There are several factors that impact how effective you are with managing your time. One factor is organization. Having unorganized paperwork not only causes clutter in your work space, but consumes your time when you are not able to readily retrieve your documents. Creating a file or document management system that allows you to easily reference and retrieve your documents not only controls the paper clutter, but makes you a more efficient worker.

There are different systems that can be used to overcome these organizational challenges. Two commonly utilized methods for document management are the reminder system and the record keeping system.

Reasons for using a reminder system are simply to help notify you of the open items that need action. You may use different types of reminder systems, such as the tickler file system, calendar system or logbook system. Evaluate each system and determine which one works best for your organizing needs.

When using the calendar system, you are using your daily planner to record your reminders. Since you refer to the planner every day, you can jot down your reminders the open items requiring action, any appointments, project deadlines or schedule recurring activities. Using the calendar system helps centralize your action items as well as organize them on a daily basis.

Another option is the logbook. A logbook consolidates all the open action items into one log. This is helpful if you need to refer back to previously completed tasks. Make sure to keep your logbook with you all the time so that if a new task arises, it can be immediately logged in. Dating each task when you add them and checking off and dating them when you finish them helps for reference and tracking.

Another great reminder system that will keep your documents organized is the tickler file. You file the paperwork or documents by particular dates and then retrieve them on the required day. This method can also be used with the calendar system such that when you file documents in the tickler file, add a reminder on your calendar to block off time to address the documents. A tickler file not only keeps your paperwork organized and easier to retrieve but makes you a more productive worker.

The other document management system is a record keeping system. You can use a planner to help record all information you need to keep a record of. You may need to keep a record of meetings attended and the attendees, telephone calls made, task lists, appointments or projects. For work documents that become permanent records, use a file cabinet and system to store the records in such a way that they are readily available for easy reference or retrieval. The file can be categorized by subject in alphabetical or numerical order. Because you are likely to refer to more recent documents, always file paperwork with the most recent date in the front of the file.

You can eliminate much of the paperwork piles and clutter in your office by using a structured system that organizes your documents. Not only does it make it simple to retrieve your documents, but it helps you to manage your time and in turn makes you a more efficient and productive worker.

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