Personal Organizational Tools - What tools do you use for personal organization?

[Alienyst]

Ok, it is understood that if you are in the Quality field you have a lot of 'planned organization' as in systems, procedures, etc. But what about personal organization? What tools, if any, do you use for personal organization? Is your desk/office a mess/clean/organized/cluttered but you know where everything is? What about your computer? Can you easily find that memo you wrote last July that you never knew you would need this April? Or those meeting notes you 'just know you typed in somewhere'...trip report from a supplier visit from whenever?

 

[Greg B]

Me Organsied?

Alienyst,

I have my documents listed in separate folders (on my PC) so I know, generally, where they all sit. In the screenshots below you can see that all files in the 'Quality System' pretty well cover all of the major topics I need and if you drill down into the 'Document System' you would again find separate folders for each topic. I worked out a map of what I wanted and where I wanted it put so I guess it is fairly organised.
Another trick I awlays do is place the 'file name and path' in the footer of all of my documents (other than QA docs as they have their own number system to track them) in this way I can always locate a master document from a file document or printout (hopefully).
I keep a Diary on my desk although I alternate between it and MS Outlook calendar.
My desk is rather cluttered as I am continually finding new ideas to explore or devlop for training or implementation into our systems (the cove has increased my work load dramatically as I am always finding new things). Although the desk has clutter it is still in ordered piles, files or in/out trays: WIP, Filing, To Read, IN Tray etc. I also have a number of wire frame holders (Toast Racks) that I have my main WIP manilla folders in. They are each clearly labelled and colour coded to act as prompts. I also have a large wall calendar that I maintain training or appointment dates on. I still find I am still looking for more time and better ways to manage all of my WIP and ideas etc. In short it is ordered chaos

Greg B

 

[Claes Gefvenberg]

But what about personal organization? What tools, if any, do you use for personal organization?

We seem to have a common interest. Have a look at this old thread: Seeking Tips: Office Improvement - Best Practices. This is a discussion I'm looking forward to...

/Claes

 

[Clarence.L]

I'll be a tree after I dead

Alienyst,

I have my documents listed in separate folders (on my PC) so I know, generally, where they all sit. In the screenshots below you can see that all files in the 'Quality System' pretty well cover all of the major topics I need and if you drill down into the 'Document System' you would again find separate folders for each topic. I worked out a map of what I wanted and where I wanted it put so I guess it is fairly organised.
Another trick I awlays do is place the 'file name and path' in the footer of all of my documents (other than QA docs as they have their own number system to track them) in this way I can always locate a master document from a file document or printout (hopefully).
I keep a Diary on my desk although I alternate between it and MS Outlook calendar.
My desk is rather cluttered as I am continually finding new ideas to explore or devlop for training or implementation into our systems (the cove has increased my work load dramatically as I am always finding new things). Although the desk has clutter it is still in ordered piles, files or in/out trays: WIP, Filing, To Read, IN Tray etc. I also have a number of wire frame holders (Toast Racks) that I have my main WIP manilla folders in. They are each clearly labelled and colour coded to act as prompts. I also have a large wall calendar that I maintain training or appointment dates on. I still find I am still looking for more time and better ways to manage all of my WIP and ideas etc. In short it is ordered chaos

Greg B

For my desk, I like to use tray and file. Tray for the family of document, i.e. standard, audit material, training material, etc..., file for type of product, i.e. TL9000 training material, ISO9000 training material...

For my computer, as same as my desk, 1st level folder for family, and 2nd for type. Besides, in each folder, I like to create a obsoleted folder "OBS" for storing the obsoleted document, my experience tell me that sometime obsoleted document is valuable.

Many peoples has their own filing practice, but only he/she can found, even though my Boss. But for me, I keep asking myself "If I was out of office, can others find the document easily".

Any comment?

 

[Claes Gefvenberg]

I keep asking myself "If I was out of office, can others find the document easily".

Good practice imo. I tend to limit my use of paper as much as possible and keep my documents in the network. Having a lean office makes things easier to find. Se picture for current situation. (Taken 10 mins ago). And before you ask: Yes there is work in progress. I just don't keep all of it on my desk

/Claes

 

[Alienyst]

Well cameras are not allowed in my facility so I can't post any pics from the office. But my desk and work area look about what Claes' does - only the furniture is not as fancy.

My computers...I use a directory structure to organize all documents relating to the quality system and its procedures. But for everything else I use OneNote and it is a great tool. I have read a lot of the reviews where people are negative about it. But it seems to me most of the negativity is camparison to a lack of something found in Word. It does not replace word but it does provide the best file/note/document organization I have found.

Since I have started using it, others in the office have seen it since I now take the laptop to meetings and stuff (OneNote has a recording tool so I record important meetings) and the company decided to purchase it for all who would like it (so far 9 others).

 

[Laura M]

My office is my family room as of the last few weeks of redecorating. I'm interested in the tips. Some people are neat by nature - I tend to pile up papers, realize once/month I don't need most of them and do the purge. Bad system, I know. I'll take a picture soon. I got the BEST desk. THe table top folds down. Then, and the end of the day, everything gets stored, and the desk top folds up to hide, and take up less room space. Closed, it looks like a standard bookcase. Plenty of storage which is awesome.

Organizationally, I still use my 10 year old Franklin planner. I find it easier to write with a pen than a plastic stick. I use calenar in outlook for business and family - try to remember to print weekly, but the planner is my business calendar with billing information until I transfer to Quickbooks. Not the most efficient, but developing a new system takes time I don't have right now.

 

[Randy]

I'm losing my office

Judi's turning it into an antique shop when I start working :mg:

 

[mshell]

My desk is organized (I know where everything is). I have an in-process tray and an I would like to see this happen tray.

Past records from previous quality personnel were all in hard copy and spread throughout 5 filing cabinets. I am in the process of grouping like items together so that I can find them easily.

As for current practice, all QMS documents are available via the intranet (even database forms) and are sent throughout the organization via e-mail. I am attempting to convert everyone to electronic files (some people are hard to convert).

I have also created Outlook shortcuts to my private drive so that I can transfer e-mail correspondence to the appropriate filing location with ease.

I use Outlook to gain and track approvals of modified system documents, schedule meetings and organize my day to day activities.

 

[RoxaneB]

Documents

Maintained electronically via a document control software package.

Records

Maintained as per the Records Master List. I have one 4-drawer filing cabinet and one 2-drawer filing cabinet to my active records.

The archive room is where all older records go and each department follows the same method for labelling boxes.

Desk

Binders and books are sorted by topic and identified along the lip of the shelf (to help as part of our 5S programme). Anyone can come to my desk and find the resource they are looking for.

Whiteboard exists with my immediate "To Do" for the day. It's information is transferred over from Daytime/online calendar.

Pens and paper supplies go in one drawer. Gloves and protective eyewear go in another. And I have my snack stash drawer for those mid-day cravings.

Schedule

All appointments are maintained in my daytime (paper) and electronically (online calendar). I prefer the paper version because I can take it home and start to mentally plan for the next day. The online version, however, allows people to check my availability for meetings, etc.

***

That being said, I do admit to some personal effects on my desk...namely my shrine to BMW-Williams and a few momentos from travels.