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Sunday, April 14, 2002

How can I cut down on paper? There are several ways: regularly tossing unnecessary papers, scanning documents and storing them electronically, eliminating subscriptions to unread publications and having yourself removed from mailing lists. Sincerely question whether you need to keep each piece of paper that comes into your life. If you think you might need it again, consider getting it from the Internet or library.

How can I make better use of my time?

Time management is a misleading term, since we cannot manage time. We can manage only ourselves. We all have the same 24 hours in a day. The best we can do is make decisions about our priorities, have our own personal and professional goals and align our activities to reach these goals. Review how you spend your time, and make adjustments according to your goals and priorities.

What is the best way to get organized?

Experts in the organizing industry agree: There are no "cookie cutter" solutions. There are many different personality types, work styles and environmental influences, so each person must find the systems that work best for him or her. Determine the areas in which you want to improve, such as filing, clutter control, time management, maximizing storage spaces, juggling projects and priorities. Then sift through the options available and develop your own special systems.

How do I select a planner?

A planner is a tool for scheduling appointments and managing contact information. The first step is to evaluate your needs and style. Do you prefer a paper-based system or an electronic hand-held organizer? Do you primarily need a to-do list, or do you prefer the ability to take a lot of notes? How do you prefer to view your calendar: by day, week or month? Whichever system you select, be sure to customize it.

Why do I need to get organized?

Organized people save time and money. They have reduced stress and frustration levels. Organizing systems help you deal with everything from your paper to your professional responsibilities and give you parameters on what to keep, what to toss and what to take action on.

What are some of the best computer organizing products?

Some of the best computer organizing products are the ones you already have -- it's just that most people don't know their software programs' capabilities. Invest a few hours in learning shortcuts and customizations available to you. Once you have done that, check out other time-saving devices, such as personal information managers, hand-held devices, scanning and electronic storage, online communications software, electronic filing systems and schedulers.

Will there be a paperless society?

While there have been great strides in the document imaging and electronic data storage fields, it probably will be far in the future before we will be totally paperless. Because some technological devices make it easier than ever to generate paper, some even speculate that the amount of paper in our lives will continue to increase, at least in the near future. One of the best ways to reduce paper is to create a records retention schedule, a document that specifies how long each type of paper is to be kept.

How long does it take to get organized?

Organization is a process, not a state we achieve in one day. Think about it as "being organized" or "staying organized," not just "getting organized." Setting up an organizing system may take a few days. Then, you will continuously maintain it and work on it, one day at a time, in reaction to the world around you. The good news is that once you learn good systems, habits and tools, it becomes easy to bounce back from an unexpected detour or period of feeling overwhelmed. Change becomes easier.

Source: National Association of Professional Organizers; compiled by Bob Batz Jr.