Files vs Piles

I recently read an article that had some interesting but not surprising statistics. Harte-Hanks published a survey in December, 2001 which reported that 96% of businesspeople interviewed were frustrated by their companies' information management. It's no wonder. An IDC white paper published in August, 2001 told us employees can spend up to two and half hours a day looking for information.

It's about retrieval

The truth of the matter is that information in large organizations is stored in huge electronic databases and archival files. However, a great deal of it is also found in the individual employee's workspace?on their desktop, in their file cabinets and in their heads. Coopers and Lybrand estimates U.S. Executives spend one hour a day just looking for misplaced files. But as I tell my clients, it's all about finding files, not just storing them. Can the information you are looking for be retrieved quickly? If needed, can it be found when the employee is absent from work? What if the employee leaves the company...does the ability to find information leave also?

Systems to the rescue

Taking the time to create a workable filing system works to the advantage of an organization. They become strategically prepared for the future and can maintain a competitive edge. However, development, management and maintenance of a filing system at the individual desktop level seems to be a hurdle for most. The truth is that it doesn't have to be difficult?it just takes focus and time. A well thought-out filing system simply provides a user-friendly structure or path. Better yet, the same key elements for developing a paper files can be used for digital files as well. The rewards include increased personal performance, productivity and reduced stress levels. If employees took the time to begin developing a customized, workable system, their retrieval problems would be greatly diminished. And so would that of the organization.

Technology to the rescue

There are at least two software products in the marketplace that help employees retrieve information stored within their own workspace. The programs aren't particularly complicated or expensive however they take time to set up. But let's face it--a workspace in disarray didn't get that way overnight. So the 'fix' most likely won't happen that quickly either. After investing the required time, management and maintenance of the system tends to be easy and painless. And the productivity gain enormous.

As Neil Larson said?'the value of information lies in how it is organized.' Can you find your organization's valuable information quickly?

Copyright 2001 Cynthia Kyriazis. All rights reserved.

Cynthia Kyriazis is a Professional Organizer, trainer, consultant, speaker, coach and author with over 20 years management experience in multi-unit corporations. She is President of Organize it, Inc., an organizational consulting firm serving Fortune 500 clients since 1995. Cynthia has worked with over 150 companies and hundreds of professionals to help improve performance in the areas of time, information, space and electronic file management.

Cynthia has appeared in the Philadelphia Inquirer, Kansas City Star and the Legal Intelligencer. She currently serves as Secretary on the Board of Directors for the National Association of Professional Organizers (NAPO), member of the National Speakers Association (NSA), member of International Society for Performance Improvement ? Kansas City chapter (ISPI-KC) and consultant to the American Coaching Association.

---

Google News Updated : Sun, 12 Oct 2008 11:51:06 GMT Japan says will tap FX reserve if IMF steps up bailout - Reuters Voice of America Japan says will tap FX reserve if IMF steps up bailout Reuters - 6 hours ago WASHINGTON, Oct 11 (Reuters) - Japan said on Saturday it is ready to offer a part of its $1 trillion foreign reserves to the International Monetary Fund (IMF) if the multi-national lender is to support countries facing economic crisis. Video: IMF: Timing right for G7 ReutersVideo IMF Calls for Aggressive Response to Crisis New York Times Bloomberg - MarketWatch - Financial Times - Voice of America all 2,310 news articles Publ.Date : Sun, 12 Oct 2008 05:32:02 GMT Van driver's work in Mass. aided Nobel winners - Boston Globe Boston Globe Van driver's work in Mass. aided Nobel winners Boston Globe - 7 hours ago HUNTSVILLE, Ala.—When two American scientists won a Nobel Prize this week in chemistry, the driver of a car dealership's courtesy van had reason to take special interest. Video: Nobel Chemistry Prize Goes for Jellyfish Protein AssociatedPress The Daily Yomiuri - The Associated Press - Ars Technica - New York Times all 1,253 news articles Publ.Date : Sun, 12 Oct 2008 04:14:18 GMT American space tourist blasts off in Soyuz rocket - The Associated Press Washington Post American space tourist blasts off in Soyuz rocket The Associated Press - 39 minutes ago BAIKONUR, Kazakhstan (AP) - A Soyuz spacecraft with two Americans and a Russian on board lifted off from Kazakhstan on Sunday for the international space station. Space Toilet Fixed – For Now eFluxMedia Russia launches spacecraft with sixth space tourist China Daily KGAN - MarketWatch - Spaceflight Now - USA Today all 615 news articles Publ.Date : Sun, 12 Oct 2008 11:11:37 GMT Theatrical Review of Body of Lies - DVDTOWN.com Theatrical Review of Body of Lies DVDTOWN.com - 11 hours ago By Jason P. Vargo "Body of Lies" is a certain type of movie designed for a certain type of moviegoer. I think the tagline describes the movie perfectly, actually. Will 'Chihuahua' take a bite out of 'Body of Lies'? Los Angeles Times Body of Lies Entertainment Weekly E! Online - San Francisco Chronicle - Reuters - Washington Post all 1,041 news articles Publ.Date : Sun, 12 Oct 2008 00:19:39 GMT ARM Holders Would Do Well to Shop Around Now - Washington Post Sify ARM Holders Would Do Well to Shop Around Now Washington Post - 4 hours ago By Nancy Trejos The global financial crisis has affected virtually every aspect of personal finance, from mortgages to student loans to credit cards to retirement savings. Finance giants reportedly ordered to buy $40 bln of mortgage bonds ... MarketWatch Fannie, Freddie to Buy $40 Billion a Month of Troubled Assets Bloomberg The Miami Herald - Orlando Sentinel - Sunday Paper - San Jose Mercury News all 227 news articles Publ.Date : Sun, 12 Oct 2008 07:07:17 GMT Many homers, and pitches, in Game 2 - MLB.com Los Angeles Times Many homers, and pitches, in Game 2 MLB.com - 2 hours ago By Bryan Hoch / MLB.com ST. PETERSBURG -- Five hours and 27 minutes elapsed during Saturday's American League Championship Series Game 2, bookending the moments when Scott Kazmir threw the game's first pitch over home plate and BJ Upton popped its ... Up, up, and away Boston Globe Mike Timlin shoulders blame Boston Herald Los Angeles Times - Washington Times - Tampa Tribune - ESPN all 495 news articles Publ.Date : Sun, 12 Oct 2008 09:22:57 GMT McCain campaign's tone likened to George Wallace's - Newsday Malaysia Star McCain campaign's tone likened to George Wallace's Newsday - 2 hours ago WASHINGTON - Rep. John Lewis, a Georgia Democrat and veteran of the civil rights movement, says the negative tone of the Republican presidential campaign reminds him of the hateful atmosphere segregationist Gov. McCain in 'hatred' war of words BBC News Obama thanks, jabs at McCain Chicago Tribune New York Times - Los Angeles Times - Reuters - AFP all 404 news articles Publ.Date : Sun, 12 Oct 2008 09:27:11 GMT RSS Feed Reader Increase Search Engine Traffic

PARLOT::Ebooks, Scripts, Websites, and more...

Adsense websites

How To Organize Your Paperwork

Many people have a huge challenge coping with the incoming... Read More

Overcoming E-mail Overload Using Microsoft Outlook

Do you feel like you just get too much e-mail?... Read More

Get Organised Before Its Too Late

Last year I attended a presentation from Parenting Expert and... Read More

Basic Organizing Principles

So you've decided to get organized, but you just don't... Read More

Files vs Piles

I recently read an article that had some interesting but... Read More

Change the Way You Think and Change Your Life

Dennis is working as a factory worker during the day... Read More

8 Signs Your Home is Out of Control -- and What to Do About It

It happens without warning. One day you notice your home... Read More

The 4-Keys to Clutter Free Living - Design a Space that Nurtures Your Soul

Decluttering is a simple-to-learn process, once you break it down... Read More

Get Organized -- Every Home Needs An Office

EVERY HOME NEEDS AN OFFICEYes, it is true that every... Read More

10 Easy Tips for Digging Out Your Desk Today

Has your polished mahogany (or modular plastic) desk been buried... Read More

Saving Memories Without Losing Your Mind

The summer is flying by for Cindy and her family.... Read More

Letting Go of Clutter In Your Office

Some people would say I'm the last person in the... Read More

How Much Is Your Time Worth?

Does Your Present Internet Filing System Work?Do You Really Know... Read More

Be More Productive at Work: Avoid These Eight Traps

Obviously, productivity involves producing. Producing widgets, events, reports, sales. The... Read More

Spring Cleaning: Mission Garage Organization

Spring is here and the garage door is open. This... Read More

Clutter Campaign - Commit Your Time

Decide When And Where To StartDecide when and where to... Read More

Mental Clutter- Is It Taking Over Your Life?

Chances are, most of you have a lot you need... Read More

Clutter is Postponed Decisions?

Do you ever sit down at your desk buried in... Read More

Six ADD Tips for Organizing Everyday Things

Life with ADD (Attention Deficit Disorder) can be a constant... Read More

The Problem With To-Do Lists

Do you use to-do lists? Do you find it satisfying... Read More

Taking Care of You: De-Clutter

De-Cluttering our lives can be an extremely liberating exercise. There... Read More

Give Up Control to Get Control

For some reason, Americans think they have something to prove... Read More

Spring Clean Your Life

Spring is here and its time to sweep away the... Read More

Saying Goodbye to Stacks of Paper and Distractions

A daily journal will save you time, reduce stress and... Read More

10 Minute Tricks to Help You Get Organized

Whoever thought you'd be able to get organized in just... Read More