The Admin’s Guide to Organizing Digital Files

Office Dynamics

The Admin’s Guide to Organizing Digital Files By Julie Perrine. Just like papers on your desk can pile up, the same thing can happen with digital files. If you don’t have a filing system to put things where they belong when you save them, the virtual mess can accumulate quite quickly. With digital files, it’s a lot easier to ignore the problem because the virtual piles are out of sight on your hard drive somewhere. Setup Your Digital Filing Cabinet.

Filing 124

Snail Mail 101

Clutter Coach

This category includes bills, medical forms to file, an insurance or telephone plan to compare with what you have now, information about a product you intend to buy and a list of activities put on by a group you belong to. Put in your in box anything that requires you to take some action, whether it’s filling out a form, making a call or adding activities to your calendar. Be careful about filing too much. Keep files you refer to near your desk.

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Simplify Reference Material With the Four Laws of Simplicity

Simple Productivity Blog

In this series, we have already talked about applying it to “stuff , as well as calendars and task lists. It can be found in piles in various locations on horizontal surfaces, as well as in email, bookmarks, online sources and physical filing devices. You should deal with each type — paper, electronic file and bookmark — individually, rather than pulling everything into one place and starting. Computer Files. It keeps the cabinets and files neater, IMO.

2013 148

Ask the Admin: Records Retention

Administrative Arts

For other types of high level meeting minutes, such as executive management meetings and the like, you will probably want to get a recommendation from your legal department as to how long they should be kept. For departmental level meetings, I would suggest the current calendar year plus 2-5 years, just to have an historical background for procedural purposes. Managing Calendars Part 2: Scheduling More Than Meetings.

Start 2011 off Organized! - Productive & Organized

Productive & Organized

Clean Out Your Files It’s easy for your cabinets and folders to become overstuffed with outdated paperwork, so it’s important that you take time once a year to purge the old and make room for the new. Start with your reference, client, and financial files.

2011 162

Best Business Technology for Small Businesses & Their Owners (28 ideas from them to you!)

Productive & Organized

OneNote: My Filing Cabinet In The Clouds. create notebooks and files just like I would with paper, but now it is all organized on my computer. Oh, did I mention that your meeting confirmation hits your google, outlook or web calendar as well as generates a confirmation email.

2011 261

Major Meltdown in Time Management - Tips to Avoid it Happening To You

Productive & Organized

afreshspace   @ StephCalahan I just use a legal pad for daily to-do's but keep bigger or future projects in my outlook task list declutterlady   @ StephCalahan Hey, Stephanie, it's iPEP for me; 1 workspace/project w/ability to keep all in 1 place!

2010 283

No Budget for Training? Do It Yourself

Administrative Arts

Usually, they’re getting bogged down with a few tasks in a particular software – they can’t fix footers in Microsoft Word or rearrange pages in an Adobe.pdf file. I’m certainly no expert, but I’ve mastered what I need to solve most issues I’ve run into with any Adobe.pdf file. I noticed though, that more and more of my work involved managing and manipulating.pdf files. Maybe it’s not a program, maybe it’s your filing system or your calendaring habits.

Oh where or where is my password?

Laughing all the Way to Work

I keep mine in an encrypted Word file on my computer. I also have an encrypted file with various other important numbers like my and my husbands social security numbers and the like. Servers are usually backed up daily, so your file will likely be restored.

2010 130

Laughing All the Way to Work: A Survival Blog for Today's.

Laughing all the Way to Work

I use hanging file folders labelled from January through to December. They are legal-sized folders, because I like a lot of space, but letter size would work just as well. Every afternoon before I leave for the day, I go through the hanging file for that month to see if there is anything I need to bring forward for the next day. I then print his daily calendar and slip that in the left pocket of the folder and on the right side I put everything he will need for the day.

2008 125

Meetings Plus: Taking them offline

Laughing all the Way to Work

Once a date is finalized I put it in my bosss calendar and confirm the meeting with the other participants. When a meeting is finalized, I put the scheduling sheet in a completed file. I am not a legal expert and do not claim to give any legal advice.

2009 141

Pass it on.

Laughing all the Way to Work

This is useful if you want to file the email and change the Subject line to something that better describes what the email is about or to put notes in the email. The Reminders box is the same box where your calendar items pop up when they are due, so should be familiar to everyone.

2010 130

Let your fingers do the walking: Quick keyboard shortcut keys

Laughing all the Way to Work

I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? I am not a legal expert and do not claim to give any legal advice.

Do you like what you do?

Laughing all the Way to Work

If you know what works best for you and if your job is 80/20 on what you like then you can put up with the small stuff like filing and filling out expense forms. I am not a legal expert and do not claim to give any legal advice.

2009 172

On the job tips for new Admins.

Laughing all the Way to Work

This can be as simple as having hanging file folders marked from January to December and then you just put items in the appropriate month that you need to bring forward for your boss. INCOMING MAIL: As with e-mail, you should read the letter to see if there are any action items for your boss (or yourself) and diarize them or put the appropriate dates in the calendar. I am a young - 22 years old - legal secretary working in patent law with no professional experience whatsoever.

2009 132

Grrr! moments

Laughing all the Way to Work

At one office I worked in we had a mail cart with slots for everyones mail, but it was filed First name, Last name. the phone book, standard filing practices etc.) This goes for filing and also how your contacts are ordered in Outlook.

2009 130

Colour Coding Works.

Laughing all the Way to Work

Posted by Patricia Robb at 6:39 AM Labels: Administrative Assistant , colour coding , coloured file folders , professional assistant Reactions: 0comments: Post a Comment Newer Post Older Post Home Subscribe to: Post Comments (Atom) Join me for a Webinar, Sept.

2009 130

Anyone can be an Administrative Assistant, right?

Laughing all the Way to Work

Try to anticipate the need so you can have the file or the answer your boss needs, before he or she even knows they need it. A good assistant knows just where to find the document or file needed, or they won’t stop looking till they do. Having a good filing system and keeping the file list up to date is something every assistant needs to be able to do. I am not a legal expert and do not claim to give any legal advice.

2008 100

Working for the Disorganized.

Laughing all the Way to Work

If that is not happening, schedule yourself in their calendar. Keep up to date on their calendar and look ahead to see what is coming up and what your boss might need to prepare for that. Put reminders in their Tasks or Calendar of anything you know is coming up with enough lead time so they will have time to complete it. Keep an organized filing system and file list. I am not a legal expert and do not claim to give any legal advice.

2008 100

When you need it later: The Bring-Forward System

Laughing all the Way to Work

Tried and True Method: I set up 12 hanging file folders labelled January through to December. I then put the items in a two-fold file folder with his calendar printed out on the one side and the items he will need for the day on the other side. The first day of each month, I go through the monthly folder and sort the items into the appropriate numbered file to be processed through the course of the new month.

2009 100

Managing your Boss's Inbox

Laughing all the Way to Work

If there are any deadlines or appointments, put them in your boss’s calendar or task list with appropriate reminders. Get any files they may need as a result of the e-mail correspondence. Going through some major organizing and filing here at our office and this is another 'a propos' topic that hits home. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service?

2009 100

How To Make This Recession Work For Your Small Home Business.

The Small Business Blog

« Small Business World News Round-up – 2009/11/17 WinWeb Launches WinWeb TV – Free Small & Home Business Videos » « Previous Entries This entry was posted on Tuesday, November 17th, 2009 at 6:08 pm and is filed under plan cash-flow. E-Mail me or follow me.

2009 192

Frustration Busters!

Laughing all the Way to Work

Or if you want to attach a file, choose Attach File. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? I am not a legal expert and do not claim to give any legal advice. Laughing All the Way to Work: A Survival Blog for Todays Administrative Assistant We all have to work, but who says we cant enjoy it too!

2009 100

Is it that time of the year already?

Laughing all the Way to Work

In some organizations raises are tied to how well you do and it is also a record that is kept on your personnel file. Normally, I put something about needing to get my filing system up to date, but I think I may have missed the point when I have done that. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? I am not a legal expert and do not claim to give any legal advice.

2009 100

That is not in my job description.

Laughing all the Way to Work

I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? I am not a legal expert and do not claim to give any legal advice. Laughing All the Way to Work: A Survival Blog for Todays Administrative Assistant We all have to work, but who says we cant enjoy it too! My goal for this blog is to give good tips and ideas and occasionally put a smile on your face as you start your day!Lets

2009 100

Some People see Roadblocks -- Others see Hurdles.

Laughing all the Way to Work

This article is extremely well written, and I have already printed a hardcopy, which I am going to add to my file. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? I am not a legal expert and do not claim to give any legal advice. Laughing All the Way to Work: A Survival Blog for Todays Administrative Assistant We all have to work, but who says we cant enjoy it too!

2009 100