Ellen Faye | Paper Management
Productivity Consulting and Leadership Coaching for business and nonprofits - get your most important work done. Collaborating with leaders and their teams to become more strategic, focused and productive. Leadership and Board Coaching, Strategic Planning Facilitation, Productivity Coaching and Consulting, Professional Speaker.
Productivity Coach, Productivity Consultant, Leadership Coach, Executive Coach, Business Consulting, personal productivity, time management, nonprofit, board coach, collaboration, strategic planning, facilitation, change management, leading productive teams, project planning, board development, volunteer engagement, association management, workplace productivity, executive director.
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Paper Management

Evernote Implementation Plan

Evernote Implementation Plan

The last six weeks have been crazy for me.  I’ve attended conferences, workshops, board meetings, college orientations, coaching sessions, mastermind groups, held client intakes and more.  The result of which, of course, are tons of notes.  But the good news?  I have no piles of papers. NONE! How did I do it?  I used Evernote for EVERYTHING.

I’ve written about Evernote before but I’ve been observing you users out there and know that many of you still haven’t taken the step to make Evernote your note taking tool of choice.  Here is why it works for me:

EVERNOTE Is Always with Me – regardless if I have my phone, my iPad or my laptop I have my (cloud based) EVERNOTE.

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Printer Icon

Think Before You Print

Paper overwhelm is one of the most commonly voiced productivity concerns I hear.  There is just too much. There are many was of managing paper but today we are going to focus on printing less.  The best thing you can do is think before you print.

Thinking before printing not only helps the environment but helps you be more productive by reducing the quantity of stuff you have to plow through to find the stuff that matters most.  What can you do instead of printing?

  • Emails: Learn to use the search function.  All email programs today have excellent search functions.  While my preference is to file emails logically, even if you leave them all in your inbox you can still search for what you need when you need it.  It is actually easier to find a specific email on your computer than in various unfiled piles in your office.
  • Articles: If you haven’t yet downloaded Evernote do so today.  It’s free and crosses platforms – that means you can use it on your phone, tablet, and Mac/PC.  Evernote also has a fabulous search function so you can find what you are looking for in a heartbeat.  You can copy and paste the article into Evernote, you can save links in Evernote, and you can clip pictures into Evernote.  It’s much more efficient to find what you are looking for in Evernote than in the various piles in your office
  • Drafts:  Do you need to print and keep every draft of a project you are working on? If in fact you need to print, only keep the most current or two most current.  Printing and keeping multiple copies of the same thing is both confusing and wasteful.

Weekly Focus Session

Weekly Focus Session

 

If there was one thing you could do to get your most important work done will you do it?  It will take an hour or two every week and it will drive your productivity levels through the roof.  It’s what I call my Weekly Focus Session.  By looking at the work you have to do, comparing it to your goals and prioritizing what’s most important, you are setting yourself up for a most effective week.  In a nut shell here is the process:

1. Block out time each week.  Start with 2 hours.  As time goes on and you get into the rhythm it will probably take only an hour – sometimes less.  Put the two hours on your calendar.  If something comes up in that time slot simply move the Focus session to another open two hour slot.  I like scheduling my Focus session late Friday afternoon.  It helps me relax over the weekend, though some clients like to do it on Saturday morning, Monday morning, or mid-week.

2. Take EVERYTHING that is laying around and put it into ONE BIG PILE.

3. Review your goals – both long term and short term.  I like to keep them posted nearby so that it’s easy to reference.

4. Process the pile – picking up one item at a time  and decide:

  • Do I need to do it?  Does it help me reach my goals?  If no, let it go (recycle, shred or file for future reference).
  • If Yes, ask yourself: how important is it that it gets done?  Put the task associated with the paper on your to do list sectioned by level of priority (Critical, Hot, Sooner or Later.)   Put the paper in an appropriate file or pile so you can find it when you need it.
  • Pick up the next item and repeat.

5. When you are at the end of the ONE BIG PILE you are done.  And you will have a very clear picture of what you need to focus on for the upcoming week.

Magazines That Matter

Magazines That Matter

As I was sorting through 5 days of mail yesterday (I was out of town) I exclaimed “I’m never subscribing to another magazine again.”  For years when I’ve spoken to groups we’ve discussed why we feel so obligated to read things we didn’t ask for.  And last night I realized I’ve been doing the same thing.  My Harvard Business Review and Cooking Light barely get open, yet I read the local magazines that are sent, and I read the grocery store flyers, and I look at the catalogs that come.  YES – My casual reading time is being spent on the things that don’t matter, and the things that do matter aren’t getting any attention.

I need a new system!  Here it is:

  • Instead of putting my favorite reading aside (nightstand, reading nook) where I never really read, I’ll move it to the places that I’m likely to pick up a magazine (kitchen table, family room, etc.)
  • Instead of keeping the reading that doesn’t matter I’ll toss that in recycling right away
  • Instead of spending 15 minutes reading the mail I didn’t ask for, I’ll spend that same 15 minutes reading what I’ve chosen is important

The truth is I do most of my reading on my computer.  My Facebook and LinkedIn feed seems to bring me relevant and interesting articles daily.  That seems manageable and digestible.  I really don’t want to give up all my magazines, but if I want to be sure the ones I value can be looked at, then I best be ruthless with the ones I don’t.

 

The Holding  Zone

The Holding Zone

On the quest to minimize paper I will share with you a tip that helps me a lot.  I have a designated holding zone.  This is where I put things that I don’t need now, but am not quite ready to do something with or get rid of.

Remembering the proven statistic that 80-85% of all papers put into files are never referenced again it helps to explain the purpose of the Holding Zone.  Think of it as a step on the path to the recycle bin, but with the opportunity to retrieve it if need be.  When I do my weekly office organizing session I work to make all the paper go away.  But there are always a few things that I am not quite ready to toss and don’t want to put into my reference files or my action system.  My solution is to pop them right into my holding zone.

It is important to go through the holding zone ever 2 or 3 months to see what can be moved out (filed, recycled or act on) so this area remains functional, otherwise you’ll just end up with an out-of-control mess.  (To get into the habit, I recommend you calendar “process holding zone” every other month.)

The holding zone can be a file, a bin, a basket or a level of a letter tray.  I use a letter tray because that’s easy for me.  What kinds of things do I have in my holding zone? Here’s a sampling:

  • The certificate for the two hours of tech support I won at the silent auction
  • Notes from a project that I completed but want to keep around for a bit just in case
  • A sample of a marketing campaign from a local theater that I liked and might want to do something with
  • An idea for a product that I might want to do something with

Once again, remember that if the system isn’t easy, it’s too hard.  Find an out of the way yet accessible place and set up your holding zone today.

 

Paper Piles

Paper Piles

If you follow my blog or get my weekly tip you’ll know we’ve talked about the importance of scheduling time to go through your papers on a weekly basis.  Today I’ll share with you the most important tip to process your papers most effectively.

The Secret:  Each time you pick up a piece of paper during your paper processing session ask yourself:

How can I make this piece of paper go away?

Could you:

  • Put the contact information into your smartphone – you’ll be able to find it when you need it and you won’t have to keep the card or scrap of paper
  • Put the events on your calendar including details – you will know you have it scheduled and you won’t have to keep the flyer
  • Make an Evernote – if you have a note with something you need to remember – put it where you can find it.  As we talked about last week, EVERNOTE is a fabulous application that crosses platforms and can be accessed from your smartphone, tablet, or computer.
  • Put a corresponding to-do on your task list and place the paper in your “working on now” pile
  • And then there is always file, shred, and recycle.

When you reduce the paper in your office your productivity soars.  The more paper you eliminate the easier each future weekly processing session becomes.  Remember to ALWAYS ask yourself “How can I make this piece of paper go away?”

How do you make your paper go away?  Please share @ https://www.ellenfaye.com/blog/.