Finding things - Gain lost time

The Challenge.  Do you find yourself wasting time looking for things at work?  Whether it’s paper or electronic files the frustration that comes with not being able to find that document or file is stressful and can reduce effective output.
 
The Cost.  In short, the cost of not being able to place your hands on that item of work you need is time.  Some people we work with waste up to an hour a day trying to find things.  What could you do with an hour of time back in your work day?

Simple tips to help you find things in rapid speed

1. File effectively.  There’s plenty of guides around on how to construct your own filing system.[1]  For example, build your files around the major components of your role.  To help, list your major responsibilities and projects.  Then create working files and reference files for each of those areas of your role.  The time spent filing can be returned in faster retrieval of material.
2. Don’t file what you don’t need to. Use advanced searches to help find the material you’re looking for[2]; which works great for electronic files, not so great for paper.
3. Use short term ‘piling’ backed by a good filing system.[3]  Piling refers to dumping a bunch of electronic files into one area or folder.  It’s almost the opposite of filing in that you don’t have to create a special folder.  For this option you’re really relying on your search engine.
4. Take a consistent approach to filing across all platforms – Think upfront about how you will use Outlook, shared drives, Sharepoint, etc.  Replicate the files you created in point 1 across all these platforms including paper files.
5. Use Conversation view in Outlook to draw together threads of conversation related to the same subject.  It’s a fast way to bring together emails that could be filed all over Outlook – inbox, sent items, other folders.
6. Don't keep what you don't need to keep.  If you have less to look through it takes less time.  So be ruthless with what you keep; hoarders beware!
7. File as you go - Outlook lets you file an email you send wherever you want, not just the default of Sent Items.

 
Whatever approach you use make sure that it’s serving you and not the other way around!

​Want to know more about how you can improve your productivity in the workplace? Contact us at [email protected] OR visit collagis.com.au/pep to find productivity programs for your workplace. We'd love to hear from you.


[1] https://hbr.org/2012/01/tip-for-getting-more-organized.html
[2] https://www.whatsbestnext.com/2008/12/filing-vs-piling/
[3] https://www.mindtools.com/pages/article/newHTE_85.htm