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Manage Your Documents... and Your Time
Have you ever sat there while your boss stands over you, desperately searching for that missing document he or she needs RIGHT NOW? Or have you kept a client waiting on the phone for several minutes while you've searched for a status report?
If you have, then however organized and effective you are in your day-to-day work, your boss and your client may have a less than perfect opinion of you, because in a key encounter, you've let them down. And if it's your job to help people, how much of other people's time are you wasting if you can't find the information you need when you need it?
You owe it to yourself to file effectively, however boring this may seem. Imagine how much more impressive it would have been if - when asked - you'd smiled, accessed a well-organized filing system, immediately found the document, and quickly given the answer!
Managing Time
On a typical work day, we deal with many documents, presentations, graphics, and other files. There's a flurry of data pouring in from all directions that we need to process and, usually, store to retrieve later. We want to be able to lay our hands on the information we need - at the right moment, when we need it - so it can be used for further analysis or report writing, or perhaps for creating a presentation.
All too often, though, we waste our own time (and often the time of other people) searching for data that's sitting on the very computer we're using! This adds to our stress, and makes the task of putting the data to use more difficult than it ought to be. So we need to get more organized and efficient with our file management if we're going to get our work done in a timely manner.
Managing Information Efficiently
When you receive a file in an e-mail from a co-worker, vendor, or customer, it's tempting to "just put it away" in some folder for the time being. "Hmm. looks interesting, but I'll take a closer look at this later, when I've got more time." Sound familiar? Or, worse still, perhaps you just leave the message and its attachment sitting in your Inbox. After a while, many such documents build up, leading to a lot of clutter. It's highly unlikely that you'll ever find time to go back and get all of that information organized, especially considering that you're usually under pressure with other things and have hectic work schedules to meet.
You can spend hours of precious time searching for data you've filed away somewhere, because it's easy to forget the filename - or even to forget that such information is on your computer in the first place. How can you go about simplifying your work? Get better at managing files.
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