Traditionally I’m one of those people who likes my workspace chaotic. Papers, folders, coffee mugs, pens; you name it, I like it all to be scattered everywhere. I used to think that I work better under these conditions because everything is around and within arms reach. If I needed a document, I didn’t have to worry about going to a filing system, getting the right folder, and pulling out the document. I knew that it was right there on my desk. Somewhere.
However, my newfound interest in GTD has turned this attitude totally upside down. Whilst I’m still a long way away from implementing any kind of elaborate filing system (such as a tickler file), I’m finding my system is working well for me. I simply have a series of basic cardboard folders which I use to store my documents in. One for each of my projects, which will be expanded to a folder per project phase once we get into it a bit more. I also have other folders to logically group non-project specific resources; e.g one for my general BA resources, another for my employment specific stuff.
What I’ve found is that having a clean and tidy desk allows me to concentrate on my work better than I thought it would. If I’m working on particular documents I can have them sprawled across my desk in order to use them effectively. Once I’m finished that task, I file them away so I know exactly where they are next time I need them. There’s also an increased projection of professionalism that results from having a tidy and organised desk. This never goes astray.
Now, I know this is nothing new but keeping things tidy is often one aspect of work that people seem to have a go at, but then not stay on top of. Just a little bit of regular effort makes a world of difference, both to your own effectiveness, and the way you may be perceived by others. Give it a go; if I can do it, anyone can!
Thanks for reading!
-Howo
9 responses so far ↓
Jason // October 25, 2006 at 3:27 pm |
Oh, I totally agree with staying clean. I do it because I find multitasking pretty hard.
It’s not that I have the “cleanliness is next to Godliness” mentality, it’s that I’m quite a simple person. Meaning, I deal with countless clients each day and individual projects for those clients so I REALLY need to focus. So, this means, I simply put stuff away when I’m not using it, even if it’s not finished.
This comes right down to programs/windows open on my computer. I will close a Visual Studio solution, I will exit Outlook and close browser tabs that aren’t related to my task. This means, that when I come back from the loo or hang up the phone I can have a quick look at my surroundings and know exactly where I was before the interruption.
It’s a simple approach because I’m a simple person.
It DOES help in our small office environment that we have a secretary do weekly filing. So, she just comes to our desk, chats to us for 2 minutes and walks away with an armful of records to be archived.
You have some very useful advice Howo and I really enjoy the different subjects you cover in your articles.
Keep em’ coming bro!
- Jason
Andy // October 25, 2006 at 4:25 pm |
I run 3 sets of files:
1. Tickler file
2. Current Projects file
3. Reference file (e.g. ‘In Testing’, ‘Project Management’ (ideas / inspiration), ‘Contacts’, etc.
The tickler file has almost 40 folders and the other 2 have 5 each. Works perfectly for me…
BTW, if anyone reading this doesn’t read 43folders and Lifeclever you’re missing out on lots of good productivity / organisation ideas. Get involved.
Jason // October 25, 2006 at 5:03 pm |
Woah, Andy that Tickler file looks intense – I need a real dumbed down for-idiots summary of it.
I still don’t completely understand it.
I’ll be checking out those sites you referenced as well!
- Jas
Howo // October 25, 2006 at 5:50 pm |
Thanks for the feedback lads, and Jas, cheers mate, I’m glad you’re enjoying it!
That’s a brilliant idea about organising your computer windows just as vigilantly to your desk. A simple idea really, but I can imagine how much easier this would make it to get back into the swing after a break. Cheers for the hot tip!
Andy // October 25, 2006 at 7:30 pm |
@Jas – no worries bro, here it is
“Twelve monthly folders and 31 daily folders are used to build a rotating, one-year “look ahead” system. Maintained daily, it’s a powerful lofi hack for never forgetting to do something (and, consequently, not having to worry about forgetting to do something).
It beats (or at least complements) your electronic calendar in at least one way by letting you store hard-copy items like cards or bills in the folder associated with any day between now and a year from now. “
Jason // October 26, 2006 at 8:43 am |
So Andy,
There’s 12 folders, one for each month – that part I get. It’s the 31 daily folders I don’t get. Are there 31 folders only used for this?
Meaning, once November hits we clear all the October stuff out of the 31 folders and archive it in one of the 12 folders (the one allocated for October) and then we start filling the 31 folders with all November stuff?
I hope I get this right, remember I’m not the smartest of lads lol.
cheers
- Jas
Andy // October 26, 2006 at 10:55 pm |
@Jas – ‘tickler’ comes from ‘tickling your memory’, i.e. reminding you about stuff. Think of it like this and the rest will follow.
Tomorrow is the 27th. When I get to work in the morning I’ll check the ‘27′ tab for anything I need to action on the day. Anything in there will be reminding me to action that item on that day. When the item is actioned it’s filed elsewhere in an archive (preferably the recycling bin).
Nothing will be in any tabs prior to ‘27′ because those items have already been actioned. Likewise nothing will be in months Jan – Sep because they’ve already been actioned too. There are some items I need to action next month, so the ‘Nov’ tab has some stuff in there.
Come 1/11, all the stuff in the ‘Nov’ tab is thrown into it’s appropriate day tab and off we go again.
It’s about reminding for the future, not archiving for the past… and instead of using months I actually use ‘Next Week’ and ‘Next Month’ tabs… works for me.
Hope this helps dude!
Jason // October 27, 2006 at 4:21 pm |
Yep, I now understand. Even though you had to dumb it down 2 notches for me..haha.
Thanks heaps Andy, sounds fantastic.
Also, still on topic, I’m sure you saw some articles on this recently: http://shared.snapgrid.com/index.html
it looks like the hybrid-solution I’m after!
- Jas
Andy // October 28, 2006 at 4:30 pm |
No worries Jas, any time.
Have read good reviews of GTDTiddlyWiki, have been meaning to give it a run… sounds very cool. If you try it out definitely let us know how it goes!