Organize Files - Both Paper And Computer

Tips to organize files in real-space

If you have a system that isn't working, it's probably because it is not the system outlined below. Simplicity of effectiveness is vital for a real-space filing system.

To organize files in real-space it should take no more than 1 minute to add so me thing new to your system and no more than 30 seconds to retrieve something.

Organize Files - Preparation:

Get a large sturdy metal filing cabinet.

Get box files and card files.

Get an electric label maker.

Chuck out hanging file guides.

Organize Files - Implementation:

1. Grab a card file as soon as you have paper work that you want to reference for later use.

2. Create a label with the electric label maker with a word/phrase that very obviously identifies what the

papers are about.

3. Put the labeled file in your filing cabinet in A to Z order.

Maintenance of Organized Files:

On computer start a file listing everything that's in your real-space filing cabinet from A to Z.

Keep your computer file updated by occasionally flicking through your filing cabinet (it will take less than 10

minutes) to check for items that are not on your computer file and adding anything new.

Consider that if you currently have trouble keeping on top of the way you organize files it's probably because the way you have been doing until now is not this simple strategy. The approach outlined above is purposely extremely simple. It really works to do it like this.

With that technique for how to organize files in real-space dealt with, we can now think about your way to organize files on your computer.

Tips to organize files on computer

Experience with clients has taught me that often someone has more clutter on computer than in their home or office.

The computer can be a source of great enjoyment and productivity if you organize files on it well. I realize that it doesn't take up any real space in your

home or office, which is probably why people let it get so bad, but I found that it effects my clients satisfaction and productivity immensely.

Sure there are plenty of manuals on using the computer but I discovered that there was no simple, straightforward explanation of keeping on top of where everything on computer is. So I created an approach that I show my clients and here is the basics of it.

Is it frustrating or even somewhat anxiety provoking sometimes to approach the computer? Such feelings are caused by thinking of the amount of time it will take to find what you want whilst half-thinking that it really shouldn't be so out of hand.

Well we're about to turn things around. Get into the habit of creating folders on your computer for various topics. Put everything relevant to each topic into the appropriate folder.

Create more folders within existing topic folders for sub-topics. E.g. You might create a folder called Health. In that you might have folders for Diet,

Exercise, Sleep.

Spend time on that process and you will finally feel that you can organize files on your computer very very well indeed. 

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Doing Business In The Future - Business Process Management

Business Process Management (BPM) is a set of activities performed by organizations to improve or streamline their business processes. Since software tools are usually used to aid these activities, these software tools are referred to as Business Process Management Systems. 

- Business Process Management Systems

Business Process Management has been in place for some time now. Due to the introduction of software tools, however, there has been renewed interest in the body of knowledge pertaining to BPM. These software tools make design and implementation of Business Process Management easier, cheaper, and more efficient. There are three categories of Business Process Mmanagement activities - design, execution and monitoring.

1. Design

Designing BPM involves capturing the existing processes in a business environment. These processes must be modeled in a way that they can be simulated and tested. Modeling these processes usually involves graphical representation methods that document the processes and stores this data in repositories.

2. Execution

Traditionally, to implement automation in a business organization, developers would have to be contracted to develop applications that automate certain processes. Unfortunately, the scope of these projects was often too narrow. The result of which is that the automation is not well integrated into the business environment since the automation only deals with a particular department or function. BPMS champions a method that pushes for the development of applications that encompass the entire business process. It aims to fully automate the business environment only stopping to query the user when human intervention is absoultely necessary.

3. Process monitoring

Process monitoring involves observing and taking note of the performance of the individual processes so that evaluation and intervention become more straightforward for the business organization. From the information gleaned from here, the business organization's leaders can make further decisions on the direction the business process takes. The data from this activity can be used to generate different kinds of statistics that are necessary when having to make critical decisions. Business Process Management is an iterative process.

4. The Future

Although BPM strives to automate the mechanical processes of a business, there has been interest in developing BPMs that move into the territory of human judgment. Some of the processes involved in a business environment are not included in the automation because some sort of human decision is needed. With the growing complexity of information systems - especially studies into decision support systems and artificial intelligence - some human decision-making processes can actually be automated. This is the future goal of BPM, to futher automate previously unautomatable processes.

- The Business Process Management Ideals

In 1920, Frederick Taylor outlined three waves of business ideals in managing processes. These waves represented the ways of thinking business process engineers had. 

Wave 1. Processes Set In Stone

They are secured in business policy manuals. The manual is the basis of the process, and the organization has to abide by it.

Wave 2. Processes Changed Once In A While

Using a one-time activity, changes can be made. This means that the business would have to build their processes around a fixed system since change can only come once in a while, and at a great cost. 

Wave 3. Processes On-The-Fly

The primary consideration in such systems is flexibility to change. Businesses that adhere to this goal create business environments that can adapt to its changing needs. This setup also allows the business to constantly fine tune its operations. This wave is not about business-process reengineering. It is about maintaining an environment that is constantly on its toes, ready to adapt to the circumstance, and maximize its strengths while downplaying its weaknesses. 

Change is the only constant, they say. In this modern day and age, this could not be truer. The survival of a business could very well rely on its ability to constantly tweak its processes according to the whims of change. With the growing body of knowledge concerning Business Process Management, the path towards a sustainable market advantage based on a streamlined, flexible business organization can only get clearer. 

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4 Tips To Ensure A Rewarding Experience When Hiring Others

Hiring an employee can be a big step for many small business owners. It means the end of doing EVERYTHING yourself and passing off some of the work!

In order to make the experience rewarding for both you and your employees there are a few things that every boss and leader should do…

1) Reward people for a job well done. Its frustrating working for someone who enjoys all the financial rewards of the efforts put forth by the entire team, especially if they don't recognize what everyone has accomplished and contributed.

It doesn't take much to acknowledge the effort of your staff. It makes a HUGE difference in the working atmosphere when you take a few moments to acknowledge your team. People like to know that they've done a good job. 

2) Always provide a balance between positive and negative comments. Your job as a leader is to recognize the talents of those around you and feed them with the motivation and positive energy to take YOUR ideas to entirely new levels. Help them serve you better by building up their confidence... not tearing it down.

3) Step up and accept responsibility for your projects. At the end of the day if things don't go according to plan, in my opinion, the responsibility falls onto the leader's shoulders. Stand up and accept the responsibility should anything ever go wrong.

If your staff always bear the burden of projects gone bad, it will drag people down and destroy your working environment. Start contributing to the emotional bank account of those around you.

If you acknowledge the behavior you want to see more of, you'll start seeing more of it. Be positive and accept some responsibility when things don't go according to plan.

4) When you have good people it's your responsibility as a leader to hold on to them. People with talent will take your company to entirely new levels but if they keep leaving, the growth of your company will be stinted.

People with skills know that they have options. Hanging the carrot of a potential big pay day will only work for a certain period of time. After a while it wears off and they start looking elsewhere. The last thing you want is for them to end up with your competition.

So the moral of the story is find good people, train them, treat them well, and your business will take off. 

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