15 September 2020

4 Steps to Organized Files




Are you ready for more organized files? Is it time to stop searching, and searching, for that one document you need right now, but can never find. How many times are you going to recreate a form because you can’t find the original? It’s frustrating and all that searching is just wasting time you could spend doing something you actually like to do. (unless you’re me, who loves organizing files 🙂 )

So now’s the time to get organized! Check out my Four Steps to Organized Files. It seems like a lot of information, but don’t worry, you don’t have to complete the process in a single day. Instead, take 10 – 15 minutes a day to tackle the folders and files and before you know it, you’re on your way to a better organized system that allows you to be more productive (and gives you more time for you!).

Let’s get started!

Step 1: Determine Your File Structure

How do you want your files to be arranged? Are you separating business from personal files? What about your financial files? Are they different for business versus personal? A flat structure – one with fewer subfolders – is the best place to start.

When you are first determining your file structure, think big categories like Marketing, Continuing Education, Financials, etc. As you add files into these folders, you will begin to see where you need subfolders. Don’t worry about getting your structure right the first time. Your file structure is a living document that gets fine-tuned as you go.

Step 2: Gather Your Files

 Where do your files hang out? You might be surprised how far-flung your documents are. Check out your cloud storage sites like Dropbox, Google Drive, (don’t forget OneDrive!), current and old computers, USB drives, external hard drives, and wherever else you can think they could be hiding. Don’t forget to check for documents you may be sharing with someone else. 

Step 3: Find Your New Home

Once you’ve got all your documents accounted for, determine what is going to live where (and if there is actually room for those documents there). It may not be realistic to have everything in one location. Cloud storage offers you easy access regardless of where you are, but many people are only on one computer, so remote access isn’t that big of an issue.

Do you need to share documents with others? This may be another reason to consider cloud storage in addition to or in place of computer storage. Regardless of where you put your documents, make sure they can be backed up for the greatest security.

Step 4: Move Documents

You’ve created your structure in the new location, now is the time to move your documents. Don’t forget to be cautious with those shared documents in cloud storage. These are ones you might not be able to move right away or be able to move at all based on how and who is doing the sharing. Once you have your documents moved to their new homes, make sure your backup system is in place to provide peace of mind and protection for all that hard work you’ve done!

You’re done! How’s it feel to be in charge of your documents, rather than letting them run your day? Better good, right? Now it’s time to keep up what you worked so hard to achieve. Make sure you are creating and saving documents in the ‘right place’.

Do you have time for an extra step? Run a duplicate file finder program. Check out an earlier Ilios Blog Post for suggestions!

Need some assistance organizing your files? Looking for more in-depth instructions on how to get started? Let’s talk! Schedule your Discovery Conversation today!

8 September 2020

Are you a Paper Piler or a Document Filer?




When it comes to organizing papers, people generally fall into two categories – the pilers and the filers. Filers tend to put papers away in cabinets/drawers, while pilers stack their documents where they can be seen and remembered.

There are benefits to both ways of life. Those who pile like to say there is an organizational method to their madness. For many people, having information out where you can see it and easily access it is key to their productivity. 

However, for filers, these piles can be distracting. They may function best when their work station is clear of documents and other papers. To recall things, filers rely on a carefully created file structure and hierarchy. 
Regardless of which way you manage your information, take advantage of well-labeled folders or binders, as well as a solid organizational structure to increase your productivity.

When creating labels use words you know and understand. Don’t label something Auto if you refer to it as Car or Toyota. The best label choices are the ones you use most frequently. I tell clients that they should use the first word that comes to mind when they are trying to find something. If you have to look in more than one location for a document, considering moving it to the first place you looked, even if it doesn’t fit ‘conventional wisdom’. 

When it comes to organizing your papers, filers often take advantage of traditional file cabinets or smaller file storage boxes. Pilers may find stacking boxes like these at the Container Store helpful in managing their information. Remember, the best system is one that works for you so don’t be afraid to try different configurations till you figure it out.

If you want more help getting your files in shape, let me know! Schedule a Discovery Conversation and we can talk!

21 March 2019

Outsource to Optimize Productivity




I normally keep a clean house. Well, let’s be honest, I keep a tidy house.

There’s just something about me and dusting that doesn’t jive. I’ve tried to set a schedule for cleaning, tried to do a little every day, but the hair bunnies just pile up and I once caught my husband drawing in the dust on the bookshelf.

The easy solution to my problem would be to hire a housekeeper – someone to come in and take care of the dusting, vacuuming, and cleaning for me. Then I’d have more time to take a nap…I mean, work on my social media.

We talk about this in business all the time. Outsource those tasks you don’t want to do – or don’t have time for – so you can focus on other important things.

How about for you? What tasks do you dread? Is file organizing something you’re super excited about doing? Does it ‘spark joy’ in your life, or would you rather just wake up one day and have everything organized for you?

If you’d rather be doing anything other than organizing your files, let’s get together and talk about how to get more time for you!

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