Efficiently Manage Paper & Information

Most people and companies have three separate and very similar document and information systems. They are listed here along with some of their challenges:

•Computer - Folders/Documents
◦Most documents are not in folders with other "like" information.
◦Too much time is spent looking for documents.
◦There are too many folders.
◦There are duplicated files or folders with the same information in several places.

•E-Mail - Folders/Messages (may include documents)
◦Most messages are in the Inbox and not in category folders with other "like" information.
◦Too much time is spent looking for or sorting through messages to get to the important ones.
◦There are no sub-folders folders.
◦Too much time is spent writing the same message over and over again. (SECRET - Use a template)

•Paper - File drawers/Folders/Documents
◦Documents are in piles or not in folders with other "like" information.
◦Too much time is spent looking through papers or files to locate necessary information.
◦There are duplicated files or folders with the same information in several places.
Each one of these systems should mirror each other. Caution, they should not be duplicates unless you already have them as such.

Explanation...
Folders you have on your computer may be duplicated into your paper file system ONLY when you have papers that are the same category as the documents in the same category folders on your computer. Notice that we're not talking "document", only referring to the "folder" to which documents of like categories will be stored.

Let's say you're ready to start the process. The goal is to access your needed information as quickly as possible. Keep in mind it's generally easier to start this process with your computer files rather than your paper files. You should have relevant main categories, then subcategories, then folders with "like" contents. You should have as few folders as possible in your "main" and "sub" category folders.

Step 1: The creation, reorganization and naming of your folders. You should only create a folder when you have "like" information to be stored. Once you determine that specific information must be stored for future access, the folder name should be the first relevant title that comes to mind. This should be a title or folder name that alerts you to the contents of the folder. As you create your folders think in terms of "like information". Place like information together.

Step 2: Sub-categorizing to no more than three levels of folders. Think of your computer as a very compact file cabinet with hundreds, thousands and even millions of drawers, folders and documents.

Right about now you're probably saying one of 4 things:

1. "I can do this myself with a little more written instruction."
a. Please visit our "CONTACT US" page. Fill in all your information and in the comments section type "Send document and information procedures". Get help now to make sure you receive basic How-To Instructions to streamline your computer folders and documents. You can then replicate the process with a few tweaks to your paper files and your e-mail system.

2. "This is too complicated for me to streamline on my own, I'll need someone to get me physically started." You may be a person realizing that you're really good at what you do and don't have the time or inclination to learn how to do this process yourself. With me, your Document & Information Management Specialist at your side, we can help you through the process.
a. Please visit our "CONTACT US" page. Fill in all your information and in the comments section type "Please call to discuss information management". We will call you to discuss your project in greater detail.

3. "Are you kidding me? Managing the flood of information that I have to deal with daily is overwhelming and I need to get assistance today."
a. You may call immediately (602-790-9369) and we will be happy to speak with you.

4. "I already have great information management systems that are at peak performance. Although, I do know a few people that could benefit from improved information management."
a. Please forward this e-mail in it's entirety to them.

All document and information management projects can be streamlined to be more efficient. No project is too big or too small for us to tackle with you or your team. In fact, larger projects have a greater impact on you and your team. Get started today and become a more efficient and productive person or team.

A to Z Organizing Pros®, a Phoenix-based firm that helps individual as well as organizations large and small to find new ways to be more efficient and productive.

Visit us at http://www.atozorganizingpros.com/

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Is Managing Paper and Electronic Documents Driving You Crazy?

PAPER, E-MAIL and COMPUTER FILES
Is Managing Paper and Electronic Documents Driving You Crazy?

Your paper and electronic files can be set up and organized!
Your staff can be trained in streamlined document and information handling as well as office management.

Providing you with decades of administrative experience in office and business management as well as years of providing customized systems for clients.

Let our Document and Information Management Specialists assist you.

Testimonial

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"THIS LOOKS GREAT!!! - Testimonial

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Professional Organizer Never Judges

.....on how much "stuff" I have - Testimonial

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Make Every System As Efficient As Possible

Economic news tells us: we need to make every system as efficient as possible, and in today's fast-paced world companies have new needs that are created by the technology explosion.

Did you know the following paper & electronic document issues...

Customer relationship management
e-mail management
shotgun filing
lack of forms templates
computer system back-up
files tracking
customer communications
storing or archiving information
conflicts with paper & computer files
individual employees electronic files
employee paper files

... are likely to be subtracting 10% to 50% of the productivity from you and every team member? That's a whopping 6-30 minutes per hour .. and that’s just for starters!

We would like to reach local companies interested in increasing their bottomline profits 10% to 50%.