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Say Goodbye to Your Filing Tray…Forever

Say Goodbye to Your Filing Tray…Forever


    The dreaded filing, piling up on your desk, in your filing tray, on top of the filing cabinet, anywhere except where it is meant to be. Why does such a simple task that requires very little brain power cause such distress in most people? Filing is one of the top jobs that most people procrastinate on.

    Of late I have been trying to simplify my life, moving gradually towards a more minimalist approach and in the process I decided to work from a smaller desk. I reckoned that if there was less desk space to put things on and less drawers space to put things in, it would help me to minimize. It has helped to a certain degree. It forced me to purge all my drawers and only keep the essentials. What also happened was that I had to move my small filing box to a different location, about ten steps from my desk — no longer within arm’s reach of my chair.

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    The result — which has rather amazed me: I accumulated a large pile of filing.

    Lesson 1: Keep your filing cabinet/box very close by

    If you can’t file a document with ease when you finish with it, it is more likely that you will place it in a filing tray than stand up and file it correctly. Most of us have busy schedules and standing up to file one piece of paper would be considered a bad use of time, therefore we let the filing accumulate until there is enough to justify the trip to the filing cabinet. The problem with that is that the bigger the pile gets, the bigger the job appears and we avoid and avoid because (in reality) there are more important jobs to be done. By having the filing cabinet within reach, you eliminate this potentiality. It’s easy and quicker to file on the spot so you get into better habits.

    But in order to be able to file swiftly and efficiently, you must adhere to the second lesson…

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    Lesson 2: Label all your files clearly

    This is a part of the puzzle a lot of people resist. Most people will hand-write labels for their hanging files, thinking it is faster and as clear. Sometimes they write with black pen, sometimes with blue, sometimes ALL IN UPPER CASE and sometimes not — and if you are lucky a black marker will be used.

    Even if you have a system for writing all your labels with black marker in ALL IN UPPER CASE, your files will still not be as easy to find as those that have been created by a labeler. A labeler has a clear, consistent typeset. You may argue this until you are blue in the face…but the labeler works. It is well worth the minor investment. When folders are clear and with your cabinet close by, you will be able to file as you go (as long as you don’t have too many files or folders).

    Lesson 3: Purge filing regularly

    It is widely recognized that an overfilled filing cabinet is detrimental to your health. If you are trying to squeeze a document into an overloaded folder which is also in an overloaded filing cabinet, it won’t end well.

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    Set a date and time once every couple of months to purge older documents. Find out local regulations about how long you must keep documents for tax and legal purposes. Minimize the amount of paper you possess and only hold on where absolutely necessary. If your paperwork is weighing you down — you could also try paperless.

    Lesson 4: Explore the possibility of paperless

    It has become quite popular of late to go paperless. You will hear many organizations proudly state that they are a paperless office or a paperless organization. This means that documents are not printed out but rather that documents come in paper format and then are scanned into the computer for filing.

    The challenge with a paperless system is to ensure that the electronic documents are filed for easy retrieval. A clear and simple hierarchical filing system should be used, combined with a strong search facility on your computer.

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    Lesson 5: Keep it simple

    Keep your categories simple and don’t overcomplicate. David Allen recommends a simple A-Z filing system, which works well if you have a lot of filing.

    In my home office I don’t have too many files, so I am happy to file by category. For example, I have a Home file where my insurance documents and facilities documents are filed in separate manilla folders, and a Car file where my car insurance, car taxes and other related documents go. Remember the goal of your system is to have easy and fast retrieval — so see what works best for you.

    Stick to these rules and never stress over an overcrowded filing tray again. A no-stress clutter-free desk awaits you.

    Do you have any filing tips you’d like to share? Feel free to do so in the comments below.

    (Photo credit: 3D Illustration of Information via Shutterstock)

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    Last Updated on November 12, 2018

    Do You Want to Know the Secret to Living a Fulfilling Life?

    Do You Want to Know the Secret to Living a Fulfilling Life?

    Don’t we all want to live a full, happy and satisfied life? For some of us, it need not be a long life as long as it’s been a fulfilling life of achievements, happiness and no regrets. But, how many of us actually go on to experience that entirely? It sometimes sounds more like a pipe dream–a fantasy rather than reality.

    And then you’ll also get comments from some, saying that this ‘fulfilling life’ is only possible if you’re so rich that you don’t have to care about working, paying the bills or providing for your family. While there is some truth to that, I’m happy to say that financial freedom isn’t the only answer to living a fulfilling life.

    Living a Fulfilling Life is Within Reach

    Anyone can pursue a life of fullness, and it all starts with the willingness to learn. How many years has it been since you last attended a class in school? If you’re well into your adult years as a working professional, chances are it’s been a while. Do you remember the times where you had to wake up for early morning lectures? Or the times where you were rushing through a paper or project? And, of course there were the endless exams that you had to cram for.

    As a young college student, I remember looking forward to the time when I would finally be done with school! No more homework, no more grades to worry about, no more stress! The learning was finally done and I could enter the working world.

    Not so much!

    Now that I’ve finally entered the working world, there are moments where I do wish to be a student again; it seemed less stressful then!

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    There is simply so much out there that I still need to learn and experience. Yet I find myself pressed for time. With family commitments, my business and my own social life to juggle, I’ve had to keep on finding for new ways to learn and absorb new information efficiently. Over the years, I’ve found that by learning new skills and knowledge, I was able to find answers and solutions to my problems, which allowed me to achieve a greater sense of fulfillment.

    Learning Never Ends

    The truth is, learning never ends. Generally speaking, it is true that a formal education and the resulting qualifications are important in securing good jobs; jobs that allow you to excel, earn more and perhaps become more successful in our chosen career. But going to school is only one type of learning. All throughout your life, you’re learning in many ways. All these experiences shape and grow you into the person that you are today.

    There are many opportunities to further your knowledge and develop the skills you need throughout life. Knowledge can be acquired and skill-sets can be developed anywhere. However, lifelong learning is about creating and maintaining a positive attitude to learning both for personal and professional development.

    Many people overlook the fact that learning can take place anywhere and in many forms. Most would tend to think of learning as the years spent in a learning institute, which occurs mostly in their younger days. And once you go out into the working world, your ‘learning’ ends.

    This is not how it has to be–in fact, lifelong learning is a gift that keeps on giving.

    The Importance of Lifelong Learning

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    Why is it important to become a lifelong learner?

    A lifelong learner is motivated to learn and develop because they want to; it is a deliberate and voluntary act. Lifelong learning can enhance our understanding of the world around us, provide us with more and better opportunities, and improve our quality of life.

    You’ll Remain Relevant in the Workplace

    With advancements in society today, the human life expectancy continues to increase, which means more people are also retiring at a later age. So no matter what stage of life you’re in, being a lifelong learner brings its own rewards. It means we can get more personal satisfaction from our lives and jobs as we understand more about who we are and what we do.

    This can lead to better results and a more rewarding working day in turn. Whether it’s for advancing your career, a personal interest or wanting to pursue new dreams, learning automatically pushes you forward towards progress and enhances your wellbeing.

    You’ll Increase Your Earning Potential

    From a financial point of view, a more highly skilled and knowledgeable worker is an asset to any company. This also leads to faster promotion with associated salary increases.

    Someone who can offer more expertise will be of more value not just to employers but also to customers. Expertise is also, often, a key quality of an effective leader.

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    And since you’ll constantly be accumulating knowledge, you’ll have an edge on those who don’t value lifelong learning and can’t bring as much to the table. Your extra knowledge will translate into transferable skills, which means you’ll always be primed to blow the competition out of the water.

    Learning Gives You Options

    Of course, one of the most rewarding reasons for continuous learning, is that it gives you options! Successfully changing career path in mid-life and spending time informally developing expertise is more common than ever, especially during rapidly changing market conditions.

    Whatever your age, it’s never too late to start fresh in life. When you start educating yourself and exposing yourself to new knowledge and information, you widen your opportunities. This will allow you to do more than what you may currently be doing, or give you a way out if you’re not happy or fulfilled with where you’re at now.

    Our economy is shifting increasingly towards short-term and part-time contracts with more flexible work-patterns. We have to adapt to changes going on in the work-world, make more of ourselves by stepping out of our comfort zones, and break the false ideas about our potential and how we believe life is going.

    Gain More with Cornerstone Skills

    You may be well into your career, but feel like somehow, something is still missing. Or maybe you’re not entirely happy with where you’re at in your career path and feel it’s time to reflect and perhaps do something new. Or you might be thinking of retiring soon, and thinking about next steps after retirement.

    The learning never needs to stop!

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    This can be your chance to go after a dream or interest that you’ve always had (but never had the opportunity, or time, to pursue). This could finally be the time for you to create the change that you know you should have made ages ago.

    Why not take the first step to learn about 7 important Cornerstone Skills, which will help take your life to the next stage?

    Whatever situation you’re in, having these 7 Cornerstone Skills will no doubt equip you to tackle the challenges of life much more efficiently. Don’t let age, your limitations or a comfort zone stop you from seeking greater rewards and self-improvement.

    Transformation and change is in your hands–you have the power to make big things happen, and we can help teach you the skills. Don’t let life pass you by! It’s time to pursue a fulfilling and happy life.

    Featured photo credit: Joseph Chan via unsplash.com

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