Action files enable you to unclutter your desk yet still keep reminders and
current papers close at hand. Also known as working files, these files are
usually separate from -- and in addition to - client, project, or reference
files. Action files are for current or pending activities and miscellaneous
things you must act on.
Action files must always be within easy reach-- ideally in a small desktop
file holder that holds the file folders upright so the tabs are clearly
visible.
For added peace of mind, make a note in your calendar or scheduling software
to remind you of important dates. This combats the "out of sight, out of
mind" worry and lets you clear your desk without fearing you'll forget
something important.
Suggested categories for Action Files:
phone calls to return
agenda for an upcoming staff meeting
expenses to submit
bills to pay
papers to file
business development ideas
good ideas to try someday
papers to photocopy
current departmental & administrative matters
pending health insurance claims
your upcoming business trip
tasks to delegate to your assistant
conferences to register for
matters to discuss with co-workers
errands to run, gifts to buy, sale coupons
things to discuss with your child's teacher or doctor
pending (for example, letters you sent for which you must receive a reply)
It's not necessary to use every category listed here, and feel free to add
any others that suit you.
About the Author: Jan Jasper has been
training busy people to work smarter, not harder since 1988. She helps
clients streamline their systems and procedures, form optimum work habits,
use technology efficiently, and manage information overload. Her specialty
is helping people who've already worked with professional organizers and
coaches and are still not able to get it all done. Jan is the author of Take
Back Your Time: How to Regain Control of Work, Information, & Technology
(St. Martin's Press).
She recently completed a North American media tour as the national
efficiency spokesperson for IKON Office Solutions, Inc. In 2001, Jan was the
office productivity expert for staples.com. She has appeared on radio and TV
all over North America and is quoted regularly in print. Jan is currently on
the board of the Tri-State Chapter (NY, NJ, & CT) of the National Speakers
Association.
