• The first question is: Does it work? I have seen some beautiful systems that appear to work, but upon closer examination, they really don’t. Before you create the system, decide what your vision is for it. What do you want it to do for you or look like when it is finished? Also consider the obstacles you may have to face in order to create it. Can you overcome them? Next look at how much time and money you are willing to put into this project. And last, decide how you will maintain it.

• The second question is: Does it work for others? If you work alone then this question does not apply. If you work with others and they have to use the system too, you need to take into consideration their skills and abilities. A system may work for one person and not another. It is even more important to consider this question if several people are involved. A meeting of the minds is the first step to take before setting something up.

• The third question is: Do you like it? This may seem like a simple and obvious question and you may say, “Well of course I like it if I created it.” Not necessarily so. We do things for a variety of reasons, some of which we don’t even understand. It is important to like a system if you expect to use it and maintain it. So be truthful with yourself when you ask this question.

• The last question to ask is: Can I recover quickly? We all know that from day to day as we go about our tasks that there are interruptions, set-backs, and frustrations that cause us to lose focus on what we are doing. That translates into a messy desk or office. If your organizing system is good, you can recover (get things back in order) quickly. Perhaps this is the best test of all.

Do you have the tools you need to work at your optimum level of efficiency? Here are six essentials for a productive work environment. None of them require a degree in rocket science, and most offices have them, but may not be using them in an effective manner.

Desktop Tools-These include things like your computer, telephone, writing supplies, stapler, scissors, and tape. Most importantly it includes a system for information that comes into your office. Many people call this an in or out box. The system could be made of wire mesh, wood or plastic bins or baskets. They might be stored on the desk or hanging on a wall at arm’s reach. All desktop tools should be within easy reach so that you do not need to get up out of your chair to retrieve any of them.

Wastebasket, Recycle, or Shred- It is preferable to have all three and the ideal is to have them located near your desk so that piles don’t form because they aren’t easily accessible. If you can’t achieve the ideal, then work towards the best possible solution. This system is all about the flow of paper in and out of the office.

Calendar-This tool is used to help manage time. It is critical to have a great tool with a calendar to make the best use of time in and out of the office. You need to decide what type of tool works best for you, paper or electronic. Electronic tools are great, but you might not be able to do much planning with them. A good calendar not only tracks appointments, but can also be a place to write down your goals and to-do list for each day. All of these things are part of time management and productivity.

Contact Information-Do you remember what a rolodex is? Some offices still use them. They are a contact management system. Today lots of people use their cell phones or PDA’s to store their contacts. Microsoft Outlook is one of the most popular systems. Constant Contact and Send-Out-Cards are also examples of contact management systems. Like the calendar, each person must decide what type of system works best for them, not just one because it is popular. Make sure that you enter your contact information into your system as soon as possible. The system is your connection to the world.

Action Files-These are the files that you use every day. Many people use these as their to-do list. Action files should be located on the desktop or as close to you as possible. They can be organized by date, topic, or type of action. Some examples of names for action files are: to read, to file, waiting for response, consider this, call, email, etc.

Reference Files-These are files that require no action, but you must or want to keep them. They do not have to be stored on the desk. They can be located next to the desk, behind it, or even in another room. Reference files can also be divided into archive and active files. Archive files of course are what they say. These are papers like insurance policies, old contracts, licenses, etc. Active reference files are ones that you may access occasionally or even every day, but require no action. Examples are financial documents, operations documents, resources, and forms.

Take a look at these six essentials again and decide if you have them and are using them to their full potential. If not, make the necessary changes. Some people may even require another essential tool in their offices depending on their industry. Make an assessment of those tools as well. By using all of your essentials, you will be creating the most productive work environment possible.

Adapted with permission. © 2005 – 2010 Productive Environment Institute

All trademarks and registrations are the property of Barbara Hemphill

• Does this require action? That means do you have to call someone, email them, or talk to them in person before you deal with the issue on the paper. Maybe it just requires you to file the paper in your reference or archive files.
• Can I identify a specific use? Is it something that you need as a reference tool? Is it a model or template for something else? Is it something that you know someone else could use? If you can answer yes to any of these questions, then keep the paper.
• Is it difficult to obtain again? Years ago this question would be answered with a yes, but with technology and the internet, we can usually reproduce most information. However, if the document would be difficult to obtain, then keep it.
• Is it recent enough to be useful? Again with technology changing so rapidly, information gets outdated much more quickly than it did in the past. Most likely you can answer no to this question.
• Are there any tax, legal, warranty, or insurance implications? If you can answer yes to this question, you definitely need to keep the document.
• What is the worst thing that can happen without it? If you got rid of the paper, could you live with the consequences? If not, you may want to keep it.

You may want to make a “cheat sheet” of these six questions to have handy when you are dealing with office paperwork. They are a guide to help make you more productive.

*Adapted with permission from The Art of WastebasketryÔ by Barbara Hemphill of the Productive Environment Institute, 2005-2010.

First, decide if the paper is something that you need to keep. If it has an impact on taxes, is something needed for legal, insurance or warranty purposes, then keep it.

There are two types of files to manage if you are keeping a piece of paper, active or archive files.  Active files need to be kept near your working area so that you can access them easily. Archive files don’t need to be kept nearby, but can be stored in another part of the office or even off site.

The second part of the system is Act. This step refers to papers that demand an action of some kind. These types of files are usually kept on the desktop or at least nearby so that you can easily access them daily. Some examples of titles for these files would be: Call, Email, Waiting for a Response, Consider This, Read, File. Each person can decide the names of the files according to their own preferences.

The third step in the system is Toss. Here again, many people procrastinate about throwing papers away because they aren’t sure if they are going to need them in the future. If you decide that the paper can be tossed, first decide if it needs to be shredded. Any paperwork with personal ID, account numbers, or other vital information needs to be shredded. If you don’t need to shred it, recycle it or just toss in the trash can.

Now that you know the three things that you can do with any piece of paper that comes into your office, you should be able to easily manage those piles before they get to the disaster stage. To help you remember the File-Act-Toss System™, write them on a sheet of paper to make a label for them and attach them to something on your desk.

Used with permission. © 2005 – 2009 Paper Tiger Productivity Institute

All trademarks and registrations are the property of Barbara Hemphill

What does a productive work environment look like to you?

• Design your vision-what do you want it to look like?
  
• Eliminate your obstacles-what stops you from achieving your goals?
• Commit your resources-time, money, energy.
  
• Select your tools-use what you have or buy new ones.
• Maintain your success

I would suggest writing the answers to these questions down. Research shows that the act of writing something down makes it much more likely to happen. Follow the steps above to create your own productive work environment. Look for the next post about what to do next.