Have you ever spent time creating a filing system, then a couple months later you realize it needs some updating? Is it worth the trouble? The last thing you want to do is dig through a box of supplies to create a few simple labels for your new files.

Yes, it is worth the trouble. The important thing to remember is that filing systems are not static, they are constantly changing and need updating. The good news is that there are ways to simplify the maintenance process. Try creating a file-making station for quick and easy access to your file-making supplies. Some of the key items to include in your station are:

• Hanging files
• Manila folders
• A label maker
• Sharpies
• Labels
• Plastic file tabs
• Master file index

Once you have an effective method set up with all the supplies you need in close proximity, it will be easier to update and maintain.

Want additional help creating an effective filing system? Check out our file management consulting!

For those of you following our blog to improve your productivity and time management—either personally or professionally—you might wonder occasionally about some of the “productivity jargon” that we use. So we’re here to settle any confusion you might have about common terms we use:

Action Item: Tasks that come in which require a specific action from you. For instance, a task assigned to you during a meeting is considered an action item because it requires you to take a specific action in order to complete the task.

Digital Clutter: Similar to physical clutter, but the files, documents, photos, or apps are stored on your electronic devices. Sometimes it’s difficult to notice digital clutter since it isn’t as tangible as physical clutter. It is, however, just as important to keep your computers, laptops, phones, tablets, etc. organized.

Eat That Frog: The term originated from Brian Tracy’s book, Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time. The phrase is meant to motivate people against procrastination—encouraging them to just “eat that frog” (that item on their to-do list that they are avoiding or anxious about) right away so it’s done.

Efficient: The goal of productivity is, of course, to become efficient. More specifically, being efficient means removing bottlenecks, simplifying processes, removing redundancies, and getting more done with your time.

EOM: This acronym stands for “End of Message.” Professionals place it at the end of email subject lines to indicate the entire communication is in the subject line (e.g. “I finished processing the expense report EOM”). This helps the email recipient avoid wasting time looking at content in the empty body of an email.

GTD: “Getting Things Done” is a time management methodology created by David Allen in his book, Getting Things Done. Allen’s philosophy is based on the importance of writing down everything that’s floating around in one’s mind, capturing tasks in a central location, creating action items, and then completing them. This allows more focus to be placed on tasks, rather than trying to remember everything you have to get done.

Productivity Consultant: Though productivity is an innate ability to some, for others it can be learned. Productivity consultants, like our team at Innovatively Organized, work with teams and individuals to educate, teach, and improve their systems and structures, implementing better skills for time management, email management, file management, etc.

Streamline: To streamline something is to make it simplified and organized, such as the “path of least resistance.” Too often, team members ‘reinvent the wheel’ when it comes to projects and processes. Streamlining allows professionals to work more efficiently by removing bottlenecks and defining procedures that eliminate redundant or unnecessary steps and tasks.

Virtual Notebooks: Unlike paper-based notebooks, virtual notebooks make it possible to go paperless and keep notes in digital form while staying organized. Similar to physical notebooks, virtual notebooks such as the popular tools Evernote and Microsoft OneNote allow users to organize their notes, meeting agendas, projects, and tasks within one digital place. The advantage of virtual notebooks over paper notebooks is not only their accessibility from a variety of devices, but also the ease in which you can collaborate, search and sort information within them. To learn more about the benefits of virtual notebooks and how to use them, you can download our “Virtual Notebooks 101: Maximize Your Productivity without Paper”.

Workflow: A sequence of tasks, processes, or steps required for certain operations. A workflow might depict or refer to a repeated type of project or procedures, for example your intake process with a prospect or client.

4-Hour Workweek: This term refers to Timothy Ferriss’ book, The 4-Hour Workweek: Escape 9-5, Live Anywhere, and Join the New Rich. The self-help book encourages people to identify what they really want, get over their fears and society’s expectations, and figure out how to achieve their goals.
Want to learn more about any of these terms or processes? Contact us for a free 15-minute phone consultation.

A “paperless office” seems to be a common goal among small businesses, but many companies don’t know what is preventing them from going paperless. To help you identify these issues and create a more streamlined system, we have put together a list of habits that may be preventing your office from transitioning to a paperless system.  Once you identify the problem areas, you will be better equipped to develop a plan of attack to make your paperless goal a reality.

Here is a list of habits that may be preventing your office from going paperless:

Hoarding Documents

Many people are afraid to get rid of files or share files because they don’t trust the company’s file structure. They are worried they won’t be able to find documents quickly or concerned they will accidentally get deleted. Creating a clear and effective filing system will help encourage document hoarders to trust the system and share documents on a common network.

Version Confusion

Without a set of standard naming conventions, it can be difficult for a company to maintain version control of their files. This causes employees to waste time searching for updated versions of documents because they are not named in a way that clearly indicates when a file has been updated.

Filing Everything

When there is not a consistent file structure in place, some people end up filing for the sake of filing. They create too may sub folders that are difficult for others to navigate. This unnecessary clutter prevents an electronic filing system from working effectively.

Relying on Search

While search functionality can be an extremely useful tool for finding documents quickly, it poses a problem when files are being shared among team members because not everyone uses the same keywords to search. This can lead to version control issues and excessive digital clutter in the long run.

Piling Papers

When a company does not have a good system for processing paper documents and adding them to an electronic system, it’s easy for paper to pile up. When paper piles up, team members can not retrieve documents efficiently because they don’t know where to look.

Now that you have identified some of the specific tendencies that are preventing your office from going paperless, you can get started creating file naming conventions, file retention policies and folder structures.

Interested in going paperless? Check out our File Management Consulting to learn how we could help!

What do you do when a random thought pops into your head? Have you ever forgotten a task because you didn’t write it down? Is your desk or office covered with random sticky notes?

Many of the professionals we work with capture their random thoughts and tasks on pieces of scrap paper or sticky notes, but their system stops there. Eventually the notes pile up and tasks slip through the cracks because they don’t have a system for processing them.

What is the best solution for capturing random thoughts?

It’s not about the tool you use. It’s about creating a consistent system that works for you and making it a habit. Once you select a tool to capture your thoughts, remember to add time to your calendar each week to process your ideas.

Here is a list of three of our favorite tools:

• Virtual Notebooks- Write down your random thoughts in a virtual notebook such as Evernote or OneNote. Be sure to sync your notebooks across mobile devices for easy access.
• Moleskine Notebook - If you prefer paper calendars and notebooks, then a Moleskine notebook is a great option. Their compact size makes it easy to carry it with you on-the-go.
• Voice Recognition - If you spend a lot of time in the car where it’s not always easy (or safe) to write down tasks, try a voice recognition app that allows you to talk while the app does all of the typing. One of our favorites voice recognition solutions is Dragon.

How do you organize your random thoughts? Let us know in a comment below!

A couple of weeks ago, our team at Innovatively Organized held a really productive strategic planning meeting. We thought it would be beneficial to set aside half of a day to meet as a team. With so much to discuss, we wanted to be sure we stayed focused and spent our time wisely. So here is a little insight into how we kept our meeting efficient (Hint: Tip #7 is the best one):

1) Change of Scenery

We reserved a private conference room at Thinkspace. We’ve learned that a change of scenery helps our team focus on the task at hand without the distractions we encounter in the office on a daily basis. If you need help finding a conference room near you, use eVenues, a conference room finder that allows you to search by city, capacity, and price, along with other search criteria.

2) An Agenda

Set a specific agenda and stick to it.  For our meeting, each section of the agenda had a time associated with it so we knew when to move on to the next task.

3) A Time Keeper

We used a timer called Cool Timer. One person was in charge of setting the timer, but they never had to worry about interrupting the meeting because Cool Timer’s alarm feature did it for them. The timer also has a large display so anyone in the meeting can see at a glance how much time is left.

4) A Moderator

Have one person run the meeting. For this meeting, it was Elizabeth Bowman. The leader should guide the rest of the team and introduce each new topic in order to stay productive throughout the entire meeting.

5) A Large Whiteboard

Our team likes to draw diagrams, write lists and create timelines. A whiteboard allows us to erase as we go, color-code with different color markers, and adhere sticky notes. It allows for a lot of flexibility. For instance, at one point we were trying to finalize the order of events, so we used sticky notes to map out various options on the whiteboard. Once we finalized the order we were able to add additional notations with whiteboard markers. But don’t forget to take photos of the whiteboard before you erase it!

6) Actionable Items & Deadlines

Throughout the meetings we made a point of identifying the actionable items, who was responsible for it and when it was due. One person tracked the actionable items and distributed them after the meeting to ensure everyone was on the same page.

7) A Reward

Strategic planning can be exhausting! As a reward for finishing all of the items on our agenda, we rewarded ourselves with a late lunch and wine tasting in Woodinville, Washington. The photo at right is of (from L to R) Elizabeth Bowman, Elizabeth Kent, and Jackie Chapman.

Need help selecting organizing products for your office? There are so many products on the market to choose from, but where do you start? Here is a quick list of 4 of our favorites and why we like them:

1) Product: iStand

Why We Like It: Frankly we’ve been kind of surprised how much we’ve used the iStand at our desk. We especially like to use it when we use the TimeTimer app. The iStand props your phone up so you can see at a glance how much time is left when you’re giving a presentation, in a meeting, or completing a task.

2) Product: Magazine Pockets

Why We Like It: These make great use of the vertical space in your cubicle, small office, or home office. You can hang the pockets on the wall to serve as your in and out boxes. They also serve as a magnetic board to post important notes, mini calendars, or hang keys.

3) Product: Cordies

Why We Like It: How many times have you had to crawl under your desk to fetch a stray cord? Cordies help keep cords manageable and within easy reach. They are especially good for phone charges, USB cables, and laptop chargers.

4) Product: Mesh File Crate Solutions

Why We Like It: These crates fit comfortably under your desk or table, so you can tuck them out of the way when they aren’t in use. This product is also great because you can stack multiple bins on top of each other, put them on a dolly, and wheel them wherever you want.

Sign up for our free Organize Small Spaces Webinar on July 25th for more tips!

Far too often, businesses are so focused on keeping up with their day-to-day tasks, that they fail to see how much time they’re wasting. In other words, they have a broken office. But, how do you know if you have a broken office? Below are a list of symptoms we frequently encounter in broken offices. Once you identify the symptoms affecting your office, you can work toward finding more efficient solutions.

Do these symptoms sound familiar?

• Hoarding information - People hoard information and documents because they don’t trust that there is a company-wide system in place.
• Misplaced files - Employees can’t find documents because there isn’t a file naming convention or method for tracking version control.
• Incorrect contact information - People in your company frequently email each other to gain access to a client’s contact information because there isn’t a central place to store shared contacts.
• Prolonged training - Your company spends too much time training new employees because systems aren’t documented properly.
• Poor space planning - You see your coworkers walk back and forth to their desk unnecessarily to retrieve items they frequently use (printer, client files, etc.) because they aren’t located near their desk.
• Duplicate efforts - People at your office unknowingly duplicate efforts because roles and responsibilities are not clearly defined.
• Unreliable technology - Your team gets frustrated with unreliable or outdated technologies that waste their time.

Showing multiple symptoms of a broken office? Schedule a free 15-minute consultation to discuss solutions with us!

Many busy professionals have already made the switch to electronic calendars, but others are sticking to their tried and true paper planners. So which type does our team at Innovatively Organized think is best? You’ll have to keep reading to find out!

Advantages of Electronic Calendars:

• Sync across devices: Easily access your calendar and to-do list on your computer, phone, and other electronic devices so you’ll never have to worry about forgetting it at home.
• Share with others: Share your calendar with coworkers, family, and friends so it’s easier to coordinate schedules.
• Set reminders: If you’re prone to forget appointments, setting reminders for an upcoming event can help you stay on track.
• Our favorite electronic calendars: Google Calendar, Outlook Calendar, Toodledo App (to-do list app) or Action Method App (for managing your to-do list)

Advantages of Paper Calendars:

• Good for tactile people: Some people respond better to physically turning pages in their calendar, writing reminders in a specific pen color, etc.
• Writing it down: For many people, the act of physically writing something down helps them remember it better. An article by Lifehack explains the science behind this idea.
• Making it your own style: You can customize your paper planner to fit your “style” whether that means color coding appointments with highlighters or using sticky notes.
• Our favorite paper calendars: Circa Notebooks, Moleskine, Action Journal 

What Innovatively Organized Recommends:

Ultimately, it comes down to personal preferences and individual learning styles (although, we’d love to hear your opinions in the comments at the bottom of the page).  While an electronic calendar might make the most sense for someone who is constantly on-the-go, a paper calendar makes a lot of sense for people who benefit from physically touching a pen to a piece of paper. No matter which system you choose - the key is consistency.

If you do decide to make the switch (either way), remember that it will take time to build new habits. Be patient. It will get better.

Which type of calendar do you prefer? Let us know in a comment below!