Today's Tip - Organizing Information Overload (Reducing Paper)

The instructor of a time management class shared a few time saving tricks that worked well for her personally.  One of those was utilizing Contacts in Microsoft office as a “filing cabinet” rather than just an electronic rolodex.  This wasn’t part of the curriculum but instead, casual conversation.  At the time, I didn’t see great personal value in this practice – but tried it anyway.  Now, I can tell you – I’M A BELIEVER! My only regret is that this wasn’t known when my children were small.  This is a beneficial tool for anyone using Microsoft Office, either inside or out of the home. (I understand Lotus Notes possesses the same capability.)


Whenever convenient – and significant information is learned about an individual/friend/family member, it’s listed here so that their new baby, sick mother, etc. can be recalled by name.  In the office environment, I frequently make notes about assistants/their contact info/birthdays if known, etc.  (Note also:  If you receive a report or bio prepared by any individual the file can be saved to your desktop and then to the author’s  contact file for future reference.)

Notes don’t have to be written on paper, saved, filed, sifted through and misplaced – the information is available via the email client on any compatible device.  (I can access contacts on any computer, my iphone, ipad, etc.) 

Note Casual Conversational Reminders for "Diana Themyscira"

 

In addition to loading contact files with information, notes, photos, attachments, etc.   The Contacts database in Outlook works fabulously for organizing lists.  For simplicity, I denote all “lists” or “procedures” with @ before the name.  Years ago, I’d print out and refer to paper budgets; account number listings; policies; phone lists, snack schedules,  children’s game  schedules,  password lists, etc. 

Now, I just save updated files to the corresponding list in my contacts.  (The less paper – the less clutter and confusion!)

From a “mom” perspective –  a contact  file is saved for each of my children.  Each contains information for quick and easy access – significant events/anniversaries/gift ideas/prayer requests/concerns/passports/licenses/class schedules, etc. 

Since attachments can be added to the "contact file", it’s helpful to save copies of their passports and insurance cards, shot records, etc.  – all in one place.  (When you get a call from a child at the dentist office asking for an insurance card, it’s easily retrieved and emailed from any device.)  It’s not necessary to carry extra documents and cards in our wallets if we make use of this “electronic filing system.”   (It's proven helpful to have scanned images of driver licenses for spouse and children - whether registering for a Road Race or updating insurance - it's already in your posession, no need to inconvenience anyone - least of all yourself!) 

Speaking of passports, copies of my children’s’ and that of my boss – are appropriately saved.  Ironically, my day started with a trip to the bank to retrieve my own passport from the Safe Deposit Box.  (It won’t be returned without first scanning and saving to my own “contact file”.)    A trip to the bank would’ve been avoided had I done for myself what has been routinely done for others!  Duh.  There’s an immediate benefit to organizational improvement!

This has proven very beneficial personally, managing my home/family  and in ministry.... 

Perhaps it will help you?