My mother is one of the most productive people I know. She is 78 years old and still works full-time as the personal assistant to the CEO of a bank. (I come from great genesit makes me very optimistic about my long-term future!) One of her secrets to productivity is what is often called a tickler file. It used to be a popular organizational tool but eventually fell by the wayside. The tickler file is a reminder system based on the days of the month and months of the year. It simply consists of two sets of file folders: 1-31 and January-December. Its time to bring that old system back. Surveys show that peoples stress levels are at an all-time high. A major source of that stress is information overload. Information arrives in five ways: on paper, electronically, via voice mail, through verbal messages, and as thoughts in your head. Think of a 5-lane freeway. You are speeding down the highway when suddenly you see orange barrelsyou know youre in for trouble. Thats exactly what happens when you sit down at your desk and are overwhelmed with where to begin. Do you start with the e- mail? Most people do, but should you? The highest priority could be in the In Box you havent looked at in daysor could it be the idea you had while taking a shower? Youve got information overload and you need a way to cope with it. Managing Information To conquer a stack of paperspermission slips, newsletters, report cards, bills, and articles to reademploy these five productive steps. Discard. Ive spent lots of time promoting the power of throwing things away. Ask yourself, Whats the worst possible thing that would happen if I didnt have that or didnt do this?
Delegate. If you are not delegating some of your work, why not? The most productive people in the world are those who spend 80% of their time doing what only they can do and surrounding themselves with people whose talents are complementary to theirs.
Do it now. Ask yourself, Is taking care of this the best use of my time right now?
File for reference. These are things you want or need to keep for future reference. Develop or use a good filing system (like Taming the Paper Tiger, information below), so you can find items easily and quickly.
File for follow-up. These are things you want or need to do. In the Paper Tiger software system, we place these items in Action Files so you can find them when its time to take act on them. The task wont be forgotten because the Paper Tiger can print weekly reminders or you can put a simple note in the tickler file. The Important Question No matter how information arrives, your first reaction is probably, I have to take care of this now. If you are serious about increasing your productivity and prioritizing your work, the question you have to answer is, When? As scary as it is sometimes, you have to decide. When you determine what date to take action, put the reminder in your tickler file system. Now you have a tool that enables you to prioritize your work and to measure whether the interruption of the moment is more important than what you said you were going to do today. When people hear about this system, their first reaction is often fearfear of making mistakes, fear of taking on another task, fear of failure. But remember that old saying, If you keep doing what youre doing, youre going to keep getting what youre getting! After trying the tickler file system for the first time, one client said, Instant peace of mind! Are you ready for something old and better? |
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