Ready To Be More Productive?

On average, a piece of paper is moved eight times before it is recycled or filed. Now, I'm not a proponent of the "touch it once" school of thought because to me it's completely unrealistic in most instances. However, touching the same piece of paper eight times is a bit excessive and a sign of indecision.

As you look at the paper strewn around your office, ask yourself, "Why is it there?" Chances are your response will be "I just don't know what to do with it." The result of indecision is paper clutter. Keeping paper under control is about making decisions. Because many people struggle with decision making, we'll share some steps to streamline the process.

Look at a document and ask yourself the following questions:

·   Can I discard (recycle) it?

·   Can I delegate it?

·   Do I need to act on it?

·   Do I need to save it for future reference?

The first line of defense is always to eliminate it (recycle or delegate). If that isn't an option, you have only two choices: take action or file for reference.

There are two types of action you can take: immediate or scheduled. If you can complete the task in two minutes or less, do it immediately. If it'll take longer, either schedule the activity on your calendar or file it in a daily action file such as a 1-31 tickler filing system.

Items that don't require action, but you want or need to keep (an article you've read or a legal document), should be filed in a reference filing system. 

Here are a couple things to note:

·    If you're still struggling to decide, ask yourself: 

-Do I really need it? (i.e., for legal purposes)

-Can I get it somewhere else? (Internet, another department)

-What's the worst thing that could happen if I get rid of it?

·   80 percent of what you file for reference will never be looked at again, so be selective in what you decide to keep.  

·   Having a user-friendly file cabinet is important (i.e., easy to open/close, files clearly labeled, and convenient to access). If your file cabinet and filing systems are easy to use, you'll be more likely to actually use them!

If you're overwhelmed with office clutter, give us a call. We'll help you create systems that work for you.

Kermit had it all wrong. Bein' green IS easy once you know how. With a little effort you can 'green-up' your office from the bathroom to the boardroom. In honor of Earth Day's 40th Anniversary, here are 15 easy things you can start doing today.

• Power down computers and other electronic equipment at the end of each day. 
• Utilize the power save mode on computers, printers, and photocopiers.
• Use double-sided printing and copying.
• Cut up already-used-on-one-side paper for reuse as scratch pads. 
• Recycle used ink-jet cartridges.
• Avoid chemical-based air fresheners in the bathroom.
• Introduce Fair Trade Certified™ and organic coffee and tea into your workplace.
• Stock the break room cabinets with reusable dishware.
• Wherever there is a garbage can, place a larger recycling container.
• Donate excess supplies, computers, office equipment to local nonprofits and schools.
• Use Blackle.com, powered by Google, to perform your Internet searches. It saves energy by using a black screen, which requires less monitor power than Google's white screen.
• Choose to use non-toxic, biodegradable cleaning products.
• Thoroughly use or creatively repurpose office supplies you already have before purchasing new ones.
• Buy recycled content paper, envelopes, and stationery. Strive for 100% post consumer content and zero chlorine bleaching whenever possible.
• Establish a company Green Team to help implement these and future changes.

It doesn't matter where you begin making changes, only that you begin. Once a program is established, the momentum can drive more areas of improvement. In the end you will have a healthier working environment and the satisfaction of doing your part to improve the sustainability of our planet. You will also realize increased profitability for the company. It's a win-win-win!