aprilmcan
Newbie
Posts: 21
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« on: July 12, 2002, 05:14:28 pm » |
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Hi All,
Hope you are having a wonderful summer day! It is beautiful here in Drumheller, Alberta, Canada.
Was hoping I could get some input on the "dreaded" filing. I have been added another boss on to my other 3 bosses and have let the filing go to a horrid extent. I have been given a talking to (in a nice way) about it and want to clear up this issue before my next job appraisal (which is coming up within the next few weeks). How do you get the filing done? Do you set aside a certain time of day or week to accomplish this? And how do you tackle it when it is this far behind? I'm considering a Saturday or evenings to get a handle because that seems the only solution....Please help!
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jahdra
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« Reply #1 on: July 12, 2002, 05:30:42 pm » |
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If you're in dire straits, one Saturday would probably be your best bet. You would be amazed at how much you can accomplish when you don't have to answer the phone, check email or talk to people walking by your desk. If coming in on Saturday won't work, trying setting aside 15 minutes at a time to tackle the filing and don't do anything else while you're filing. I am the queen of "I'll file it later," so bad, in fact, that my last group knew exactly where to find what they were looking for and got confused when I was actually caught up on my filing!  In fact, one year I came in on New Year's DAY to catch up, it was so bad. |
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fireproof
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« Reply #2 on: July 12, 2002, 06:43:32 pm » |
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I try to save the last 15 minutes to half hour for straightening up, so that I come in to a clean desk. Just work as if your quitting time is earlier than it is by 1/2 hour, then put it all away and tackle the niggly little things (I kind of see doing something that doesn't require much thought to be kind of a reward).
Sometimes, the very FIRST thing I do, before I start my "real work," is spend a few minutes putting the papers away. I consider it avoiding the tough stuff, but it looks good to the boss anyway since I really am working.
Of course, that's how I keep up! If you are really, really behind like you say, you are going to have grab a chunk of time and just get it done.
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mlm668
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« Reply #3 on: July 12, 2002, 07:06:37 pm » |
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If you are as far behind as you say, I would come in on a Saturday and get caught up. Then.........take a good look at how your week normally goes and decide on what day and time is best for you to do your routine filing. Also try to get in the habit of putting something away as soon as you finish with it. That helps more than you may realize because its one less thing to file later on. My slow time is usually Friday afternoon. Since its the end of the week and I don't really feel like working anyway, I normally use that time to get my filing done and take a good look at what I have to get done. I update my task list and my calendar and organize everything around my desk so that when I come in Monday morning I'm ready to go. I'm notorious for letting filing get behind but I also hate the clutter. That's my incentive it get it done and keep it caught up. The cleaner my area looks, the better I feel. Since its the end of our fiscal year right now (means new AP files and moving out the old to make room for the new) and I took last week off, my desk and my files are a mess. But I'm determined to be straight before I leave here at 5. Michelle  |
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countrigal
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« Reply #4 on: July 15, 2002, 05:56:00 pm » |
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In keeping up with filing, I look for a time of day (or week) where my energy and attention aren't always at their top and use that time for filing and other "mindless" tasks. Then I'm still productive, but my mind isn't being challenged and I'm taking things slower since I'm not also sorting mail, writing memos, etc. My time to do one task at a time and not multi-task is when I file. Works well for me right after lunch, and I do it each day so I'm able to keep up and only take a couple of minutes a day. Gives me some movement to do before once again sitting at my desk, and keeps me from trying to take a nap.  good luck, whatever you end up doing. CountriGal
Deskdemon Editorial Board Member |
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spitfire78
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« Reply #5 on: July 16, 2002, 03:23:05 pm » |
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I file immediately. As soon as I have something to be filed, I put it right away. Years ago I tried having a "bin" where I put all my filing. But it became too easy to say that I was busy and just toss everything in the bin, where it then proceeded to pile up. I discovered that I feel the same way about filing that I do about ironing - I don't mind doing it as long as it doesn't pile up! So one day I caught up on all my filing and got rid of the bin. As soon as a letter is signed and copied - the copy goes in the file. Sometimes when I'm really busy, I think that perhaps I should put it off. But I know myself well, and I know that would be a very bad thing. So I just tell myself that after all maintaining the files IS part of my job and I have a right to take the 30 seconds it takes to file the letter immediately. That's how I handle it. It certainly wouldn't work for everyone or in every job situation, but that's what works best for me.
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radaro
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« Reply #6 on: July 16, 2002, 04:37:10 pm » |
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Wasn't the computer supposed to get rid of paper copies and filing?  |
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beaintheuk
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« Reply #7 on: July 16, 2002, 11:05:12 pm » |
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I also think filing straight away is best. However I 'pre-file' now: I have an A-Z filing system and bought one of them folders from A to Z and put papers in there during the week then try to save the last hour or so on Fridays, if not first thing one morning to put the documents from the folder to the filing cabinet. I only have one boss but if I had 3 or 4 I would probably have a folder for each. This 'pre-filing' makes a big difference since if I look for something not already filed then at least it's already in order and I can find it quickly. Don't get me wrong: I hate filing too  !!!! But I do get the proud and contented feeling when asked for a document, I can usually find it within seconds! Bea |
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charity
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« Reply #8 on: July 17, 2002, 09:46:11 am » |
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I think filing is one of the dreaded jobs in the majority of assistants' working lives. Many many many years ago, I used to throw all my filing into boxes (under my desk "so that my working area looked tidy") and thought nobody knew about it. One day I decided to tackle and get rid of it and lo and below a few days later someone came and started 'sniffing' round my desk looking for these boxes under my desk - when I asked them what they were doing - the answer was they were looking for my filing box. They were actually shocked that I had caught up with my filing. After that I decided that I would do filing everyday - setting aside at least 15 to 30 minutes a day for this.
Well that was a few years back. I am lucky now that my current boss and subordinates do their own personal filing - any filing for projects which accidentally lands on my desk is forwarded to the relevant project officer to file.
I am not sure about computers reducing paper though - I think they have increased paper usage. Anyone remember the days of typewriters and carbon papers!!? (Showing my age here I think)
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virgin
Newbie
Posts: 12
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« Reply #9 on: July 17, 2002, 12:58:42 pm » |
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Filing Oh no dont mention that dreadful word.
Mine stays in a file tray on my desk for about 6 months and if no one has asked for it I bin it!!!!!! LOL One day I will get caught out I am sure.
Sharon
Sharon Papworth
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chris68
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I have a file folder in my desk organizer, when the file folder won't fit anymore, it's time to file. Generally for me Friday afternoon and Monday mornings are quiet so I try to start filing Friday afternoons and what I don't finish Friday I will pick up on Monday. Or if I get lucky enough I will file everything while bossie is either out of town or on vacation. Unfortunately he's out of town more than he is on vacation. Less interruptions this way when he's out of the office. Yes I do remember carbon copies, and now I'm starting to feel old! Chris68
Deskdemon Forum Board Staff  |
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mnaeempk
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To me filing on weekly basis suits. I am luckly that my boss is on travel atleast one day a week. So I defer the filing till that day. However, on occasions when boss is not travelling frequently I use his meetings etc for this purpose.
Filing has two components. separating and sorting etc (difficult/time-consuming) and then filing (easy and less time-taking). If you don't have enough time to complete filing at one time, you can do it separately i.e. separate / sort at one time and file at some other time depending upon the availability of time.
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lynnk
Newbie
Posts: 28
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« Reply #12 on: August 03, 2002, 07:25:26 pm » |
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Well I had the same problem after I "inherited" an extra director as well!!!
Being the only PA there we seemed to expanded pretty quickly so I said to the other two directors (now have 3) that I needed some help, esp with the filingm so I advertised for a PT Assistant and since she has been with me over the past 4 weeks I have not had to do any filing!! She is quite able and has lifted the pressure off me considerably so my suggestion is get someone in to help - it will be worth it in the long run.
Bfn
Lynnk x
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beaintheuk
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« Reply #13 on: August 05, 2002, 09:08:04 am » |
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I quite agree with you Lynne. Sometimes if you don't ask, you don't get. Directors don't really realise what our workload is. Maybe that's a solution! Good idea.
Bea
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lynnk
Newbie
Posts: 28
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« Reply #14 on: August 05, 2002, 01:36:31 pm » |
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Hi Bea
Good for you - go for it!!!! What have you got to lose in asking?
Let me know how it goes.
Regards
Lynn x
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