Showing posts with label files. Show all posts
Showing posts with label files. Show all posts

Friday, April 7, 2017

Budget Book- a good way to organize

      A few years back I was on my "notebook ". I organized all my important papers into three ring binders to keep everything straight and items together.   I decided last week  ( I 'm at the middle school now) that the note book organizing was the way to go  to keep like items together.  It worked at the public library  when I had a tiny tiny office,  now here my office is bigger but has even less space  and places to organize important papers.

     The first thing I did was to organize  and figure out how to build my binder. Previously I had items in two hanging file folders that were located on my desk placed in one of my file holders. Every tune I took one out to work on something ( which was weekly) the papers would either fall out or get in the wrong spot.



      So in the binder  I put  four divider tabs.  The first was labeled pending, so all the purchase orders still  out / not received were hole punched and place behind this section. I also made a section marked general in which I placed information about the  budget in general- amounts for  materials and supplies, amounts for chapter 53 ( funds for books state assigned).  So depending on the PO , I placed them in whatever tab they belonged.  These were the completed  Po with items we had received,


     Now when I have budget papers  they are finalized, I hole punch them and put them in the proper section. When I pull out the book, the items stay where they belong.  It makes it easier to grab what I need and also is much easier to keep in order.  MMMMM What else can I put in those binders??

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.

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, October 30, 2014

Desk organization - Part 2

     Organize your desk and supplies according to your needs and usage.  Items that are used frequently are best put  in a convenient location. For example. I use my stapler, tape, sticky notes and paper clips often  so they  sit on my desk  between the phone and the computer .

  The rest of my desk  is clear. I pull  out folders from my desk drawer or side cabinet according  to what I am working on.  At  the end of the day ( or after lunch) I put tiems back in their correct locations so they can be found easily the next time I need to work on them.

( See more on files and filing in future blog posts and also in  the book "The Organized Librarian"  on sale above - Click  on the tab at top of the page.

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, April 3, 2014

Organizing your work! Organizing your office space!

I am a big fan of using three ring binders for organizing papers and materials needed on a day to day basis.  Every years I devised a plan book that goes along with y schedule for the year.. It is put in my main notebook which I use every day/ In this same notebook I keep a variety of papers and other items that I refer to on a daily basis.

    Another note book has records for ILL ( Inter library loans) and magazine/periodical records.  A large note book - which will soon be divided into two notebooks- is the common core standards.  In another note book I have my library curriculum for the different grade levels that I teach. A project I would like to do is put all lessons and worksheets for each grade level into a three ring binder, probably by grade level

    A current  large project is the yearly budget and the work  that goes with it.  This is in another labeled  binder. I keep handy the last years binder  to refer to.

     All my binders are labeled on the spine and of course on the front. I use tab dividers when I need too to keep all papers in the proper subject/ topic area. My binders are next to my work/circulation desk.  They can be pulled out and items found at a moments notice.  This binder system keeps me organized and my desk neat!

Thursday, March 6, 2014

Organizing your office- organizing your files


                      Organizing your office to be more efficient can likely mean polishing up your filing system.     Providing  you have an in basket , you can begin . 
                            As you go through your basket ,determine what file it should go into. Give your files  names that will be  easy to recall  .   I made a listing of my file folders  and what is in each file  drawer so that I do not have doubles  in my cabinets (  see The Organized Librarian book).   Another  good idea would be to make a file index to go in the front of each file cabinet or drawer. This will help  you locate files you need quickly .
                     You may also want to figure out how long you will keep files. If they are dated , then you can easily  look at the items and determine if new material has been inserted and if the old can be thrown. If you do this on a regular bases then  your files will be current ( and not overloaded with outdated materials)
                      Take time each day or week depending on your schedule to go through your in basket.   I have three files into which I mark  :  To Do, To File, Catalogs.
                     I only keep catalogs that I know will be useful or that I will order from. These are kept in a separate file drawer marked by letters. When I file a new one , I throw the old one out unless I have marked some items/ titles for purchase.

                     I also have historical files that I keep for reference. These would be budgets from years past, book requests from staff,  old policy's, handbooks,  old curriculum, and other items that I do not use , but like to keep to refer  to if needed.

Tuesday, February 4, 2014

To Do List & Folder System

     I have a new thing I am doing and it seems to be working  really well for me. I thought it might work for others so I am sharing here.  When I revise my The Organized Librarian, I will have to include it. Anyway I am getting tasks accomplished accurately and on time.

      Here is what  it looks like. I take  my to do list ( this is my Master list or it could be  from a daily or weekly list. ( Does any one like weekly lists as opposed to Daily lists?) 

     Back to topic:  From My Master list I take a big project with a due date.   I then take a file folder and put a sticky note on the tab to indicate the name of the project.

     Next comes a piece of lined paper. I will write the steps that need to be completed to accomplish the project. At times I may date a segment to be done by.

   Then each day , I spend time doing something on the list. When the segment/ sections is done I cross it off and go on to the next step.

  I find this system works really well on large projects. I can pullout a folder  and do some work on ti . At the end of the day, it goes in my daily stack sorter. This is where I keep the current projects I an working on ( It keeps my desk neat and my focus on what is needed to be done.
  I have been using this for annual reports, volunteer teas, and  thank you letters.   Let me know your thoughts if you try this- I feel really good about my list when working this way.

Thursday, November 21, 2013

Office Organizing at my Desk

   I am still organizing in my new office . I think I have gotten it how I would like it.  Now I am making sure that I can find what I need to at the drop of a hat.   This is my side  cabinet and I have used the top to serve as a host for my most used items. 
  On the top I have my 'famous' notebooks which I put out to grab , one is my daily use organizer notebook, a notebook for my budget items, and one for policies and procedures.   I also have an  in box and a to file box.  Next to that are items filed vertically which I use on a daily basis. Two I have marked with items for the director , and items to take care of. I also have my folder with book suggestions.  I have plain file folders and a place for interlibrary envleopes to  send items needed along the way.

 

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 .

Monday, September 13, 2010

New school!- new organizing tasks!

We are in a new school year and I am at a"new" school. So I have been busy getting acclimated and checking out filing cabinets and seeing what files are there. I am making a list of what files I have, and then I will organize them accordingly.

Friday, October 30, 2009

Friday!

It is the day before Halloween. We have a parade and pumpkin painters prizes announced . School will be a zoo today . Good thing it is only half a day for students. We have staff development the rest of the day.
So far I am doing good on my files- Two drawers completed. Another almost part way done. I have been doing just a little every day- 15 minutes is allotted time, but on some days I do even spend that much time.

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,