Clutter control: Document management tips
Follow these 3 document management strategies to keep paper from taking over your desk:
1. Organize your files around retrieval. Your goal is easy retrieval. After all, if you can’t find a file, you might as well not have it.
2. Assign toss-out dates to your files. If you never throw anything away, you’ll make the filing cabinet manufacturers very happy, but you’ll waste time trying to find anything. You simply don’t have to keep every scrap of paper forever. Caution: Some documents, for legal or financial reasons, must be kept a specified length of time (see tip #10).
3. Move your paper—don’t let it pile up. To avoid huge piles of paper on your desk, make it a habit to go through the stack several times a week. Start at the top of the pile and
do something—anything —with each piece. If you can’t figure out what to do with it then, place it in a holding file, assign it a date and deal with it later.
The Office Organizer #3
Set up a wiki to speed document collaboration
Problem: You create a PowerPoint presentation and send it to five co-workers for review. Over the next few days, you exchange email with them about the presentation, attaching it each time. By week’s end, you’re confused: Has everyone weighed in? Which document is the most recent one?
Solution: It could be time to look into wikis.
Wiki software allows users to create and update web pages easily, either through a hosted site on the Internet or on your office intranet. Teams can collaborate on a single document in real time without having to send attachments back and forth.