Organize + Energize: Purge Those Files!
Tuesday, January 07, 2014
How is your filing system working for you? Does it need some tweaking? This past year, have you found duplicate category folders? Do you even know what is in most of those folders? Did you take over somebody else’s desk this past year and they left all their files in the desk? Have you been functioning all year with those files and haven’t needed to grab any of them?
When was the last time you took an inventory of your files? It’s time to get to work in your office and home and clear out the old and make way for the new instead of jamming papers into an already crammed file drawer.
I know this sounds like a tedious task and actually, 2 of my clients this past week said to me that they had more important things to do than clean out their files. My question to them was, how much time have you wasted searching for a file?
You want to be as efficient and productive as possible and if your files are weighing you down, it’s time to purge. If you do this every year, it’s going to be a breeze and only take half the time you think it will. Yes, it’s going to take you a while if you haven’t gone through your files in years. Think about how much easier it’s going to be next year. Also, think about how efficient and productive you will be this year now that your files are in order.
Out with the old
If you have questions about keeping certain financial documents, give your accountant a call. Make your own decisions on personal documents and files that you no longer think you need. Think about the last time you needed to refer to them. Are the forms now obsolete? You can make a pretty good guess about whether you need to keep or ditch something.
Also, if you haven’t been functioning well with your filing system, now is the time to set up a new working organized system. You are already working on taking files out of drawers so take it to the next step and re-organize. Empty out all the file drawers. Think about how you want to function with your files. Think about how you grab certain files and which files you want closest to you.
While we are talking about files, if you don’t even have a system for your files and all papers are just shoved in a drawer, take this time to take everything out of those drawers, purge, and categorize what you are keeping and develop a working organized system based around how you function.
Once you purge and re-organize files you are going to get a jumpstart in 2014 and feel 10 pounds lighter, and just think, you haven’t even started your diet yet. Happy New Year!
Related Slideshow: Women Leading in Rhode Island
Who are some of Rhode Island's high-level female bosses? GoLocal takes a look at some of the leading women in the state in their respective industries, in the private and nonprofit sector.
The founder and Creative Director of Alex and Ani, Rafaelian started the company in 2004 to produce jewelry to “adorn the body, enlighten the mind, and empower the spirit.”
Prior to founding Alex and Ani, Rafaelian produced designs for and co-owned Cinerama, her father’s jewelry manufacturing company. Now, in addition to Alex and Ani, Rafaelian owns Carolyn’s Sakonnet Vineyard, and the café franchise Teas and Javas. Rafaelian received the 2012 Rhode Island Small Businessperson of the Year Award as well as Ernst & Young Entrepreneur of the Year Award in the products category for New England.
Merchant is the CEO and President of Hope Global, an engineered textile solutions company centered in Cumberland with plants and sales offices all over the world.
Merchant began her career as a production supervisor at General Motors, then worked at Mazda, Ford Motor Company, and Lear Corporation, and managed manufacturing plants in Mexico, Canada, Poland, England, and America.
In addition to her work with Hope Global, Merchant is an active member of the Northern Rhode Island Chamber of Commerce, the Rhode Island Commodores, and the Governor’s Economic Development Council, and is a trustee of Rhode Island Public Expenditure Council.
Snead is the CEO of Banneker Industries, Inc., a supply chain management company in North Smithfield that has performed e-procurement, assembly, packaging, inventory management, warehousing and distribution services since its founding in 1991.
Snead has served as state delegate on the U.S. Small Business Administration’s National Advisory Council and received the 2009 New England Businesswoman of the Year Award and Women Business Enterprise National Council Star Award, among numerous others in year prior. She now serves on the Board of Directors of AMICA Insurance Company and is a member of the Rhode Island Commodores.
Zimmerman is the CEO and Chairman of the Board for FarSounder Inc., a Warwick based company specializing in sonar technology and born of Zimmerman’s achievement in the 2002 Rhode Island Business Plan Competition.
Since its inception, the company’s sales have grown exponentially and it has expanded to different markets within the nautical navigation industry.
Previously, Zimmerman has run numerous other businesses including a company for wholesale book selling and one for engineering services.
The nineteenth President of Brown University, Paxson had previously served as Dean of Princeton’s Woodrow Wilson School of Public and International Affairs and Chair of its economics department, as well as Director and founder of an NIA Center for the Economics and Demography of Aging.
Paxson is an expert in public health, having conducted research on childhood health, AIDS in Africa, and Hurricane Katrina, among other topics.
White, the President of the Greater Providence Chamber of Commerce, previously served as its Senior Vice President, and an executive counselor to the Governor in policy and communications. She is dedicated to strengthening the business community in Providence with focus on employment and retaining young, talented professionals to work in the state.
Dr. Carriuolo is the ninth President of Rhode Island College. She has previously served as the Director of the Office of School/College Relations at NEASC and the Dean of the College of Arts and Sciences the University of New Haven.
She has written over thirty publications, featured in, among others, The Chronicle of Higher Education and Education Week. In 2009, she was named a CLADEA fellow, and she has served on the boards of many organizations, including the Journal of Developmental Education and New England Dollars for Scholars.
Lapides is the co-founder, President, and CEO of Rhode Island real estate firm Residential Properties.
Lapides has been quoted in many local and national publications as a real estate specialist. During her career, Lapides has served on the boards at the RISD Museum, Roger Williams University, Smith Hill Center, and Trinity Repertory Company, among others -- and as Chair of the Board of the Rhode Island Foundation’s Equity Action Campaign Committee, helped raise a million dollars for the Fund for the LGBT community.
Pattie, the CEO and President of BankNewport and OceanPoint Financial Partners, MHC, began her career with the bank in 1984 as a consumer loan officer, rising through ranks and across different areas of expertise.
Pattie is a board member of the United Way of Rhode Island and the Rhode Island Bankers Association as well as a trustee of the Community College of Rhode Island. She is also a certified financial planner and a member of the Board of Governors for Newport Hospital.
Coxe is the Executive Director and CEO of the Preservation Society of Newport County. Before holding this position, Coxe served as the Massachusetts Secretary of Environmental Affairs, Executive Director of Rhode Island’s Save the Bay, and Director of Ocean and Coastal Resource Management in the National Oceanic and Atmospheric Administration.
Coxe has received numerous awards for her business success, including the 2011 Business Women Award for Overall Career Achievement from the Providence Business News. She also does extensive volunteer work, including sitting on the boards of Grow Smart Rhode Island and the Rhode Island Commodores. She also serves on the Advisory Board of the Conservation Law Foundation and the Alumni Board of the Wheeler School.
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