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!

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 If you do this on a regular bases then  your files will be current ( and not overloaded with outdated materials)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.

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 .

Highly Organized Librarian- Getting Large Projects done!

    One way to become a highly organized librarians is to begin with the end in mind.  Whenever you have a  large project to do which requires a good deal of work , time  and effort  it might be a  good idea to use this technique.

    Start with a clear understanding of what the outcome of the project will be. Think about the inventory done, the book list completed, the  movement of books and shelving,  the final paper or grant project will be.    Then determine how you will get there.

    What is the best way to get the project completed? What steps do you need to take to  accomplish the project.  Think it through.  Then write down the steps you will take..  After writing down the steps , organize the steps in the most logical order.    Make a plan.    Determine what steps you will do and what dates you will do them. Write them in your plan or calendar book.   Figure out what resources or materials you will need to get the project done. Write them into your plan.

   This is system that requires thinking and planning before the actually doing .  Mentally you are preparing the project before you begin the actual work. In this way, if you write down the steps, you have a schedule of the steps and what to do when.  The thinking and list gives you focus on the projects and keeps you on track.

    I use this system which is briefly outlined in The Organized Librarian  Ebook. For details on how to order see  Books to Order tab.

Wired Wednesday- Tech Tools

    Livebinders. com is an easy way to organize and a great tool for digital  portfolios . Once students log in, they can upload their work ( documents, links, illustrations, and pod casts) , and then be able to share with their parents and the community.  Livebinder is a free tool, so everyone can sign up for their own page.

   Documents  are organized just like a three ring binder so there are tabs and sub tabs. Students can add images they have created ( photographs, illustrations to stories, and reports, art works, documents in PDF formats, videos, and podcast they have made. Also they will be able to include, links to wikii's, or blogs can be places in their livebinder.

   The organization tool cane be edited / changed at any time. Students can show parents  on computers  or laptops or even a smart board if needed for a student/ parent conference.

   LiveBinder organizes educational materials online and is easily assessable. It helps make organizing  and sharing easy.   But don't just use livebinder for student digital portfolios- use it to help organize your resources in the library. The possibilities are endless- you can organized curriculum , plan book, common core materials, policy & procedures  and lessons all on one livebinder!!



http://www.livebinders.com/

Organizing Your Office - Part 5

   Note Books for  Organizing


     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!