DYNA-FORMTIME & BUSINESS MANAGEMENT
Get and stay organized.
Get a book on the subject.
Organizing aids and
- An 'alarm' on your watch.
Get used to setting it for those vital appointments that you can't afford
to miss or when pressure is off and you are relaxing but need a reminder of
some type. You can also use your PDA or cell phone for this purpose. However,
your alarm watch is always with you whereas you might leave the other
devices in your car etc. Your track record of kept on time appointments will
determine which device is best for you.
- Kitchen timer. Set it
on your desk and work in one hour chunks then take a break. This device will
help you develop time consciousness, an important factor in learning to manage
time. E.g. I did what, and a whole hour has gone by?
- Keep plenty of blank
file folders at your desk ready to label. Promptly file all paper that it
is NECESSARY for you to keep. (This will help you find files quickly and reduce
paper accumulation). Take our "Making time for time Management"
course to learn how to set up a comprehensive, yet simple filing system -
for your lifetime.
- Keep a few blank '3 ring'
8 1/2 x 11 or 5 1/2 x 8 1/2 binders handy to set up a permanent or semi permanent
file when necessary.
- A box of labels ready
to rename file folders as you begin to discard items. (Culling).
- Buy a headset for your
existing phone. Most newer phone have a small jack which you can add a head
set into. You can walk around and talk hands-free. Telephone head sets are
also available in wireless. Also headsets enable you to type, while you talk,
when necessary. Also useful for getting your database up to date while on
hold-type while waiting. At least log all the numbers related to the immediate
call into your data base.
- Magnifying glass. Check
the fine print carefully - will pay off handsomely at some point in your life.
- Battery tester. Small
enough to be thrown in your briefcase for trips. Spare batteries (chargeable)
for your most important electronics.
- Battery charger re: above.
I have a very small charger (no cord) that plugs into the wall. Compact and
light. If you can, buy your electronic items with Lithium or other high tech
batteries that can be charged in the units. For PDA's only use the manufacture
recommended batteries. The electronics in these devices function on exact
voltage and current. There is less likelihood of losing all your data if you
use the correct batteries.
- Stamps in the back of
your Day planner. Getting the mail out on time may be contingent on your on-hand
- Spare keys for everything.
Set up a key cabinet in your house and office.
- Car keys. If you still
use a key to get into your car key, keep one spare key on you to open the
driver's door. Spare ignition keys can be hidden in the car. If you prefer
to have a spare set hanging or with magnets somewhere under the car be prepared
for the conditions you might experience when you need to retrieve them.
- Spare briefcases. If
you belong to a club or group and attend meetings, keep the files for that
group in a briefcase dedicated to them, when it is time to go to the meeting
bring the briefcase with you. Never any forgotten vital files for the meeting.
- Coin (change) receptacle.
Never spend time looking for change for phones or parking. Keep a good supply
in the car and extra in your briefcase. I keep change in a very small nylon
travel bag that goes into my briefcase or knapsack.
- A digital camera to keep
records. E.g. before taking something apart photograph it. Rather than keep
paper copy, digitize it. Photograph signage - which floor in the public garage
were you parked on?
- Paper cutter (inexpensive
but commercial type-board with a guillotine cutter). Can make your own day
planner inserts using plain paper.
Stackable files. If you have attended one of my Time Management
seminars; these are the plastic filing draws that I have referred to. They can
be purchased at Staples/Business Depot or as indicated. These products are intended
to help you get started on time management at a reasonable cost. There is a
molded track inside the ridge of each box holds hanging file folders. The unit
shown is priced at under $30. CDN . These file draws may only be a temporary
aid to help start getting organized. Your objective should be to reduce the
amount of paper in your life to the point where you are efficient. The maxim,
"A place for everything and everything in it's place" relieves a lot
of stress caused by looking for missing documents.
In our seminar we name all
the filing boxes and what goes into them. Rather than buying a large number
of these or other commercial products, you use cardboard boxes while you decide
what can be discarded or kept. When
you have decided what to keep use your stackable files or traditional filing
cabinets. You can roll these boxes up to your desk when working or keep them
out of sight when it's time to quit. The top filing box is where you might keep
all the prioritized projects you are working on.
If your top filing box starts
overfilling then use a Desk Topper (see below) to help you stay focussed.
Desk Toppers. These
are small plastic vertical trays that hold about ten hanging files and folders.
You might want to place your high priority file folders into the Desk Topper
and work from it during the day. End the previous day or start the new day by
putting the file folders you will need for your projects that day. If you get
distracted keep coming back to the desk topper. It is easy to sort them into
a priority order that saves you doing this in your Day Planner. If you need
to leave the office to travel just bring the contents of the Desk topper with
you (without the holder) and you will have your most pressing work at your finger
tips where ever you go.
to Dyna-form home page