| Don't Start Shopping Yet | | | | you know is the only way to successfully manage a |
| Many times I'll have an appointment with a client for a | | | | paper filing system, you can then easily look up via |
| "Miracle in a Day" to organize their office. In the initial | | | | your computer a key word in the file to find where |
| consultation, I tell them, "Don't do or buy anything | | | | you put the information. |
| before I get there, and I'll send you a list of what you | | | | Just remember to set up your files by FUNCTION |
| actually need." Then to my surprise (now it doesn't | | | | (how you use it) rather than FORM (what category it |
| surprise me too much), they've bought a new desk or | | | | falls under). Here's an example of your thought |
| extra file cabinets. They just didn't believe that we | | | | process as you create locations for four separate |
| could use what they had without the major expense | | | | items by function: |
| of new furnishings. I always say, "I hope you kept the | | | | - I access this material all the time, so I will put it close |
| receipt," but in some cases, the new desk is not | | | | by in my desk drawer -- which is my Action files. |
| conveniently returnable. | | | | - I access this occasionally, so I will put it a little farther |
| As I always tell my clients, I teach what I need(ed) to | | | | away in my Reference files -- which are in the lateral |
| learn. Any designers out there? I hope you're paying | | | | files behind my desk. |
| attention, as it is a disservice to our clients if we don't | | | | - I may never access this again but I need to keep it |
| look at the bigger picture. I'm happy to work with | | | | for legal reasons, so I will put it in the storage room -- in |
| designers and their clients to help get the right look and | | | | my Archive files. |
| the right functionality. | | | | - I will access this video cassette when I want to find a |
| The Location: Functionality | | | | video copy of my presentation, so I will put it in the |
| When you are setting up a filing system for your | | | | Video collection. |
| paper, we know it's got to be stored somewhere. But | | | | You don't have folders for new information to be filed? |
| chances are you are keeping paper that you really | | | | Once you have set up your files, add some extra, |
| don't need. Your overflowing file cabinets will have | | | | empty file folders. By using the numbering system and |
| room in them before you know it. Start by asking | | | | a mirrored index on your computer, you'll have the |
| yourself, "what is the functionality?" before you file | | | | location ready to go when you have new information |
| anything. | | | | to be filed. |
| You can create as many locations as you want in | | | | You can create the physical hanging files ahead of |
| your file database. However, keep this to as few | | | | time by placing the numbered labels on the hanging |
| choices as necessary. My office has 3 locations: | | | | files when you create a new location. If you are using |
| | | | The Paper Tiger, the software comes with pre-printed |
| 1. My tickler file | | | | labels for Action (60 labels) and Reference (320 |
| 2. My action files (current projects) | | | | labels). For other locations, you can use a label list to |
| 3. My reference files. | | | | print out custom locations. |
| I used to have a 4th location - my client files - | | | | You don't use The Paper Tiger? If you don't have this |
| however, they are all paperless now. | | | | software the most popular template paper is the |
| It takes a little bit of getting used to as you move | | | | Pendaflex 1/5 cut 2" Worksaver labels or the Avery |
| away from the idea that you must file all "like" things | | | | 8167 1/5 cut labels. You can purchase these blank |
| together. For example, clients often have financial | | | | printer labels at your office supply store. They come |
| records in one area, personal in another, business in | | | | with perforated edges for separating the labels after |
| another. I caution them to only create a separate | | | | they are printed. |
| location if there is a good reason why certain files | | | | So before you go out and buy all new furnishings, think |
| need to be stored together. If one segment of your file | | | | about the locations of how you are using your files. |
| system needs to be kept under lock and key | | | | Keep it simple to start -your tickler system and your |
| (sensitive Personnel files), it would make sense to | | | | current action/project files should be closest to you. |
| create a separate Personnel location. Otherwise, these | | | | Then your reference files can be stored somewhere |
| files can be stored in combination with other files. | | | | with less premium real estate (and eventually these |
| This way of filing is a paradigm shift from what we all | | | | may be scanned or tossed!). |
| grew up with. If you are using a file index, which I hope | | | | |