and time commitment of paper scanning!

The indexing system is the way to go because it gives your employees the ability to access files and documents no matter where you are. It’s the ideal way to find what you’re looking for with ease.

An indexing system saves a company money and it saves time every year because you don’t have to physically search for files you need. Just think how productive your staff can be. It’s like having more hours in the day to accomplish necessary tasks. You’ll also lower your overtime hours when you implement an indexing system for your document management solutions.

Some managers want to ensure The Paper Tiger Document Management and Filing System software is the right program for their offices, and others want to be sure the money they spend is worth the investment, while still others need to make sure they can get a refund if this software doesn’t work as promised. Let’s alleviate some of these concerns.

One question we’re asked often is what happens if my computer crashes or goes down. What will I do since all of the information is stored on the computer? There are a couple of ways to handle this. One suggestion is to print out a report with all of the information that is contained in your software.

Another option is to do a back up of your entire computer and save it at another location. An external hard drive or CD works well for this.

One last suggestion is to make sure your network (if you have one) is backed up regularly.

We’re also asked how we can say The Paper Tiger saves 150 hours a year when it takes so long to create the index? When you consider using an indexing system you need to look at the entire picture. Yes, it will take time to create your index, but compared to the time spent searching for files, it takes much less time in the long run. And you have a full 60-day guarantee!

For some, if not all companies, security and privacy is a huge issue. When your file folders are arranged by contact name, company name, or other pertinent information, it’s easier for someone to look in those files and access confidential information. When you use an indexing system that uses numbers, it isn’t nearly as easy for someone to locate sensitive data. This virtually eliminates privacy issues for client files, in particular.

Training is another big issue for some companies. They need to make the most of their time and money. The Paper Tiger indexing system is easy to learn and it’s easy to train others to use. The more you use the system, the easier it becomes. Start slow and work your way up to larger quantities of files. Before you know it, your entire office will be indexed!

An indexing system for document management is worth every second of investment and time spent setting it up. You’ll see the difference almost immediately. Your employees will be more productive, you’ll spend less time searching for files, and you’ll spend even less time filing new documents or re-filing documents you’ve pulled.

After just a few days of using The Paper Tiger, you’ll feel comfortable with it and you’ll wonder how you survived without it. You’ll feel better about your document management system and you’ll know you made a smart choice. You’ll also know that you’re spending less money and your employees are more productive than they ever were before you chose The Paper Tiger Document Management and Filing System software.

Tags: document management software, document management system, filing software, Organize, The Paper Tiger filing - "finding" system
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