If you have your own business, you realize how difficult it can be to keep things organized and in order. Paperwork alone can be a real nightmare, but Paper Tiger Filing System Software for document management, not only can you finally get all your paper files in order, but anyone in the office can find them.

Using Paper Tiger, you never have to worry about whether to file a paper under “Smith’s dog care,” or “Fido dog walking schedule” again, and solves the many problems with filing such as:

• You can’t decide what to name something;
• You keep putting off filing because you don’t like making new folders when you need to file;
• You can’t remember where or what name you previously filed something under;
• You forgot that you’ve filed a relating file so you create a duplicate;
• Staff sharing files in the same filing cabinets, everyone thinks differently so relating files are named differently under separate hanging file folders;
• Staff turnover or the one person in the office that knows where everything is gets sick or on vacation.

The Basics of a Document Management System

The best thing to consider is using document management software as your ultimate tool for a filing system. The great news is that Paper Tiger can be used for more than just your paper files, but start with the paperwork part of your business. This is often the most important aspect of your business because it affects you, your clients and even how you get organized and prepare for tax time reporting.

Consider how the alphabetical method filing system would work. You would have to make sure everyone who might need access to the document would be in agreement with the labeling system and then make sure you had everything in the right alphabetical order. One simple slip and you could spend a lot of time searching every file of every drawer in all of your filing cabinets looking for one single piece of paper.

You can index the document into Paper Tiger’s database with any item name you want without any worry about finding it later, because the system will allow you to add as many keywords as you want to 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 set up numerically and waiting for your documents, 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 or other physical items into Paper Tiger, and you need to find an item, you simply conduct a Google-like search in the database and Paper Tiger will let you know where the needed item is located, then no matter what someone types in to search for the Fido Smith dog care and walking schedule, the answer will appear based on the keywords entered previously. Find that file number and you have your paper without even having to think about putting it in alphabetical order, or what you would have put on the file tab.

Get Organized Beyond Paper

So after you have your papers in order, you realize that you and your staff waste a lot of time finding things you need relating to the business, such as inventory or office supplies. Now you can use your document management software to keep track of the bin number you keep extra flea collars in, the box number where your back stock for leashes is and even if you have those personalized dog beds in your business, home or at some offsite storage unit.

Below is another example of how to use Paper Tiger to index and organize your CD’s, and can be used to implement the same concept to index your office supplies or inventory or 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.

The bottom line is that if you can put a number onto an item, you can index it into Paper Tiger… then whether the physical items are paper files, boxes, bins or books, etc., type in a keyword for an item the same way you do with an online search engine, you can find it. Start making your organization system work for you and your entire office by using Paper Tiger Filing System Software for document management and get organized today!

Trying to get yourself established and off the ground as an artist isn’t always easy. One of the greatest challenges artistic minded people face is sometimes balancing the business mind with the creative one. The bottom line is that many creative types thrive when it comes to creating their art, whatever the medium may be. When it comes to taking care of the other details, things often fall apart.

Getting organized doesn’t have to be that difficult. The most challenging part may only be getting a filing system like Paper Tiger Filing System Software for document management in place, and before long you will have to do nothing but be creative and file as needed into your filing system you’ve put in place to work for you. As you get more clients or sales and can hire others to help manage your growing business, they too can learn to use the same system with no effort at all.

Why a Filing System Is Important to Be Organized

More than likely if you are seriously trying to establish yourself as an artist, you have paperwork scattered with no real system. Your focus is being artistic and the rest seems like just details. You probably even have some important papers lying around in piles that may act as a priority system, but if you should need to find one in a pinch there would be no way to do so.

You probably have papers including:

• Your receipts for supplies and other important papers relating to your expenses and income
• Your notes or bio to be used for a press release
• A stack of important model release forms to keep you legally protected in case any one of the models you used for your photos or paintings claims you didn’t have their permission
• The application and related papers for the artists grant
• A list of places where your artwork is on display or on consignment so you don’t lose any pieces and can find one when someone should contact you about purchasing your art

More than likely there are a lot more pieces of paper lying around that you can’t keep track of but need to. In many cases, the paperwork has gotten so out of hand it can actually stress a person out and becomes an extremely important task that just keeps getting put off.

Implementing Paper Tiger to Get Organized

For Paper Tiger, 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,such as your artwork and where each piece is located. Paper Tiger can index anything!
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 corresponding index file number 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 set up 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 or your artwork and other physical items into Paper Tiger, and you need to find an item, you simply conduct a Google-like search in the database to find where the needed item 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.

When it comes to locate the list of galleries where your artwork is, you would type in the name that you’ve given each of your artwork into the Item Name field of Paper Tiger, then in the Keyword field, you would type in where the item is located and any other information that you might want relating to that piece. Then when you need to know where a particular piece is, you would conduct your search in Paper Tiger, and your filing system will let you know where it is.

If you have no idea where to start in setting up an organized filing system; one where all legal and tax requirements are met, you might consider hiring a productivity consultant who can help you understand what you need to keep, how long you need to keep certain items, and the consultant will be able to create a customized work-flow for your business side to help you maintain an organized system.

It is as simple as that. Even someone who begins working for you could type in a keyword and find the needed item quickly. 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. Start getting organized by implementing your document management software and put the focus back where it should be, on your artwork!

Running a home office can be very trying no matter whether you are using it to keep track of the family’s finances or running a small business from home. If you don’t keep track of your papers and other items in a manner that makes sense, you will waste time because you cannot find things when you need them.

When you’re not organized, you will not only waste time, but could lose money as well when bills are not getting paid on time, incurring late charges and other penalties simply because they were buried under other items. Also if you’re not invoicing clients in a timely manner, you’re not receiving payment for what is due to you.

A Better Solution for Organizing

The Paper Tiger Filing System Software and Document Management is a hybrid of traditional filing and computer search ingenuity with the ability to help you streamline your filing system and find your items. Paper Tiger is a filing system software that doesn’t require you to scan your items so you can use the same indexing system to organize books and other items that could not be scanned. (See our Not Just for Filing Paper webpage)

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.

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 or relating documents within each hanging file folder, 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.

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.

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.

Your home office is now organized like a miniature databank, like your own personal version of the World Wide Web for organizing your paper files and, well actually, anything that you can put a number onto.

Tame your paper files (and other items) with Paper Tiger and get organized today!

During this webinar, Nancy Hagan of Effective Day demonstrated how to get started with Paper Tiger Online. In addition to demonstrating examples requested during webinar registrations, Nancy demonstrated work-flow examples by filing items from her inbox to help you use Paper Tiger more effectively to get organized and be more productive.

Nancy also presented how to organize things other than paper files, such as books and storage boxes. And later in the presentation, she talked about how to use a tickler (monthly/daily) filing system to organize your action file.

Please visit www.effectiveday.com to learn more about Nancy and the services she provides, and click here see her Productivity Coaching special. You can contact Nancy at 513 899-9949 or email at nancy@effectiveday.com

To learn more about Paper Tiger and Digital Tiger, visit www.thepapertiger.com

Filing System Q&A from the Webinar

Q: How do you share the location of items with your staff when necessary or how do you set it up from the beginning that way?
A: If you have a multi-user plan, after you have created your database and locations, you can click on the People/Permissions tab from the Dashboard, then invite users via their email and set their permissions as to what they view and/or edit. You can see multi-user articles at http://www.thepapertiger.com/support/view_articles.php?forum_id=220848&catId=230 that you might find helpful.

Q: How do I print the Reference location?
A: See this knowledge base article that gives instructions on how to print labels for your locations within your database: http://thepapertiger.com/support/articles.php?id=198696&catId=230 and Nancy also demonstrates printing labels in this webinar.

Q: Could you set up a database that would store your books — physical library?
A: Here is a blog post also that you might find helpful that gives more examples of how to index different items: http://www.thepapertiger.com/blog/filing-system-family/

Nancy Hagan of Effective Day, works with business people who want to be more effective and productive, focus on their highest priorities and be free to do what they do best! Effective Day provides Organizing and Productivity Coaching, Consulting, Workshops and Products for busy people who want to make the most of their day and enjoy their life.

This article by Natalie Conrad of Organized Habits, and a Paper Tiger Expert, reveals that we sometimes hate paper filing because we simply don’t know how to file. Natalie gives us some great tips in how to look at our paper files differently and to set up a system that will be easier to maintain.  Natalie also recommends Paper Tiger Filing System Software for Document Management to get everything in your life organized — not just for filing paper!

I spoke to a business associate of mine today and she made an interesting remark. She said that she hates to file. When I asked her why, she started to say she didn’t have time, was afraid she’d never find it again, and that it wasn’t a priority. But she finally admitted. She didn’t like filing because she didn’t know how to do it. What a revelation! What an easy thing to fix!

Did you know…… 80% of what we file, we never reference again?!!

First, there are 3 types of files: Action – Reference – Archive. Most people hate filing and I suspect it is because all of your files are grouped together and not separated by type.

Action files are those files that you reference all the time or at least weekly. They contain information that is needed to do your job or work at your desk. Therefore, these should be the files that are located in the file drawer attached to your desk. If you do not have a file drawer in your desk, then these files should go in the file drawer closest to where you sit and work.

Reference files are files that you need to reference occasionally, usually monthly or annually. A good example is your auto insurance policy. It expires either annually or semi annually. Can you think of any other files that may be reference files at home or at work? Because these files are used less frequently, they can be housed in another file cabinet, located elsewhere in your office.

Archive files. These are the paper files that my clients rarely have segregated. Archive means that this information is being kept for retention purposes. This is information, like your tax returns, that you must keep for a specific period of time or indefinitely. These files can be boxed and labeled and stored outside your immediate office. File cabinets in the store room or garage are good locations for the archive documents.

It is also important to maintain your files. Set aside some time every 6 months to go through your file drawers and purge files and documents that are no longer needed. The first time you purge your files, it may be labor intensive since it has never been done before, but keep doing this every 6 months and its goes more quickly.

A System for the Day to Day Paper Filing

This is a great video tutorial by Natalie 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 intense filing and organizing 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

During this webinar, Anne discussed the basic concept of Paper Tiger to organize both paper files and other physical items of which you need to keep track so that you can find them when you need them. 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 index books, contents in a bank lock-box, contents in storage bins, and holiday items.
• Demonstrated searching in Paper Tiger, and how easy it is when you need to find something.

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 (and sometimes in Arizona!), 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: Can Paper Tiger be used on a Mac?

A: Paper Tiger Online works on any computer with an Internet access including Mac. Browsers supported:

-Mozilla Firefox 3 and newer

-Safari 3 and newer

-Google Chrome 4 and newer

-Internet Explorer 7 and newer

Our desktop, downloadable version of Paper Tiger is a Windows only software so if you wanted a version that wasn’t web-based, you would need to install Paper Tiger desktop onto a virtual Windows program for the Mac such as Virtual Box which is free or Parallels or Virtual Box.

Q: I missed the first half did we discuss photo storage?

A: No, Anne didn’t cover photo storage, but this blog post might be helpful to you: http://www.thepapertiger.com/blog/organizing-memorabilia-organized-living/

Q: is the “Notes” section a searchable field?

A: No, the Notes section is not searchable. Paper Tiger searches “Item Name” and “Keywords” sections.

Q: What if my clients really want their files named, instead of numbered?  I understand the logic of PT numbering system, but many of my clients will also want to be able to look at their folders and find things visually instead of using PT.

A: We have had people to put 2 tabs on each hanging file folder; one with the item name and one with the item number that Paper Tiger assigns to it. Alternatively, you can see our blog post regarding Alphabetic Method for Paper Tiger Online at http://www.thepapertiger.com/blog/alphabetic-method-for-paper-tiger-online/ but it is not as convenient.

Q: I’m a bit confused – is “location” a physical location (i.e., garage), with items in the list (i.e., holiday items)?  It seems like “Holiday Items” and “Action” would be items within a location, and not locations themselves.

A: “Locations” in Paper Tiger can be for either physical locations or types of items being organized. In this instance, Action would the Location because you would be filing actionable items/projects as Items within the Action Location.

Holiday Items could be a Location itself if you have a lot of different ‘holiday themes’. For example, if you have a “Holiday Items” Location, you could have Items within named Valentines Day, Easter, Spring, Summer, Fall/Thanksgiving, Christmas, etc., for each holiday theme box. Then the Keywords for each Item would be listed as what is in each box. You might find this blog post helpful: Filing System Software to Help Organize Holiday Decorations

If however, you only had 1 box that contained all of your holiday items and you had that box located in the garage, you could name your Location “Garage” and box 11 contained your holiday items. “Garage” would be the name of your Location in Paper Tiger, and “Box 11″ or “Holiday Items” would be your Item #11, your keywords would be the list of contents in that box.

Also, please see our knowledge base at http://thepapertiger.com/support/articles.php?id=205263&catId=230 for a description of what a Location is in Paper Tiger.

Q: How do you use Paper Tiger to organize files on your computer?

A: If you have a Paper Tiger Online Basic or Pro account, you would be able to use the Digital Tiger function. Digital Tiger is a free add-on with a paid Paper Tiger Online Basic or Pro account for now, to connect your Paper Tiger Online account to your Google Docs account. Then you will be able to search from one place to find both your paper/physical items that you’ve indexed into Paper Tiger, and your digital files that you have in Google Docs. The way it works is described on our web page at http://www.thepapertiger.com/digital_tiger.  To prepare for Digital Tiger, you can create, scan or upload your digital files to Google Docs.

If you have the desktop version of Paper Tiger instead, the only way to make Paper Tiger work to organize electronic files in it’s current format, is to treat your electronic or scanned documents as if they were paper. You would need to make the decision as to how you want documents filed, including ‘naming system’ (how you want documents named to match the way you organize your files on your hard-drive.)

As you may already know, in the Paper Tiger database, Location is a physical Location for storing Folders, such as a file cabinet or a desk drawer that relates to a Location within the Paper Tiger filing software. Item Name is the descriptive name you give a hanging folder or in your case, an electronic folder.

You would decide how to name your ‘Location’ electronic folders, then have the same Location name in the Paper Tiger database. Once your document is scanned and named according to your decided ‘naming system procedure’ on your hard-drive, then you could input the document name into the Item Name field and as many keywords as possible relating to each document into the Keywords section of the Paper Tiger database.

Whenever you need to find an item then, you would be able to search Paper Tiger, which would direct you back to your electronic file folder location.

Or alternatively, you could use Google Docs separately as a digital file storage location, and possibly a backup system for the files on your computer, and conduct your digital file searches in Google Docs.

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.

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!

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!

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!

Reduce the Clutter & Organize Your Desk

‘On a Clear Day … I Can See The Top of My Desk’

Click Here to Read Full Transcript March 1st

The average person wastes 150 hours per year just looking for things.  To make it worse, the average executive wastes 6 weeks a year looking for things!

Does that sound familiar?  We know it does to many. Learn how take control of the clutter in your office once and for all.

THIS WEBINAR IS FOR YOU IF:

• Your lack of organization is putting a strain on your bottom line.
• You’re sick of the continuous paper clutter in your office.
• You waste precious time looking for information you need for important meetings.
• You want simple systems you can put in place today that will make a difference for a lifetime.
• You have tried different systems only to have them fail time and again.

WHAT IS COVERED IN THIS WEBINAR:

• What the true definition of “organized” is and why your definition may be different from your coworkers, spouse, best friend, etc.
• The top 4 time-stealers in today’s workplace.
• What clutter really is and how you can eliminate it.
• What you can do to combat overwhelm caused by too much paper.
• What you absolutely need to know before you toss out any piece of paper.
• What an indexing system is and how it can help you find anything in 5 seconds or less.
• Resources to get you started on the right track.
• How to understand what your organization style is and how to put it into practice.

Stephanie is a dynamic entrepreneur, nationally known speaker, author/publisher and productivity organization consultant, and business coach, and in addition a Paper Tiger Expert. Please visit www.ProductiveAndOrganized.net to learn more about Stephanie and the services she provides.

To learn more about Paper Tiger and Digital Tiger, visit www.thepapertiger.com

Stephanie LH Calahan – Calahan Solutions, Inc.
Unleash Your Profit Potential!   Productive & Organized – We’ll help you find your way.™

About Stephanie Calahan

Who could you be if your story was no longer holding you down?  Stephanie LH Calahan works with intelligent, highly motivated, busy entrepreneurs, executives, producers and other professionals to teach them how to do more with their time, space and information.  She believes that life is meant to be lived and that fabulous vision combined with practical systems can make that happen very quickly. As the creator of a number of programs, she focuses on helping you identify solutions for the way you think and work.  She and her team of experts at Calahan Solutions, Inc. help you maximize every hour and every dollar you invest in your business and life.  She frequently delivers transformative presentations and workshops to kick start massive business success through systems and simplification. You don’t have to do it our way, because we help you find your way!™ Contact Stephanie at  309-826-5263 or support[at]calahansolutions[dot]com or network with her directly www.NetworkWithSteph.com.

Copyright 2007-2012 Calahan Solutions, Inc. — All Rights Reserved

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Excerpt From Webinar Transcript

Simply put, organization is ‘finding what you need, when you need it, with little effort!’ Being organized is not about being perfect. In fact, it’s not easy for a lot of people. It’s about how your environment functions, not how it looks. The esthetics are personal choice, but the organization is functional, and directly impacts your quality of life.

So today we’re going to talk about:

-       Time

-       Space

-       Information

So that you can get greater results with less effort! In my program, we have 6 solid strategies to help you unleash your freedom plan that allows you to do all those things that you haven’t been able to do. Obviously, we can’t cover all of them in detail today, but later I’ll share how you can know more.

You see people often ask me ‘what should I do?’, but the real question to ask yourself is ‘what WILL I do?’ And that’s what we want to explore today. So by the end of this session, you’re going to walk away with strategies you can use right away and I’ll also share with you how to move from where you are to where you want to be, and you’ll have some great next steps outlined.

There are top time-stealers and physical space, like I said, is the number one reason that people contact us. The physical set up of your office is important to the process flow of your day. Think of your space in varying forms of valuable real estate. Everything within your arms reach is your most valuable real estate. Do you keep paper work or reference material that you use on a regular basis far from your work-space? Does it get put away? The most frequently accessed items should be placed in the easiest reach and work out from that. Be intentional with how you set up your space. You see, people waste an amazing amount of time looking for things and that is space issues — whether it’s paper things or supplies or even electronic documents. I have some clients that will even recreate a document because they feel it’s faster than finding what they made the first time around. In fact, the National Association of Professional Organizers found that 80% of the papers that were filed were never referenced again largely because people could not find them.

Another way to look at the systems and processes that you have in your business, whether you are looking at the paper, or any other system or process that you have as you are evaluating the functionality of how your business is operating is by asking yourself these questions:

-       Does it work?

-       Do I like it?

-       Does it work for others?

-       How quickly can I recover?

I shared with you previously that the average person wastes 150 hours looking for things, and the average executive wastes 6 weeks every year just looking for things. The truth is every performance gap, every little inefficiency, every lack of organization or productivity, not only reduces the effectiveness of your business, it also steals time from your personal life. This is true for all business owners. The purpose for an organized ad productive environment is to enable you to accomplish your goals and enjoy your life.

So what would that mean to you? What is your freedom plan? You have to take action to change your situation. The best way for you to move forward and take action is to have a solid plan for you situation. Click the self-assessment links below to get started today!

Take the Self-Assessments
and start the process to create your freedom plan!
You may qualify for a free strategy session with Stephanie.

Personal Productivity
Time & Priority Management
Company/Group/Department

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Q&A from the Webinar

Q: Please talk more about how to set up tickler files
A: Everybody has different ways of thinking and processing and working through information, so you have to decide if the pre-defined systems will work for how you think – if you have the same thinking style as the person(s) who designed the pre-defined systems, etc.

Q: Does Paper Tiger work with the Apple system?
A: Paper Tiger Online works on any computer with an Internet access including Mac. Our desktop, downloadable version of Paper Tiger is a Windows only software so if you wanted a version that wasn’t web-based, you would need to install Paper Tiger desktop onto a virtual Windows program for the Mac such as Parallels.

Q: I have had PT for 2 years but only use it on and off due to the lack of knowledge. I would love to get a one on one instructor.
A: Stephanie does conduct sessions in person and virtually, and from what I understand, these virtual sessions/days go very well. You’d be surprised what you can handle virtually. I encourage you to contact her directly to see what you might can work out with her for a one on one. Stephanie’s contact information can be found below.

Q: Already subscribe to Stephanie’s Twitter feed – a fan! Wish she lived in Ontario!
A: Stephanie does conduct sessions virtually, and these virtual sessions/days go very well. You’d be surprised what you can handle virtually. I encourage you to contact her directly to see what you might can work out with her. Stephanie’s contact information can be found below.

Q: Would like to be able to attach pictures to content description. Handy for storage boxes.
A: Utilizing Google Docs to upload your pictures to and putting your ‘keywords’ in the title of the picture in Google Docs, and then activating Digital Tiger, will allow you to conduct a search in Paper Tiger Online, and be able to see results from both your Paper Tiger indexed items and the items that you’ve uploaded to Google Docs, and therefore making the connection between the two.

Other comments from webinar registrations that may sound familiar to you. We wanted to include these so you’ll know you’re not alone in the daily struggle to get organized and stay organized!

• So happy about this webinar. The problem is for some of us, not having the time or being overwhelmed from the start!
• Paper Tiger has made THE most significant improvement in my organizational skills and improvement in office life!
• Just remodeled and refurnished my home office.  I was trying to reduce clutter and it has backfired.
• I need to somehow set aside time to go through papers, and it never happens.
• I am overwhelmed with all my clutter and am unsure where to begin.
• I enjoy Paper Tiger immensely.  Could you help getting paperwork off my desk in timely fashion : )
• I am so overwhelmed by my paperwork that I don’t know how I would even begin with Paper Tiger, even though I am interested in it
• How to develop incentive to keep organizing? How to decide when and what to destroy? How to remain organized after decluttering?

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+1.309.663.1360  |  Skype: StephanieCalahan

Blog:                       www.ProductiveAndOrganized.net
Social Media:          www.SocialWithSteph.com
Podcast:                 www.DailyProductivityTips.com
Facebook:              www.StephOnFacebook.com
Media Room:          www.CalahanSolutions.net
Site:                        www.CalahanSolutions.com

Copyright 2007-2012 Calahan Solutions, Inc. — All Rights Reserved

Your garage may not look like the picture above, but remember the time when you were able to park at least one car in your two car garage? Or maybe your garage has been in a state of disarray for as long as you have owned your home. Many homeowners are guilty of the same mistake. You move into your new dream home and throw all the boxes of things you intend to sort through later in the garage. Of course, time never allows for you to do any of that sorting, and before you know it, the garage is one big project that keeps getting pushed back on the to-do list.

What you really need to get your garage organized is the one thing that can help make the entire task as simple as could be. Make it your goal to implement a plan of action and Paper Tiger Filing System Software to get your garage organized so you can find everything later, not just cleared for the sake of clearing, you can get this task completed. If you are ready to de-clutter and finally check your garage organization off of your to-do list, let this be your guide for getting started.

Be Realistic for an Organized Garage

The best way to get started is to realize it is necessary to be realistic and honest, and begin to tackle the garage by dividing up the clutter contained inside into different categories. When you choose what goes into the “keep” pile and what goes into the “get rid of” or “give-away” pile. The more belongings you can cut down on and reduce the amount of clutter, the easier maintaining an organized garage will be. The items you can part with can be sold at a garage sale or on eBay, or you may choose to donate these items.

You can sort the items you are keeping and keep them organized by using an indexing system. By doing this you can pack all your items away, but still be able to easily find things at a later date. 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 database, and then when you need to find an item later, conduct a keyword search and you’ll know where that item is located quickly and easily. So if you number your storage containers and enter the content information into your filing system, later you can search for “Phillip’s Head Screwdriver” the same way you type keywords to search for intangible items on Google. Your indexing system will bring back search results that tell you what bin number the item is and even where the bin is, based on the information you’ve input previously.

Then Maintain Your Organized Garage

Once you have your garage on the path of de-clutter, your indexing system should be set up to keep it this way. Implementing Paper Tiger Filing System Software will make it easier to maintain your organized garage. Make sure you and anyone who uses the filing system to find and retrieve an item, return the item to where it belongs to maintain the system and prevent confusion later. If you add or remove an item, keep your indexing system updated. Once you have things in order you may even be able to get back to parking at least one car in your garage, or convert it into a rec room the entire family can enjoy.

Meggin McIntosh, “The Ph.D. of Productivity”™ and a Paper Tiger Expert, demonstrated a great example of an organized storage area in her webinar at Paper Tiger Webinar hosted by Meggin McIntosh. Please view the entire webinar as Meggin demonstrates how she uses Paper Tiger to keep her office and training items organized; and using Paper Tiger is one of the reasons she is so productive simply because she can find what she needs, when she needs it. The section of the webinar that she shows her storage unit is not her garage, but the same concept would be used in any storage area. If you want to view the storage area only, then allow the webinar to load, then click in the webinar duration bar and move the timeline button to about 47 minutes into the webinar.

This article by Sherry Borsheim, a Paper Tiger Expert of International Association of Business Organizing (IABO), gives us a way to create a system for dealing with the mail and all the paper we receive everyday!  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.

How much time do you think you waste shuffling junk mail and flyers around your home or office?  How often do you pick up your mail and put it aside for later?  But later never comes.  Before you know it last month’s mail is still piled on the kitchen counter and the In Tray on your desk is growing by the minute.

Let’s be honest here, opening the mail is not exactly high on our priority list unless it’s a cheque, gift or personal card from someone.  After a long day at work or chauffeuring the kids to all their after-school activities, the last thing you want to do is open the mail.  I don’t know about you, but I can think of more exciting things to do.  Like put my feet up and rest for 15 minutes!

More and more people are going paperless when it comes to bank statements and bill paying.  Magazines are now available on iPads, but I still prefer my glossy magazine.  For many businesses, paper is still around and receipts need to be accounted for.  The paperless office is yet to come.  And I see more paper in homes and offices than ever before as the volume of emails increase.

More and more people are making the effort to go paperless because it’s easier to manage; it reduces clutter in the home and helps the environment.  According to 41Pounds.org:

• The average American receives 41 pounds of junk mail each year and 40% goes to the landfill unopened
• On average, we receive 16 pieces of junk mail a week, compared to only 1.5 personal letters
• You waste approximately 70 hours a year dealing with junk mail, and
• 28 billion gallons of water are wasted to produce and recycle junk each year

What would you like to do with the extra 70 hours a year I just found for you by eliminating your junk mail?  Now there’s a hidden time-waster that I hadn’t thought of before!  And no more excuses that I don’t have time to work out.

Here are some resources to help you eliminate  junk mail

In Canada:

• Refer to Canada Post’s website details about “No Admail”
• Red Dot Campaign

In USA:

• DMAchoice.org
• StopJunkMail.org

So what’s the best solution for dealing with the daily mail that comes through your front door?  The answer is to set up a simple system and create a habit that you and everyone in your household follow.  A system is only as good as the end user!  Or you can delegate picking up the mail, opening it, filing it or putting in your Action folder.

Create a system for dealing with your mail

Here’s the process for dealing with the mail before it piles up and takes over your counters:

1. Recycle all junk mail immediately…do not let this sit around on your desk or in your home.  Be RUTHLESS!
2. Shred any junk mail that has your name on it and you don’t have to open it
3. Decide where the most convenient place is to drop your mail until you have time to deal with it.
4. Open the mail immediately or contain it in a tray or a container that you love, looks beautiful and fit on the shelf or counter.  Keep a letter opener handy to quickly open the mail.
5. Never let the pile of mail outgrow the allotted space.  If you do, you may cause undue stress because you have no idea what’s lurking in the unopened mail.  Late fees and penalties add up and stress takes its toll on your health
6. As a “rule of thumb” open your mail when it comes in and deal with it right away
7. Designate a place to file your papers with a shredder and recycling bin close by (you’d be amazed at how many offices I go into and there’s no garbage or recycling bin close by or a shredder, yet the piles to be shredded and recycled are thick with dust all over the office)
8. File mail in your “Bills to Pay” folder, “Discuss” folder, “Read” folder or file it
9. When you or someone in your household needs to pay the bills, the bills are at your fingertips
10. Once the bills have been paid, file in your “Paid Bills” file in a file drawer or other system that you may have

Hidden Costs

There are hidden costs, like stress and anxiety which weigh heavy on you if there is clutter and piles of paper, unopened mail, junk mail, flyers and old magazines lying around for long periods of time.  And piles of paper become dust collectors which lead to an unhealthy disorganized environment.

Rethink Your Subscriptions

Re-evaluate or cancel subscriptions to journals and magazines that you don’t have time to read or rarely refer to and you will dramatically reduce the paper coming into your home.  Look at new options to receive your newspaper subscription, like on the iPad which has a larger viewing screen than a cell phone.

My Paperless Journey

In the past three years, I’ve made a huge effort to eliminate paper in my office and in our home.  For years I’ve contained magazines to one small magazine rack and when it is full, I recycle or give to a charity or hospital.  Every 3 months, I purge bags of paper that I thought I needed 6 months earlier. I’ve asked my bank to only mail my business bank statements, and my business invoicing is all electronic.  More and more my business processes are becoming paperless and more online.  My goal is to have as little paper as possible so I’m mobile to travel and work anywhere.  Overall, having an impact on the environment.

Now it’s Your Turn to Make a Difference

What are you doing to reduce paper in your home or office? Do you have any other resources or tips for dealing with your mail? Leave your comment below or on Sherry’s original blog at http://www.bizorganizing.com/2012/02/eliminate-your-junk-mail-and-gain-70-extra-hours-a-year/!

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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).

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