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Paper Piling, Horizontal Filing, and Other Filing Options

Paper Piling, Horizontal Filing, and Other Filing Options

    Have you ever noticed that some people have piles of paper all over their office?  If you do not organize by piling, you might be viewing those piles with curiosity, disgust or amazement.  Why would anyone want to be surrounded by piles, especially “dysfunctional” piles of paper that take up whole sections of their office floor?

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    After many rounds of pile busting for my clients, I have learned that many ‘pilers’ share certain characteristics:

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    • they are visually oriented and worry that if papers are out of sight, they will be out of mind;
    • they prefer to organize horizontally; instead of vertically (traditional filing);
    • they have difficulty throwing papers away because they are afraid they will either make a mistake or miss an opportunity;
    • they have difficulty making decisions because they tend to try to consider all the possibilities for use of the papers;
    • they are easily overwhelmed by paper; once they get even a little behind on paper management they shut down and stop dealing with it;
    • they really do not know how set up more effective systems for effectively dealing with paper.

    What to do? Of course, one option is to continue using piles of paper to track projects in progress. But you’ll want to make sure they are functional piles– ones that contain papers pertaining to just one subject or project.

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    Other options to avoid piling:

    • Make a commitment to MAKE A DECISION about what to do with paper the first time you touch it.  1) Is it an action item? 2) Should it be filed? 3) Should it be routed to someone else? 4) Is it trash? 5) Is it something to read? 6) Or, is it something you are undecided about?  Create easy to reach places for each of those types of items.  Then, put it in the appropriate place.
    • Make a commitment  to STOP SETTING PAPER ASIDE for any reason.
    • Use a step sorter on your desk to make files visible.  Have those files contain active projects or documents and forms you use frequently.  Be sure to label the files in dark ink.  Or, better yet, use a label maker (available at office supply stores for about $50).
    • Use an open filing cabinet (available on wheels), desktop filing box, or crate so that you can continue to enjoy a horizontal format, but have the benefits of a vertical filing system.

    Why learn how to become a functional piler?

    • You’ll be able to lay your hands on papers you need much more quickly. You can’t quickly find papers in a dysfunctional pile (one that contains papers pertaining to many different types of subjects or activities).
    • Your space will feel much more peaceful. Dysfunctional piles are very noisy. Since everything is alive with energy, every piece of paper has a different type of energy. Put them all together and you have a screaming crowd. Compared to a pile of just one type of paper, e.g. tax related papers, a mixed pile is a jumble of energy that you’ll tend to avoid. If you have a number of dysfunctional piles in the same room, you’re likely to feel overwhelmed by the riot of energy and the visibility of so much paper.
    • You’ll feel more competent and less anxious about dealing with paper. A room filled with paper piles seems to scream, “You slob! Do you really know what you’re doing?” or “You really are behind. Why aren’t you doing something about this mess?” Papers sorted into piles by category or filed away in a step sorter or open filing system have an orderly and affirming energy that is much quieter and calmer than mixed piles with no specific identities.

    If you are a piler, commit to learning more effective ways to keep your papers visible and accessible while reducing the negative energy that emanates from multiple piles. Two functional piles are much quieter than two mixed piles. An open filing system is quieter than any piling system. Remember, there are options available that will meet your need for visibility and will help you retrieve the papers you need in seconds. Make the time to organize your piles into a system that really works for you.

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    Last Updated on February 21, 2019

    7 Natural Memory Boosters That Actually Work for All Ages

    7 Natural Memory Boosters That Actually Work for All Ages

    Forgot a name? Misplaced your keys? Taking longer to find the right words? Don’t panic. There’s plenty you can do to improve your memory.

    You’re probably expecting us to reveal 7 little known and newly discovered herbs from the forests of the Amazon, the peaks of the Himalayas and the Arctic tundra. No such luck.

    Despite Americans spending hundreds of millions of dollars a year on Ginkgo Biloba, Ashwagandha, Periwinkle, Bacopa, Vitamin B’s, Omega 3’s and memory boosting supplement cocktails, there is very little scientific evidence they actually work. [1]

    Instead, we’re going to offer you 7 completely natural memory boosters, backed up by scientific research. It may take a little more effort than a magic memory pill, but the benefits will transcend your memory and improve your overall quality of life as well, making you more fit, energetic, happy and sharp.

    How Do We Remember?

    The first process in remembering is creating a memory.

    This is where our brain sends a signal, associated with a thought, event or piece of information our mind is processing, over our brains neural pathways, called synapses.

    Think of our neural pathways like roads and information like trucks. The better the roads, the more trucks can be driven.

    The second step in remembering is memory consolidation.

    Consolidation is when the brain takes that thought, event or piece of information and actually stores it in the brain. So now we’re talking about taking delivery of the trucks and storing its contents in the warehouse.

    Consolidation helps us store information and label it properly, so its organized and easy to retrieve when needed.

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    The last step is memory retrieval.

    That’s the step whereby we try to retrieve the information stored in our brains. You know when you have the name of someone on the tip of your tongue.

    You have the information; it’s been stored, but you just can’t find it. Our memory recall is typically better the stronger the memory is and the more often we’ve used it.

    Memory decline is a normal part of aging. However, new scientific research is discovering many new ways for us to improve memory creation, consolidation and retrieval–no matter our age.

    7 Natural Memory Boosters

    So how to work on memory and boost your brain power? Here’re 7 brain boosters backed by science that you should try:

    1. Aerobic Exercise

    Aerobic activity is about as close as we get to a magic pill for our memories. Exercise helps your brain create new capillaries and brain-derived neurotrophic factor (BDNF) which creates new brain cells and connections. To put it in plain english, aerobic activity changes our brains and helps it grow.

    Studies have shown that exercising increases the size of the hippocampus and improves memory. In fact, even if you start exercising as an older adult, you can reverse cognitive decline by 1 to 2 years and protects against further decreases in the size of the hippocampus, which is essential for memory. [2]

    In another study, reviewed by Dr. Ian Robertson of the University of Dublin, they looked at a group of people of 60 years and older, who engaged in “active walking” for four months.

    They compared them with another group of people who only stretched over the same period of time. After testing both groups before and after the 4 month period, the walkers improved their memory and attention considerably more than the stretching group.

    So which exercises are best and how much do we have to exercise?

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    Turns out, it doesn’t really matter whether you run, swim, row or bike. What does matter is that you push yourself beyond your current abilities, keep doing more, keep getting better. Set yourself short term goals and keep pushing the goal posts.

    2. Sleep

    You need your sleep. The deeper the better. Sleep helps improve your procedural memory (how to do things, like how do I navigate my iPhone) and declarative memory (facts, like what’s my password). [3]

    Even short naps from 6 to 45 minutes have been shown to improve your memory. In one Harvard study, college students memorized pairs of unrelated words, memorized a maze and copied a complex form. All were tested on their work. Half were then allowed to take a 45 minute nap. They were then retested. Those who took a nap, got a boost in their performance. [4]

    Another study showed that getting REM (deep) sleep can increase your memory and mental performance by 33% to 73%. Getting a deep sleep helps the brain consolidate memories through dreams and “associative processing”. However, the study also revealed that heart rate variability in deep sleep also contributed significantly to increased memory performance. [5]

    3. MIND Diet

    Healthy eating, particularly more dark colored fruit, vegetables and oily fish has been shown to improve memory and stave off cognitive decline.

    The MIND diet is proven to reduce the risk of dementia. It’s a mix of the popular Mediterranean diet and the low blood pressure DASH diet. [6]

    The study kept track of the diets of almost 1,000 older adults. They were followed for an average of 4½ years.

    The study concluded that “people whose diets were most strongly in line with the MIND diet had brains that functioned as if they were 7½ years younger than those whose diets least resembled this eating style.”

    The study also showed that people who followed the MIND diet in the study reduced their chance of getting Alzheimer’s disease in half.

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    So what does the MIND diet consist of? Lots of vegetables, leafy greens, nuts, berries, beans, fish, poultry, olive oil, whole grains and wine.

    4. Relax

    We all know that stress is bad for our health. It can raise our blood pressure, impact our immune system and interrupt our sleep. Stress also impairs our memory.

    When our body gets stressed, it releases cortisol into our blood stream, which can cause short and long term physical changes to the brain. While cortisol has sometimes been shown to cause increases in short term memory, it can actually decrease our long term recall memory.

    To help reduce the stress in your life, try relaxing with meditation, yoga or breathing exercises. Unplug–even for just a few hours. Stop checking your emails, social accounts and news. Release some endorphins with some exercise.

    Bottom line, the more anxious and stressed we are, the less clearly we think, the poorer our memory works.

    5. Continuous Learning

    The mind is like a muscle. The more you challenge it, the stronger it gets. The more you learn, the more you can learn.

    Research shows that learning can actually change the physical makeup of your brain. Not too long ago, we used to think that you were born with a fixed amount of brain cells, which declined with age. New research now shows that we can actually increase the number of brain cells we have throughout our life.

    Aside from staying physically active, learning new skills and studying can actually keep our brains healthier. Consider taking a continuing education class, studying a new language, learning a new instrument, playing new card games. [7]

    Studies show that the more complex the task, the more benefits for your mind. Simply showing up to class is not enough. You need to be actively engaged. Anything that forces you to focus and learn something new and get out of a rote routine will help you sharpen your mind and boost your memory.

    6. Stay Social

    The more deep and meaningful social connections you maintain, the more you protect your brain. Bottom line, the more friends you have, the more people you work with, the more you’re forced to use your brain.

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    Social isolation and loneliness are significant risks of dementia. Without interacting with others, our brains wilt. Isolation and loneliness lead to depression, physical and mental decline. [8]

    In a 2016 study published in Frontiers in Aging Neuroscience, seniors with a full social calendar did better on memory, reasoning, and processing speed tests. [9]

    What to do?

    Party! Seriously, get together with friends as often as possible. Have family dinners. Choose social activities or sports like tennis, golf, cards or go for walks with a friend. Bottom line have fun, build meaningful social relationships and stay connected. Not only will it make your mind sharper and your memory better, you’ll be happier, too!

    7. Wakeful Rest

    This one is getting harder and harder to do. In a world where we can’t sit on a bus, go up an elevator or go to the bathroom without our phones, doing absolutely nothing to distract our minds is becoming increasingly difficult.

    But, the results are in. Doing nothing is great for your memory. Quietly resting for 10 minutes, after you learn something will help you remember and help you create more detailed memories. [10]

    What we do minutes after we learn something new has a significant impact on how well we retain the new information. In another study, it didn’t matter what you did after you learned something new, as long as you weren’t distracted by outside factors. In other words, you could be thinking of your day, making a grocery list, or thinking of a story. In either case, wakeful rest for a period of 10 minutes helped the brain process and consolidate your memories so that you were better able to recall the information at a later date. [11]

    Conclusion

    You don’t have to spend a dime on cocktails and supplements promising a quick boost to your memory power. There is very little conclusive scientific evidence suggesting supplements will help improve the memories of healthy individuals–not for Ginkgo Biloba, Vitamin B, fish oils, Vitamin D, Folate or other supplements claiming they a secret formula.

    There are far cheaper and more effective ways to boost your memory: exercise, rest, eat well, learn, love, laugh and relax. Who wouldn’t want that prescription?

    More Resources About Boost Brain Power

    Featured photo credit: Unsplash via unsplash.com

    Reference

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