Helping You
- * Beat information overload
- * Organize your information
- * Write effectively
- * Edit and index your publications
Free E-Course: Beat Information Overload the 5F Way 
Get your free e-course to find out how focus, fun, finding, filtering, and filing can help you conquer information overload.
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Did you know February is Time Management Month? To mark the occasion, I’ve teamed up with other organization and time management experts to create a fabulous giveaway.
Just visit http://www.TimeManagementGiveaway.com to get your free tools on managing your time more effectively. You’ll discover resources on
- Organizing your small business and office
- How to save time and trouble for you and your business
- Online time management strategies
- Business systems and structures
- Productivity tips
- Using ready-to-go articles in your newsletter
- Social media made simple
- Office makeovers
- How to get more done in less time
- How to beat information overload (That’s my e-course Beat Information Overload the 5F Way, which has been newly revised for this giveaway.)
- And more!
Everything is free. There’s nothing to buy. This isn’t a teaser offer where you only get to see what’s listed and then have to buy something in order to get the goods. But the giveaway event is only scheduled to run through Feb. 28, 2011.
Time is the one thing you can’t make more of. But you can probably make better use of the time you have. Use a few minutes now to check out http://www.TimeManagementGiveaway.com and pick up some great new ideas. Then let me know which giveaways helped you the most!
Do you have tasks or procedures that you do only occasionally, perhaps just once a year? I tackled one of my annual projects recently.
I maintain the membership database for my hand spinning guild (Illinois Prairie Spinners). Before I produce the annual membership directory, I send members customized letters that list their current information and ask for updates if needed. I start by modifying the previous year’s mail merge template that pulls information from the membership database in Access. However, making these changes can be tricky, as there are nested IF…ELSE statements in the template. These need to be changed in several places. I also need to update fields and queries in Access. It’s difficult to remember the details from year to year. For example, does -1 in an Access query mean True or False? (True!)
So I was pleased to find my notes from last year’s verification project. I’d forgotten that I’d written them, but fortunately I had saved them where I would come across them this year. They saved me lots of time and frustration.
The next time you’re working on tasks you only do once in a while, take a few extra minutes to jot down some notes on your procedures. They don’t need to be elaborate, but record key steps or details that are difficult to remember or time-consuming to recreate. Save your notes where you will find them again easily when you next do the task. You’ll be glad you did! Eventually you may even want to develop your notes into a detailed written procedure, which could enable you to hand off the project to someone else.
Have you used this technique to save yourself time and frustration? Share your ideas by posting a comment!
As an information organizer, editor, and indexer, I’m always looking for new tools to help manage information. The recent release of Paper Tiger Online helped me reorganize my business files.
I’ve long used a paper-based numeric filing system for some files, so I already knew the advantages: multiple entry points to access files and the ability to set up folders in advance.
Paper Tiger Online offers these advantages, and others as well:
- Searching and sorting. These are important features that will save you time. A paper-based system is limited to scanning the index, which often is not in alphabetical order. This is fine for small files, but becomes awkward and slow for large ones.
- Keywords. Although some keywords can be used in a paper-based system, it’s easier to use more in Paper Tiger Online. This improves search results and makes it easier to find what you’re looking for.
- Notes for additional information
- Categories to group files
- Ease of changing, updating, and reorganizing information
- Ability to print indexes sorted by item number or by item name. These are handy for quick reference, and they can easily be reprinted when files are updated.
- Access from anywhere with an Internet connection
My business files contain financial information, editing and indexing projects for clients, presentations on beating information overload, reports on getting organized for taxes and on beating information overload, other writing projects, other information specific to my Info Grooming business, and general business information. Here’s how I reorganized them with Paper Tiger Online:
- One item for each client. The notes hold the titles of specific projects and the years they were completed. If I’m working on a project for the client, the item is also assigned the category Current Projects.
- One item for each major information product (for example, Beat Information Overload the 5F Way)
- One item for my articles published at Ezine Articles, one for other publications, and one for presentations. As my publications and presentations increase, I’ll add more items.
- Items for financial information, including tax information, bank information and statements (one item for each account), annual income, and annual expenses. The latter are named Finances—2011—Income and Finances—2011—Expenses, so that they file together when sorted by name.
- Other items specific to my business: activity reports, affiliate accounts, legal issues, plans and goals, service agreements, and web presence (for keeping track of web design decisions, keywords, statistics, etc.)
- Items for general business information, including articles from magazines, printouts of web pages, etc.
The online video for Paper Tiger Online made it easy to get started, and setting up the files went quickly. It’s also been easy to make changes to fine-tune the system, such as changing item names and adding keywords.
I have many more ideas for using Paper Tiger Online:
- Database for writing and product ideas. I currently use a spreadsheet for this, but Paper Tiger Online would provide more flexibility and make it possible to access this file from anywhere.
- Conversion of my paper-based numeric systems to Paper Tiger Online. These include files for organizations that I belong to and for textile information (knitting, sewing, weaving, hand spinning, etc.).
- Database for sewing and knitting patterns
- Database for yarns and fibers in my “stash”
- Database for favorite recipes and for recipes to try. The locations will be the cookbooks or other recipe sources, and keywords will include main ingredients, so I can find recipes that use specific ingredients.
These ideas are just the start. I look forward to exploring further uses for Paper Tiger Online.
Would an online filing system work for you? Add a comment, and let me know your opinion.
You can learn and work most effectively by balancing approaches to information. Seek and gather, organize and analyze, reflect and synthesize—all three approaches are needed at various times.
Information seeking is important when you are exploring a new topic and when you need answers to specific questions. When exploring a new subject, an unstructured approach is appropriate, as it maximizes opportunities for serendipity. Cultivate “beginner’s mind” so that you are open to new ideas. Unstructured approaches include:
- Web browsing; following links you find through general search engines and on blogs, Wikipedia, Twitter, social bookmarking sites, etc.
- Asking people you know about the topic
- Looking through books and periodicals at libraries and bookstores
- Subscribing to free reports and email newsletters
- Watching videos
When you’re looking for answers to specific questions, however, structured information gathering is more efficient. Structured approaches include:
- Interviewing an expert or paying for expert advice
- Using back-of-the-book indexes
- Searching a subject-specific database and/or search engines
As you gather more and more information, it’s easy to slip into information overload. Feelings of overwhelm are a signal that it’s time to shift to organizing and analyzing the information you’ve found. In this phase, useless information is eliminated, and information gathering is focused on filling gaps in information. Close down your web browser, e-mail program, and other information-gathering tools while you work so that you aren’t distracted. Review the information you’ve gathered so far. Is there information you don’t need, at least right now? If so, discard it or save it for future use. Are you missing some key pieces of information? Then search for that information, but don’t be distracted by other information you come across. Useful activities for the organizing/analyzing phase include:
- Developing a mind map of your topic
- Talking about the information with a friend, colleague, or adviser
- Taking a workshop or a course
- Summarizing the main points
- Creating a chart, spreadsheet, or database
After organizing and analyzing the information, you’ll have a basic understanding of it and how pieces fit together. Now it’s time to reflect on it and synthesize a new understanding or “big picture” by adding your own perspective. Reflect on the information you’ve analyzed, and add your own twist by creating something new or sharing your knowledge. Examples include
- Writing an article or paper
- Explaining the topic to someone just beginning to explore it
- Making something using what you’ve learned
After achieving a degree of mastery by moving through this information cycle, you can begin again. Research the same or related topic in greater depth to develop your expertise, or explore a new subject. You may be in different stages of this cycle with different topics at the same time, but limit the number of topics to just a few at any one time. Lack of focus leads to overwhelm and inaction. Take a focused, balanced approach to beat information overload.
My office declared Aug. 4 to be “Clean-Up Day.” I spent most of the day cleaning out my working file folders. These are intended to hold just current projects, but they were overflowing with old information and completed projects. It’s difficult to set aside a whole day for weeding files, but so energizing that it’s worth it to make the time. I already feel that I have a better handle on my current projects.
Have you tried working file folders? It’s a flexible method that minimizes relabeling as your projects change.
Just label some folders in sequence, using numbers, letters, or a combination. I use F101, F102, etc., where F stands for folder. Then jot down the folder numbers and what each contains. This is your index. I created a paper form for my planner and list the contents in pencil, but you could also use a spreadsheet or a table in a word processing document. At first, you’ll need to refer to the index frequently, but soon you won’t need it for the files you reach for the most.
When you’re finished with the information in the folder, either toss the papers or file them in a permanent file. Erase your index entry too. Then reuse the working folder for another project.
Save time and energy by carrying shopping-related information with you. List part numbers, sizes, etc. in a small notebook, your planner, PDA, or cell phone. That way, you’ll have the information at hand when you’re in a store or ready to shop online. For example, my planner contains spark plug model numbers for my yard equipment, printer models and toner cartridge numbers, and sizes of my computer desk (monitor space, depth of top surface, etc.) so that I can be sure new equipment will fit.
For supplies that are hard to find and/or expensive, you may also want to jot down favorite suppliers.
One caveat — When you replace equipment, be sure to update your shopping information! Recently, I nearly bought the wrong toner cartridge because I hadn’t updated my notes. Fortunately, the store was out of stock, so I was able to double-check before ordering.
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