Showing posts with label File cabinets. Show all posts
Showing posts with label File cabinets. Show all posts

Thursday, December 8, 2016

Digital De-Cluttering

  I spent  time eliminating and compressing physical files from my file cabinets. But now I want to do something about my computer files and desktop. So I will look at the documents and important items that I have in my work computer and zip drives. If I can't find files I need quickly that I know  it is time to organized and eliminate. So I am slowly ( 10 to 15 minutes a day) de- cluttering and organizing  my computer and zip files so I can find things when I need them.

On my hard drive at work each teacher has a U drive,where all of our files live. Since the beginning of the year I have been slowly looking at files and eliminating duplicates. I have also created folders and put items into files that go together.  I look at each time to determine if I need it ( almost like the physical de-cluttering) I deleted what I could . What I thought I should save but might not need immediately  I sent to ma zip drive.   At a later date I will print out what is on that zip drive so I know what is on it and do not have to open it to determine what is on it.

Tuesday, November 22, 2016

Physical de-cluttering ( Part 2)

    Another thing that is easily de-clutter is your file cabinet. Why should you do this? Well for starters if you had any excess files in your office , they need a place to go. Secondly, if your cabinets are overstuffed, you will not be able to access what you need to get out without getting frustrated.
    First thing to look for is duplicate files, either files with the exact same name  or files that look similar with slightly different  topics on their tab.  Take them out and go through them.If you have  duplicates  , put one of the contents in recycling.
    The second thing is to grab a handful of files ( maybe 5 or 6 at a time) and ask yourself the same questions as you did  for getting your files into the cabinets ( see blog post from Nov   ) If you spend 10 to 15 minutes a day on  this you can have your file cabinets  in order and with room for new files. 
    I find the end of the day is a great time to do this because by that time I am winding down, and it gets something done without being a major  brain drain.

Tuesday, November 15, 2016

De-cluttering your physical office

  Okay , lets say you piles of files in your office. Are they all in your file cabinets or are they in  boxes on the floor or under the work table.( That's where mine were!)Decide to de- clutter  your  office - your brain and eyes will thank you!

  Grab a  bunch of files . Take 10 to 15 minutes at a time. Look at each file to determine: How important is the material? Will you need it this year or maybe next year? Is it an activity or program that you do on an every other year basis? Do you not want to do that activity/lesson ever again?

  If the answer is  that you'll use the information / papers this year , then keep the contents of the file. Make sure it is properly marked , place the file in alphabetic in the correct file cabinet.( See The Organized Librarian handbook for my other ideas on filing)

  If the file is not needed this year   but maybe next year then take one or two copies of what is in the file for ones that are lessons) and put the rest in recycling or use as scrap paper ( print out needed emails ,or cut up to use for notes)

  And if you have file that you do not need and will never use again, or are duplicates of what you have in your drawer then  put the materials in recycling!!  There -in 10 to 15 minutes you have organized more files and have gotten rid of items you do not need!

Thursday, January 29, 2015

Setting up your file cabinet

    Take some time to set up your filling cabinet so that materials are easy to locate when you need them.  If you are just beginning   to set up your file cabinet, here are a few ideas to have it go smoothly and be easy to use.

  First of all, arrange all your files in alphabetical order. It is a great idea to keep a listing of the file folders that you have. ( see my ebook The Organized Librarian ) 

  If you are lucky , you might have more than one filing area,  I have  a small filing  cabinet in my desk drawer. This is where I keep items filed that I use on a daily basis.  I can pull them out easily and then file them away when I am done with them at the end of the morning or the end of the day.

 I also am lucky to have two other filing cabinets.  I have one in my closet . In this one I keep items that I use on a monthly basis.
The third one is in our storage area.   The files I keep in here are more historical in nature.   These are budget files or grant files that I must keep for 7 years  before discarding. 

  So when you are setting up your cabinet s, depending on the size, you will need a area that you will use on a daily/ weekly basis and also at least on drawer for your historical files.

Thursday, November 20, 2014

Better Desk Habits

  What should you do if your desk is an absolute mess? What should you do if there are piles and piles of papers, folders, magazines, and clippings all over?

  The easiest thing to do is to take everything and put it in a large box or container.  Then  take 15 to 20 minutes ( set a timer- see Using a kitchen timer  ) Take a pile from the top  and go through each piece. Refile each paper where it should go.   Have some a file folders and markers.

  If there is a current project you are working non , label a folder and put all related items into that folder.Anything you do not need , throw away or put in the recycling bin.

 Also have some files that can be marked : To do, To read, To file.

 Anything you need to save , label a folder and put the paper in it. Then file in your file cabinet.  Make sure you put them in alphabetical order. If you have files you are done  with , refile in the proper spot

  Do a 15 - 20 minute  session  until your bin is empty.
  Now devised a system, Establish a  place marked  TO FILE.  Never let your piles  get out of hand again. Each day  spend  some time refiling  so your desk is clean!

Desk Organization- Part 2

Tuesday, November 4, 2014

Good Work Habits at your Desk!

     Hopefully your desk is now ready to go. It is cleared of files ( See The Organized Librarian book- tab up at top for more on  files and filing)  But if not, and you have piles and piles of papers, here is what to do.

  The  key is to NOT let paper and piles keep multiplying!!  Process each paper as it comes  on to your desk.  If you do have papers and piles , grab a pile and go through it.  If you already have files in your drawers or file cabinet, then refile each paper in the correct file.  Do this with each  pile. ( Take 15 - 30 minutes at a time until your desk is clear of piles)

  Now establish a place where  you will place items to be filed/ refiled.  Establish also an area ( I use a standing file holder on the counter next to my desk- it could also be on my desk - and this is for current projects I am working on) Everything else is filed in my desk door ( files I use on a regular basis or in my file cabinet- where I put files that I use once a month)
   Also have a couple of folders( one marked to do, to read, )

  Each day you can pull out the files that you are working on . Then before lunch or before  the end of the day, always take a few moments to file materials where they belong!

Thursday, May 15, 2014

File Cabinets

 Making your file cabinets easy to use!
     At my new position, there was stuff filed in the file cabinets but not in hanging file folders and not in any kind of order.  so it was very difficult to find things quickly. I also went through and got rid of many files and papers that I did not need. I had to make sure what to chuck and what to keep.

    At the public library level , you are required to keep many records at least 7 years.

    So this is what I did. First I took EVERYTHING out.  Then I got a stack of new file folders and new hanging file folders.  I made new folders for almost everything that looked dog eared and ratty.

   Then I  rehung the hanging folders and filed items in ABC order.   I also have a small cabinet in my desk.  I did the same thing.   I made files and got the hanging file folders  and put that in Alphabetical order.

   What a difference! Now I can actually find quickly what I need.  Now as per  The Organized Librarian , I want to make a listing of what is in each drawer so that when I need to find soemthing I can check the list to see where it is located.

  I still have the files downstairs to do but that is another days' job.

Thursday, September 19, 2013

File Cabinets- taking Charge, taking control


It's  another week at work on organizing the library office ( if you have one)  or your main desk if your workspace is right at the circulation desk.  I am always working and refining on my files and file cabinets to make them more efficient.
   Now that does not mean that I am constantly working on my files and cabinets. It means that almost every week, I spend some time organizing, deleting, and compressing my files. It may be 10 or 15 per week  or  10 minutes per day.   It all depends on  what  kind of shape the files are in and also what other pressing tasks I need to complete that week.
   Do you have duplicate files? I found that in one draw alone I had several files in several places with the same name. Obviously I will take each one and see what is in each one , consolidate and then eliminate.

    Why am I doing this? Well for one reason , it makes things easier to find. Second
reason, I like orderly files. When I need something I don't want to spend extra minutes tracking down two files.  Check out my book The Organized Librarian    ( see pages tab Books for sale) for more tips  on keeping files updated and organized.

Saturday, March 23, 2013

Organizing your Office-

       Maintaining a neat  and organized office workspace is an ongoing process.   You should never think that you are organized  and that is the end.The initial  organizing will be the most work , but you can begin seeing improvement after a few sessions.  When you think you are done , then you will be on a maintenance schedule  similar to  keeping your house work  done.
   
      If  you have read my blog on 3/11/13 about Organization in the Library, and files and piles and have started to begin this process then you are on your way. By now your library will be looking and feeling more organized and you will be getting more work done  and feeling better and better.
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    Let's look at some other areas of your office and library where you might want to be more efficient. Look at an office supply catalog ( print or online ) When you do you will so many organizing tools.  If there is a spot or area that needs redoing , look for ways that organizing tools could help you accomplish that task.

   Where you do keep your files?  Do you have adequate file space? Are the files in order?  Keep your file with your current to do and daily activities close to where you work.  Other files that are needed can be kept close to your desk.  Files that are needed but not looked at daily can be kept in another file cabinet .  ( I call them my historical files)

    Develop and keep a consistent naming system for both your  print and computer files. ( See The Organized Librarian book)   This will help you to easily find and retrieve the information and files you need .

Wednesday, October 21, 2009

Files

Yes, I am still working slowly but surely on my file cabinets. It 's not how quickly I get done , it is how efficiently it is organized. The purpose is to be able to find what I need and have at the tip of my fingers. I have one file drawer almost complete. When it is finished I will probably label the file: Class Work sheets, author studies. This way I can quickly know what is in there. Then I will proceed to another drawer.
Happy Organizing!!

Monday, October 5, 2009

Monday- File cabinets

I"s another week at school! Working on organizing files this year at my circulation desk( which is also on only desk). Do you have duplicate files? I found that in one draw alone I had several files in several places with the same name. Obviously I will take each one and see what is in each one , consolidate and and then eliminate.
Why am I doing this? Well for one reason , it makes things easier to find. Second
reason, I like orderly files. When I need something I don't want to spend extra minutes tracking down two files. So I will take just maybe 10 minutes today and I will work on one drawer,