S2 Reading and Assignments

STOP! Did you submit your office photos requested in Session 1, Assignment 1?

Bring the right attitude to the task. I repeat: This appointment is important. Show yourself the same respect you would show your doctor, your golf pro, your attorney, your boss, your spouse or significant other — and honor your obligation by showing up on time, just as you would show up for your physical exam or your golfing lesson on time.

The objective is to complete the purge as quickly, efficiently, and thoroughly as possible. This is no time for procrastination, no time for putting things off. It is also no time for yielding to distractions. Get it done now, and get it done right — that’s the spirit of what we’re doing.

Be prepared to feel a little uncomfortable about some of what you are about to do. You will be challenged to disrupt your existing system of organization and information management, and to abandon habits you’ve come to depend on. You may be reluctant to get rid of some of your items. We are performing a transplant — exchanging one modus operandi that has not served your needs as well as it should, for another that tens of thousands of our clients have found enormously effective.

Let’s get started.

Difference between TRASH and ARCHIVE: Sometimes it seems as though there’s a fine line between trash and archival material. Archival material, as I define it, is of no practical value at this time and may never be. However, because it might be needed at some future time for documentation purposes, for governmental purposes, or for legal reasons, it must be archived. Ask yourself this question: “Might this material be necessary someday for documenting my company’s practices, or my own?”

You may or may not know the answer to that question. If you do, then go with your answer. If you don’t know whether or not the material might need to be kept, ask someone who does know before putting it in the TRASH box.

Setting Up Your Paper-Based Library

It’s time to set up what I call your Library, an easily accessible place to keep such items as newspaper clippings and trade journal articles containing information you’re likely to need later. All that’s needed is an adequate amount of space in a file drawer, plus a supply of hanging folders and manila file folders.

The instructions for setting up your Library are simple:

Designate an area in one of your filing cabinets, or bookshelves to keep Library items. This can be a particular drawer, two drawers, or however much space you may need.

If you are using a filing cabinet outfit the area with hanging folders and manila file folders. Label the folders as soon as you put content into them.

Your Paper-Based File System

What do you think of when you think of files? If you’re like most of us, you probably think of manila folders containing letters, reports, documents, and other paper-based information. You may also think of electronic files (computer files).

Let’s concentrate for now on the physical terminal in your office called the File System. The File System, of course, includes the familiar paper files hanging in your filing cabinet. However, I want you to think of it as comprising a wider variety of materials: contact information, bulky items such as sections of large projects, and certain objects that do not fit inside a filing cabinet, for example, rolled-up charts and posters, or three-dimensional pieces such as architectural models. As you can see, we are now talking about a ‘Terminal’ that may have more than one specific location within your workspace.

For flat files within manila file folders, which in turn are kept within hanging folders (Pendaflex® or another brand). You may want to reserve a particular drawer. There are three possible places that might all serve as parts of your File System: the filing drawer in your desk, a particular shelf in a bookcase, and the obvious place, your file cabinet.

File cabinet(s) – Perhaps you have more than one file cabinet. Both, or all, of them are components of your File System. Generally, you will want to use the bottom drawer of a file cabinet for bulky items such as book manuscripts or sets of architectural drawings that don’t fit well in folders. As I discussed in the video portion, the ideal scheme for organizing files by client, project, or task during the purge process and you might find it useful to return to that discussion as you continue to set up your File System.

Unless you have a bookcase be sure to leave space within a file cabinet for your Library. Mark it clearly, and reserve the space for newspaper clippings, trade journal articles, web printouts, procedure sheets, and any other materials of a reference or instructional character that you want to be able to retrieve later.

Desk drawer- Another space that you will use as part of the File System is the filing drawer(s) of your desk. Your desk file drawer is the appropriate location for work files that you use frequently throughout the day, as well as files that are confidential (for your eyes only). All files that you keep in this location should be for your use only.

Other files that belong in your desk filing drawer are those concerning personal matters that you can deal with only during business hours. Examples are files relating to your car or home insurance, home improvement or construction contracts, personal finance, and other personal or family matters — matters that require you to consult with your insurance agent, investment counselor, home contractor or plumber, medical personnel, or others whom you can contact only during working hours.

Objects that don’t fit- What if you have objects that don’t fit in your file cabinet or desk filing drawer, such as those charts, posters, or models we mentioned earlier? Look around your office, and the answer might be obvious. If you have a bookcase, you can reserve a particular shelf, or part of a shelf, that will serve the purpose. If you have a closet or vertical storage cabinet, there might be a handy shelf or two inside.

If you have an object that is attractive or a completed project worthy of showing off to visitors, put it on a shelf for display. A well-designed architectural model, for example, is something you should want your prospective clients to see. The same goes for a prize-winning ad page, a sample engine part that your team designed, a trophy or award plaque you earned for your performance, or indeed any product, report, or other artifact which you completed and now consider an object of pride. Just don’t let your shelves get cluttered. Keep them looking presentable and professional.

But what, exactly, distinguishes the materials that belong in your File System from those other terminals? The answer to this key question ties in to the function of additional terminals — the Turtle, Pending and Reading terminals are for holding work in progress. The File System, in contrast, is primarily for storing completed work with the access of INSTANT RETRIEVABILITY.

NOTE: As you will see in the discussion of the Pending terminal, there is a use for your filing cabinet related to work in progress, namely to serve as a ‘Home’ for your projects that are awaiting someone else’s input, a deadline or an event to take place.

Think of your files as a system of retrieval. Your File System is not something static, so you should treat it as a tool with an important purpose. You use it to store information for instant retrieval when you need it. And as you continue to build your File System, make sure you always keep a supply of everyday file-building materials close at hand — extra folders, labels, tabs, and whatever special pen or label marker you like to use.

Active files versus Archival files. So far, we have been talking about active files — files on matters that are still relevant, even if the work has been completed. You probably also have files that you are never likely to need again. Perhaps they contain data on a project your company completed years ago and it has been completely replaced or superseded by a new project. Perhaps you have files on a legal case that is closed and no longer requires any follow-up. Or maybe you have files for a former client that has moved to Timbuktu and you never expect to hear from again; or an organization that no longer exists; a product line that has been retired, and so on. In short, the files pertain to fully completed work and have no value now or in the future. However, you believe the files could be needed at some future time for documentation purposes, for governmental purposes, or for legal reasons.

Any such files should be archived. If your organization has a central archive or off-site location, that’s the best place for these files. If not, you will need to designate a space in your office for them. Some possibilities are the bottom drawer of a file cabinet, one end of a bookshelf, or a location in a closet.

NOTE: It is essential that you keep your archival files separated from your active files.

In summary, your File System is a vital feature in your office that provides a logical and consistent method of storing and instantly retrieving materials pertaining to completed work. It is the only terminal that has multiple locations, which may include:

· One or more file cabinets holding conventional paper files organized by ‘Client’, ‘Project’, or ‘Task’, as well as certain bulky items such as manuscripts, and containing your Library of reference and instructional clippings and printouts;

· The filing drawer of your desk, holding files that you use frequently, files that are confidential, and personal files;

· One or more shelves of a bookcase for displaying completed projects or for holding items that don’t fit inside a file cabinet;

· Your archival files placed either in a segregated location within your workspace or a central archive maintained by your company.

Having a functional, intuitive file system is extremely important to your working efficiency. If you closely follow the advice I’ve laid out, you will have a tremendously effective system for storing and instantly retrieving the records of your completed projects.

NOTE: This system will complement and mesh perfectly with your electronic system for handling current and archival project information.

SESSION 2 – THE PURGE – ASSIGNMENTS

Assignment #1

Make a commitment to the purge by making an appointment with yourself. Set this up in your calendar as an actual appointment.

Assignment #2

Have these supplies on hand:

· Hanging folders and manila folders· Labels for the folder tabs

· An 8-1/2” x 11” spiral bound notebook

· Writing utensils

· Binder clips (opposed to paper clips)

· Trash bags (recommend large ones)

· 4 large empty boxes

Assignment #3

BEGIN THE PURGE

Step One: Purging your physical space.

· Keep a spiral notebook handy to write down thoughts, reminders, and phone numbers from scraps of paper and so on. Later you will transfer this information to its appropriate place.

· Now take the four large boxes and label them ‘TRASH’, ‘GIVE AWAY/GIVE BACK’, ‘ARCHIVE’, ‘KEEP’.

TRASH – Information that is of no value now and is seen that way for the future.

GIVE AWAY/GIVE BACK – Items you will give to charities, your church, etc. as well as items that belong to someone else and therefore need to be returned.

ARCHIVE – Information of no practical value at this time or in the future, but must be retained for document, legal or governmental purposes.

KEEP – For everything you want to keep in your office that remains after the first three boxes are dealt with.

Put the labeled boxes on the floor within easy reach.

Divide your workspace into areas of focus, and deal with these in the following order:

1. Desktop and computer return

2. All (non-file) desk drawers

3. Tables, countertops, credenza top

4. All areas under and around your desk

5. All bookcases

6. Your briefcase, wallet, purse

7. File cabinet contents

· Now begin at the top of this list and proceed one area of focus at a time.

We have prepared a “Purge Checklist” which you may find very useful to print out and use during this process. You can find it in our resource section.

· START with your desktop and place each object in one of the 4 boxes.

· PILE all papers in one central stack. There is no need to examine them in depth at this time. Once you have them all in one stack, look at each one and place in the appropriate box.

· DO NOT categorize KEEP items at this time.

Step Two: GET RID of all Trays, Baskets and Standing File Folders.

Remove all Trays, Baskets and Standing File Folders except for one tray which will become your Out Tray.

Remove all ‘sticky notes’ stuck on your computer, around your desk, etc.

Remove all calendars except your primary one for scheduling (this especially includes the immediate removal of a desk pad calendar).

YOUR DESKTOP MAY HAVE THE FOLLOWING ITEMS ON IT:

· Family photos

· Desk lamp

· Telephone

Widgets (little items, such as items that your kids made that make you feel good)

PDA i.e. Blackberry, Palm Treo, etc. (or a paper-based organizer)

A live plant

Your diplomas and certificates SHOULD be displayed on the wall around you

When you have finished with your desktop move onto the next area until you have completed all seven areas.

LEAVE NO STONE UNTURNED. I CANNOT SAY THIS STRONGLY ENOUGH. IT IS HUMAN NATURE TO GET ‘NEAR’ COMPLETION WITH THE PURGE AND THEN STALL. IT IS CRITICAL THAT YOU PERSEVERE AND PUSH THROUGH TO COMPLETION. THE PSYCHOLOGICAL BENEFITS OF COMPLETING THE PURGE ARE SIGNIFICANT AND THE REWARDS THAT YOU WILL FEEL WILL BE YOUR EVIDENCE.

Step Three: Set Up a Library

The instructions for setting up your Library are simple:

· Designate an area in one of your filing cabinets to keep Library items. This can be a particular drawer, two drawers, or however much space you will need.

· Outfit the area with hanging folders and manila file folders.

· Label the folders as soon as you put content into them.

Step Four: TRASH/GIVE AWAY/GIVE BACK/ARCHIVE

· Take your trash and recycling boxes directly to the dumpster or recycling area.

· Give back borrowed items to the appropriate recipient today.

· Take archive items to the appropriate storage area.

Step Five: Put Your Desk Utensils Where They Belong

You have probably gathered an assortment of desk tools in the KEEP box. Put all of them in your top left or top right desk drawer.

Note: I am suggesting the top left or right drawer because, in most desks, these are usually deep enough to hold such objects as your tape dispenser. If you have a center drawer, it might be too shallow to hold some common desk utensils.

I highly recommend using a drawer organizer that will fit this space and hold, what I refer to as, your “Famous Seven”— your scissors, ruler, stapler, staple remover, tape dispenser, paper-clip holder, and hole-punch. Head off to the nearest office supply store and pick up your drawer organizer.

Always keep your utensils in this location for instant accessibility.

Step Six: PURGING YOUR PAPER FILES

Start with the files that you use on a daily basis. They should go into the bottom left or right filing drawer of your own desk. Use hanging folders with one or more manila folders inside each hanging folder.

NOW FOLLOW THESE STEPS:

1) Sort through the files and documents you’ve placed in the KEEP box and pull out everything that meets the following criteria:

a. You are actively in and out of these files on a daily basis.
b. They are confidential.
c. They contain personal files.

2) Choose the drawer in your desk to hold these files

3) Remove any contents that currently occupy this drawer

4) Sort these removed contents into your Trash, GiveAway/Give Back, Archive and Keep boxes

5) Integrate any KEEP items (papers and files) that you have removed from the drawer with all of the items that meet the above criteria (a, b, c).

6) Place any files/papers that do not meet the above criteria in the KEEP box.

7) Establish the concept by which you will organize all of your active files and make tabs for your handing folders corresponding to that concept. You may want to categorize by “Client“, “Project“, or “Task“.

8) Take the files and papers you have been separating out and file them accordingly to this theme. Make sure all folders are labeled.

9) Place them in your desk drawer.

Step Seven: EMPTY THE REST OF YOUR KEEP BOX

· Complete sorting through the remaining files and papers in your keep box.

· Use the same concept for organizing the files in your file cabinet that you used for your desk drawers.

· Do not take anything out of your file cabinet yet. Use fresh hanging folders and manila file folders that need to be made in your file cabinet. Label them appropriately.

· Now, take each item from the KEEP box and put them into the new folders you have created.

FOLLOW THESE PRINCIPLES:

· Every file and document has its place. Do not leave loose documents or ‘orphan’ files lying about.

· Use a combination of hanging folders and manila folders.

· Make sure you have a label on each file and every folder.

Step Eight: OLD FOLDERS

Go through all of your present folders. Keep those folders that are still relevant. Remove all files from unneeded folders and place into the appropriate new folder.

Step Nine: ACTIVE WORK ITEMS

Place items that you need to work on in the future on your credenza or worktable, not on your desk. We will come back to this later.

Step Ten: PHONE MESSAGES, MEMOS, ETC.

· Sort all of this information into ‘Keep’; ‘Trash’; ‘Archive file’; ‘Active file’.

· Put phone messages in one stack, memos in another.

· Transfer any other miscellaneous slips of paper into your spiral notebook.

· Shred or trash these random sheets of papers once they have been transferred.

CONGRATULATE YOURSELF! YOUR BOXES ARE EMPTY.