get organized for success
TRANSCRIPT
All trademarks and registrations are the property of Barbara Hemphill.
presented by
Barbara Hemphill, Founder Productive
Environment Institute
Organizing for Success:What To Toss and How To Find the Rest!
All trademarks and registrations are the property of Barbara Hemphill.
All trademarks and registrations are the property of Barbara Hemphill.
All trademarks and registrations are the property of Barbara Hemphill.
Can a Tiger Change Her Stripes?
All trademarks and registrations are the property of Barbara Hemphill.
“The Productivity Principle™”
Your ability to accomplish anything is
directly related
to your ability to find
the RIGHT INFORMATION
at the RIGHT TIME!
All trademarks and registrations are the property of Barbara Hemphill.
Productive Environment™
An intentional settingin which you can accomplish your work
and enjoy your life!
All trademarks and registrations are the property of Barbara Hemphill.
1. Organizing your brain
2. Organizing your time
3. Organizing your space
4. Organizing your information
“Productive Environment™”
All trademarks and registrations are the property of Barbara Hemphill.
1. Does it work?
2. Do you like it?
3. Does it work for others?
4. Can you recover quickly?
Organizing is an Art!
All trademarks and registrations are the property of Barbara Hemphill.
Average number of emails in “In Box”???
3000+
All trademarks and registrations are the property of Barbara Hemphill.
Clutter is Postponed Decisions®
All trademarks and registrations are the property of Barbara Hemphill.
The File-Act-Toss SYSTEM™
There are only three decisions
you can make about what to do
with any information.
All trademarks and registrations are the property of Barbara Hemphill.
80% of what we keep we NEVER use!
All trademarks and registrations are the property of Barbara Hemphill.
The Art of Wastebasketry®
•Require action?
•Recent enough?
•Difficult to get again?
•Tax or legal implications?
•Specific use?
Worst case scenario?
All trademarks and registrations are the property of Barbara Hemphill.
Three Types of Files
● Action: ● Current projects and/or individual tasks
● Reference: ● Wish to keep/refer to
● Archive: ● Reference files that are simply less
accessible
All trademarks and registrations are the property of Barbara Hemphill.
6 Information Management Questions
• What do we need to keep?
• In what form?
• For how long?
• Who is responsible for filing?
• Who needs access?
• How can we find it?
All trademarks and registrations are the property of Barbara Hemphill.
Originator’s Rule:
Whoever creates a document is
ultimately responsible for its
retention!
All trademarks and registrations are the property of Barbara Hemphill.
Keep Anything…..
• Space
• Time
• Energy
• Money
If You Are Willing to Pay the Price
All trademarks and registrations are the property of Barbara Hemphill.
Almost Paperless™ Call to Action:
All trademarks and registrations are the property of Barbara Hemphill.
1. The “True” Cost of Paper
2. Floor Space Requirements
3. Decreased Productivity
4. Social Responsibility
5. Moving Costs
How much does paper REALLY cost?
All trademarks and registrations are the property of Barbara Hemphill.
• 45-60 years old: lots of paper
• 30-45 years old: some paper
• 20-30 years old : very little paper!
The Generational Challenge
All trademarks and registrations are the property of Barbara Hemphill.
From this...
All trademarks and registrations are the property of Barbara Hemphill.
To this...
All trademarks and registrations are the property of Barbara Hemphill.
Why Almost Paperless™ Now?•Increased information
•Increased workload
•Decreased workforce
•Highly transitional workforce
•Highly mobile workforce
•Decreased space
•24/7 expectations
•New litigation laws & legal guidelines
All trademarks and registrations are the property of Barbara Hemphill.
» Reduce costs
» Minimize stress
» Improve decision making
» Increase productivity
» Decrease liability
“Almost Paperless” will:
All trademarks and registrations are the property of Barbara Hemphill.
1. Desktop Trays
2. Wastebasket/Recycle/Shredder
3. Calendar System
4. Contact Management System
5. Action Files
6. Reference Files
The Magic 6™
All trademarks and registrations are the property of Barbara Hemphill.
1. In/Out/To File Trays or Boxes - This tool is
used to manage incoming & outgoing items.
The Magic 6™
All trademarks and registrations are the property of Barbara Hemphill.
2. Wastebasket/Recycle/Shredder - This tool
is used to eliminate clutter & practice The Art of
Wastebasketry®
The Magic 6™
All trademarks and registrations are the property of Barbara Hemphill.
3. Calendar/Planner/PDA - This tool is used to
manage time. It can be used to keep
appointments, block out time for projects, and
big picture planning.
The Magic 6™
All trademarks and registrations are the property of Barbara Hemphill.
4. Contact Management / Database - This tool is
used to manage people & resources. It can be
stationary or portable.
The Magic 6™
All trademarks and registrations are the property of Barbara Hemphill.
5. Action Files - used to manage active
projects and daily “to dos.”
The Magic 6™
All trademarks and registrations are the property of Barbara Hemphill.
By Date By Subject or Event
By “Type of Action” –
e.g. Data Entry
ACTION FILES
All trademarks and registrations are the property of Barbara Hemphill.
6. Reference Files – Used to manage what you want to keep and refer to. There is no action required now, but you may want it in the future.
A Finding SYSTEM™
The Magic 6™
All trademarks and registrations are the property of Barbara Hemphill.
The Productive Environment Process™
1. Design your vision
2. Eliminate your obstacles
3. Commit your resources
4. Select your tools
5. Maintain your success
All trademarks and registrations are the property of Barbara Hemphill.
Hemphill’s Principle
If you don’t know you have it, or you
can’t find it, it is of NO VALUE to you!
All trademarks and registrations are the property of Barbara Hemphill.
Before
All trademarks and registrations are the property of Barbara Hemphill.
After
All trademarks and registrations are the property of Barbara Hemphill.
Before
All trademarks and registrations are the property of Barbara Hemphill.
After
All trademarks and registrations are the property of Barbara Hemphill.
Before
All trademarks and registrations are the property of Barbara Hemphill.
After
All trademarks and registrations are the property of Barbara Hemphill.
Get started at http://barbarahemphill.com/