Technology is changing
business for everyone -- from
small home- based businesses
to mega multi-national
corporations. Whether you are
inspired or threatened by those
changes, they are here to
stay, or more accurately, to
continue changing. You cannot
only survive these changes,
but turn them into exciting
opportunities by applying some
basic organizing principles.
Not many years ago, getting
organized was an option.
Today technology has made it
a necessity for three reasons:
Today we have more to
organize than ever before. Not
only did the computer not give
us the paperless age, it
created more. In addition, we
now have to organize the
technology itself. Computers,
fax machines, cellular phones,
and on-line services enable us
to do more -- and require us
to do more. The speed of the
microchip doubles every 18
months -- with no end in sight.
Secondly, as a result of the
economy, and fueled by the
capabilities of technology,
companies are downsizing. All
managers used to have an
assistant, and it was the job of
that assistant to keep them
organized. We fired the
assistants, and are now faced
with organizing ourselves.
And finally, there is a greater
sense of urgency than ever
before. If I can fax you a
question in 20 seconds, why
can't you fax me the answer?
There is a constant demand for
decreasing costs while
continuing to improve quality
of products and services with
fewer people. The price of
failure is staggering.
You may be reluctant to get
organized, as many people
are. But often it is because
they have been misled about
what it means to be organized.
My definition of organization is
very simple: Does it work? and
Do you like it?" And if what
you are organizing -- or not
organizing! -- affects others,
there is a third question: "Does
it work for others?"
Tom Landry, former coach of
the Dallas Cowboys once said,
"My job is to make the guys do
what they don't want to do, so
they can be who they've
always wanted to be." Often
that's my job as an organizing
consultant! Successful people
make a habit of doing what
failures don't like to do -- and
that frequently includes getting
organized!
If your answer to any of the
questions above is "No," try
these suggestions to help you
get started on the road to
organization and make the
most of your technology:
1. Continually practice the Art
of Wastebasketry?. Research
shows we use only 20% of
what we keep. For each piece
of information you receive,
whether in hard copy or on the
computer screen, ask these
questions: Does this require
action? Can I identify a specific
use? Would it be difficult to get
again? Is it recent enough to
be useful? If the answer to all
those questions is "No," ask
one final question: "What's the
worst thing that could happen
if I don't have this piece of
paper?" If you can live with
your answer -- toss or recycle
it! Take a look around your
office. Do you see unused
equipment, books you'll never
use again, drawers full of
unidentified paper, or outdated
inventory? If so, you'll
experience a new sense of
energy if you get rid of it.
2. Learn to choose technology
effectively. Most of us are
trying to do more with less,
and working harder is not
always the answer. The real
question is "Does anyone
really need to do this?" Just
because technology allows you
to accomplish a specific task
doesn't mean it's the best way
for you to use your resources.
Just because an upgrade is
available doesn't mean you
need to use it. Make sure that
the results will be worth your
investment of financial and
human resources.
3. Implement a system for
keeping track of names and
telephone numbers. Most of my
clients agree that their best
source of business is
networking, but piles of
unidentified business cards will
not do the trick. Deciding
which system to use is far less
important that using it
consistently. For some people,
technology is the perfect
answer, while others
accomplish their needs with a
Rolodex.
My own system combines four
methods:
(1) Contact management
software program for all past,
present, and potential clients.
(2) Rolodex to enter business
cards for all services such as
computer repair, graphics,
etc., most frequent clients (for
easy access), and my
colleagues.
(3) Address book for family and
friends.
(4) Pocket address book to
carry in my briefcase with most
frequently used numbers --
business and personal.
4. Create a paper filing system
that works -- easily and
consistently! In spite of the
computer-age promises of a
paperless office, most of us are
faced with more paper than
ever before. If you find that
your filing system is not
working and most of it you
never use, clean out your most
accessible file drawer and start
over! Begin filing new
information by asking "If I
need this information again,
what word will I think of first?"
The answer is your new file
title. Alphabetize the file titles,
and keep a list of them -- a
file index. Before you make a
new file, check the existing list
to avoid creating a file for
"Car" when you already have
"Auto." Keep a copy near the
filing cabinets and at the desk
of everyone who uses the files.
5. Create a computer filing
system that works -- easily
and consistently! Remember
that a computer's value is that
it allows you to use a file
again. If you do not intend to
use the document again, there
is no value in storing it in a
computer.
The key to effectively
organizing your computer is
your directory, and the first
step is to point all files into one
directory, regardless of what
program created those files.
This will make it easier to
retrieve what you need,
regardless of what program
created it, and make it easier
to back it up for archives or for
transfer to other locations.
In paper systems, people
frequently get into trouble
because they have too many
categories, while in computer
systems, they get into trouble
because they have too few
categories (i.e., directories
and subdirectories). It is easier
to flip through one paper file
that has 20 pieces of paper in
it than it is to go through 10
files with two pieces of paper
in each. On the other hand, it
is easier to scroll up and down
a computer screen looking for
directories and subdirectories
than it is to open documents.
In addition, your computer
gives you a "Find" feature that
will help you locate any file
you want by searching for key
words without your having to
actually open each file.
Two of my favorite directories
are:
1. Pending. This is for files on
which I am currently working. I
can quickly see which
documents are in process, or if
necessary it will be easy for
someone else to retrieve my
work.
2. Outbox. Here I file work
which I have completed, but
need to print, fax, give to
someone else, or send to
another location.
Remember that in any
organizing process, you may
feel worse before you feel
better. To change is difficult --
even when you want to. It
takes time to learn new
behavior patterns. Organization
is like any other skill. If you
want to play tennis, you can
read books, look at videos, get
the best coach, and go to the
best court, but after a week
you still won't be a great tennis
player.
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