© Jan Jasper; 2001-2010
Technology is Not a Quick Fix
While technology is essential, it's not an instant solution for information management problems. To be accessible, information must be
stored in a consistent manner. Otherwise you'll forget what's where, and the time you spend looking for things will outweigh the time
you save. Your first step is to think it through. Here are some things to consider:
Avoid Keeping Related Information in Many Different Places
Let's take phone numbers and addresses. Many people have some in their contact management software, some in their old Rolodex™, and
some in a paper phonebook in their briefcase. Finding a phone number is difficult, locating people who meet specific criteria is a
slow process, and doing a mailing is a real ordeal. Using software piecemeal in this manner is no better than not using it at all.
Storing E-mail is another tricky issue. Yes, you can avoid paper printouts by creating project or client files in your E-mail program.
But if other client or project information is in paper files, and you've also got notes in your palmtop computer - you have too many
places to look for related information. At best, you'll waste time looking. At worst, you won't even remember to look in all possible
locations, which means valuable information is as good as gone.
You Lose the Visual Cues That Help You Navigate Paper
Even if you're consistent in where you store information, there's another thing to consider: Most of us rely on visual cues.
Seeing the yellow folder on our desk reminds us to work on The Big Project. We easily locate the notes made at yesterday's meeting
because they're in our spiral pad. When we need to find a phone message, we look for small pink message slips. We easily locate things
by color, thickness, and size.
Color-Coding Things in the Computer
When you store information into the computer, suddenly every appointment, every document looks the same, in an identical
light-gray slot or yellow folder icon. The visual cues you've relied on are gone.
For your computer calendar, the solution is to color-code - project deadlines in green, follow-up reminders in
yellow, and so on. This is very easy to do in Outlook and Goldmine. For documents, a well-organized
structure for folders, sub-folders, and documents is essential.
Break The Paper Habit
Once you get it set up, you should use your new system consistently. If you store some information digitally but keep other related
information on paper, it won't help you. You'll never pass the break-even point where the time you've invested in your software pays off.
Save Steps by Recording Information Only Once
Reach for your keyboard instead of a piece of paper when you want to jot something down. (I'm referring to important
work-related information, not your
grocery list!) For example, instead of writing a reminder to yourself to e-mail Bob an update, just start a new email to Bob
with "Update" in the subject header, type in a few words, then save it in your drafts folder so you can finish and send
it later. When you get an idea for a project you're involved in, type
it into a WORD file which becomes part of the project's digital file.
Spend a Little Time Now to Save Countless Hours Later
There's no one right way that suits everyone. You'll need to find what works for you. But it's safe to say that the less paper you handle,
the more time you'll save. Another important factor is that information stored digitally can be backed up which protects you against loss,
or a fire or flood in your office. It does take time at first, but the sooner you set up a comprehensive system, the more time and
money you'll save in the long run.
This article is available to reprint if you include my copyright notice and identify me as follows: "Jan Jasper, a productivity expert in the New York City
area, is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press)."
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