Focus on Organization: Reduce Your Library Jeanna Cook, NBCT Library- Media Specialist Lamar High School Audit Co-Chair, AAIM Chair/President, AASL office

Agenda for session: Office –Desk –File Cabinet Computer –Desktop – Calendar, Address Book (Contacts), & Tasks Time Savers –Setting goals –To-Do lists –Prioritizing –Delegating jobs Share Time

My motto:

The DESK! The desk is a place to do work! Use trays. Use the R-E-M-O-V-E method! R educe distractions. E veryday use? M ove to the preferred side. O rganize together. V iew your time. E mpty the center.

My desk!

File Cabinets Don’t automatically file everything you receive. Keep “like things” together. Color-code. Use: Hanging file folders, crates, or plastic tubs. LABEL, LABEL, LABEL! Before you file… WASTE method! Is it… W orthwhile? Will you use it A gain? Can you easily find it S omewhere else? Will anything happen if I T oss it? Do I need the Entire item?

Computer Desktop Keep your desktop free of rarely used icons. Make folders & categorize like files!!! Pull items that are unfinished to the right of the screen. Put important documents on a flash drive, have a back-up.

, , … Remember… leaves a trail!!! Again, make folders and categorize! Turn off “Save Sent Items”, do you really need a copy? (CC or BCC yourself) Delete unnecessary s. Use the subject line. Make a “Keep” folder and SAVE anything you might need later. Look at “Options” under Tools. Include your name. Make a signature.

Outlook Calendar Can be viewed by day, week, month. Will attendees about meetings, they can then accept or decline. Set reoccurrences. (daily, weekly, monthly, yearly) Sends reminders to your desktop! Can color-code!

Address Book & Contacts Make a distribution list! This will save so much time. –(Under Actions.) Make your contact list as detailed as you need. Save your address book!!

Outlook Tasks Computerized TO-DO list! –Make it simple or detailed. –Assign a due date. –Assign % complete. –View a timeline. Good for a visual.

Time Savers Set practical goals. Make and keep “To Do Lists”. –Delete and add items as necessary. –Best to make daily lists. Prioritize your list. Do the more pressing items first, or those with a deadline. DELEGATE jobs as often as possible. –This is the hardest for me.

Twenty Timesavers 1. Set goals. Prioritize. Plan 2.Make lists. 3.Avoid procrastination. 4.Handle interruptions. 5.Use a tape recorder, esp. when driving. 6.Use deadlines. wisely. 7.Follow routines. 8.Learn to say NO when you have too much to do. 9.Take an early or late lunch to avoid interruptions. 10.Make appointments with beginning AND ending times. 11.Use the telephone or e- mail as much as possible. 12.Keep supplies on hand. 13.Keep active files within fingertip reach. 14.Clean off your desk every night. 15.Put away a project before beginning a new one. 16.Continue learning how to use your computer better. 17.Carry a “To Read” file. 18.Be prepared. 19.Reward yourself. 20.Plan today for tomorrow.

Additional Reminders… R-A-P-I-D response to your Mail. –R- Read –A- Attend –P- Pay –I- Important –D- Dump P-L-A-N your time. –P- Prepare –L- Lists –A- Act with rhythms and routines –N- Notice and reward your accomplishments

My motto: Putting Everything in its P-L-A-C-E! P- Purge L- Like with like A- Access C- Contain E- Evaluate

Sources: * Organizing for Dummies * Guide to Organizing Your Life * Introduction to Microsoft Office 2003