I recently read an article that had some interesting but not surprising statistics. Harte-Hanks published a survey in December, 2001 which reported that 96% of businesspeople interviewed were frustrated by their companies' information management. It's no wonder. An IDC white paper published in August, 2001 told us employees can spend up to two and half hours a day looking for information.
It's about retrieval
The truth of the matter is that information in large organizations is stored in huge electronic databases and archival files. However, a great deal of it is also found in the individual employee's workspace?on their desktop, in their file cabinets and in their heads. Coopers and Lybrand estimates U.S. Executives spend one hour a day just looking for misplaced files. But as I tell my clients, it's all about finding files, not just storing them. Can the information you are looking for be retrieved quickly? If needed, can it be found when the employee is absent from work? What if the employee leaves the company...does the ability to find information leave also?
Systems to the rescue
Taking the time to create a workable filing system works to the advantage of an organization. They become strategically prepared for the future and can maintain a competitive edge. However, development, management and maintenance of a filing system at the individual desktop level seems to be a hurdle for most. The truth is that it doesn't have to be difficult?it just takes focus and time. A well thought-out filing system simply provides a user-friendly structure or path. Better yet, the same key elements for developing a paper files can be used for digital files as well. The rewards include increased personal performance, productivity and reduced stress levels. If employees took the time to begin developing a customized, workable system, their retrieval problems would be greatly diminished. And so would that of the organization.
Technology to the rescue
There are at least two software products in the marketplace that help employees retrieve information stored within their own workspace. The programs aren't particularly complicated or expensive however they take time to set up. But let's face it--a workspace in disarray didn't get that way overnight. So the 'fix' most likely won't happen that quickly either. After investing the required time, management and maintenance of the system tends to be easy and painless. And the productivity gain enormous.
As Neil Larson said?'the value of information lies in how it is organized.' Can you find your organization's valuable information quickly?
Copyright 2001 Cynthia Kyriazis. All rights reserved.
Cynthia Kyriazis is a Professional Organizer, trainer, consultant, speaker, coach and author with over 20 years management experience in multi-unit corporations. She is President of Organize it, Inc., an organizational consulting firm serving Fortune 500 clients since 1995. Cynthia has worked with over 150 companies and hundreds of professionals to help improve performance in the areas of time, information, space and electronic file management.
Cynthia has appeared in the Philadelphia Inquirer, Kansas City Star and the Legal Intelligencer. She currently serves as Secretary on the Board of Directors for the National Association of Professional Organizers (NAPO), member of the National Speakers Association (NSA), member of International Society for Performance Improvement ? Kansas City chapter (ISPI-KC) and consultant to the American Coaching Association.
What's in a Name?Everything.What do you do with all the... Read More
In part 1, we discussed a system you could use... Read More
What do you gain if you SIMPLIFY?Dictionary* says:to reduce to... Read More
Spring is here and its time to sweep away the... Read More
Staying organized can be a constant battle. The following organizing... Read More
I recently read an article that had some interesting but... Read More
Q. I have several projects going at once -- but... Read More
1. In terms of organization, what is the first thing... Read More
The National Association of Professional Organizers has dedicated January to... Read More
Feeling overwhelmed at the thought of organizing your home? Start... Read More
* Cupboards and drawers should contain items that are grouped... Read More
The Productive Environment Scorecard?Read the statements below and rate your... Read More
3-Step Clean Sweep Program 1 -... Read More
When you embark on a life transition, the skills that... Read More
Your closet is often the first thing you see in... Read More
Laundry. You sort, you wash, you fold, you blink ?... Read More
EVERY HOME NEEDS AN OFFICEYes, it is true that every... Read More
I talk about the mail a lot in my newsletter,... Read More
It happens without warning. One day you notice your home... Read More
1. All or nothing thinking/taking on too much." I'm going... Read More
Do you use to-do lists? Do you find it satisfying... Read More
I'm sure most of you have heard of Zig Ziglar... Read More
In a speech entitled "Organized Living in a Disorganized World"... Read More
How to do keep track of all you have to... Read More
You can get a pretty good idea of the benefits... Read More
How to do keep track of all you have to... Read More
I recently conducted a survey to look at the relationship... Read More
It may seem far-fetched, but by organizing your desk, your... Read More
Cleaning out can seem overwhelming -- especially if it's been... Read More
'A well-ordered life is like climbing a tower; the view... Read More
Paper1. You may already be in the habit of filing... Read More
"Organize" is a familiar word heard on many of today's... Read More
It takes effort to get results, and not just any... Read More
What's an item that can help you organize every room... Read More
How do you know if you need to clean out?... Read More
1. THE LOVE IT OR LOSE IT PRINCIPLE: Every item... Read More
Light, Work, and YouWinter is here-and with it, short days,... Read More
1. The Law of the 1st StepA good first step... Read More
The Law of the 1st StepA good first step in... Read More
My mother is one of the most productive people I... Read More
I like a room you can dance in the middle... Read More
(This is the third in a series of three articles... Read More
There are 3 kinds of clutter: Inner (between our ears);... Read More
It is 5:00 pm and Cindy has no idea what... Read More
Every day I find junk mail waiting for me, whether... Read More
Home organization isn't just for neat-nicks or those drawn toward... Read More
Our children are probably the biggest clutter creators we have... Read More
I'm cheap and proud of it.I use and re-use things... Read More
Decide When And Where To StartDecide when and where to... Read More
In part 1, we discussed a system you could use... Read More
Get Organized - Organization |