Pool Your Papers

There's nothing quite like swimming in a pool. I dive in and the world seems to melt around me. I surface, shake the water out of my eyes and feel like I'm in a different place. If I keep my head under water for awhile I notice that all sounds are muted. Having done some synchronized swimming many years ago, I sometimes feel my creative side come out as I try some synchronized swimming moves. Even if I'm swimming laps, the pool is a place where I can feel a little separated from my very busy regular world.

But for some people, a pool is not a calm place. They may not be able to swim well and so they feel overwhelmed as they try to coordinate strokes, kicking and breathing. Or maybe the pool is filled with lots of other people who are busy yelling or throwing balls. Either way the pool is a frantic place.

At this point I know you're wondering what this has to do with organizing. Read this quote from Michelle Passoff and I think you'll catch the connection:

"Think of your files as an extension and appendage of your mind. They are a place in which to empty your thoughts so you can actually see what is going on in your head. Your files should enable you to see clearly what is important in your life and, moreover, to have access to it. If your mind is like a big pool in which your thoughts swim, a file is fixed and stable."

In today's busy society I think it is safe to say that we are up to our eyeballs in thoughts...to the point of drowning. Yet we keep acquiring information, both electronically and in hard copy, and we try to handle our own thoughts plus all the thoughts represented in the influx of data. So what are we to do?

• Record your thoughts. I use Evernote to keep track of lists, ideas, thoughts, partial blog entries, etc. Free, web-based and available as an app on most smartphones, it is an easy way to track all sorts of information. The robust search feature helps retrieve information quickly.
• Distinguish types of information. Archive = information that you have to keep for tax purposes or other required long-term documentation but which doesn't need to be accessed very frequently. It can be in a less accessible location. Reference = information that you need to access on a regular basis (daily, weekly monthly). It should be filed in a way that it is easily accessible to you and anyone else who needs to retrieve the information. Action = items that need to be processed in some way. This includes tasks, events, calls, etc. Understanding the different types of information and how to process or store them will make it easier to be confident in keeping and retrieving data.
• Calendar your tasks. Having a task list isn't enough. Your tasks need to have a home. Many tasks have other pieces of information attached to them so our mind is filled with the task as well as the auxillary information.

These ideas are applicable to work or home situations and to electronic and paper data. If you need more assistance in setting up systems of data collection, storage and retrieval in your home or office, feel free to contact us. We help people develop systems that work for them.