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How To Create A Home Personnel Folder — And Why Bother

How To Create A Home Personnel Folder — And Why Bother

    Do you keep copies of your medical records? What about your tax returns? Most people do, because the information in those documents is important enough that it doesn’t matter whether your doctor or the IRS has a copy — you want to have a copy, too. The same goes for a wide variety of employment documents that many people keep at the office, if they keep them at all. But there are plenty of arguments against keeping your personnel information at work. Instead, it’s worth considering keeping copies at home and creating a home personnel folder.

    There are plenty of reasons you may need to check your copies of your employment information even when you aren’t at work: if you’re out with the flu, that memo on sick leave isn’t going to do you much good in your office. The same goes if you get a better job offer and you want to check your current contract. And if the worst happens and you lose your job, you may not be able to get copies of all the files left in your desk.

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    Documents That Belong In Your Home Personnel Folder

    Employment Contracts: While not all employers require written contracts, many do. They can take the form of formal offers of employment, letters of agreement or other documents — but no matter what form it takes, you should have a copy at home. While many people feel comfortable shredding their contracts as soon as their employment ends, it’s worth keeping your contract around for quite a bit longer. At the minimum, you should keep a contract through the expiration of any clauses (i.e. non-compete clauses), although it’s reasonable in most cases to keep copies of your contracts indefinitely.

    Benefits: From your parking space to your dental insurance, your benefits package is full of important information. As your benefits technically make up a portion of your compensation, it’s worthwhile to keep a copy on hand — and make sure that you’re taking full advantage of what your employer offers you. Furthermore, because your benefits can affect your home life — health insurance, anyone? — being able to consult that information at home can be crucial.

    Performance Reviews: In theory, performance reviews are your employer’s way of telling you where you’re doing a good job and where you can improve. In reality, most companies treat performance reviews as an easy way to determine promotions and raises. Keeping track of such information can help you find an opportunity or two with your employer.

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    Payroll Records: If things go south at your company and you find yourself in a position to file for unemployment insurance, you’re likely to be asked for certain payroll records. If there’s a problem processing your claim, you could be asked for several years worth of documentation. They’ll also want at least some of your tax records — in the U.S., most states require at least a copy of your W-2 form. The requirements may differ dramatically in other countries.

    Updates: All those memos and updates that get passed around the office regarding your health insurance, reporting times and anything else your supervisor or human resources manager comes up with seem like great wastepaper liner. But a surprising number of them are worth keeping, at least in the short term. It requires discretion to determine which updates are worth filling, but generally those affecting either your compensation or your responsibilities are worth keeping.

    Job Description: Your job description may change during your time with your employer, but it’s important to keep a copy of each version. It’s not so that you can argue against doing a task just because it’s not in your job description — but if you’re routinely taking care of tasks above your pay grade, bringing a copy of your job description to your supervisor might help you get a raise. If possible, it’s worthwhile to keep a copy of your resume at the time you receive each job description so that you can show your progression in terms of skills and experience.

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    Documentation of Problems: There are problems in every office situation, and some of them may require documentation. If, for instance, a co-worker is behaving inappropriately, you may feel the need to keep a record of the issue. Keep a copy of that record at home — in some cases, it might be worthwhile to keep the only copy at home. Such records can actually cause problems if they’re found laying around the office.

    Your Actual Personnel Record: In most places, you have a legal right to take a look at your personnel record any time you care to march down to the Human Resources department. You might consider asking to do just that — frame your question in a way that won’t lead those HR folks to file you in the back of the drawer when you’re done, though.

    Keeping Track Of All The Paperwork

    All these records can add up to a nice stack of paper. Ideally, you’ll go out and buy a bunch of folders and a filing cabinet — but that may not be a realistic option. Instead, any neat organization system that allows you to easily access any papers that you’re after works just fine. Tabbed folders and a box may be the best solution for you (as long as you store it somewhere dry).

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    You’ll want to hang on to most of this paperwork for a while. If there’s a problem with your employer (or former employer), you might be asked to provide documentation reaching back several years. If you haven’t run into any problems after four years, you’re generally considered to be in the clear. That’s the same length of time your employer is required to keep documentation.

    If you have any other suggestions for documents that need to go in a home personnel folder, please share them in the comments.

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    Last Updated on March 31, 2020

    Is Procrastination Bad? The Truth About Procrastination Revealed

    Is Procrastination Bad? The Truth About Procrastination Revealed

    Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

    Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

    There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

    Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

    Why We Procrastinate After All?

    We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

    Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

    Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

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    To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

    If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

    Is Procrastination Bad?

    Yes it is.

    Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

    Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

    Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

    It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

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    The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

    Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

    For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

    A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

    Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

    Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

    How Bad Procrastination Can Be

    Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

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    After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

    One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

    That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

    Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

    In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

    You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

    More consequences of procrastination can be found in this article: 8 Dreadful Effects of Procrastination That Can Destroy Your Life

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    Procrastination, a Technical Failure

    Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

    It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

    It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

    Learn more about how to fix your procrastination problem here: What Is Procrastination and How to Stop It (The Complete Guide)

    Featured photo credit: chuttersnap via unsplash.com

    Reference

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