Showing posts with label organizing file folders. Show all posts
Showing posts with label organizing file folders. Show all posts

Friday, March 3, 2017

Get ready for tomorrow @ your Library

   No matter if you are in a school or public library , here is an easy  way to prepare  for getting more done   the next work day. At the end of each day, I  stop what ever I am doing  before my quitting time.

   If I am working on a specific project, and it is not completed I put the materials needed in  a file marked with the project name.  I place this file in my to do basket or my file sorter although I am trying to figure out which is the best thing for that.  

  If I have more than one project , then I will have two folders. I really try  not to have more than two things going on at once. The exception is if I have a monthly /yearly project  which then I will already have a file going,

  The other thing that also helps me if cleaning/ organizing my desk and whatever tools I have used that day.So I will leave with a clean desk and my projects for tomorrow.  

  Finally I will  put in my plan book or my planner, the items  that I need to work on the following day. So when I come in the next day , I know just what to do. I usually ask myself- "What is the most  important thing I must accomplish tomorrow. ( For more information  on  making each day effective see  my ebook- The Organized Librarian- tab is at the top for details)

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!

Monday, October 24, 2016

Photos of my desk

On the right- my daily planner book, my librarian notebook and manuals for my library circ programs. My basket is used to put important files and papers.That is my "To Do File"

Right hand side- my weekly files with projects I am working on, also meeting files, budget files, and  files used daily or weekly!

The whole thing - How I leave it almost every night!

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!

Wednesday, February 26, 2014

Step One- 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 .

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.

 

Friday, November 16, 2012

Friday!- Straighten Your Desk

  Its Friday . ( or it could be any day for that matter)  What does your desk look like?   Is it totally out of control?  Take  15 minutes and straighten it up. 
     First , take a stack of  empty file folders and your favorite  pencil. ( I'll tell you why a pencil in a moment)  Begin with picking up the first pile of materials. If there is anything that is essential to your library or your classes, decide what to do with it.
     If there are several items that belong together, take a file folder and label what it  you are placing in it.  Move these folders to a spot where they can be organized and filed.  Anything you  do not need , throw out or place in recycling.

   Keep going until your desk is cleared. You should end up with file folders to file and  items to recycle.  This afternoon or when you have another 15  minute slot, file the  folders in the proper place in your file cabinet.  
    If you already have a file that is marked for that item, place the items in the file in your cabinet. Then you can erase the tab and use if for something else. Permanent files should be marked with a . Now you have a clean desk and will be able to figure out what to do with the rest of your day.
  My book The Organized Librarian has a chapter on how I organize my files , and how I avoid duplicate files. Watch for the ebook to be coming  out soon!