https://www.jasonwomackblog.com > Office Productivity

1. A collection area

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On the road 10-20 days a month, I sometimes get back to the office and have a lot of "stuff" to process. Notice around my desk are all kinds of things:

supplies (pens, paper, shelves)
equipment (computer, palm, filing cabinet)
reference (books, articles)
decoration (pictures, race numbers)

Then, there is the pile of stuff to be processed. When I process, I usually only process and organize. That means, one item at a time, a next action defined and captured into my "organizer."

2. Starting to file ...

I keep the tools I will use at hand. Notice the filing cabinet is "swivel-distance" away. And, off to the right is my labeler. It's always on the right side (I'm right handed) so I can quickly make a label, put a folder together, and get it into the cabinet for later use.

3. Processing "in" to empty...

By now, I am in full "processing mode." The drawers are open, the labeler is out, the filing cabinet is ready. It seems that the office is a little bit "out of control" right before it's processed and organized.

4. What's the "next action?"

Notice the "in-basket" is the top tray, and is by now empty of stuff. How did I do that? I simply went through each item there, and defined my work.

Some things get filed, some get tossed in the recycle bin, here on my desk is an envelope that needed to go to the post office. Next action? Errand...

5. What's the "successful outcome?"

Creating a workspace that is clear and current is important to effective workflow.

Sometime during the day, I work to get "cleaned up."

6. An empty "in-basket"

Each day I'm in the office, I work to get my in-basket empty. The purpose is to give life to my collection system, and free myself up to have a new idea, or get some new information.

There have been many times when I processed down to zero, looked around the desk, and had a new idea. I believe this happens when I am clear and current, and have room in to put something new in front of me.

An "A-Z" filing system in action

I use a Brother P-Touch (PT-15) labeler to make labels. I have a four-drawer Hon filing cabinet, and I bought these colored tabs for each letter of the alphabet.

I organize my files like I think of them. My requirement for making a file is this:

If a client called and asked me about the last time we worked together, could I pull their file in less than a minute?

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