Documents ready to hand...
... will make
you more successful
Get to know a system which will provide you time
and organization rapidly. Tidying up is forbidden!
Perhaps you know the following situation: You
want to tackle a task effectively and quickly. That
calls for documents ready to hand, at the best on
your desktop. We want to have everything ready to
hand, because putting away the paper means: Out
of sight, out of mind. What's not on the desk will
be forgotten. This actually happens to many people.
On the other hand, you want to keep concentrated
as well, not being disturbed by the papers around.
A free desk is necessary for this purpose. Distraction
during work is the archenemy of success. When you
work on tasks which require your right brain hemisphere,
any records in your field of vision can absorb up
to 50% (!) of your work force. That means that the
papers have to be removed and still they must remain
ready to hand.
Millions
of people fail at this problem, even though its
solution is one of the easiest existing working
methods. "Don't tidy up, allocate" is the formula
which leads to more success with a tiny change.
In contrast, tidying up is ineffective. The problem
would just be shifted into the drawers and behind
the cabinet doors.
Most people who are working
at a desk got a good solution for the long-term
filing. Those who need many documents with know-how
probably use Microsoft OneNote. But how about the
"living" documents, which belong to the current
tasks?
How to deal with living documents?
Living documents can be administrated with a
principle which is called "chaotic filing". It is
a term from the ERP and means that no product is
assigned to a fix storing position. Incoming packages
are put to any free position which is kept in mind
or entered in the ERP computer system.
Like that,
the space is optimally used and still everything
is available.
This principle can be applied
very effectively on living documents. In meineZIELE
we have realized a sophisticated chaotic filing
system which we call the "1-click-filing". With
this ingenious chaotic filing system, you will generate
a truly effective organization with a free desk.
And this system will not only work in colorful brochures,
but also for you. And what is really impressive:
The organization will last and still your documents
will always be ready to hand. Your desk will be
empty, forever.
A real life example::
In the photo on the right you can see as a real
example, the desk of an IT manager in a medium-sized
company before he began to use the 1-click-filing
of meineZIELE.
The example shows that you
will be able to change your filing system even if
you work under pressure. Many of our customers completely
switch to meineZIELE's filing system within a few
days. The IT manager, however, did not have the
time to do everything at once. Instead, he decided
to change the system gradually and without any efforts:
He
inserted only new tasks and new projects in the
1-click-filing and kept old documents on his desk
until the respective tasks were resolved.
In consequence, the amount of paper on the table
shrank continuously during weeks and eventually
all paper disappeared. Like that, the IT manager
could avoid any type of "cleanup".
The second
photo shows the same desk some months later. The
system change had already been complete there. We
did not whitewash anything of the desk but took
the photos "as it was like" when we visited this
customer!
How does it work?
The
1-click-filing is quite easy: Documents are partially
administrated electronically and partially placed
in suspension files or in a panel folder on your
desk, depending on what is more practical.
In meineZIELE, you assign the documents to your
tasks and note down where you put them. For example,
you could insert the number of the folder compartment.
So you don't store documents "where they belong
to" but "where there is place right now". Only what
has really been done we put away in accordance with
the ancient file plan system.
Perfect: The electronic filing
The
illustration to the left shows that a contact entry
and a file apply to the task "Call Robert". Both
can be displayed with just one click as soon as
the task is being tackled and the information is
needed.
Of course, you can link any number
of files with a task. Moreover, you can scan documents
within meineZIELE with just two clicks and assign
them to tasks. .
The ideal complement:
The 1-click-filing works with any scanner. But
why to wait 30 seconds until the lamp is warm every
time you want to scan? Better do use a document
camera.
The
Sceye camera points a laser frame on the desk.
Put your document within, take a picture, and done.
During the entire process the document is visible
on the screen. Of course you can also choose a scan
section if only a part of the document is needed.
Get rid of the paper
Add handmade notes and sketches to the 1-click-filing by scanning them with just
one single click. Or take a screenshot, switch to meineZIELE and add it to the
1-click-filing with one click. Without having to choose a file name, folder,
path, et cetera. Even E-Mails from MS Outlook can be transformed to a task in
meineZIELE, additionally including the e-mail in the filing section of the task.
Documents from OneNote and ELO are assigned to a task with two clicks. And when
someday you want to work on the task, the assigned documents are available with
one click. This is what we call "ready to hand".
Of course, this new
style of filing requires the will to change. However, as soon as you have
accustomed to it, it will be a relief. The paper will be gone. And with a single
click you get the document back on your screen, as soon as you want to carry out
the task.